ACCOUNTS PAYABLE

Frequently Asked Questions

Version2 : March 2008

 Contents

Suppliers ...............................................................................................................4
1. There is more than one account for the same supplier, which one do I
choose? ..................................................................................................4
2. I cannot find a supplier or an employee on the database ...........................4

Batch Headers ......................................................................................................4

3. How to print batch headers ........................................................................4
4. Can I adjust or delete batch header details? ..............................................4

Grant related Invoice Distributions ........................................................................5

5. I am unable to post an expense claim to a grant........................................5
6. I am unable to enter a grant distribution against a 6P … expenditure type
because the system is requesting for a valid quantity.............................5
7. I wish to enter a distribution against a grant code but the system is
requesting an expenditure Item date ......................................................5
8. I have entered my distributions against grant codes and the system
generated account codes are different from the grant codes that I
entered? .................................................................................................5

VAT Distributions ..................................................................................................6

9. How do I confirm that the VAT amount is correct before the first level
approval process is run?.........................................................................6
10. System calculated VAT amount does not agree with the invoice VAT
amount due to rounding differences or insignificant arithmetical errors
on Supplier invoices................................................................................6
11. Most of our expenses are VAT recoverable, and I am not sure of the VAT
codes to use ...........................................................................................6

Adjusting and deleting invoices and invoice distributions......................................7

12. How do I delete an invoice if I have made an error? ..................................7
If invoice is unapproved (first level approval has not been done)...............7
If invoice is approved ie after it has been Validated or Secondary
lApproved ...................................................................................................7
13. How do I cancel an invoice that has been approved? ................................7
14. I have entered an expense claim with the wrong invoice type, how do I
correct this error......................................................................................7
15. How can I amend input errors on my distribution window ..........................8
Before approval..........................................................................................8
After first Level Approval ............................................................................8

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Invoice Approval ...................................................................................................9
16. After running the batch approval process, how do I confirm that all the
invoices in the batch have been approved?............................................9
17. I have approved my invoices but don't know where they have gone for
secondary approval? ..............................................................................9
18. An invoice was not approved in my batch of 10 invoices. Does this stop
the rest from being processed further? ...................................................9

Final Matching Withing Distributions ...................................................................10

19. I have matched an Invoice to a Purchase Order but forgot to select Final
Match. I change the flag in the Final Match column from No to Yes and
the system seems to accept it, but the PO is not being Finally Closed
automatically.........................................................................................10

General advice....................................................................................................11

Invoice Adjustment Chart....................................................................................12

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Suppliers

1. There is more than one account for the same supplier, which one do I
choose?
Check the supplier site addresses and choose the supplier whose site
address matches your invoice address. If none of them match your invoice
then ask DP section to create a new site. If all the supplier accounts have the
same site addresses then choose the Supplier with the lowest number. We
are in the process of merging all the multiple accounts into one.

2. I cannot find a supplier or an employee on the database

Please send details of the supplier or employee to DP section. Minimum
details required are as follows:
• Name and full address
• If an individual please confirm if the person is an employee or not
• Standard forms for full supplier set-up can be obtained from DP section.

Batch Headers

3. How to print batch headers

ƒ Select the batch header you want to print by clicking on Query, and Find.
Then enter the batch number you require and click on the Find button.
The system brings up the batch details
ƒ Confirm that you have the right folder open ie UCL BATCH HEADER
ƒ Click on the Action menu and then click Print
ƒ A copy of the batch header would be printed on your printer

4. Can I adjust or delete batch header details?

ƒ You can add invoices to a batch at any time
ƒ You can change the invoice type on the batch header after entering
invoices against a batch and the new invoice type will default onto new
invoices entered after the change. Changing the batch header does not
affect invoices entered before the change.
ƒ You can delete an invoice from a batch at any time before the invoice has
been approved. See 5.i
ƒ You cannot delete an invoice batch that contains invoices. If you want to
delete an invoice batch, you must delete all the invoices in the batch first.

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Grant related Invoice Distributions

5. I am unable to post an expense claim to a grant

Please check that you have used the standard invoice type and not expense
report type. If you have used the wrong invoice type then you would have to
delete the invoice and re-enter the invoice. See 5.i

6. I am unable to enter a grant distribution against a 6P … expenditure type

because the system is requesting for a valid quantity
Please enter the expenditure amount in the quantity field.

7. I wish to enter a distribution against a grant code but the system is

requesting an expenditure Item date
In this case you are trying to enter an expense against a completed grant.
Please confirm the completion date of the grant and enter a date on or before
the grant completion date. You can confirm the date as follows: \
ƒ Select the grant field
ƒ Click on the picklist button on the toolbar or press CTRL+F11
ƒ Enter the grant code and click the Find button

The system would then bring up brief details about the grant.
ƒ Scroll to the right to view the grant completion date.

8. I have entered my distributions against grant codes and the system

generated account codes are different from the grant codes that I
entered?
The grants were set-up to map to control accounts in the general ledger. The
account codes for these control accounts are different from the grant codes
that you have entered.

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VAT Distributions

9. How do I confirm that the VAT amount is correct before the first level
approval process is run?
After entering all your distribution lines,
ƒ Select Special on the menu options at the top of the window.
ƒ Choose Generate VAT distributions. The system then comes up with a
note indicating that VAT is being calculated, click OK on the box and
wait for the system to complete the process by bringing up the VAT
lines and updating the distribution total.
ƒ Check that your Invoice total agree with the distribution total, if not then
make the necessary changes as described in section 4.ii below.

