A360 Accounts Payable,Copyright 2016 by County of Kent Michigan 2. A360 Accounts Payable,1 Accounts Payable 5,1 1 Document Lifecycle 5. Invoice Documents 6,Payment Request Documents 6,Commodity versus Non Commodity Documents 6. 1 2 Event Types 6,2 Accounts Payable Document Processing 8. 2 1 OnBase Instructions with A360 8,2 2 Direct Pay Invoice GAX 10. 2 3 Direct Pay Invoice GAX Flowchart 11,2 4 Direct Pay Invoice using GAX 11. 2 5 Commodity Based Payments PRC 17,2 6 Master Agreements Flowchart 18. 2 7 Invoicing Against a Master Agreement MA 19,2 8 PO Invoice Flowchart 28. 2 9 Invoicing Against a Purchase Order PO 29,3 Worklist Approvals 38. 3 1 How to Approve a GAX or PRC document 38,3 1 Viewing your OnBase Image in A360 41. Copyright 2016 by County of Kent Michigan 3,A360 Accounts Payable. Copyright 2016 by County of Kent Michigan 4,A360 Accounts Payable. 1 Accounts Payable, Accounts Payable is the business function through which an entity s obligation to pay an external or. internal vendor is recorded and the actual disbursement of funds is established in a timely manner The. process involves proper referencing of contract terms if applicable. Entities use Accounts Payable to pay for goods and services including utilities lease agreements. professional services and inventory items This course teaches the user how to perform accounts. payable business processes in CGI Advantage Financial Management hereafter referred to as. A360 Accounts Payable Processing Flow,1 1 Document Lifecycle. Below is a detailed process flow of the system showing the relationship among the highlighted. There are two Procurement documents that will be used by Kent County. The Purchase Order PO document is created by the Purchasing Department and will. establish the encumbrance against a budget line,Copyright 2016 by County of Kent Michigan 5. A360 Accounts Payable, The Invoice IN document is entered by departmental end users and will establish a. relationship between a vendor s invoice and its related purchase order if any. There are two Payables documents also known as Payment Request documents that will be used by. Kent County, The Payment Request PRC document is entered by department end users and will create the. relationship between a vendor s invoice and its related Master Agreement formerly known as a. Term Contract in PeopleSoft It will also identify the budget lines that will record the expense. The General Accounting Expense GAX document is entered by department end users will. identify and record the payment of a vendor s invoice to the indicated budget lines formerly. known as a direct pay invoice PeopleSoft, There is one Disbursements document that will be used by Kent County. The Automatic Disbursement AD is a document that is automatically created from overnight. batch processes run by Fiscal Services It is created when a payment request document PRC. described above meets the established payment selection criteria formerly known as the Pay. Cycle Manager in PeopleSoft The AD is available to end users on an inquiry basis. o Payment selection criteria will look to pick up those payment request documents where. the vendor invoice dates and vendor payment terms fall within the daily check selection. Invoice Documents, To invoice for items that were ordered via the Purchase Order PO the AP User uses the Invoicing. Search INSRCH wizard,Payment Request Documents, Pymt Request Commodity Based PRC and General Accounting Expense GAX documents are. processed to pay for goods and services which book the expenditure and establish a payable in the. In Advantage360 once the payment request document is in Final phase it is picked up in the daily. Automated Disbursement batch run With this batch run the selected transactions are posted ledgers. are updated and disbursements are generated,Commodity versus Non Commodity Documents. Some Accounts Payable documents such as the GAX do not have a Commodity line and have a different. structure than documents with a commodity line These documents are referred to as non commodity. 1 2 Event Types, Event Types are used on the accounting line to signify what posting codes are referenced while also. bringing in specific rules for data entry for referenced transactions customer codes vendor codes and. all defined Chart of Accounts elements in the system. Copyright 2016 by County of Kent Michigan 6,A360 Accounts Payable. All documents have allowable event types defined and a single default event type identified The user. can either let the event type default or select an event type from the pick list for a particular document. If the data entered on the document is not correct for the event type or document rules error messages. are issued,Copyright 2016 by County of Kent Michigan 7. A360 Accounts Payable,2 Accounts Payable Document Processing. 2 1 OnBase Instructions with A360, OnBase is used for document storage and referencing the payment of a vendor invoice through the use. of the GAX or PRC documents in A360,Coding Invoices. 1 Click OnBase Login at http kcintranet kc gov onbase index asp. 3 In the Document section choose Workflow,4 Choose AP A360. 