Cash.Management.pdf

Epicor ERP Cash Management Course 10.0.700.2

Disclaimer This document is for informational purposes only and is subject to change without notice. This document and its contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of i ts date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with regard to the enclosed information and specifically di sclaims any applicable implied warranties, such as fitness for a particular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software is likely to be unique in their requirements in the use of such software and their business processes, users of this document are always advised to discuss the content of this document with their Epicor account manager. All information contain ed herein is subject to change without notice and changes to this document since printing and other important information about the software product are made or published in release notes, and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice. The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance of any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usage of the solution(s) described in this document with other Epicor software or third party products may require the purchase of licenses for such other products. Where any software is expressed to be compliant with local laws or requirements in this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordingly Epicor cannot guarantee that the software will be compliant and up to date with such changes. All statements of platform and product compatibility in this document shall be considered individually in relation to the products referred to in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and also stated to be compatible with another product, it should not be interpreted that such Epicor software is compatible with both of the products running at the same time on the same platform or environment. Additionally platform or product compatibility may require the application of Epi cor or third-party updates, patches and/or service packs and Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs released by third parties after the date of publ ication of this document. Epicor® is a registered trademark and/or trademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All other trademarks mentioned are the property of their respective owners. Copyright © Epicor Software Corporation 2014. All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation.

ED896905 90521-10-9140-58310702 10.0.700.2 Revision: July 25, 2014 1:55 a.m. Total pages: 78 course.ditaval

Cash Management Course

Contents

Contents Cash Management Course........................... Course.......................................... ............................. ............................ ............................. ............................. ................7 ..7 Before You Begin............................ Begin.......................................... ............................. ............................. ............................ ............................. ............................. ................8 ..8 Audience Audi ence.......... ...................... ........................ ....................... ....................... ........................ ....................... ....................... ........................ ....................... ....................... ........................ ........................ ..............8 ..8 Prerequisi Prere quisites.................. tes............................. ....................... ........................ ....................... ....................... ........................ ....................... ....................... ........................ ....................... ....................... ..............8 ..8 Environment Setup...................... Setup.................................. ....................... ....................... ........................ ........................ ....................... ....................... ........................ ....................... ......................9 ...........9 Workshop Constraints.................. Constraints.............................. ....................... ....................... ........................ ....................... ....................... ........................ ....................... ....................... ...............9 ...9

Overview.............. Overvie w............................. ............................. ............................. ............................. ............................. ............................. ............................ ..........................10 ............10 Application Setup........................... Setup......................................... ............................. ............................. ............................ ............................. ............................. ..............12 12 Company Configuration.................... Configuration................................ ....................... ....................... ........................ ....................... ....................... ........................ ....................... ....................... ...............12 ...12 Workshop - Select AR Deposit Tracking Settings.................... Settings............................... ....................... ........................ ........................ ....................... ..................13 .......13 Maintenance Programs.................. Programs.............................. ....................... ....................... ........................ ....................... ....................... ........................ ........................ ....................... ..................13 .......13 Bank Branch Code Maintenance.................... Maintenance................................ ........................ ....................... ....................... ........................ ........................ ....................... ..................13 .......13 Workshop - Create a Bank Branch.................... Branch................................ ....................... ....................... ........................ ........................ ....................... ....................14 .........14 Bank Fee Maintenance.................... Maintenance................................ ....................... ....................... ........................ ....................... ....................... ........................ ....................... ......................14 ...........14 Workshop - Create a Bank Fee Record...................... Record.................................. ....................... ....................... ........................ ....................... ....................... .............15 .15 Enter a Bank Fee...................... Fee................................. ....................... ........................ ....................... ....................... ........................ ....................... ....................... ...............15 ...15 Add a GL Control to the Record...................... Record.................................. ....................... ....................... ........................ ....................... ....................... ...............15 ...15 Electronic Interface Maintenance................... Maintenance............................... ........................ ....................... ....................... ........................ ........................ ....................... ..................15 .......15 Workshop - Set Up Electronic Interfaces.................. Interfaces.............................. ....................... ....................... ........................ ....................... ....................... ...............16 ...16 Set Up an Electronic AP Interface................... Interface............................... ....................... ....................... ........................ ....................... ....................... .................16 .....16 Set Up an AP Bank Interface.................... Interface................................ ........................ ....................... ....................... ........................ ....................... ......................16 ...........16 Set Up an Electronic AR Payment................... Payment............................... ....................... ....................... ........................ ....................... ....................... .................16 .....16 Legal Number Maintenance.................... Maintenance............................... ....................... ........................ ....................... ....................... ........................ ....................... ....................... ...............17 ...17 Legal Numbers and Petty Cash Documents................. Documents............................. ....................... ....................... ........................ ....................... ......................18 ...........18 Workshop - Create Legal Number Records..................... Records................................ ....................... ........................ ....................... ....................... .............18 .18 Transaction Document Type Maintenance.................... Maintenance................................ ....................... ....................... ........................ ....................... ....................... .................19 .....19 Workshop - Define Document Types..................... Types................................. ....................... ....................... ........................ ....................... ....................... .................19 .....19 Assign Document Types to Legal Numbers................... Numbers.............................. ....................... ........................ ....................... ....................... ...............20 ...20 Pay Method Maintenance..................... Maintenance................................ ....................... ........................ ....................... ....................... ........................ ....................... ....................... .................21 .....21 Key Payment Method Fields...................... Fields.................................. ........................ ....................... ....................... ........................ ....................... ....................... .................21 .....21 Workshop - Create AP and AR Payment Methods.................... Methods................................ ........................ ........................ ....................... ....................22 .........22 Create an AP Payment Method..................... Method................................. ....................... ....................... ........................ ....................... ....................... .................22 .....22 Create an AP Payment Method for the Bank Interface...... I nterface.................. ........................ ........................ ....................... ....................22 .........22 Create an AR Payment Method..................... Method................................. ....................... ....................... ........................ ....................... ....................... .................23 .....23 Bank Account Maintenance.................... Maintenance............................... ....................... ........................ ....................... ....................... ........................ ....................... ....................... ...............23 ...23 Detail Det ail ...................... .................................. ........................ ....................... ....................... ........................ ....................... ....................... ........................ ....................... ....................... ...............24 ...24 Balanc Bal ance............... e.......................... ....................... ........................ ....................... ....................... ........................ ....................... ....................... ........................ ....................... ...................24 ........24 GL Control.................... Control................................ ....................... ....................... ........................ ........................ ....................... ....................... ........................ ....................... ....................24 .........24 Payment Methods..................... Methods................................ ....................... ........................ ........................ ....................... ....................... ........................ ....................... ....................24 .........24 Workshop - Set Up a Bank Account for AR and AP EFT Payments.......................... Payments..................................... ....................... ...............25 ...25

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Contents

Cash Management Course

Set Up a Bank Account for EFT Payments..................................................................................25 Add a GL Control to the Record...............................................................................................25 Select AP and AR EFT Payment Methods...................................................................................25 Supplier Bank Accounts..........................................................................................................................26 Workshop - Create a Supplier Record and Add a Bank.....................................................................26 Create a Supplier Record..........................................................................................................26 Add a Bank..............................................................................................................................27 Workshop - Add a Bank to an Existing Supplier Record....................................................................27 Customer Bank Accounts........................................................................................................................28 Workshop - Add a Bank to an Existing Customer Record.................................................................28 Petty Cash Operation Type Maintenance.................................................................................................29 Workshop - Create a Petty Cash Operation Type..............................................................................30 Create a Petty Cash Operation Type for AP Operations.............................................................30 Add a GL Control to the Record...............................................................................................30 Create a Petty Cash Operation Type for AR Operations.............................................................31 Add a GL Control to the Record...............................................................................................31 Petty Cash Desk Maintenance.................................................................................................................32 Detail ..............................................................................................................................................32 Authorized Users.............................................................................................................................32 Available Operations........................................................................................................................32 Petty Cash Desk Maintenance - GL Control Detail............................................................................32 Workshop - Create a Petty Cash Desk..............................................................................................33 Define Petty Cash Desk Properties............................................................................................33 Add a GL Control to the Record...............................................................................................33 Add Available Operation Types.................................................................................................34

Daily Cash Management Processing...................................................................................35 Bank Adjustment Entry..................................................................................................................................35 Workshop - Adjust a Bank Account Balance............................................................................................36 Enter a Bank Adjustment.................................................................................................................36 Print the Group Edit List...................................................................................................................36 Post the Adjustment Group.............................................................................................................36 Bank Funds Transfer.......................................................................................................................................37 Workshop - Transfer Bank Funds............................................................................................................38 Accounts Payable...........................................................................................................................................39 AP Invoice Entry......................................................................................................................................39 Miscellaneous Line Invoices..............................................................................................................40 Workshop - Process Miscellaneous AP Invoices for a Single Group...................................................40 Enter an AP Invoice Group........................................................................................................40 Enter Invoices...........................................................................................................................40 Review and Post the Invoice Group...........................................................................................42 AP Payment Entry...................................................................................................................................43 Process Payments............................................................................................................................43 Workshop - Enter Payments and Create an Electronic Payment File..................................................44 Enter a Payment Group............................................................................................................44 Select Invoices for Payment.......................................................................................................44

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Create an Electronic Payment File.............................................................................................44 AP Bank File Import Workbench..............................................................................................................46 Payment Tracker.....................................................................................................................................46 Workshop - View AP Payments........................................................................................................46 Accounts Receivable......................................................................................................................................47 AR Invoice Entry......................................................................................................................................47 AR Invoice Types..............................................................................................................................47 Workshop - Enter a Miscellaneous AR Invoice..................................................................................48 Create an Invoice Group...........................................................................................................48 Create a Miscellaneous Invoice.................................................................................................48 Enter Line Information..............................................................................................................48 Review and Post the Invoice Group...........................................................................................48 Cash Receipts Entry................................................................................................................................49 Workshop - Process an Electronic Cash Receipt................................................................................50 Create a Cash Receipt Entry Group...........................................................................................50 Select Invoices to Pay................................................................................................................51 Create an Electronic Receipts File..............................................................................................51 Post a Cash Receipt Group.......................................................................................................51 Reverse Cash Receipt..............................................................................................................................52 Workshop - Reverse a Posted Cash Receipt and Review Results........................................................52 Reverse a Cash Receipt.............................................................................................................52 Review the Customer Tracker...................................................................................................53 Cash Receipt Tracker..............................................................................................................................53 Workshop - View Cash Receipts......................................................................................................53 AR Bank File Import Workbench.............................................................................................................54 Payroll............................................................................................................................................................54 Deduction Maintenance..........................................................................................................................54 Electronic Deposit............................................................................................................................55 Payroll Employee Maintenance................................................................................................................55 Workshop - Add Direct Deposit to an Employee Record...................................................................56 Add a Direct Deposit Deduction...............................................................................................56 Enter Electronic Deposit Information for a Direct Deposit Deduction.........................................56 Payroll Check Entry.................................................................................................................................57 Update Labor Hours and Generate Payroll Checks............................................................................57 Add Labor Hours to a Payroll Check Manually..................................................................................57 Generate Checks.............................................................................................................................58 Workshop - Update Labor Hours and Generate Payroll Checks.........................................................58 Create a Payroll Check Entry Group..........................................................................................58 Add Hours in Time and Expense Entry......................................................................................59 Generate Payroll Checks...........................................................................................................59 Add Payroll Checks Manually...........................................................................................................60 Mass Delete.....................................................................................................................................60 Calculate Taxes and Deductions.......................................................................................................60 Calculate Overtime..........................................................................................................................61 Print Checks....................................................................................................................................61

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Contents

Cash Management Course

Override Payroll Check Numbers......................................................................................................61 Workshop - Calculate, Print, and Override Payroll Checks................................................................62 Calculate Overtime...................................................................................................................62 Calculate Taxes and Deductions...............................................................................................62 Print Checks.............................................................................................................................62 Print Register...................................................................................................................................63 Post Checks.....................................................................................................................................63 Workshop - Print the Check Register and Post Checks.....................................................................63 Payroll Void Check Maintenance.............................................................................................................64 Petty Cash.....................................................................................................................................................64 Petty Cash Entry.....................................................................................................................................65 Workshop - Create Petty Cash Transactions and Print a Report........................................................65 Create an AR Petty Cash Document..........................................................................................65 Assign a Legal Number to a Cash Receipt Document................................................................66 Print Petty Cash Receipt Document...........................................................................................66 Post Statement.........................................................................................................................66 Create an AP Petty Cash Document..........................................................................................67 Assign a Legal Number to a Cash Issue Document....................................................................67 Print Petty Cash Issue Document...............................................................................................68 Post Statement.........................................................................................................................68 Close Petty Cash Day..............................................................................................................................68 Workshop - Close Cash Day and Print a Report................................................................................69 Close Cash Day........................................................................................................................69 View Petty Cash Day Book Details.............................................................................................69 Petty Cash Desk Tracker..........................................................................................................................70 Workshop - View Petty Cash Transactions........................................................................................70

Specialized Cash Management Processing.........................................................................71 Bank Reconciliation Entry...............................................................................................................................71 Statement...............................................................................................................................................71 Payment Clearing...................................................................................................................................72 Payroll Clearing.......................................................................................................................................72 Transaction Clearing...............................................................................................................................73 Post Statement.......................................................................................................................................73 Workshop - Use Bank Reconciliation Options..........................................................................................74 Add a Bank Statement.....................................................................................................................74 Clear AP Payments..........................................................................................................................74 Clear Additional Transactions..........................................................................................................74 Enter a Bank Adjustment.................................................................................................................75 Post the Bank Statement.................................................................................................................75

Conclusion.............................................................................................................................77

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Cash Management Course

Cash Management Course

Cash Management Course This course is designed to review the concepts and reporting tools available in the Cash Management module. Topics of discussion include maintenance program setup and how the Cash Management functionality impacts the general ledger (GL). Throughout the course, hands-on workshops guide you through these topics. Several programs in the Cash Management module are related to Accounts Receivable (AR), Accounts Payable (AP), or Payroll, and can also be found in their respective modules and courses. Note  The Petty Cash and Bank File Import Workbench programs require an additional license from Epicor.