10. System calculated VAT amount does not agree with the invoice VAT
amount due to rounding differences or insignificant arithmetical errors
on Supplier invoices
Manually change the system calculated VAT amount on the VAT distribution
line to agree with the invoice VAT amount.

11. Most of our expenses are VAT recoverable, and I am not sure of the VAT
codes to use
Recoverability is now defined at the account code level. The code to enter is
the one that corresponds with the VAT rate on your invoice. Please find
further details on the VAT overview document on the Newfis website.

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Adjusting and deleting invoices and invoice distributions

12. How do I delete an invoice if I have made an error?

If invoice is unapproved (first level approval has not been done)

ƒ Ensure that you are on the invoices window and the cursor is on the
invoice line that you wish to delete
ƒ Click on the red X button on your toolbar
ƒ Click OK on the delete message box.
ƒ Once the deletion is completed save your work.

If invoice is approved ie after it has been Validated or Secondary

lApproved
An approved Invoice cannot be deleted because funds have already been
committed against the invoice during the approval process. However, the
system would allow you to cancel the invoice.

13. How do I cancel an invoice that has been approved?

ƒ Navigate to the invoices window
ƒ Select the invoice to be cancelled. Please note that if you wish to re-enter
the invoice it is advised that you add A to the number of the invoice to be
cancelled and then re-enter the invoice with the number as written on the
Supplier invoice. This is necessary because the system would not allow
you to enter the same number twice for the same supplier.
ƒ On your invoices screen, click on the [Actions..1] button and this brings
up the Actions window.
ƒ On the Actions window click on the Cancel Invoice check box
ƒ Click OK and click OK to the messages that come up during the
cancellation process.
ƒ Once the process have been completed save your work

14. I have entered an expense claim with the wrong invoice type, how do I
correct this error
Delete the invoice and re-enter it with the standard invoice type.

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15. How can I amend input errors on my distribution window

Before approval
Purchase order matched distributions cannot be adjusted but can be reversed
and the correcting entries entered on a new distribution line.

Distribution details that are not generated from purchase orders can be
changed or deleted before the first level approval stage. Follow the procedure
for adjusting invoices and remember to save your work.

After first Level Approval

Distributions cannot be amended or deleted once they have been approved.
The system would only allow you to reverse the entries by clicking on the
[Reverse …1] button.

NB : Please see the invoice adjustment chart at the end of this document

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Invoice Approval

16. After running the batch approval process, how do I confirm that all the
invoices in the batch have been approved?
ƒ The batch approval process normally takes a few minutes to run. The time
it takes depend on the number of entries in the batch and how busy the
system is. Please wait a few minutes before checking that all the invoices
in your batch have been approved.
ƒ After waiting for a few minutes you may open the invoices window of the
batch and click on Query, then Run. This refreshes the screen and you
may then check if your invoices have been approved by reviewing the
holds placed on them.
ƒ Another alternative is to view your requests by carrying out the following:
o Click on the help menu and select View My Request and the Find
request window comes up.
o Click on the Find button and this takes you to the Requests window.
o On the Requests window click on the refresh data button and the
system would bring up all your outstanding requests and show the
status of your requests ie whether it is pending, running or
completed. If not completed click refresh again after a few minutes
and click again until completed.
ƒ If you process large volumes of batches then it is advisable to print the
Invoice on Hold report once or twice a day instead of checking batches
individually. See the AP User Guide for details on how to print reports.

17. I have approved my invoices but don't know where they have gone for
secondary approval?
Invoices are automatically available for all authorised signatories in your
Department once the First Level approval is carried out. You do not need to
send them to anyone for approval.

18. An invoice was not approved in my batch of 10 invoices. Does this stop
the rest from being processed further?
No

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Final Matching Withing Distributions

19. I have matched an Invoice to a Purchase Order but forgot to select Final
Match. I change the flag in the Final Match column from No to Yes and
the system seems to accept it, but the PO is not being Finally Closed
automatically.

This is a bug in version 11.5.10 which will be resolved following the upgrade
(ie sometime before the end of 2008).

In the new 11.5.10 version, the system does not allow you to change this flag
in the distribution lines. It appears to allow you to do this but once you exit
the Batch the Yes will be returned to a status of No. There will be no warning
that the system is doing this.

Workaround:

Either :

1) Finally Match to the Purchase Order, noting that you will need to check the
details carefully since once it has been pulled through into the AP module,
the only corrections that can be made will be by manually reversing the
lines and re-inputting them with the correct details; or

2) Match the invoice to the Purchase Order and take note of the following : If
there are any differences in Price/Qty/etc between the raised PO and the
invoice then the Module leader will let you know at the end of the month if
you need to go back and Finally Close the PO. If the invoice details and
the PO details are the same and you Match there will be no commitment
issues if you only Match.

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General advice

20. It is advisable that you print out or review the Invoice on Hold Report at the
end of every day to ensure that all your invoices were successfully entered.

21. You may approve more than one batch at a time. To do this :
ƒ Navigate to the Invoice batches window
ƒ Press the SHIFT key and then click on the invoice batches that you wish
to approve. The batches would become highlighted in blue and the
Approve button would indicate the number of batches that you have
highlighted
ƒ Lift your finger off the shift key and then click on the approve button

The system would ask you to confirm the number of batches to be approved.
ƒ Click OK

22. The on screen 'help' is very useful and provides the following information:
ƒ Window help: topics relating to the window you are working on
ƒ Keyboard help : A list of keyboard shortcuts
ƒ View My Request : Confirm the status of your requests
ƒ About this Record: Details of who created a record and when it was
created

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Invoice Adjustment Chart

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