August 2014

We are pleased to provide you with a summation of recent enhancements and new features in AccountAbility. If you would like any further information please contact support@accountabilityacces.com

**IMPORTANT – CHANGES TO SUPPLIER INVOICE/PURCHASE ORDER RELATIONSHIP**

Until this update, AccountAbility only allowed a ‘one to one’ relationship between PO’s and Supplier Invoices. This meant that only one Supplier Invoice could be matched against a PO. This restriction has now been– the following summarises the changes in this area:

  •    When entering a Supplier Invoice, instead of entering/viewing the PO number in the header section, there is a new hyperlink ‘Add from PO’. When you click this link, the system will give you a list of PO’s to select from, and will display all PO’s where the value of invoices

                    previously matched against invoices is less than the PO total. This screen shows for each PO, the PO number, PO Total and Previously Invoiced Amount. Tick/select the relevant PO and click ‘Add to Invoice’. The system will add the PO lines to the invoice, deducting any

                    amounts previously invoiced against the selected PO. You can then edit the lines created on the Supplier Invoice as required. If there are multiple PO’s for this Supplier Invoice, just click ‘Add from PO’ again to add another PO to this invoice.

  •    In the Supplier Invoice header, click ‘View Purchase Orders’ to see the PO(s) that have been added to the invoice.
  •    In the Purchase Order header, click ‘View Supplier Invoices’ to see the invoices that have been assigned to the PO.
  •    The PO search screen now lists the supplier invoice amount that has been assigned against each PO
  •    The Purchase Order Report shows a line by line matching of PO Lines to Supplier Invoice lines – so that if multiple Supplier Invoices have been matched against a single PO, the report will display that detail.
  •    The Supplier Invoice import from Excel function has been modified to allow you to import invoices and assign them against a specific PO – when doing this, you need to assign the Po Line Sort order’ on the line in Excel so the system knows which PO line you are

                    assigning the Supplier Invoice Line to.

  •    The Supplier Invoice List Export (detail version) list for each invoice line ha was matched to a PO line – the PO line total, amounts previously matched against that PO line, and the remaining balance

Time Approval ‘Change’ Function

This function allows you to quickly correct (or delete) any time entries that have been incorrectly entered or allocated. Go to Time / Time Approval and set a filter to find the time entries that are incorrect – let’s explain with an example – let’s say there were 20 timesheet entries assigned to

Job Number ABC0020 that were incorrect in two ways… firstly they were assigned to the wrong Task Type and secondly they were entered as ‘Non Billable Hours’ when they should have been entered as ‘Billable Hours’ – here’s how we would correct that using the new ‘Change’ function:

  •    In Time / Time Approvals, set the Filter to Job No ABC0020, Approved and Unapproved
  •    Tick/check the 20 incorrect entries that need to be changed
  •    Click the new ‘Change’ button
  •    Now you have a page which you can use to nominate which values you want to change – in this example we would check ‘Change Task Type’ – and select the correct task Type, and check ‘Change all Hours to Billable’. Then click the ‘Change’ button – the system will

                     make the changes to the 20 entries.

  •    Click ‘Close’ to return to the Time Approval screen, and re-approve those 20 entries you just changed
  •    The function allows any of the following changes in one screen:
  •    Change Job No
  • Change Task Type
  • Change Billable Rate
  • Change Cost Rate
  • Change all Hours to Billable
  • Change all Hours to Non-Billable

WIP Take-Up ‘Offset’ function

This function allows you to match off (offset) costs on a job against a WIP billing amount. Let’s explain with an example: Say in Month 1 we invoice the client $10,000 in advance for Supplier costs that will be incurred on the job in the future. In Month 2 we receive Supplier Invoices

totalling $4,000 – but we realise there is still $6,000 of further costs to come. At this point our Aged WIP report would show a credit of $10,000 in month 1, and a debit of $4,000 on Month 2. That’s correct – but we might want to ‘offset’ those $4,000 of costs against the $10,0000

invoice and just leave a $6,000 credit balance in Month 1. Here’s how to do it:

  •    Add a new WIP Take UP
  •    Select the Job No. as usual, select the new ‘Offset’ option, click ‘Next’
  •    Tick/check the costs/supplier invoices to be offset (e.g. the $4,000 of Supplier Invoices), click ‘Next’
  •    Tick/check the Production Invoice Amount those costs are to be offset against (e.g. the $10,000 invoiced amount). Click ‘Next’ – then finish and approve the WIP Take-Up as usual.
  •    Now when you print the Aged WIP report – the net balance of $6,000 will be displayed – in effect we have ‘offset’ the $4,000 debit against the $10,000 credit, leaving a $6,000 credit remaining. If you want to see the details of the “offsets’ in the Aged WIP report instead

                     of just the net remaining balance, check the box ‘Display Offset History’ – the report will then display the original $10,000 credit and the $4,000 debit instead of just showing the remaining credit balance of $6,000

  •    When more costs come in later, you can simply offset those costs against the remaining $6,000 balance

Credit Card Manager Approval function

This is an optional function which mirrors the ‘Manager Approval’ function for Expense Claims. If your company requires that Credit Cards submitted are approved by a Manager before being submitted as a Supplier Invoice for finance review and approval – carry out the following steps:

  •    Set Up Files / Approval Settings – check/select ‘Credit Cards’
  •    For each Manager who is assigned to receive email notifications on submission of Credit Cards by their staff  assign Employee level approval rights and select the subordinate Employees in the same way you do for Expense Claims

Supplier Invoice ‘Hold’ function

This function allows you to apply a ‘Hold’ status to Supplier Invoices to prevent them from being paid. This would typically be used where there is a query around invoices which require resolution before they are paid. To apply a Hold, go Master Files / Suppliers and search for the

Supplier

the invoice relates to, open the Supplier Detail Form and click the ‘Hold’ hyperlink at the top of the page.

There are two options:

  •    Hold all invoices for this Supplier – meaning existing unpaid or new invoices for this Supplier can’t be paid until the Hold status is removed
  •    Check/select the individual invoice(s) to be held.

It may be advisable to enter ‘Notes’ against the Supplier to indicate the reasons that the Hold has been instigated

The existence of a ‘Hold’ is indicated in a number of places:

On the Supplier Invoices Search screen:

  •    Invoice numbers on Hold are highlighted in green
  •    Where ‘all invoices’ for a Supplier are on hold –the Supplier Code is highlighted in green – you can click on the Supplier Code to navigate to the Supplier Detail Form to review or change the Hold status for the Supplier
  •    There is a search filter check box ‘Show Hold Only?’ – check this to get a filtered list of just invoices / suppliers that are on Hold.

On the Payables Aging Report – where a Supplier or selected invoices are on Hold – this is indicated on the report

On the Supplier Inquiry Browse screen – the Supplier is highlighted in green, and on the Supplier Inquiry Detail screen individually held invoices are indicated,

Supplier Invoice ‘Control Total’ option

This function allows you to enter a ‘Control Total’ in the situation you are entering a multi-line invoice and want a double check that the value of the lines you enter agrees to the ‘Control Total’. If you enter an amount in the Control Total box (but not if you leave it as zero) when you

save the invoice the Control Total will be highlighted in red if the sum of the lines do not agree to the Control Total.

Optionally, you can put in place a further validation to prevent Approval (posting) of a Supplier Invoice whose total lines do not agree to the Control Total. If you wish to use this validation, go to Set Up Files / Set Up Options / Click the Options link and tick/check the option ‘Check

Supplier Invoice Control Total on Approve ‘