Upon successful completion of this course, you will be able to: •

Identify the maintenance programs that relate to the cash management processing cycle.

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Complete the cash management cycle by using the process and transaction flow as a guideline.

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Set up your environment to use petty cash functionality.

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Create petty cash transactions and reports.

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Use processes and trackers related to Accounts Payable, including AP Payment Entry.

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Use processes and trackers related to Accounts Receivable, including Cash Receipt Entry and Reverse Cash Receipt.

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Use Payroll programs on a cash basis.

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Before You Begin

Cash Management Course

Before You Begin Read this topic for information you should know in order to successfully complete this course.

Audience Specific audiences will benefit from this course. •

Cost Accountant

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CFO/Controller

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AP Clerk

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AR Clerk

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Payroll Staff

Prerequisites To complete the workshops in this course, the necessary modules must be licensed and operating i n your training environment. For more information on the modules available, contact your Epicor Customer Account Manager at [email protected]. It is also important you understand the prerequisite knowledge contained in other valuable courses.

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Navigation Course - This course introduces navigational aspects of the Epicor application's user interface. Designed for a hands-on environment, general navigation principles and techniques available in two user interface modes - Classic Menu and Modern Shell Menu. Workshops focus on each of these modes and guide you through each navigational principle introduced.

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System Flow Course  - This course introduces a basic quote to cash scenario that includes the process from the initial customer quote to final cash receipts and payment of supplier invoices. This course emphasizes the series of processes that make up the quote to cash process by using a simple scenario to highlight various transactions. Your organization may have more complex processing routines than those described in this course.

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Financial Foundations Course - This course introduces you to the maintenance modules and programs in the Epicor application that set the basis for the financial activities within your company.

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Accounts Receivable Course -This course reviews the Accounts Receivable (AR) module's concepts and reporting tools. Topics of discussion include maintenance program setup, various AR processes, and how to recognize the impact these processes have on the general l edger (GL). Throughout the course, hands-on workshops guide you through these topics.

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Accounts Payable Course -This course is designed to review the concepts and reporting tools available in the Accounts Payable (AP) module. Topics of discussion include maintenance program setup and the creation and payment processes for various invoice types. This course also describes how AP invoices and payments impact the general ledger (GL).

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Cash Management Course

Before You Begin

Environment Setup The environment setup steps and potential workshop constraints must be reviewed in order to successfully complete the workshops in this course. Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experience Epicor functionality in action but does not affect data in your live, production environment. The following steps must be taken to successfully complete the workshops in this course. 1.

Verify the following or ask your system administrator to verify for you: •

Your Epicor training icon (or web address if you are using Epicor Web Access) points to your Epicor training environment with the Epicor demonstration database installed. Do not complete the course workshops in your live, production environment. Note  It is recommended that multiple Epi cor demonstration databases are installed. Contact Support or Systems Consulting for billable assistance.

•

The Epicor demonstration database is at the same service pack and patch as the Epicor application. Epicor's education team updates the Epicor demonstration database for each service pack and patch. If your system administrator upgrades your Epicor application to a new service pack or patch, he or she must also download the corresponding Epi cor demonstration database from EPICweb > Support > Epicor > Downloads and install it. If this is not performed, unexpected resul ts can occur when completing the course workshops.

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Your system administrator restored (refreshed) the Epicor demonstration database prior to starting this course. The Epicor demonstration database comes standard with parts, customers, sales orders, and so on, already defined. If the Epicor demonstration database is shared with multiple users (that is, the database is located on a server and users access the same data, much like your live, production environment) and is not periodically refreshed, unexpected results can occur. For example, if a course workshop requires you to ship a sales order that came standard in the Epicor demonstration database, but a different user already completed this workshop and the Epicor demonstration database was not restored (refreshed), then you will not be able to ship the sales order. Epicor's education team has written the course workshops to minimize situations like this from occurring, but Epicor cannot prevent users from manipulating the data in your installation of the Epicor demonstration database.

Workshop Constraints Below is a list of workshops in this course that can be performed only once in each instance of a restored (refreshed) database. Where applicable, a detailed explanation of the workshop constraints is documented in the workshop itself. •

Workshop - Reverse a Posted Cash Receipt and Review Results

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Workshop - Update Labor Hours and Generate Payroll Checks

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Workshop - Void an Employee's Paycheck

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Overview

Cash Management Course

Overview Use the Cash Management Module to create and manage both bank and cash accounts. These records affect how payments generate and how cash receipts are received. Cash Management includes setup programs used to define bank accounts and bank fees associated with cash receipts, cash payments, bank statements, and bank adjustments. The setup programs also prepare you to import payment files and to make electronic payments. You also use Cash Management programs to manage the company's general ledger cash accounts, as well as to reconcile a bank balance with cash balances in the company's books. With an additional license from Epicor, you can use the Petty Cash functionality to create petty cash document forms in compliance with the requirements needed by many government organizations. Key features are in place to support legal requirements for legal numbering, document forms, and daily balances and reports.

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Cash Management Course

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Overview

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Application Setup

Cash Management Course

Application Setup This section of the course reviews the maintenance program setup factors applicable to the Cash Management process. This course does not review and discuss all programs and fields that contribute to every Cash Management process. For more information about programs or fields that are not mentioned in this course, refer to the Application Help. The Application Help documents and defines all programs, fields, and operations that relate to every module contained within your Epicor application.

Company Configuration Company Configuration specifies company level general ledger (GL) controls for Accounts Receivable (AR) and Accounts Payable (AP), as well as other modules. The Epicor application uses these controls if a higher level control is not available when a GL transaction posts.

Only the Company Configuration fields specific to the Cash Management course are discussed. Refer to the Application Help to define any other fields of interest. List Sheet

Use the Modules > All Modules > GL Control > List sheet to specify the company's default GL control for AR and AP. The Epicor application uses these controls if no other control is available when a general ledger transaction is posted. More information on GL controls is available in the Application Help and the General Ledger course. Individual Deposit Invoice Tracking

Use the Modules > Finance > Accounts Receivable > Individual Deposit Invoice Tracking sheet to set up deposit invoice handling for tax purposes. Tax will be calculated based on the tax treatment selected.

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Invoice Deposit Tax Treatment - Specifies the tax treatment to use for an invoice deposit. The default is No Tax (to be allocated against a sales order without any tax implications). The valid options are: No Tax, Tax Shipment Net movement, Reverse tax on shipment invoice, and Reverse tax by invoice match (selection used by Russia)

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Product Tax Category - Specifies the product tax category used for deposit invoices.

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Require Deposit Invoice - Indicates whether a deposit invoice is required.

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Invoice Days Delay - Specifies the number of days allowed for an invoice delay.

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Deposit Transaction Document Type  - Specifies the transaction document type for the AR invoice system type.

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Deposit Invoices show prior linked Deposit Invoices - Specifies whether a deposit invoice shows a prior linked deposit invoice.

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Allow shipment invoice with negative net tax elements - Enabled only when Invoice Deposit Tax Treatment has been set to Reverse tax by invoice match. Allows a shipment invoice with negative net tax elements when selected.

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Cash Management Course

Application Setup

Menu Path

Navigate to this program from the Main Menu: •

System Setup > Company/Site Maintenance > Company Configuration

Workshop - Select AR Deposit Tracking Settings In this workshop, set up the capability of processing unallocated deposit payments by selecting the necessary settings in Company Configuration. You will be working with unallocated deposit payments later in this course. Navigate to Company Configuration. Menu Path: System Setup > Company/Site Maintenance > Company Maintenance Important  This program is not available in the Epicor Web Access.

1. Navigate to Modules > Finance > Accounts Receivable > Individual Deposit Invoice Tracking. 2. From the Invoice Deposit Tax Treatment field, select Reverse tax by invoice match. 3. Clear the Require Deposit Invoice check box. 4. Click Save. 5. Exit Company Configuration.

Maintenance Programs This section of the course reviews the most significant maintenance programs appli cable to the Cash Management processing cycle. In some instances, fields within these maintenance programs may not apply to Cash Managemen t and are not discussed in this course. To learn more about a specific program, refer to the Application Help.

Bank Branch Code Maintenance Use Bank Branch Code Maintenance to enter and maintain a list of bank branch codes. Bank branch codes are required in some countries to differentiate between the branches. An example for using bank branch codes is when branches are in locations that have different tax jurisdictions. The bank branch code rules vary between countries. Those countries that use International Bank Account Numbers (IBAN), typically integrate the bank code into the prefix of the IBAN account numbers. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Accounts Payable > Setup > Bank/Branch Code

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Financial Management > Accounts Receivable > Setup > Bank/Branch Code

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Financial Management > Cash Management > Setup > Bank/Branch Code

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Application Setup

Cash Management Course

Workshop - Create a Bank Branch In this workshop, create a Bank Branch Code for one of your company's bank accounts. This code will be added to a bank account you create in a later workshop. Navigate to Bank Branch Code Maintenance. Menu Path: Financial Management > Cash Management > Setup > Bank/Branch Code 1. Click New. 2. In the Code field, enter XXX-BR1 (where XXX are your initials). 3. In the Name field, enter XXX Branch 1 (where XXX are your initials). 4. In the Bank Name field, enter XXX Bank (where XXX are your initials). 5. Click Save and exit Bank/Branch Code Maintenance.

Bank Fee Maintenance Use Bank Fee Maintenance to define bank fee codes to accommodate fees deducted from a bank account to reflect a reconciled balance. Example  Create a code for a bank fee charged when processing a foreign currency cash receipt.

Since bank fees are often charged when you write or deposit a check, fee codes can be set up in both Accounts Payable and Accounts Receivable. Bank fees are charged to a bank fee account defined in the GL control assigned to the selected bank in Bank Account Maintenance. The fee is applied when the bank account balance is affected. Sometimes, a company knows about a fee when they create the cash receipt and payment documents, and other times, they do not know until they receive the bank statement. However, the fee is applied when the cash account balance is affected. Bank fee codes help you anticipate the types of fees the bank may charge you. Since each code can generate taxes, you can also define a tax associated with a bank fee. Once a bank fee is established, the Epicor application automatically calculates and records the fee. Examples of bank fees include: •

Transfer fee

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ATM fee

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Insufficient unavailable funds fee

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Transfer redirection fee

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Monthly service fee

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Paper fee

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Point of sale fee

Menu Path

Navigate to this program from the Main Menu:

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Financial Management > Accounts Payable > Setup > Bank Fee

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Financial Management > Accounts Receivable > Setup > Bank Fee

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Cash Management Course

•

Application Setup

Financial Management > Cash Management > Setup > Bank Fee

Workshop - Create a Bank Fee Record In this workshop, create a Bank Fee Code that your bank can use to deduct a fee from a bank account. The code you create in this workshop will be used during a bank adjustment in a later workshop.

Enter a Bank Fee Navigate to Bank Fee Maintenance. Menu Path: Financial Management > Cash Management > Setup > Bank Fee 1. From the New menu, select NewBankFee. 2. In the Bank Fee field, enter XXX-ACH (where XXX are your initials). 3. In the Description field, enter XXX Automated Clearing House Fee (where XXX are your initials) and click Save.

Add a GL Control to the Record 1. From the New menu, select NewGLControl. The GL Control > Detail sheet displays. 2. Click the Type button and search for and select Bank Fee. 3. In the Control field, enter FEE and press Tab. 4. Click Save. 5. Exit Bank Fee Maintenance.

Electronic Interface Maintenance Use Electronic Interface Maintenance  to create bank interface formats required by a specific bank or country to perform electronic funds transfers (EFT) and electronic reports. Most banks have options and information you need to define in order to send electronic payments. Run this program to create or edit an electronic bank interface. Define the bank interface, the .cs (Source File) program it uses for a plug-in with the application, and the various fields (properties) required within this format. When complete, the bank interface matches the format requirements for the bank or country with which you conduct business. Leverage this interface by linking it to a payment method. Transactions can then be submitted electronically between the bank and the application. Some common bank interfaces are included in the Epicor application. These interfaces are defined as application interfaces and cannot be modified. Menu Path

Navigate to this program from the Main Menu: Financial Management > Accounts Payable > Setup > Electronic Interface Financial Management > Accounts Receivable > Setup > Electronic Interface

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Application Setup

Cash Management Course

Workshop - Set Up Electronic Interfaces In this workshop, create electronic interfaces in order to make Accounts Payable (AP) and Accounts Receivable (AR) electronic payments throughout this course.

