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TRANSCRIPT
Activant Prophet 21
Understanding Check Generation
This class is designed for…
Accounts Payable personnel involved with cash disbursements/check printing
Objectives
Generate a Cash Requirements ReportGenerate Checks Reprint ChecksPrint a Check RegisterVoid ChecksReconcile Checks
This course will NOT cover…
Manual Voucher EntryConvert PO to VoucherPre-Pay VouchersRecurring VouchersCredit/Debit MemosReverse Vouchers
Cash Requirements Report
Use the Cash Requirements Report to view payables due in a specific period of time
Cash Requirements ReportStep 1: Enter Branch parameters
Step 2: Select a range of vendors
Step 3: Enter the Current Payment Date and Next Payment Date
Cash Requirements Report
What’s the Difference?
Single Vendor
No specified date
Check Run for one specific vendor
Manual check can be created
Scheduled
Specified date range
Check run for multiple vendors, voucher class, or vendor class
No manual check creation
Single Vendor Check Printing
Displays all payables due to a vendor
Check Parameters tab
Step 1: Select the Vendor ID.
Step 2: Choose the Bank Number associated with this check.
Making Selections: Checks Tab
Adjust Terms and the Amount to Pay, as needed.
Vouchers are selected for payment – adjust individually or in a group
Previous Payments Tab
Displays past payments or memos applied to the voucher
Single Vendor Check Printing
If you do not want to print checks immediately, click the save icon.
Single Vendor Check Printing
Register a written check in the system Check Number is represented with a ‘M’ as the suffix on reports
Check Printing
After payment selections arecomplete, print the checks throughFile/Print or the print button.
NOTE! Do NOT select the option to REPRINT CHECKS!
Scheduled Check Printing
Check Parameters tab
Step 1: Enter the Bank Number.
Step 2: Enter Vendor, Voucher, and/or Vendor Class details.
Check Parameters tab
Step 3: Enter the Current Payment Date.
Step 1 Step 2
Check Parameters tab
Step 4: Enter the Next Payment Date.Step 3
Step 1 Step 2
Outstanding Checks tab
All Vouchers are selected for payment - adjust individually or in groups.
If necessary, adjust the Terms Amount or the Amount to Pay.
After payment selections arecomplete, print the checks throughFile/Print or the print button.
Check Printing
NOTE! Do NOT select the option to REPRINT CHECKS!
GL Impact: Check Printing
Check Printing’s Impact in GL
What? Where? How?
Accounts Payable Voucher Record Debit
Cash Account Bank File Credit
Terms (when applicable)
Vendor Record Credit
Reprinting Checks
Use the Reprint Checks option to print an exact copy of checks generated through Prophet 21
Reprinting Checks
Step 1: Select the appropriate Bank Number.
Step 2: Enter the check number or range of check numbers for reprinting.
Key Points for Reprinting Checks
Reprint on plain paperBe sure to enter a range of checks to print so that you don’t reprint all check records
Printing a Check Register
Check Register report details checks generated during a specified period of time and specific to a bank or range of banks
Printing a Check Register
Step 1: Select a Bank or range of Banks.
Step 2: Enter a check date or range of dates.
Voiding Checks
Use Void Checks to cancel an existing check
Voiding Checks
Step 1: Enter the Bank Number.
Step 2: Enter the Check Number.
GL Impact: Voiding Checks
Impact to the GLWhat? Where? How?
Cash Account Bank File Debit
Accounts Payable Voucher Record Credit
Terms taken(if applicable)
Vendor record Debit
Key Points for Voiding Checks
Checks cannot be voided if already reconciledA voided check reactivates the associated voucher or vouchers
Reconcile Checks
Utilize the Reconcile Checks option to track cleared checks and update inquire options
Reconcile ChecksStep 1: Enter a Bank Number.
Step 2: Enter a check number or range.
Step 3: Enter the Statement Date.
Reconcile Checks
Step 4: Mark Cleared Bank
for checks located on
your statement.
Outstanding Checks
Locate a listing of checks that have not cleared through the Outstanding Checks report
Outstanding Checks
Step 1: Enter the Bank Number or range.
Step 2: Enter the ‘As Of Date’ remaining outstanding.
Outstanding Checks
Drill Down Options
Utilize the Drill Down options to locate details about vouchers and payments
AP Drill Down by Vendor
To recall information, enter a Vendor ID
AP Drill Down by Vendor
Choose to view details by drilling into any of the following columns
AP Drill Down by Vendor
View voucher details on the Voucher Inquiry tab
AP Drill Down by Vendor
View memo information in the Memo Inquiry tab
Locate memo details by drilling into the Memo Number field
Links directly to the Voucher Inquiry tab
AP Drill Down by Vendor
Locate payment details on the Payment Inquiry tab
Determine the status of the check by viewing the Void and Clear Bank checkboxes
Locate vouchers affected by the check by drilling into the Check Number field
AP Drill Down by Vendor
Check Inquiry tab indicates vendor invoices affected by the check
AP Drill Down by Check
To recall information, enter a Bank Number and then the associated Check Number
AP Drill Down by Check
View vouchers paid by the check and the status of check in this window
Drill into the Voucher Number field to view voucher details
AP Drill Down by Check
Voucher Inquiry tab displays line item details for related vouchers
Summary
Cash Requirements ReportCheck Generation by Vendor and by ScheduleCheck RegisterReconcile ChecksOutstanding ChecksDrill Downs Options
For More Information…
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