5 Choose AP Dept Invoice Coding A360,Copyright 2016 by County of Kent Michigan 8. A360 Accounts Payable, 6 Click on your invoice Note the additional keywords that appear in the yellow box You will be. using these keywords in A360, 7 At this point you will open the A360 program Keep OnBase open. 8 You will need to determine if you are,a Paying an invoice against a PO. b Paying an invoice against a Master Agreement MA formerly known as term contracts. c Paying an invoice directly GAX,Copyright 2016 by County of Kent Michigan 9. A360 Accounts Payable,2 2 Direct Pay Invoice GAX,General Accounting Expenditure GAX. The General Accounting Expenditure GAX document is used to make direct disbursements This. document is for non commodity based payment requests therefore it does not require a reference to. an award document such as a purchase order but may reference the GAE When referencing a GAE. several fields are copied forward to the GAX minimizing the amount of data entry required on the GAX. The GAX document liquidates all or part of the encumbrance established by the GAE and decreases the. remaining available amount of the GAE, The GAX document is created for items that do not require a purchase order such as utilities or postage. When creating a GAX document, The Vendor Invoice Number prints on the check stub and can be entered directly in the GAX. This field is used to communicate data needed by the vendor in order to apply the. disbursement properly, Although optional the Document Name or Document Description field can be used to record a. short name or description for reporting and identification purposes. Users have to search for vendors by system assigned vendor code or Legal Name If the vendor. has more than one location the Address Code pick list can be used to select the proper. payment remittance address location, The Scheduled Payment Date is the date the check is printed or EFT is created This value. defaults to today s date unless a date is manually entered or inferred from other areas for. example discount terms within the referenced award document. Although optional use of an Accounting Template is recommended as a quick way to populate. accounting elements and reduce the risk of errors Users are able to edit or enter additional. elements in the fund and detail accounting sections Any value entered by the user overrides. defaulted values from the template Creating Accounting Templates is discussed in the. Advantage360 Navigation course, The Disbursement Format field defaults to REG which is for a check When the vendor is setup. on the Vendor Customer VCUST table as eligible for EFT the Disbursement Format updates to. EFT upon clicking Validate, When applicable tax must be calculated manually and added to the line amount field on the. General Accounting Expenditure document, Several event types can be used with the GAX document but the default event type is AP01 Normal. Copyright 2016 by County of Kent Michigan 10,A360 Accounts Payable. 2 3 Direct Pay Invoice GAX Flowchart,Vendor Invoice User. GAX Document Nightly cycle,From OnBase,to record AD EFT. information from,the vendor invoice,Check for EFT for. Vendor 200 OR Vendor 200,2 4 Direct Pay Invoice using GAX. 1 Go to Search Document Catalog,2 In the Document Identifier enter. 3 Code GAX,4 Dept Your 3 digit Dept Code,5 Click Create. 6 Click Auto Numbering click Create,7 In the Header section General Information Tab. No changes necessary here,Copyright 2016 by County of Kent Michigan 11. A360 Accounts Payable, 8 Click the Vendor Section using either the left navigation or. bottom navigation,9 In the Vendor Section General Information Tab. a Click on,b Enter Vendor Customer from OnBase Vendor Number. c Click Save,d Verify correct vendor information populated. Copyright 2016 by County of Kent Michigan 12,A360 Accounts Payable. 10 Click the Accounting Section using either the left navigation or bottom navigation. 11 In the Accounting Section General Information Tab. a Click on,b Enter Line Description optional,c Enter the Line Amount from OnBase. adv doc actu am,d Enter Vendor Invoice Number from OnBase Invoice. e Enter Vendor Invoice Date from OnBase Invoice Date. f Enter Check Description Optional,Copyright 2016 by County of Kent Michigan 13. A360 Accounts Payable,12 In the Accounting Section Fund Accounting Tab. a Enter the following primary Chart of Accounts information. i Fund 101,ii Sub Fund 1000,iii Dept Your Dept Code. iv Unit 1000, v Object Use the Pick list to choose the appropriate object. vi Sub Object 1000,vii Leave other fields blank, b Grant and CIP Project information can be entered on the Detail Accounting tab when. applicable,c Click the button,d Click the button, 13 At the top of the screen you should get a message that reads. 14 Click button, 15 This submits the invoice for approval At the top of the screen you should get a message that. Copyright 2016 by County of Kent Michigan 14,A360 Accounts Payable. Now you need to go back to OnBase to reference it to the A360 document. 16 Select Invoice,17 Click Code Invoice,18 Click Yes. 19 Enter the following CGI Keyword Values,20 Click Save to Save. Cancel cancels the process,Clear clears the fields.
No part of this publication may be reproduced, stored in a retrieval system or transmitted by any means, electronic or mechanical, without prior written permission of the Institute of Finance & Management. 2 Turning Accounts Payable Into a Strategic Partner: How AP Automation Drives Better Financial Visibility and Decision-Making
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