Set Up an Electronic AP Interface Navigate to Electronic Interface Maintenance. Menu Path: Financial Management > Accounts Payable > Setup > Electronic Interface 1. From the New menu, select New Interface. 2. In the Interface name field, enter XXX-APEP (where XXX are your initials). 3. In the Type field, select Bank Interface AP. 4. Click the Program button. 5. In the \Server\ERP\ei directory, search for and select the Payment_Generic.cs file. 6. In the Description field, enter AP Electronic Payment. 7. Click Save.

Set Up an AP Bank Interface 1. From the New menu, select New Interface. 2. In the Interface name field, enter XXX-Interface (where XXX are your initials). 3. In the Type field, select Bank Interface AP. 4. Click the Program button. 5. In the \Server\ERP\ei directory, search for and select the Payment_Generic.cs file. 6. In the Description field, enter Bank Interface. 7. Click Save.

Set Up an Electronic AR Payment 1. From the New menu, select New Interface. 2. In the Interface name field, enter XXX-AREP (where XXX are your initials). 3. In the Type field, select Cash Receipt Import. 4. Click the Program button. 5. In the \Server\ERP\ei directory, search for and select the ARPayment_GENERIC.cs file.

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Application Setup

6. In the Description field, enter AR Electronic Payment. 7. Click Save. 8. Exit Electronic Interface Maintenance.

Legal Number Maintenance Use Legal Number Maintenance to define how legal numbers are set up for documents, such as invoices, packing slips, and master packs. Some countries require use of unique identifiers (or legal numbers) for transactions. These identifiers have controls to prevent gaps in sequence and provide an additional tracking method. You can define multiple legal numbers for the same transaction type. Example  Use a legal number formatted INV-2011-000001 with a national AR invoice, and AR000001 with an exported invoice.

Legal numbers have two categories: •

Legal Document Numbers - These are assigned to an external document such as packing slips, sales invoices, and credit memos. The number is assigned to the document once it is posted or printed.

•

Legal Transaction Numbers - These are assigned when documents that do not require printing are created. This category includes numbers applied to payment instruments, manual journals, cash receipts, and withholding tax certificates.

To set up legal numbers, use Document Type Maintenance to link number sequences with specific document types, then use Legal Number Maintenance to define masks, sequences, and legal texts. Example  Luther Corporation wants to assign legal numbers to all miscellaneous invoices created in AR Invoice Entry. To accomplish this, Luther Corp must create a Miscellaneous I nvoice document type in Document Type Maintenance and a new legal number record selecting AR Invoice as the number type. Once the legal number record is created, they must link the legal number sequence to the Miscellaneous Invoice document type in the Document Type sheet. When creating a miscellaneous invoice in AR Invoice Entry, a legal number is assigned to the invoice using the Legal Number > Assign Legal Number option from the Action menu. Note  Use Company Configuration to indicate if legal numbers are required on all AR invoices and credit memos.

Once set up, a legal number can be assigned automatically or manually to the record when the document is created using the parameters within Legal Number Maintenance. Leverage this program to define the structure and number of digits your company uses for Serial Shipment Container Codes (SSCC). When you finish defining the legal numbers, you then apply these codes using functionality in the Shipping/Receiving module. Note  You must use either legal numbers or SSCC codes. You can only use SSCC codes when legal numbers are not already being used for packing slips and master packs. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Accounts Payable > Setup > Legal Number

•

Financial Management > Accounts Receivable > Setup > Legal Number

•

Financial Management > Cash Management > Setup > Legal Number

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Financial Management > General Ledger > Setup > Legal Number

Legal Numbers and Petty Cash Documents Use Legal Number Maintenance to set up number sequences, masks, and legal text for specific document types linked to petty cash documents. Once set up, a l egal number can be assigned automatically or manually to a petty cash document when it is created or printed. For more information, refer to the Legal Number Maintenance topic in the Application Help.

Workshop - Create Legal Number Records In this workshop, set up the parameters to create legal numbers to be displayed or printed on petty cash documents. The legal number records will be assigned to transaction document types linked to petty cash transactions in the Workshop - Define Document Types. Navigate to Legal Number Maintenance. Menu Path: Financial Management > Cash Management > Setup > Legal Number 1. From the New menu, select New Legal Number. 2. In the Legal Number field, enter XXX-PCI (where XXX are your initials). 3. In the Description field, enter XXX Petty Cash Issue (where XXX are your initials). 4. In the Number Type field, select Petty Cash Issue. 5. In the Generation Type field, select Manual. 6. From the Type field, select User Defined. 7. In the Default Prefix field, enter XXX (where XXX are your initials). 8. Click Save. 9. From the New menu, select New Legal Number. 10. In the Legal Number field, enter XXX-PCR (where XXX are your initials). 11. In the Description field, enter XXX Petty Cash Receipt (where XXX are your initials). 12. In the Number Type field, select Petty Cash Receipt. 13. In the Generation Type field, select Manual. 14. From the Type field, select User Defined. 15. In the Default Prefix field, enter XXX (where XXX are your initials). 16. Click Save. 17. Minimize Legal Number Maintenance.

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Transaction Document Type Maintenance Use Transaction Document Type Maintenance  to define a document type assigned to a legal number. A document type links a system transaction to a unique legal number that genera tes when the transaction is printed. Note  You can use Transaction Document Type for both Accounts Receivable (AR) and Accounts Payable (AP) document types.

If you are using Serial Shipment Container Codes (SSCC), you will need to set up a document type for a packing slip or master pack, and then link the document type to a legal number. Note  You can also create and assign customer specific SSCC codes. To do this, you create a unique legal number and document type for a packing slip or master pack, and then assign the document type to a specific customer from Customer Maintenance. For more information, refer to the Customer Maintenance topic in the Application Help. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Accounts Receivable > Setup > Transaction Document Type

•

Financial Management > Cash Management > Setup > Transaction Document Type

•

Financial Management > General Ledger > Setup > Transaction Document Type

Workshop - Define Document Types In this workshop, define a document type for a petty cash report that lists all operations within a single cash day. You will create the report in the Workshop - Close Cash Day and Print the Report. You will also define document types for petty cash issue and petty cash receipt transactions. Link the legal number records you previously created, so that legal numbers will display on documents created from these transactions. Navigate to Transaction Document Type Maintenance. Menu Path: Financial Management > Cash Management > Setup > Transaction Document Type 1. From the New menu, select New Document Type. 2. In the Document Type field, enter XXX-CDR (where XXX are your initials). 3. In the Description field, enter XXX Petty Cash Day Report (where XXX are your initials). 4. In the System Transaction field, select Petty Cash Day Report. Note  This field indicates the system transaction type that will be assigned to the document type.

5. Select the Default for System Transaction  check box. Note  This check box sets the document type as the default for the Petty Cash Day Report transaction.

6. Click Save. 7. From the New menu, select New Document Type.

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8. Enter the following information: Field

Data

Document Type

XXX-PCI

Description

XXX Petty Cash Issue

System Transaction

Petty Cash Issue

Default for System Transaction

Select this check box

9. Click Save 10. From the New menu, select New Document Type. 11. Enter the following information: Field

Data

Document Type

XXX-PCR

Description

XXX Petty Cash Receipt

System Transaction

Petty Cash Receipt

Default for System Transaction

Select this check box

12. Click Save. 13. Exit Transaction Document Type Maintenance.

Assign Document Types to Legal Numbers 1. Maximize Legal Number Maintenance. 2. Select the XXX Petty Cash Issue record from the tree view. 3. Navigate to the Document Type sheet. 4. From the Available Document pane, select the XXX Petty Cash Issue document type and click the right arrow button to move it to the Assigned Document Type pane. 5. Click Save. 6. Select the XXX Petty Cash Receipt record from the tree view. 7. Navigate to the Document Type sheet. 8. From the Available Document pane, select the XXX Petty Cash Receipt document type and click the right arrow button to move it to the Assigned Document Type pane. 9. Click Save and exit Legal Number Maintenance.

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Pay Method Maintenance Use Pay Method Maintenance to define how you will pay various transactions. You can select specific payment methods as the default for bank accounts, customers, suppliers, and banks linked to a supplier or a customer. You can link each payment method to a specific electronic bank interface to pay or receive payments against transactions using the internet. You can also set up payment methods for manual payments (cash or check), payments or receipts made in cash, payment instruments, or check printing. When you select an electronic bank interface for the payment method, the properties defined for the electronic interface display on the Property sheet. These values update each time you use the electronic bank interface. When you select Generated Promissory Note (for AR), or Future Payment Instrument Printing (for AP) from the Pay Method Type field, the Payment Instrument Options fields enable. You can then select a specific payment instrument type (created in Payment Instrument Type Maintenance), a generation method (With Invoice, Batch, or Manual), and whether you want automatic approval set. You can select payment methods on bank accounts and specify if they are for accounts receivable or accounts payable transactions. Each bank account can have multiple methods defined for each module but only one method per module can be set as the default payment method. A default payment method can always be overridden by selecting a different payment method for a group within AP Payment Entry or Cash Receipts Entry. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Accounts Payable > Setup > Payment Method

•

Financial Management > Accounts Receivable > Setup > Payment Method

•

Financial Management > Cash Management > Setup > Payment Method

•

Service Management > Expense Management > Setup > Payment Method

•

Service Management > Time Management > Setup > Payment Method

Key Payment Method Fields The following fields are considered key fields when creating payment methods. For more information, refer to the Application Help and Field Help. Payment Method - Specifies the name of the payment method. If you are creating a new payment method, enter the value you need in this field. To edit an existing payment method, either enter its name directly or click the Payment Method button to find and select it. Scope - Specifies the source of payment method. You can select the accounts payable (AP) or accounts receivable (AR) option. Pay Method Type - Defines how the current method processes the payments. Select the option you need from the drop-down list. Available options include: •

Electronic Interface (AR or AP)

•

Generated Promissory Note (AR)

•

In Cash (AR or AP)

•

Manual (default option) (AR or AP)

•

Received Payment Instrument (AR)

•

Future Payment Instrument Printing (AP)

Payment Instrument Type - Specifies a payment instrument type for the current method. Fields open for data entry depending upon your selection.

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Generation Method - Specifies the payment instrument generation method. Available options i nclude: •

With Invoice

•

Batch

•

Manual

Electronic Interface - Defines the electronic interface you use with the current payment method. If you select Electronic Interface on the Pay Method Type drop-down list, this drop-down list activates. You then must select an electronic interface for the payment method.

Workshop - Create AP and AR Payment Methods In this workshop, create Accounts Payable (AP) and Accounts Receivable (AR) payment methods for your company to process electronic funds transfer (EFT) payments and receipts. You will link the electronic interface records you create to the payment methods.

Create an AP Payment Method Navigate to Pay Method Maintenance. Menu Path: Financial Management > Cash Management > Setup > Payment Method 1. Click New. 2. In the Payment Method field, enter XXXAP (where XXX are your initials). 3. In the Scope field, select AP. 4. In the Pay Method Type field, select Electronic Interface. 5. In the Electronic Interface field, select the AP electronic interface XXX-APEP (where XXX are your initials). If a message displays and asks i f you want to save and update Pay Method Properties, click OK. 6. Click the Output File Name button, select a path, and enter a name for the output file (for example, C:\server\reports\appayment.txt).

The Epicor application uses the specified name and path as the default when this payment method type is used. 7. Click Save.

Create an AP Payment Method for the Bank Interface 1. Click New. 2. In the Payment Method field, enter XXX-IT (where XXX are your initials). 3. In the Scope field, select AP. 4. In the Pay Method Type field, select Electronic Interface. 5. In the Electronic Interface field, select the AP electronic interface XXX-Interface (where XXX are your initials).

If a message displays and asks i f you want to save and update Pay Method Properties, click OK.

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6. Click the Output File Name button, select a path, and enter a name for the output file (for example, C:\server\reports\apbankinterface.txt).

The Epicor application uses the specified name and path as the default when this payment method type is used. 7. Click Save.

Create an AR Payment Method 1. Click New. 2. In the Payment Method field, enter XXXAR (where XXX are your initials). 3. In the Scope field, select AR. 4. In the Pay Method Type field, select Electronic Interface. 5. In the Electronic Interface field, select the AR electronic interface XXX-AREP (where XXX are your initials). If a message displays and asks i f you want to save and update Pay Method Properties, click OK. 6. Click the Output File Name button select a path, and enter a name for the output file (for example, C:\server\reports\arpayment.txt).

The Epicor application uses the specified name and path as the default when this payment method type is used. 7. Click Save. 8. Exit Pay Method Maintenance.

Bank Account Maintenance Use Bank Account Maintenance to define bank accounts and select the GL controls that determine the accounts to which bank transactions post. Bank accounts record transactions, such as writing checks and submitting electronic payments. Note  You must set up at least one bank account. If your company has more than one bank account, you can define multiple account records to aid in the bank reconciliation process. Important  A user account must be set up as a Security Manager to maintain bank accounts. Users that are not security managers cannot maintain these accounts and are restricted from accessing the setup option.

