Payables/Invoices Process

This document is meant to give users an overview of the Payables process and the objects, fields used in the processes.

Objects:

• Payables
• Payable Lines
• Accounts
• Contacts

Entering Invoices can begin at the Account (for an organization vendor) or the Contact (for an individual vendor) or it can begin from the Payables object. The instructions below is from the Payables object. Click Payables object, Click “New” button from the list view.

• Search and select either an Account (organizations) or a Contact (individual)
• Address (user can search and select an address or leave it blank and the system will auto-assign the Vendor’s address or the Contact’s address)
• Payment Method: leave blank and the system will auto-assign; if there’s a payment profile it will default to ACH. User can change after saving.
• Invoice Number
• Invoice Description
• Invoice Date
• Transaction Date
• Pay Date (use if TDF decides to filter payables using this field)
• Summary Info: Posting Status: Defaults to Approved
• Payment Status: Defaults to Unpaid
• 1099 Amount: If the payable is eligible for 1099, enter the amount here
• Other information section is auto-populated.
• Click Save

After Saving the Payable record, scroll on the Payable record to the Payable Lines section, click “Mass Add/Edit Rows” button.

• From the Payables object, select the “Unposted” list view and using the checkbox along the far left
• Click “Pay by Check/Wire”

Fields Include:

• Cash Disbursement Batch Name: Defaults but can be edited
• Bank Account defaults but can be changed
• Starting Check number: Adjust as needed (defaults to where it left off)
• Click “Create and Post”
• Returns user to the Cash Disbursement Batch. This record is a summary of the batch that has been created. Click the Cash Disbursement tab to see the checks represented in this batch. Click the “Print Checks” button and confirm.
• Click Notes & Tabs. The check merge process takes a few minutes to process. Refresh screen until the check merge file is processed.

If beginning at the Payables object, a user can search fromor vendors (accounts/contacts) beforehand or they can be searched and selected directly from the Payables object. New accounts/contacts can be added directly from the Payables entry screen or from Accounts/Contacts. Choice is yours.

Fields Include:

• Fund
• Fund Intention
• Monitoring Report fields section if a final report is due from the grantee (Monitoring Report: select value; Monitoring Report Instructions; Months Until Due). Note: if this section is populated, a flow will auto-create Requirement records for the Funding Request when it is Awarded.
• Account
• Transfer to Fund (if an internal transfer)
• Allocation Amount or Allocation Percent
• Project Title
• Special Instructions
• Requested For
• Grant Type
• Frequency
• Comment
• Week Number to Create Grant In
• Day of Week
• Fund (GAU)

Once the Fund Distribution records are set, the next step is to create a Fund Distribution Entry record.

Fund Distribution Entry records are created to connect the Year, Ledger and Fund. This record then allows you to calculate Fund Distribution Lines which contain the details used to create Funding Requests, Disbursements and Fund Expenditures.

The user can make edits to the Grant Budget and then return to the Fund Distribution Entry record and click “Calculate Fund Distributions” again see the revisions made in the Fund Distribution Lines.

Fields Include:

• Distribution Date
• Fund
• Distribution Amount
• Grantee
• Fund Distribution
• Fund Basis Amount
• Fund Distribution Entry
• Grant Total Amount

If the Fund’s Available Balance is $0, then the Calculate Fund Distributions utility will not create Fund Distribution Lines and therefore, no Funding Requests, Disbursements or Fund Expenditure records are created when “Calculate Fund Distributions” button is clicked.

Review the Fund Distribution Line records for accuracy and when ready, click the “Create Grants” button to generate the Funding Requests. The user that clicked the “Create Grants” button will get an email indicating the process has finished. From the Fund Distribution record, the Funding Requests created are visible on the Related tab.

Process the Funding Requests the same as other Funding Requests in the system.