Spring KASBO 2015
AP A – Z
Brian Pelletier – Tyler Technologies
AP Goals
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Review a few lesser known options
Uncover additional ways to manage vendors
Study fields in the Invoice Entry process
Examine some new features in V10.5
Munis Programs
• Getting help…
AP Settings
• A few of these options may make processing
easier/quicker
• Allow duplicate invoice #’s & Allow blank invoice
#’s allow you to set these on the vendor
• Display Document & Voucher #’s allow you to
remove them from Invoice Entry screen
AP Settings
• Re-encumber liquidated POs upon cancellation of
an invoice: Reopens/encumbers PO lines when
invoice cancelled
• Re-encumber liquidated POs with credit memos:
Allows entering a credit memo against a PO and reencumber PO for amount of credit
• Suppress invoice date warning while holding current
year open: Eliminates warning on most every
invoice entered July 1 until the fiscal year is closed
AP Settings
• Update PO’s and contracts with recurring invoices:
Newer option
• Default a blank date when adding an invoice: does
not default current date.
• PO to Invoice max variance percent and amount:
Max percent/amount difference between invoice
and PO
AP Settings
• Allow duplicate vendor FIDs/SSNs: Blank - error
prevents adding a dupe FID/SSN. Checked - a
warning box appears to proceed
• Include addresses on help: Shows addresses when
using help on remittance lookup
• Force vendor entry in all capital letters
• Use general vendor address: only used if using
Address Types
AP Settings
• W-9 Vendor restriction: Invoice handling for vendors
with no W-9 flag set.
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None – No restriction
Hold – Place invoices on Hold until W-9
Warn – Warning during invoice entry
Stop – Stop invoice entry
AP Settings
• Invoice Discrepancies: Used to identify
discrepancies and send workflow notifications
AP Locks
• Certain functions in Munis prevent users from
running other programs. Tis is referred to a Lock.
• Locks are recorded by the Munis program and
removed when the user exits
• Occasionally a lock isn’t released
Invoice Entry
Invoice Entry - Batch
• Functions:
o Warrant Post: Allows posting of invoices with a specific warrant in a batch
of invoices
o Sort: Allows user to select the view/print sort sequence of invoices.
Options:
• Order of Entry
• Vendor Number
• Vendor Alpha
• Vendor Type
o Invoice Find: Find an invoice by invoice or vendor number
o Quick Entry: Allows entry of invoices in a screen with fewer fields. Quick
entry screen is customizable by each district and includes only the fields
you choose. Can quickly toggle back and forth between Quick and
traditional entry screen.
o Group Entry: Initially designed to enter multiple invoices against one PO
• Change Yr/Period: Used to correct or change the
year/period on all invoices in a batch
• Single Check: Creates a batch where each invoice
appears on a separate check
• Update Warrant: Used to correct or change the
warrant on all invoice in a batch
Invoice Entry
Invoice Entry
• Address: Select “Include addresses on help” in AP
Settings to see:
• Invoice #: Can be duplicate for vendors you
designate. Warning appears no matter the setting
• Notice Document # and Voucher # do not appear
on screen as it is disabled in AP Settings!
• Check/Wire #: Use to record a check or wire
already processed
Invoice Entry
• Warrant: Can be left blank or set during entry. Can
mix warrants in a single batch.
• Invoice Date: Contains current date unless you set
“Default a blank date when adding an invoice” in
AP Settings
• Department: Will default in if set on the Munis user
account (User Attributes)
• Separate check: If vendor has multiple invoices,
selecting this option ensures this invoice will appear
on it’s own check
Invoice Entry
• Include documentation: Checking box prints the
check at the end of the run for special handling or
including documentation with check
• Comment button: Allows user to enter free form text
comments associated with invoice
• 1099: Defaults from vendor record if set otherwise
user can change during entry
• A: Column denotes if item is a Fixed Asset
• Bud: Column indicates if expenditure from 1 –
Current year budget or 2 – Carry forward budget
Quick Entry
• User defined screen contains a subset of the fields
available on traditional invoice entry
Quick Entry
• Quick Entry fields set in the Forms Definition program
in AP Settings.
• Find process “apinveqe”
Recurring Invoices
• Allows creation of an invoice template to model
frequent invoices
Recurring Invoices
• Use an allocation if amount spread over multiple
accounts by percent
• If you cannot use allocation use the Quick Entry
button on current recurring invoice to quickly
change the amounts on the detail screen
Select Items to be Paid
• Process gathers invoices and generates a report of
invoices to be paid
Select Items to be Paid
• Can gather invoices with a matching warrant
and/or invoices with no warrant (Include/Exclude
radio button)
• Program optionally utilizes Due Date and Discount
Dates to gather invoices due to be paid. Beneficial
for clients that pay invoices more than once a
month.
Vendors – One Time Pay
• Refers to a special Vendor Status
Vendors – One Time Pay
• Setup one of these and use to pay vendors that
receive one or a very small number of payments
(refund checks etc.)
• Assists in managing your vendor file by reduce the
number of little used vendor records
• Do not use One Time Pay if the invoice will be 1099
reportable
Vendors – One Time Pay
• Invoice entry prompts for vendor info
Vendors – One Time Pay
• Info on specific vendors available in invoice &
check inquiry functions
Vendor Merge
• Allows merging 2 vendors into one
• All information associated with merged vendor
moves to designated vendor (invoices, PO’s,
checks, etc.)
Invoice Open Report
• Used to report on invoices open each day within a
defined date range