Use the Payment Methods sheet to associate payment methods used for account deposits and withdrawals to your bank account. You can designate AR and AP payment methods for the account, including an electronic interface payment method used for Electronic Funds Transfer (EFT) processing. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Accounts Payable > Setup > Bank Account

•

Financial Management > Accounts Receivable > Setup > Bank Account

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Financial Management > Cash Management > Setup > Bank Account

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Detail Use the Detail sheet to enter bank account details, including electronic funds transfer (EFT) information for each bank from which you send payments. The EFT information includes the bank name, routing number, identification code, and electronic payment export format. Settings on the Detail sheet also determine when bank account deposits and withdrawals affect cash accounts in the books.

Balance Use the Balance sheet to view your bank account balance. This sheet is for display onl y and populates based on the selected fiscal year. Note  A bank account balance is not affected when a check posts if the GL control selected on the bank account defines an AP Pending Cash Account, or if the bank is selected to maintain an AP Reconciled Balance (check box is available on the bank account's Detail sheet). If a bank account is selected to maintain a reconciled AP balance, the Balance sheet on the bank account only updates when the transaction is cleared via Bank Reconciliation.

GL Control The general ledger (GL) control or controls selected on this sheet determine the accounts and journal codes used to post transactions to which the record applies. You can associate one or more GL controls with a record in this setup program. Each control associated with a record must belong to a different control type. The association allows the use of control values when the record applies to a posted transaction. Example  The AR Account and AP Account GL control types reference the company entity. You define GL controls based on both types and apply them to Company A in Company Configuration. A transaction that belongs to Company A then posts using the account hierarchy set up for this specific transaction for the Company A business entity. Posting rules use the controls' account references to create the accounts for the company's journals.

You cannot associate GL controls with programs where users selec t posting accounts when they enter transactions. Examples of this type of program include AP Adjustment and Cash Receipts. The Master Chart of Accounts (COA) defines the accounts available in these programs.

Payment Methods Use the Payment Methods sheets to define which of the payment methods for the current bank account are available for Accounts Payable, and which payment methods are available for Accounts Receivable.

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Workshop - Set Up a Bank Account for AR and AP EFT Payments In this workshop, set up a bank account to be used for receipts and payments and define default electronic funds transfer (EFT) payment methods to be associated with the account. To use EFT processing, related EFT information for each bank account must be entered, for example, the routing number.

Set Up a Bank Account for EFT Payments Navigate to Bank Account Maintenance Menu Path: Financial Management > Cash Management > Setup > Bank Account 1. From the New menu, select New Bank Account. 2. In the Account field, enter XXX (where XXX are your initials).

This is a user-defined code that i dentifies the bank account record. It can be up to five alpha-numeric characters long. 3. In the Description field, enter XXX Account (where XXX are your initials). 4. In the Bank Name field, enter XXX Bank (where XXX are your initials). 5. Click the Bank/Branch button and select the bank/branch created in the Workshop - Create a Bank Branch. 6. In the IBAN Account Code field, enter BR16778324. 7. In the Checking Account field, enter 078-34-7871. 8. In the Currency field, select United States Dollar. 9. In the Routing field, enter 445566807 and click Save.

Add a GL Control to the Record 1. From the New menu, select New GL Control. The GL Control > Detail sheet displays. 2. Click the Type button and search for and select Bank Account. 3. In the Control field, enter 100 and press Tab. 4. Click Save.

Select AP and AR EFT Payment Methods 1. From the New menu, select New AP Payment Method. 2. In the Payment Method field, select the XXX-IT payment method (where XXX are your initials).

Note that the ISDefault check box is selected by default.

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3. Click Save. 4. From the New menu, select New AP Payment Method. 5. In the Payment Method field, select the XXXAP payment method (where XXX are your initials). 6. Select the ISDefault check box. 7. Click Save.

XXXAP now becomes the default AP payment method for this bank account. 8. From the New menu, select New AR Payment Method. 9. In the Payment Method field, search for and select the XXXAR payment method (where XXX are your initials).

Verify the ISDefault check box is selected. 10. Click Save. 11. Exit Bank Account Maintenance.

Supplier Bank Accounts Use Supplier Maintenance to assign a bank account to a supplier. Once set up, the bank account is available within AP Payment Entry. All payments for the supplier are sent to the defined location If the supplier uses multiple accounts at the same bank, enter a separate bank record for each account. Each supplier can be paid electronically. To activate the electronic payment functionality, add a bank to the current supplier record and then select the Electronic Payments check box on the Supplier > Detail sheet. Note  The bank you are adding must be set up for electronic payments.

Workshop - Create a Supplier Record and Add a Bank In this workshop, create a supplier record and add a bank. Set up the record so the supplier can be paid electronically. This supplier will be used when creating AP invoices in the Workshop - Process Miscellaneous AP Invoices for a Single Group.

Create a Supplier Record Navigate to Supplier Maintenance. Menu Path: Financial Management > Accounts Payable > Setup > Supplier 1. From the New menu, select New Supplier. 2. In the Supplier field, enter XXX (where XXX are your initials). 3. In the Name field, enter XXX Supplier (where XXX are your initials). 4. Click Save.

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Add a Bank 1. From the New menu, select New Bank. 2. In the Bank field, enter SUP. 3. In the Bank Name field, enter Supplier Bank. 4. In the Bank Account field, enter 77904456. 5. In the Bank Identifier field, enter the Entry Class Code (for example, CCD). 6. Click the Bank/Branch button and search for and select 7001531. The Hampton branch name will display in the adjacent field. 7. In the IBAN Account Code field, enter BR16778324. 8. In the Payment Method field, select XXX-IT (where XXX are your initials). 9. In the Country field, select USA. 10. Select the Primary Bank check box. 11. Click Save. 12. Navigate to the Supplier > Detail sheet. 13. In the Payment Method field, select XXX-IT (where XXX are your initials). Note  This payment method is only available on the Supplier > Detail sheet after it is selected on the Bank > Detail sheet.

14. Click Save.

The Electronic Payment check box is automatically selected. 15. Remain in Supplier Maintenance for the next workshop.

Workshop - Add a Bank to an Existing Supplier Record In this workshop, add a bank to supplier Ageless Ovens. Set up the record so the supplier can be pai d electronically. Ageless Ovens will be used when creating AP invoices in the Workshop - Process Miscellaneous AP Invoices for a Single Group. 1. In the Supplier field, enter Ageless and press Tab. 2. From the New menu, select New Bank. 3. In the Bank field, enter AGE. 4. In the Bank Name field, enter Ageless Bank. 5. In the Bank Account field, enter 97904458.

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6. In the Bank Identifier field, enter the Entry Class Code (for example, CCD). 7. Click the Bank/Branch button and search for and select 040826. The Albert Street branch name will display in the adjacent field. 8. In the IBAN Account Code field, enter BR16778324. 9. In the Payment Method field, select XXX-IT (where XXX are your initials). 10. Select the Primary Bank check box. 11. Click Save. 12. Navigate to the Supplier > Detail sheet. 13. In the Payment Method field, select XXX-IT (where XXX are your initials). Note  This Payment Method field is onl y available on the Supplier > Detail sheet after it is selected on the Bank > Detail sheet.

14. Click Save. The Electronic Payment check box is automatically selected. 15. Exit Supplier Maintenance.

Customer Bank Accounts Use Customer Maintenance to enter banking information for customers who want to make Electronic Funds Transfer (EFT) payments to your company. EFT payments are possible via an electronic interface between your company and the customer's bank. This interface is defined in Electronic Interface Maintenance. For an EFT to take place, define an electronic payment method with a valid output file in Payment Method Maintenance and link it to the customer's Billing > Detail sheet. New customers are automatically placed on credit hold. You must clear the Credit Hold check box on the Billi ng > Credit > Credit Detail sheet to display transactions for this customer.

Workshop - Add a Bank to an Existing Customer Record In this workshop, add a bank to the Twin Cities customer record so they can be paid electronically. This record will be used in the Workshop - Process an Electronic Cash Receipt when working with AR invoices. Navigate to Customer Maintenance. Menu Path: Financial Management > Accounts Receivable > Setup > Customer 1. In the Customer field, enter TWINCITIES and press Tab. 2. From the New menu, select New Bank. 3. In the Bank field, enter CUS. 4. In the Bank Name field, enter Customer Bank. 5. In the Bank Account field, enter 45329082.

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6. In the Bank Identifier field, enter the Entry Class Code (for example, CCD). 7. Click the Bank/Branch button and search for and select 101209. The Cape Town branch name will display in the adjacent field. 8. In the IBAN Account Code field, enter BR16778324. 9. In the Payment Method field, select the XXXAR payment method (where XXX are your initials). 10. In the Country field, select USA. 11. Select the Primary Bank check box. 12. Click Save. 13. Navigate to the Billing > Detail sheet. 14. In the Payment Method field, select the XXXAR payment method (where XXX are your initials). Note  This Payment Method field is only available on the Billing > Detail sheet after it is selected on the Bank > Detail sheet.

15. Click Save. 16. Exit Customer Maintenance.

Petty Cash Operation Type Maintenance Use Petty Cash Operation Type Maintenance to define the various petty cash operations your company uses. Each operation type you create is linked to an operation class predefined by the Epicor application. Each operation type represents a standard operation such as a payment to a supplier or wages paid to an employee. The following petty cash operation classes are predefined for each category of recipient/payer selected for your operation type. Note  The availability of specific cash recipients/payers is dependent on your Epicor license.

Employee: •

Wages and Salaries

•

Misc Advances

•

Misc Receipts

Supplier: •

Invoice Payments

•

Prepayments

•

Misc Payments

Customer: •

Invoice Receipts

•

Deposits/Prepayments

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Bank/Cash Desk Transfers: •

Bank To Cash

•

Cash to Bank

•

Cash to Cash

Other: •

Misc Issues

•

Misc Receipts

Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Cash Management > Setup > Petty Cash Operation Type

Workshop - Create a Petty Cash Operation Type In this workshop, create petty cash operation types to define payments to suppliers and receipts from customers. You will link these operation types to operation classes predefined by the Epicor appli cation and use them in a later workshop.

Create a Petty Cash Operation Type for AP Operations Define a cash issue operation type and li nk it to an AP operation class. Navigate to Petty Cash Operation Type Maintenance. Menu Path: Financial Management > Cash Management > Setup > Petty Cash Operation Type 1. Click New. 2. In the Operation field, enter XXXAPPC (where XXX are your initials). 3. In the adjacent field, enter XXX AP Petty Cash (where XXX are your initials). 4. In the Direction field, select Cash Issue. 5. Make any entry in the Reason field (for example, Cash Prepayment). 6. In the Recipient/Payer Type field, select Supplier. 7. From the Operation Class field, select A/P Prepayment. 8. Click Save.

Add a GL Control to the Record 1. From the New menu, select New GL Control.

The GL Control > Detail sheet displays. 2. In the Type field, search for and select Petty Cash Operation Type. 3. In the Control field, right-click and select Open with > GL Control Code Entry.

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The GL Control Maintenance program displays. 4. In the Type field, select Petty Cash Operation Type. 5. Click the New button. 6. Enter 100 in the GL Control field and Main Bank in the adjacent field. 7. Click Save. 8. Navigate to the Account sheet.

Verify MAIN displays in the Book field. If it does not display, expand Main Bank > Account Context in the tree view and select Main Book. The context is Other Account. 9. In the Account field, enter 1010-00-00. 10. Click Save. 11. Exit GL Control Maintenance. 12. In the Control field, enter 100. 13. Click Save.

Create a Petty Cash Operation Type for AR Operations Define a cash receipt operation type and link it to an AR operation class. 1. Click New. 2. In the Operation field, enter XXXARPC (where XXX are your initials). 3. In the adjacent field, enter XXX AR Petty Cash (where XXX are your initials) in the adjacent field. 4. In the Direction field, select Cash Receipt. 5. Make any entry in the Reason field (for example, Cash Deposit). 6. In the Recipient/Payer Type field, select Customer. 7. From the Operation Class field, select A/R Deposit Prepayment. 8. Click Save.

Add a GL Control to the Record 1. From the New menu, select New GL Control.

The GL Control > Detail sheet displays. 2. Click the Type button and search for and select Petty Cash Operation Type. 3. Click the Control button and search for and select 100.

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4. Click Save. 5. Close Petty Cash Operation Type Maintenance.

Petty Cash Desk Maintenance Use Petty Cash Desk Maintenance  to create and update petty cash desk properties and defaults. You can also set up authorized users and operations. The Petty Cash Desk is the main facility for petty cash operations and maintains daily balances. You can set cash limits and set up the parameters for a daily report. You can also establish an entrusted cashier to provide added security. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Cash Management > Setup > Petty Cash Desk

Detail Petty Cash Desk Maintenance > Detail Use the Detail sheet to enter the properties for a petty cash desk. This includes cash limits, initial balances, and cash day report parameters.

Authorized Users Petty Cash Desk Maintenance > Authorized Users > Detail Use the Authorized Users sheet to add users to the list of authorized users. Users must be added here in order to access the petty cash desk. Users can be granted permission to configure petty cash desks and enter cash documents, or they may just have read-only access. The user who creates a petty cash desk is automatically added to the list of authorized users with all permissions. For active petty cash desks, at least one user must be authorized to configure the petty cash desk and perform each type of operation (receipt, issue, close day).

Available Operations Petty Cash Desk Maintenance > Available Operations > Detail Use the Available Operations sheet to define the operation types available for a specific petty cash desk.

Petty Cash Desk Maintenance - GL Control Detail Petty Cash Desk Maintenance > GL Controls > Detail Use the GL Controls sheet to link GL Controls to the petty cash desk.

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Workshop - Create a Petty Cash Desk In this workshop, create a petty cash desk for your company. The petty cash desk is the main facili ty for petty cash operations and will be used later in the petty cash workshops.

Define Petty Cash Desk Properties Define a new petty cash desk. Navigate to Petty Cash Desk Maintenance. Menu Path: Financial Management > Cash Management > Setup > Petty Cash Desk 1. From the New menu, select New Cash Desk. 2. In the Cash Desk field, enter XXX (where XXX are your initials). 3. In the Name field, enter XXX Cash Desk (where XXX are your initials). 4. In the Day Close Mode field, verify Soft displays as the default option. When Day Close Mode is set to Soft, more than one cash desk can be active at the same time. With the Strict option, only one cash desk can be active. 5. In the Cashier and Entrusted Cashier fields, enter your name. 6. Select today's date in the Entrusted From field. 7. In the Entrusted To field, select the date one month from today. 8. Click Save. 9. In the Cash Limit Total field, enter 50,000.00. 10. In the In Operation From field, select today's date. 11. In the Initial Balance field, enter 10,000. 12. In the Document Type field, select the XXX Petty Cash Day Report document type (where XXX are your initials). 13. Click Save.

Add a GL Control to the Record 1. From the New menu, select New GL Control.

The GL Control > Detail sheet displays. 2. Click the Type button and search for and select Petty Cash Desk. 3. In the Control field, right-click and select Open with > GL Control Code Entry. The GL Control Maintenance program displays. 4. In the Type field, select Petty Cash Desk

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Any GL Controls you create will then be linked to the Petty Cash Desk. 5. Click the New button. 6. In the GL Control field, enter PCashDesk and in the adjacent field enter Petty Cash Desk. 7. Click Save. 8. Navigate to the Account sheet.

Verify MAIN displays in the Book field. If it does not display, select Main Book from Petty Cash Desk > Account Context in the tree view. 9. Select the Cash context from the tree view. 10. In the Account field, enter 1010-00-00. 11. Click Save. 12. Close GL Control Maintenance. 13. Click the Control button and search for and select PCashDesk. 14. Click Save.

Add Available Operation Types Add an operation type to the petty cash desk. 1. From the New menu, select New Available Operation. 2. In the Operation Type field, select the AP petty cash operation type XXX AP Petty Cash (where XXX are your initials). 3. In the Transaction Document Type field, select XXX Petty Cash Issue (where XXX are your initials). 4. Click Save. 5. From the New menu, select New Available Operation. 6. In the Operation Type field, select the AR petty cash operation type XXX AR Petty Cash (where XXX are your initials). 7. In the Transaction Document Type field, select XXX Petty Cash Receipt (where XXX are your initials). 8. Clear the Inactive check box to activate the petty cash desk. 9. Click Save. 10. Exit Petty Cash Desk Maintenance.

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Daily Cash Management Processing This section of the course focuses on Cash Management processes which may take pl ace during a typical work day. Processes involving the following Cash Management functions are performed on a regular basis: •

Bank Adjustment Entry

•

Bank Funds Transfer

•

Accounts Receivable

•

Accounts Payable

•

Payroll

•

Petty Cash

Bank Adjustment Entry Use Bank Adjustment Entry to modify an amount against a specific bank account. Transactions you enter can only affect bank amounts that do not have sales tax requirements. Bank adjustments are posted with a group methodology, and as soon as they post, the Bank Fee and Cash general ledger (GL) accounts associated with the GL controls for that bank account are affected. Important  You can also launch this program through Bank Reconciliation Entry. To do this, click New and select the New Bank Adjustment option.

You first make bank adjustments by creating an adjustment group and selecting a specific bank within this group. The group contains the adjustments you will make to the account at this bank within the group's fiscal year and period. Once you define the group, you can create as many adjustments to the bank account as necessary. You can also use a Bank Fee code to calculate taxes for the adjustment. Tip  You can enter your adjustment directly on the Summary sheet within the Adjustments grid. You can also use the Adjustment sheet; this sheet breaks the adjustment details into separate fields.

After you enter adjustments, review them by printing a Group Edit List. Then post adjustments to the Cash account and Bank Fee account assigned to the GL controls for the bank account. Both options are l ocated on the Actions menu. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Accounts Payable > General Operations > Bank Adjustment Entry

•

Financial Management > Cash Management > General Operations > Bank Adjustment Entry

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Workshop - Adjust a Bank Account Balance In this workshop, increase the balance of your bank account by $10,000.00. An opening balance has been posted to the GL Cash Account linked to the bank account GL Controls. Adjust the bank balance to make it align with the GL Cash Account balance. By selecting the bank's cash account on the adjustment entry, the GL will not be affected.

Enter a Bank Adjustment Navigate to Bank Adjustment Entry. Menu Path: Financial Management > Cash Management > General Operations > Bank Adjustment Entry 1. From the New menu, select New Group. 2. In the Group ID field, enter XXX (where XXX are your initials). 3. In the Bank field, select XXX Account (where XXX are your initials) and click Save. 4. Navigate to the Adjustment sheet. 5. From the New menu, select New Adjustment. 6. In the Reference field, enter XXX Ref (where XXX are your initials). 7. In the Amount field, enter 10000.00. 8. Click Save. 9. In the Account field, enter 1000-00-00.

You can override the default account. 10. Click Save.

Print the Group Edit List 1. From the Actions menu, select Print Group Edit List. The Bank Adjustment - Edit List window displays. 2. Click Print Preview.

The Bank Adjustment Edit List report displays. 3. Review the group edit list. 4. Close the edit list and the Bank Adjustment - Edit List window.

Post the Adjustment Group 1. From the Actions menu, select Post.

The Bank Adjustment Post Process window displays.

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2. Click Submit. 3. Close the Bank Adjustment Post Process window and exit Bank Adjustment Entry.

Bank Funds Transfer Use Bank Funds Transfer to move amounts between bank accounts. If the bank accounts use different currencies, the Epicor application by default uses the Exchange Rate for that currency to calculate the transferred amount. However, you can determine the calculation method used for different currencies by selecting a method from the Currency Exchange Difference field in Company Configuration. The choices are: •

Always use default rates

•

Use explicit transfer amount or use default rates

•

Use explicit transfer amount or use source amount

As part of the transfer process within the application, general ledger (GL) account entries are automatically created. Bank transfers create four GL transactions: •

Credit the Transfer From Cash account for the bank

•

Debit the Transfer From Transfer (clearing) account for the bank

•

Credit the Transfer To Transfer (clearing) account for the bank

•

Debit the Transfer To Cash account for the bank

The first two GL transactions made as a result of a bank transfer use the journal code linked with the Transfer From GL controls for the bank; the last two transactions use the journal code linked with the Transfer To GL controls for the bank. This helps ensure that both journals balance. Example Journal Line Account

Debit Credit

BK01

1

1000-00-00 Cash Account (From)

BK01

2

1010-00-00 100.00 Transfer Account (From)

BK02

1

1010-00-00 Transfer Account (To)

BK02

2

1100-00-00 100.00 Cash Account (To)

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100.00

100.00

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Important  To transfer funds, both bank accounts must be set up in your database. To learn how to create bank accounts, refer to the Bank Account Maintenance topic in the Application Help. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Accounts Payable > General Operations > Bank Funds Transfer

•

Financial Management > Cash Management > General Operations > Bank Funds Transfer

Workshop - Transfer Bank Funds In this workshop, transfer funds from the Main Checking Account to the bank account created in the Workshop - Set Up a Bank Account for AR and AP EFT Payments. Navigate to Bank Funds Transfer. Menu Path: Financial Management > Cash Management > General Operations > Bank Funds Transfer 1. Click New. 2. In the Transfer From pane, in the Bank field, select Main Checking Account.

The Current Balance field for the bank automatically populates. The current balance pulls in from the Balance sheet in the Bank Account Tracker, not from the general ledger Cash account balance. 3. In the Amount field, enter 25000.00 and press Tab.

The New Balance field for the Transfer From bank, and the Amount and New Balance fields for the Transfer To bank automatically populate. 4. In the Transfer To pane, in the Bank field, select XXX Account (where XXX are your initials). 5. Click Transfer. The Bank Funds Transfer Process  window displays. 6. Click Submit and close the Bank Funds Transfer Process window. 7. Exit Bank Funds Transfer.

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Accounts Payable The following workshops involve programs found in the Cash Management module related to Accounts Payable. Refer to the Accounts Payable Course for additional information and workshops on programs in the Accounts Payable module.

AP Invoice Entry Supplier invoices are key components in the Purchase Order to Payment process. These Accounts Payable (AP) invoices record and track payments made against linked receipts, purchase orders, and other miscellaneous AP financial transactions. In addition to invoices, you create debit memos in AP Invoice Entry to reduce payable balances. AP Invoice Line Types

You can use each of the following AP invoice line types, along with other factors necessary, to successfully create invoices and debit memos: •

Advanced Billing lines

•

Receipt Billing lines

•

Miscellaneous lines

•

Job Miscellaneous lines

•

Unreceived Billing lines

The following section briefly describes items you encounter when any kind of invoice or debit memo is created in AP Invoice Entry. AP Invoice Groups

AP invoice groups collect invoices and post them to the same General Ledger (GL) fiscal period, at the same time. Until a group is posted, the GL i s not updated. The actual group ID is irrelevant and can be used again as long as two groups with the same ID do not exist at the same time. Invoices can be transferred between groups. This functionality can be used to set aside problem invoices for later processing and transfer back to any unposted group once resolved. Invoice Dates

The invoice date on any invoice header does not need to stay within the confines of the elected period for the group. The header period defaults from the group, but you can enter an invoice date outside that period when you add invoice details. Important  The default fiscal period on the invoice header does not automatically adjust to match the invoice date. Example  You create an invoice group and date it in Period 5. You add three invoices to the group, and one is dated outside of Period 5. You forget to change the default fiscal period and year on the invoice header to match that of the invoice date entered. Because of this, after the group is posted, an imbalance between the GL Report and the Aging Report exists. Miscellaneous Charges/Credits

You can add miscellaneous charges or credits to any invoice line or header in AP Invoice Entry.

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Group Edit List

The Group Edit List is a detailed journal backup of what is posted to the GL. Once a group is posted to the GL, the Edit List cannot be reprinted. It is recommended that you print a hard or electronic copy of the Group Edit List prior to posting a group. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Accounts Payable > General Operations > Invoice Entry

Miscellaneous Line Invoices Miscellaneous Charge invoices are created to account for miscellaneous expenses that are not linked to any purchase order or job records. You can select charges specifically for this invoice line; you can also pull in miscellaneous charges linked to a purchase order line and then apply them to the current AP i nvoice line. Tip  To enter miscellaneous charges for an entire invoice, click the Header tab and the Miscellaneous Charges tab. Line miscellaneous charges are calculated separately from the charges you select on the Header Miscellaneous Charge sheet. For more information, read the AP Invoice Entry – Header Miscellaneous Charges topic in the Application Help.

Workshop - Process Miscellaneous AP Invoices for a Single Group In this workshop, create Miscellaneous AP invoices for a group. The invoices will be used later in a workshop where you will process AP payments.

Enter an AP Invoice Group Navigate to AP Invoice Entry Menu Path: Financial Management > Accounts Payable > General Operations > Invoice Entry 1. From the New menu, select New Group. 2. In the Group field, enter XXX (where XXX are your initials). 3. Click Save.

Enter Invoices 1. From the New menu, select New Invoice. 2. Enter the following information (where XXX are your ini tials):

40

Field

Data

Supplier

XXX (and press Tab)

Invoice

XXX-1

Invoice Date

Today's Date

Amount

5500.00

Terms

2/10 Net 30

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3. Verify SUP displays in the Bank field. If not, click the Bank button and search for and select SUP. 4. Click Save. 5. From the New menu, select New Misc Line. The Lines > Detail sheet displays. 6. Enter the following information: Field

Data

Description

Expense

Ext Amount

5500.00

7. Click Save. 8. From the New menu, select New Invoice. 9. Enter the following information (where XXX are your ini tials): Field

Data

Supplier

Verify XXX is entered

Invoice

XXX-2

Invoice Date

Today's Date

Amount

1200.00

Terms

2/10 Net 30

10. Verify SUP displays in the Bank field.

If not, click the Bank button and search for and select SUP. 11. Click Save. 12. From the New menu, select New Misc Line. The Lines > Detail sheet displays. 13. Enter the following information: Field

Data

Description

Expense

Ext Amount

1200.00

14. Click Save. 15. From the New menu, select New Invoice. 16. Enter the following information (where XXX are your ini tials):

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Field

Data

Supplier

Ageless

Invoice

XXX-3

Invoice Date

Today's Date

Amount

7500.00

17. Verify AGE displays in the Bank field. If not, click the Bank button and search for and select AGE. 18. Click Save. 19. From the New menu, select New Misc Line. The Lines > Detail sheet displays. 20. Enter the following information: Field

Data

Description

Expense

Ext Amount

7500.00

21. Click Save.

Review and Post the Invoice Group 1. From the Actions menu, select Group > Print Group Edit List.

The Invoice Entry - Group Edit List window displays. 2. Click Print Preview to review the edit list.

Note the GL Account Recap and review the distribution of debits and credits. 3. Close the preview window and the Invoice Entry - Group Edit List window. 4. From the Actions menu, select Group > Post.

The AP Invoice Post Process window displays. 5. Click Submit. 6. Close the AP Invoice Post Process window and exit AP Invoice Entry.

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AP Payment Entry Use AP Payment Entry to pay AP invoices through check or electronic payments. After you enter the payments and process the checks, you then record these transactions in your General Ledger. This is done by posting the payments using an Actions menu. Typically, a payment is made against invoices created to pay suppliers. Additionally, you can pay miscellaneous expenses that do not have an invoice, enter manual checks written for extra expenses, process debit memos, and make payments to one-time suppliers. You create a prepayment by entering the name of the supplier, adding a miscellaneous payment, and selecting the Pre-Payment  check box. Then, enter the amount of the prepayment, the prepayment general ledger account, and additional reference information you need. Typically prepayments are received through a contract agreement when sales orders are not available. Use AP Payment Entry to generate a bank export file that can be processed in the AP Bank File Import Workbench. AP Payment Entry allows invoices in different currencies to be pai d in one payment group. You can view two different currencies when entering a payment (invoice currency and bank currency). This is useful for a company that has two bank accounts. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Accounts Payable > General Operations > Payment Entry

•

Financial Management > Cash Management > General Operations > Payment Entry

Process Payments Use the Process Payments option from the Actions menu to either print checks or create electronic payment files for all payments within the current group. You can either print checks only or generate a bank export file. The options available on this program depend on the payment method selected on the Group sheet. If the payment method is for electronic payments, you can select the Bank Export File used to receive the payment information. Each payment automatically has Remittance Advices printed on it. If the payment method is for manual checks, the checks are printed in order by Supplier Name. If there is not room to print out all the invoices being paid to a supplier, the payment is split and a second check is automatically generated. You can also reprint checks if an error occurs. To do this, select the Process Payments command; Restart Process Payments displays. Use this program to correctly reprint the checks. Important  You cannot change check records after they are printed. I f there is an error, you need to delete the check. To print checks, you must have security access to Process Payments. For information on how security is assigned, refer to the Security topics in the Application Help.

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Workshop - Enter Payments and Create an Electronic Payment File You have now created three invoices and it is now necessary to process payments for them. In this workshop, use the Select Invoices option to select the invoices you created in the invoicing workshop. Process the payments and create an electronic payment file.

Enter a Payment Group Navigate to AP Payment Entry. Menu Path: Financial Management > Accounts Payable > General Operations > Payment Entry 1. From the New menu, select New Group. 2. In the Group field, enter XXX-P (where XXX are your initials). 3. In the Bank Account field, select XXX Account (where XXX are your initials). 4. In the Payment Method field, select XXX-IT. 5. Accept all other defaults. 6. Click Save.

Select Invoices for Payment 1. From the Actions menu, select Select Invoices.

The Select Invoices window displays. 2. In the Due Date field, select a date one month from today. 3. Select the Consider Discount Dates check box. 4. Click OK. The Invoice Payment Selection window displays with a list of invoices, sorted by supplier. 5. Hold down CTRL and select the invoices you created in Workshop - Process Miscellaneous AP Invoices for a Single Group for suppliers Ageless Ovens and XXX (where XXX are your initials) and click OK.

The two payments display in the Current Payments in Process  grid. 6. Click Save.

Create an Electronic Payment File 1. From the Actions menu, select Process Payments. The Process Payments window displays. 2. In the Bank Account field, select XXX Account (where XXX are your initials) which was set up for EFT payments. 3. Click the Bank Export File button and enter a name and path for the file (for example, C:\temp\appayment.txt).

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4. On the Standard toolbar, click Print and select Client Printer. 5. The Print window displays. 6. Select a printer and click OK.

For the purposes of this workshop, print to a PDF or document writer. 7. Close the Process Payment window. 8. From the Actions menu, select Post. A message displays asking if is OK to post the Group. 9. To the message, click Yes. The AP Payment Post Process window displays. 10. Click Submit and close the AP Payment Post Process window. 11. Exit AP Payment Entry.

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AP Bank File Import Workbench Use AP Bank File Import Workbench to process an electronic bank fil e from a supplier's bank after the bank has processed a payment proposal. Use Payment Entry to export a payment file and set up a payment proposal to a supplier's bank. The file sent back from the bank can be imported into AP Bank File Import Workbench for processing. During the import process, incoming transactions are matched to the Epicor application proposed payments. The results display on the screen in a workbench style for you to verify before agreeing to process the results. The matching results can be manually changed to be unmatched in the workbench. Also, payments that are not automatically matched, can be manually matched. You can post the imported details and create a Payment Group (unposted) for each of the valid lines within the import file. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Accounts Payable > General Operations > Bank File I mport Workbench

•

Financial Management > Cash Management > General Operations > AP Bank File I mport Workbench

Payment Tracker This tracker displays information in a dashboard format. A dashboard gives you current information and processes to more efficiently perform your tasks. You cannot add or edit records in a tracker. Use the Payment Tracker to view information on AP payments made in a dashboard format. This includes information such as the check number, amount, and fiscal year and period in which it was posted. Use the Advanced Search pane to specify criteria for payments you wish to display. Menu Path

Navigate to this program from the Main Menu: •

Executive Analysis > Trackers > Payment Tracker

•

Financial Management > Cash Management > General Operations > Payment Tracker Important  This program is not available in the Epicor Web Access.

Workshop - View AP Payments View the invoice paid for Ageless Ovens. Navigate to Payment Tracker. Menu Path: Financial Management > Accounts Payable > General Operations > Payment Tracker 1. In the Bank Account field, select XXX Account (where XXX are your initials). 2. In the Supplier ID field, enter XXX (where XXX are your initials). 3. Click the Refresh button. 4. In the Check Detail pane, view payments made.

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5. In the Supplier ID field, enter AGELESS. 6. Click the Refresh button. 7. In the Check Detail pane, view the payment made. 8. Exit Payment Tracker.

Accounts Receivable The following topics involve programs found in the Cash Management module related to Accounts Receivable. Refer to the Accounts Receivable Course for additional information and workshops on programs in the Accounts Receivable module.

AR Invoice Entry Use AR Invoice Entry to bill your customers. You can create invoices, such as miscellaneous invoices, that are linked to sales orders and create others, such as credit memos, which are not linked to these sales records. When you finish entering invoices, you post these records to the General Ledger. To verify the invoice posted, view the System Monitor. For more information, refer to Application Help Topic: System Monitor. Important  When you first install the AR module, use AR Open Invoice Load Maintenance to enter your current open invoice balances. For more information, refer to Application Help topic: AR Open Invoice Load Maintenance. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Accounts Receivable > General Operations > Invoice Entry

AR Invoice Types There are six unique AR invoice types available for AR Invoice Entry. •

Advanced Billing Invoice

•

Deposit Billing Invoice

•

Shipment Invoice

•

Cancellation Invoice

•

Credit Memo

•

Miscellaneous Invoice

The workshops in this course only involve AR miscellaneous invoices. Refer to the Accounts Receivable Course for detailed information and workshops on each type of AR invoice. Miscellaneous Invoices

A miscellaneous invoice can reference a sales order or an inventoried line item but it is optional. If a non-part line item is invoiced, the Part and Description fields can be used to enter the reason for the invoice (for example, Cancellation Fee). A miscellaneous invoice can also be created for tax only.

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In a miscellaneous invoice, the offsetting credit account(s) derives from the product group chosen on the invoice lines. Often, a product group called Misc Income is created and used on miscellaneous invoices.

Workshop - Enter a Miscellaneous AR Invoice In this workshop, create a Miscellaneous AR invoice for Twin Cities Motor Company. This invoice will be used later in a workshop where you will create an electronic receipts file.

Create an Invoice Group Navigate to AR Invoice Entry. Menu Path: Financial Management > Accounts Receivable > General Operations > Invoice Entry 1. From the New menu, select New Group. 2. In the Group field, enter XXX (where XXX are your initials). 3. Accept all other defaults. 4. Click Save.

Create a Miscellaneous Invoice 1. From the New menu, select New Miscellaneous Invoice.

The Header > Detail sheet displays. 2. In the Sold To Customer field, enter TWINCITIES and press Tab. 3. In the Terms field, verify 1/10 Net 30 displays. 4. In the Payment Method field, select the XXXAR payment method (where XXX are your initials). 5. Click Save.

Enter Line Information 1. From the New menu, select New Line. The Line > Detail sheet displays. 2. In the Description field, enter Customer Charge. 3. In the Quantity field enter 12. 4. In the Unit Price field, enter 600.00. 5. Click Save.

Review and Post the Invoice Group 1. From the Actions menu, select Group > Edit List.

The Invoice Entry - Group Edit List window displays.

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2. In the Report Style field, select Standard - SSRS. 3. Click Print Preview to review the edit list.

Note the GL Account Recap and review debit and credit distribution. 4. Close the preview window and the Invoice Entry - Group Edit List window. 5. From the Actions menu, select Group > Post.

The AR Invoice Post Process window displays. 6. Click Submit. 7. Close the AR Invoice Post Process window and exit AR Invoice Entry.

Cash Receipts Entry Use Cash Receipts Entry to enter and post cash receipts. These are transactions you enter for customer payments, customer credits, or miscellaneous cash amounts. Important  Before you can transact within Cash Receipts Entry, you must set up your fiscal periods in Fiscal Period Maintenance.

A group methodology is used when processing cash receipts. Payments are grouped together to post in a batch mode and update the General Ledger (GL). Unlike an invoice entry group, a cash receipts entry group always defines the date of the payments in the group, the accounting period it posts to, and the bank account affected. Note Entry Groups - These are comprised of transactions that occur during the same time period and are ready to edit, print, and post. Entry groups are sometimes referred to as batches. An entry group can also assign default transaction dates, fiscal periods, and account numbers for the cash receipts in the group.

You can create the following cash receipt transaction types: •

Invoice Payments - These transactions are entered with basic check i nformation. They include detail lines that describe how the check is used against the customer's outstanding invoices. These transactions debit the Cash account and credit the Accounts Receivable account.

•

Deposit Payments - These transactions track down payments made against specific sales orders (allocated) or not linked to a sales order (unallocated). They debit the Cash account and credit the account number you enter, which is normally a Prepayments liability account.

•

Miscellaneous Payments - These transactions track miscellaneous cash received from sources other than customers; they do not change customer AR balances. They debit the Cash account and credit the account number you select.

•

Debit Notes - Enter these transactions when a customer requires a payment or invoice deduction. These transactions create open payable amounts. Debit notes can be applied as unall ocated amounts on a payment. They can also be linked directly to an invoice, reducing the invoice's total amount due.

You can also create Unapplied Receipts. By selecting the On Account check box, these transactions are automatically created when you enter a customer payment that is not applied to a specific open invoice or credit memo. Note  You can use Apply Credit Memos to assign this amount to another i nvoice. You can also use AR Write Off and Adjustment to adjust the balance. For more information, refer to the Apply Credit Memo and AR Write Off and Adjustment topics in the Application Help.

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When cash receipts post, they update invoice balances, create GL entries, and update Bank Reconciliation deposit information. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Accounts Receivable > General Operations > Cash Receipt Entry

•

Financial Management > Cash Management > General Operations > Cash Receipt Entry

Workshop - Process an Electronic Cash Receipt Twin Cities Motor Company sent an electronic payment for their open invoice. In this workshop, select the invoice and apply the customer's cash receipt to the open i nvoice on their account. Create an electronic receipts file.

Create a Cash Receipt Entry Group Navigate to Cash Receipts Entry. Menu Path: Financial Management > Accounts Receivable > General Operations > Cash Receipt Entry 1. From the New menu, select New Group. 2. In the Group field, enter XXX (where XXX are your initials). 3. In the Bank Account field, select XXX Account (where XXX are your initials).

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4. Click Save. In the Transaction Apply Date field, today's date defaults.

Select Invoices to Pay 1. From the Actions menu, select Electronic Interface > Select Invoices. The Select Invoices screen displays. 2. From the Due Date field, select the date one month from today. 3. Click OK.

The Invoice Payment Selection sheet displays with the invoice you created for Twin Cities Motor Corporation. 4. Highlight the invoice and click OK.

The invoice displays on the Payments grid of the Group > Detail sheet. 5. Click Save and remain in Cash Receipts Entry.

Create an Electronic Receipts File 1. From the Actions menu, select Electronic Interface > Process Receipts.

The Process AR Receipts window displays. 2. Verify that the XXX Account (where XXX are your initials) displays in the Bank Account field. 3. Click the Bank Transfer File button and enter a path and name for the file (for example, C:\temp\arpayment.txt). 4. Select Generate Only. 5. Close the Process AR Receipts window.

Post a Cash Receipt Group 1. From the Actions menu, select Post.

The Cash Receipt Post Process window displays. 2. Click Submit. 3. Close the Cash Receipt Post Process window. 4. Close Cash Receipt Entry.

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Reverse Cash Receipt Use Reverse Cash Receipt to reverse a posted cash receipt. The reversal process does the following: •

Creates a receipt that contains a reversing entry. This negative receipt updates the balances of allocated invoices. This process leaves an audit trail.

•

Allows the application of new cash receipts to invoices to which the original receipt was applied.

•

Reverses journals in books affected by posting of the original receipt.

This process does not apply to miscellaneous cash receipts or deposits applied to an invoice. Reverse Cash Receipt Process

In some cases, a portion of the cash receipt might be unapplied. This can occur when a credit memo has been created for an invoice to which the receipt applies. In this case, the process does the following: •

Creates a debit memo to reverse the unapplied portion of the receipt. The application uses the settings of the credit memo to create a debit memo marked as unapplied cash.

•

Transfers the unapplied portion of the credit memo to the new debit memo.

Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Accounts Receivable > General Operations > Reverse Cash Receipt

•

Financial Management > Cash Management > General Operations > Reverse Cash Receipt

Workshop - Reverse a Posted Cash Receipt and Review Results In this workshop, reverse a posted cash receipt from Dalton. When complete, review the Customer Tracker to see if the paid invoice re-opens as a result of the reversal. Important  Due to necessary database setup and the specific data used to reverse a posted cash receipt, this workshop can only be completed by one person on a shared database.

If cash receipt 141 has already been reversed, use this workshop to learn the process and review the results of reversing a posted cash receipt. To review the results, navigate to the Customer Tracker and follow the steps in the Review the Customer Tracker  topic of the workshop.

Reverse a Cash Receipt Navigate to Reverse Cash Receipt. Menu Path: Financial Management > Accounts Receivable > General Operations > Reverse Cash Receipt

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1. Click the Search icon. The Search Form displays. 2. In the Customer field, enter Dalton and click Search. 3. From the Search Results grid, select receipt 141 and click OK. 4. In the Reverse Date field, select today's date. 5. Click the Reverse button. 6. To the Are you Sure? message, click Yes.

The Information window displays. 7. To the message, click OK. 8. In the Customer ID field, right-click and select Open With > Customer Tracker

The Customer Tracker displays.

Review the Customer Tracker 1. In the Customer field, enter Dalton and press Tab. 2. Navigate to the Financial > Payments sheet and click the Retrieve button.

Note that two entries exist for invoice 9051. One is the initial cash receipt and the other is the reversal you  just posted. The reversal displays a negative payment amount. 3. Navigate to the Financial > Invoices > Open sheet and click the Retrieve button.

Note that invoice 9051 is now an open invoice. 4. Exit the Customer Tracker and Reverse Cash Receipt.

Cash Receipt Tracker The Cash Receipts Tracker displays cash receipt record information in a dashboard format. You can review information such as the check number, invoice and applied amount, payment type, unapplied amounts, fiscal year and period. You cannot edit or add records in this tracker. Menu Path

Navigate to this program from the Main Menu: •

Executive Analysis > Trackers > Cash Receipt Tracker

•

Financial Management > Accounts Receivable > General Operations > Cash Receipt Tracker

•

Financial Management > Cash Management > General Operations > Cash Receipt Tracker

Workshop - View Cash Receipts In this workshop, use the Cash Receipt Tracker to view the receipt records for Twin Cities Motor Company. View the results of the cash receipt you posted in the Workshop - Process an Electronic Cash Receipt.

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Navigate to Cash Receipt Tracker. Menu Path: Financial Management > Cash Management > General Operations > Cash Receipt Tracker 1. In the Cust ID field, enter TWINCITIES. 2. Click the Refresh button. 3. In the Receipt Header grid, view the electronic receipt record on the first line for TWINCITIES. 4. Exit Cash Receipts Tracker.

AR Bank File Import Workbench Use AR Bank File Import Workbench to process electronic customer payments. You can import a bank receipts file, match customer payments to open invoices, and post receipts. This Epicor application presents the data to be imported to the customer for verification before performing automatic payment of sales invoices. The output generated is a standard unposted cash receipt batch which can be posted through regular cash receipt routines. In the first stage of the import process, incoming transactions are matched to sales invoices in the Epicor application via banking references. The results display in a workbench style for you to verify before agreeing to process the results. The matching results can be manually changed in the workbench. Also, receipts that are not automatically matched can be manually matched in the workbench. In the second stage of the process, you can post the imported details and create a Cash Receipt Group (unposted) in the Epicor application for each of the valid lines within the import file. Any under payments within the set tolerance range are treated as paid with settlement discount, while the additional amount for over payments are treated as unallocated. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Accounts Receivable > General Operations > Bank File Import Workbench

•

Financial Management > Cash Management > General Operations > AR Bank File I mport Workbench

Payroll The following workshops involve programs found in the Cash Management module related to Payroll. Refer to the Payroll Course for additional information and workshops on payroll processing.

Deduction Maintenance Use Deduction Maintenance to define all payroll deductions you can take from one or more employee paychecks. The deduction records you create include employer expenses, employer 401K expenses, employee 401K contributions, Advance Earned Income Credit (EIC), employee and employer Roth 401K contributions, pre-401K Section 125 Cafeteria plans, and any other user defined type. You cannot delete a payroll deduction if it has been used on a payroll check. If you need to delete a deduction on a payroll check which has not yet been posted, first delete the deduction from the payroll check record and then from Deduction Maintenance. 54

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Payroll deductions can be negative amounts. When applied, a negative deduction increases the net amount on an employee's check in the amount of the negative deduction. Use negative deductions in various situations (for example, to correct a previous check that withdrew too much from an employee's check for a particular deduction). Important  Payroll deductions do not include payroll taxes. You enter these taxes through the Payroll Tax Maintenance program. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Payroll > Setup > Deduction

Electronic Deposit When selected, the Electronic Deposit check box indicates this deduction i s electronically taken from paychecks. Use this option, for example, to set up a deduction for Direct Deposit into an employee ’s checking account. If this check box is selected, make sure you enter correct electronic deposit information for your bank in Bank Account Maintenance and similar information for your employee in Payroll Employee Maintenance. Example  Create a checking payroll deduction so you can electronically deposit funds into an employee’s checking account. Select the Electronic Deposit check box.

Payroll Employee Maintenance Once you add at least one payroll class to your company, Payroll Employee Maintenance allows you to enter employee records. Use payroll employee records to pay the employees of your company. Payroll Employee Maintenance contains the contact information, social security number, pay rate, pay type, paid time off (PTO) balance, taxes, deductions, and other details for each employee. You must be a selected user in Payroll Class Maintenance to access or add employee records because so much of the information in this maintenance program is confidential. Selected users can add and edit employees i n the payroll classes in which their user IDs are selected. User IDs that are not approved to use a payroll class cannot maintain records in Payroll Employee Maintenance. Payroll employee records are different than the shop employee records used within the Job Management module. If your company has payroll employee records and shop employee records, add both to the application with Payroll Employee Maintenance. After you add employee records, the records designated with an active shop employee status also display in the Job Management module. Select the Active Shop Employee check box from the Payroll sheet to designate that status for an employee. Subsequent changes made in Payroll Employee Maintenance to records that have an active shop employee status will also be reflected in the shop employee record. Tip  When you first enter employees into the application, add those who are supervisors first, starting with the CEO. Otherwise an employee's supervisor will not display for selection in the Supervisor field, which is a required field. You cannot save an employee record unless a supervisor is selected, but you can select an employee as his or her own supervisor. Example  Employee Sandra Chin is the supervisor of employee Jackson Leary. Enter both employees via Payroll Employee Maintenance but enter Chin's record first so you can immediately select her ID as the supervisor on Leary's record.

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Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Payroll > Setup > Payroll Employee

Workshop - Add Direct Deposit to an Employee Record Employee Linda Carter has requested to have her paycheck deposited directly into her checking account every pay period. In this workshop, add the Direct Deposit code, the percentage to be deducted, and banking information to Linda Carter's employee record. Note  For this workshop, a Direct Deposit code of DD has already been created. You can create a di rect deposit code for your company in Deduction Maintenance.

Add a Direct Deposit Deduction Navigate to Payroll Employee Maintenance. Menu Path: Financial Management > Payroll > Setup > Payroll Employee 1. In the ID field, enter 106 and press Tab.

Linda Carter's employee record displays. Note  If a message displays regarding invalid characters, remove any periods from Linda Carter's name and click Save.

2. From the New menu, select New Deduction. 3. In the Deduction field, select Direct Dep. 4. In the Rate field, enter 100.00. 5. In the Rate Qualifier field, accept the default of Percent of Net. 6. Select all the Period check boxes (1-5). 7. Click Save.

Enter Electronic Deposit Information for a Direct Deposit Deduction The information that populates the following fields is not accurate accounting information. The data entered is  just an example. An employee requesting a direct deposit deduction would submit true account information after speaking with their financial institution. 1. In the Account Name field, enter XXX's Account (where XXX are your initials). 2. In the Account Number field, enter 123456789. 3. In the Account Type field, enter the letter C. 4. In the Routing Number field, enter 987654321. 5. Click Save.

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6. Exit Payroll Employee Maintenance.

Payroll Check Entry Use Payroll Check Entry to generate and process your payroll check run. Besides automatically creating checks, use this program to manually create individual checks for specific employe es. You can also manually add additional labor hours to each paycheck. Payroll checks are organized into payroll entry groups. Before you enter or change any payroll check information, you must select a group on the Group sheet. An entry group contains payroll checks that occur during the same fiscal period. Entry groups define the check date, default fisca l year, period, payroll class being paid, and dedu ction period for all payroll checks in the group. In Payroll Check Entry, the Actions menu includes options that allow you to perform many automatic processes. Use the Actions menu to generate checks, overtime, deductions, and taxes. In addition, this menu provides options that allow you to print and post payroll checks, pay employees through direct deposit, print check registe rs, and mass delete unposted payroll entry groups. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Cash Management > General Operations > Payroll Check Entry

•

Financial Management > Payroll > General Operations > Payroll Check Entry

Update Labor Hours and Generate Payroll Checks Despite Time and Expense Entry being part of Job Management, this course describes the easiest way to add labor hours to a payroll employee (who i s also a shop employee) and pull the hours into Payroll Check Entry when checks are generated. The following briefly describes how to add labor details to an employee. Time and Expense Entry

In relation to the Payroll module, use Time and Expense Entry to enter labor hours to be paid from the Job Management module. To correctly pull these hours into a payroll check, you must enter an employee ID, payroll date, and new time. Select the Payroll check box to indicate that this time is to be sent to the Payroll module. Menu Path: Service Management > Time Management > General Operations > Time and Expense Entry

Add Labor Hours to a Payroll Check Manually If labor hours do not pull into payroll for any reason, you must ei ther manually update labor hours in Time and Expense Entry (for shop employees only) or add additional payroll hours in Payroll Check Entry. When you enter hours in Time and Expense Entry, the hours are also recorded on the Labor Edit Report and can link directly to a job if details are added to the entry. Adding hours in Payroll Check Entry only calculates the hours to pay. These hours only link to the employee receiving the check. Use the Hours > Detail sheet to add additional labor hours to a payroll check. From the New menu, select the New Hours function. You can add new labor hours to either the Hours List grid on the Check > Detail sheet or directly on the Hours > Detail sheet.

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Generate Checks Payroll Check Entry allows you to automatically generate checks for a group. To do this, from the Actions menu, run the Generate Checks function.

The Generate Checks function pulls labor hour entries into Payroll Check Entry from the Job Management module (Time and Expense Entry) and calculates the amounts for which the employee should be paid. If the recorded labor hours are marked as Payroll hours, the Generate Checks function creates a check for each employee with the correct number of hours worked. This process also generates checks for salaried employees but their checks are the same each time payroll runs. Even i f labor hours are clocked for salaried employees, their checks remain the same. After the generate checks process creates employee paychecks, you can open each check and edit them as needed. Adding hours or checks to an entry group is not uncommon. Examples include human errors with clocking in and out, as well as new hires, PTO, and sick pay you must add to employees' checks. You must update entry groups nearly every time payroll runs. To add checks and hours to the Payroll Entry Group, from the New menu select New Check or New Hours. Note  Before you can run the Generate Checks function, create or select a payroll check entry group.

Workshop - Update Labor Hours and Generate Payroll Checks Employee Linda Carter's punch card has not been working. Some of her labor hours were not entered for the last pay period. In this workshop, update Linda's missing labor hours in Time and Expense Entry so the Payroll module can generate an accurate paycheck for her.

Create a Payroll Check Entry Group Navigate to Payroll Check Entry. Menu Path: Financial Management > Payroll > General Operations > Payroll Check Entry 1. From the New menu, select New Group. 2. In the Group field, enter XXX (where XXX are your initials). 3. In the Check Apply Date field, accept the default of today's date. 4. In the Bank Account field, select Payroll Checking Account. 5. In the Period Ending field, select the last Friday before today's date. 6. Press and hold the Ctrl key, and in the Payroll Classes pane, in the Not Being Paid list, click Shop Employees and Management. 7. Click the right arrow button to move the selected payroll classes to the Being Paid list. 8. In the Deduction Period field, enter 3.

This field determines what deductions are eligible to be calculated on employees' checks for this payroll check entry group. 9. Select the Weekly and Biweekly check boxes. 10. From the Actions menu, select Generate Checks.

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An information message about salaried employees displays. 11. Click Yes to continue. 12. Note the date in the Period Ending field: ____________. 13. Minimize Payroll Check Entry.

Add Hours in Time and Expense Entry Navigate to Time and Expense Entry. Menu Path: Service Management > Time Management > General Operations > Time and Expense Entry 1. In the Employee ID field, enter 106 and press Tab.

Linda Carter's name populates. 2. From the New menu, select New Time.

The Time > Daily Time > Summary > Detail sheet displays. 3. In the Payroll Date field, click Change Date to select the day before your payroll check entry group's Period Ending Date. 4. Verify the Payroll check box is selected and the Pay Hours field displays 8.00.

If the Payroll check box is not selected, the hours that display in the Pay Hours field will not pull into Payroll Check Entry when you use the Generate Checks function. 5. Click Save. 6. Exit Time and Expense Entry.

Generate Payroll Checks 1. Maximize Payroll Check Entry. 2. Click the Refresh button. 3. From the Actions menu, select Generate Checks.

A message about salaried employees displays. 4. Click Yes to continue. 5. Navigate to the Check > List sheet.

The checks for the employees being paid this pay period in this entry group display on this sheet. Note  For this workshop, there may be only one check for Linda Carter.

6. From the Checks grid, select Linda Carter's check and navigate to the Check > Detail sheet.

The labor hours added in the previous task display in the Check Hours grid.

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Note  If a payroll holiday occurred in the two weeks being paid, holiday hours display on each check as well. Verify payroll holiday dates in Payroll Holiday Maintenance.

7. Click Save. 8. Remain in Payroll Check Entry.

Add Payroll Checks Manually It is possible to manually create a new check within a payroll check entry group. When employees are out of the office sick or on vacation, the payroll manager must add sick pay or vacation pay manually to their checks. In some instances an hourly employee is out of the office for an entire pay period, so the payroll manager must add a manual check as well as the correct pay type hours to the payroll entry group. To enter a manual check, create or open an existing entry group and from the New menu, select New Check. The Check > Detail sheet displays. On the Check > Detail sheet, select an employee and enter the details of the manual check.

Mass Delete If you need to restart the check writing procedure for a payroll entry group, from the Actions menu, select Mass Delete. This function deletes all checks within the current payroll check entry group. Use Mass Delete when it makes sense to start the current check run over. After you perform a mass deletion you can update employee records or labor hours in the pay period of the deleted group. Once you make the necessary changes, create a new payroll check entry group and generate new paychecks for the pay period of the deleted group.

Calculate Taxes and Deductions After you generate paychecks and make any necessary updates, you must calculate taxes and deductions. Once you finish entering all labor hour entries and gross pay amounts, you are ready to calculate deductions and levy payroll taxes against the checks. To do this automatically, from the Actions menu, select Calculate Taxes and Deductions. You must calculate taxes and deductions before you can print and post paychecks. The Epicor application does not allow you to move forward without first performing this calculation. You are not required to calculate overtime for a payroll check entry group but if you do, the application automatically separates regular pay from overtime pay. For more information on calculating overtime, refer to the Calculate Overtime topic in the Application Help. After you calculate taxes and deductions, you can view individual checks and override tax and deduction amounts, if necessary. To do this, on the Deductions sheet or the Taxes sheet, select the line that needs updates and select the Manually Calculated check box. Important  If you update any checks after taxes and deductions have calculated, you must re-run the Calculate Taxes and Deductions process.

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Calculate Overtime Payroll Check Entry allows you to automatically calculate overtime pay.

After you generate or enter all checks for a payroll check entry group, from the Actions menu, select Calculate Overtime. Overtime pay then calculates on each meriting paycheck. Important  Only calculate overtime after you adjust paychecks to include sick time and vacation hours.

Print Checks In Payroll Check Entry, from the Actions menu, select the Print Checks function to print out checks for the current payroll check entry group. You can only print checks for one group at a time. Important  You can also only print checks if you have security clearance to print checks. The Print Checks function is secured independently from the rest of Payroll Check Entry. For more information, refer to the Security topic for Menu Maintenance in the Application Help. Tip  Payroll checks print in the order you define in Company Configuration on the Modules > Finance > Payroll sheet. For more information, refer to the Payroll Configuration topic in the Application Help. Direct Deposit

Use Payroll Check Entry to pay employees electronically. To do this, you must first set up a deduction that is paid electronically. Then, when you print checks, select an Electronic Deposit File to which the employees' payroll information is recorded. Once you select Print, a direct deposit file is saved to the location specified in the Electronic Deposit File field. Tip  For more information on how to set up employees for direct deposit payments, refer to the Direct Deposit topic in the Application Help.

Override Payroll Check Numbers The Override Check check box is available after the first time you select Print Checks on a group of paychecks. Select the Override Check check box to change the check number to the one currently loaded in your printer (if the number differs from the default). Important  Once a check posts, the Epicor application automatically defaults to the next check number, even if hundreds of check numbers were skipped i n the override. Example  In the Print Checks window, the Check Number Currently Loaded field defaults as 79, but the physical check available for print is 200 (numbers 80-199 are missing). If 100 employees are paid in this payroll run, and the Override Check check box is selected, the following describes what happens: •

You select the Override Check option.

•

You change the Check Number Currently Loaded field from 79 to 200.

•

You print checks (numbers 200-299 are used).

•

You post the payroll entry group with the changed check numbers.

•

You locate check numbers 80-199 and want to use the checks for the next payroll run.

•

You create a new payroll entry group and generate checks.

•

You select Print Checks.

•

The Check Number Currently Loaded field displays 300 (instead of 79).

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When this situation occurs, override the check number again and take into account that the Epicor application will stop processing when it reaches check number 200. This is because the application cannot create a duplicate check number, nor does it know to skip to the highest check number ever printed (300 in this instance). Two options are available to continue with the process: •

In the Epicor application, manually void check numbers 80-199; they will never be used.

•

Override the check numbers to 80 and all ow the check run to process. When the application stops printing at check number 200, reprint the group of checks but specify the last good check number printed was 199 and the check number currently loaded is 300.

Workshop - Calculate, Print, and Override Payroll Checks In this workshop, calculate overtime, taxes, and deductions for the existing payroll checks in your group. After the calculations complete, print the payroll checks.

Calculate Overtime 1. Maximize Payroll Check Entry. 2. From the Actions menu, select Calculate Overtime.

A message about redistribution of regular hours displays. 3. Click Yes to continue.

Because you did not log overtime for any employee, the check total does not change after you calculate overtime.

Calculate Taxes and Deductions 1. From the Actions menu, select Calculate Taxes and Deductions. 2. Click Yes to the confirmation message that displays. 3. Navigate to the Check > List sheet and select Linda Carter's check.

Review the changes to the check that occurred after the calculation of taxes and deductions. Look at each sheet (Check > Detail, Deductions, and Taxes) to review the calculations for the check. Note that the only taxes Linda Carter has deducted from her check are social security taxes. This is because her check amount is not large enough to calculate lower priority taxes. The remainder of the check that is shown as a deduction is for the direct deposit to her bank.

Print Checks 1. From the Actions menu, select Print Checks.

The Print Checks window displays. 2. Select the Override Check check box. 3. In the Check number currently loaded field, enter 100. 62

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4. Click Electronic Deposit File.

Because the employee has electronic deposit information on the Direct Deposit deduction, you must select a file to which the checks should process. Typically, this is the fil e your company submits to both their bank account and their employee's bank account to authorize and record the direct deposit activity. Currently, the only format the application supports is a text file, so if the bank requires a different file type (such as NACHA), custom programming of the database is needed to complete direct deposit deductions. 5. In the File name field, enter XXX.EDF (where XXX are your initials). 6. Click Save.

You can save these electronic files to your desktop. 7. Click Print.

When prompted, select a printer and click OK. Print to an image writer if possible. Checks do not post if you do not print them first. 8. Close the Print Checks window and remain in Payroll Check Entry.

Print Register Before you send paychecks to the printer or generate a direct deposit file, use the Payroll Check Register report to review all information on the checks. The check register allows you to verify the accuracy of all paychecks in the current group. The Payroll Check Register Report (Print Register Report) displays totals in a summarized form and includes the total hours for each pay type as well as total tax and deductions. To run this report, from the Actions menu, select Print Register. When all checks in the current group are correct, print the checks or generate the direct deposit file. Tip  If you do not print a register before you print checks, the Post option is available from the Actions menu immediately after you print checks. If you attempt to post the group without printing the check register, the Epicor application displays a warning that advises changes have been made since the register was last printed and printing one should be considered before you post the entry group.

If you print a register before you print checks, the Post option is not available immediately after you print checks. To prevent inaccurate records, you must print an updated register before you post the entry group. The Epicor application disables the Post option until a new check register prints.

Post Checks To complete the payroll check entry process, you must submit payroll transactions to the general ledger (GL). Once you print checks or create the direct deposit file (when applicable), in the payroll entry group under the Actions menu, the Post option becomes available.

Workshop - Print the Check Register and Post Checks After you verify that your checks printed successfully, print a check register for your records and post the group of checks. 1. From the Actions menu, select Print Register.

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The Payroll Check Register Print Report window displays. 2. Click Print Preview. 3. Review and close the Check Register Report and the Payroll Check Register Print Report window. 4. From the Actions menu, select Post. 5. To the Post message, click Yes.

The Payroll Check Post Process window displays. 6. Click Submit and close the Payroll Check Post Process window. 7. Exit Payroll Check Entry.

Payroll Void Check Maintenance Use Payroll Void Check Maintenance to cancel a posted payroll check. When you cancel a payroll check, the check is marked as Void. When you void a check using this program, reversing general ledger (GL) transactions are automatically created to reduce the year-to-date (YTD) amounts for the selected employee. Payroll Void Check Maintenance is especially valuable when you must remove a check from both the GL and an employee's record. Voiding payroll checks is the only way to reverse, delete, or cancel posted checks. Important  If the check you select to void is for an employee who has an unposted check in Payroll Check Entry, you cannot move forward with a void for any of this employee’s checks. This prevents miscalculations of YTD totals. For more information on posting payroll checks, refer to the Payroll Check Entry topic in the Application Help. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Cash Management > General Operations > Void Check Entry

•

Financial Management > Payroll > General Operations > Void Check Entry

Petty Cash The petty cash functionality enables you to track petty cash transactions on a daily basis and create petty cash document forms. These forms are in compliance with the requirements needed by various government organizations. You can also create cash issues and receipts against AR and AP invoices. The petty cash functionality allows you to create daily summary reports and print cash documents. You can maintain petty cash transactions in both local and international currencies as well as handle unauthorized petty cash documents. You can also use this functionality to automatically post transactions to the General Ledger and update sales (AR) and purchase (AP) invoices with payment information. The following workshops involve programs found in the Cash Management module related to Petty Cash. Note  The Petty Cash programs are only available with an additional license from Epicor.

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Petty Cash Entry Use Petty Cash Entry to enter, update, and post petty cash transactions. You can also create cash issue and receipt documents against sales and purchase invoices. Unallocated deposit payments entered directly in Petty Cash Entry are included in the invoice credit (as a negative number) in the customer credit calculation. Once the deposit has been allocated, it is reflected in the credit total calculation. These transactions can be retrieved under the Payments sheet in Customer Credit Manager . With the ability to add legal numbers, the petty cash document forms created in Petty Cash Entry are in compli ance with the requirements needed by many countries. Important  Before you can enter petty cash transactions, you must set up a petty cash desk and operation types. Refer to Petty Cash Desk Maintenance to set up a petty cash desk and Petty Cash Operation Type Maintenance to create petty cash operation types. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Cash Management > General Operations > Petty Cash Entry

Workshop - Create Petty Cash Transactions and Print a Report In this workshop, create petty cash transactions using the petty cash operation types created in Workshop Create a Petty Cash Operation Type. You will also enter legal numbers, print documents, and post a statement.

Create an AR Petty Cash Document Create a cash receipt document and define payment information. Navigate to Petty Cash Entry. Menu Path: Financial Management > Cash Management > General Operations > Petty Cash Entry 1. From the Petty Cash Desk field, select the petty cash desk created i n the Workshop - Create a Petty Cash Desk. 2. From the New menu, select New Cash Receipt Document. 3. In the Operation Type field, select XXX AR Petty Cash (where XXX are your initials). Under the Payment Info tab, the Customer sheet displays for the Cash Recipient/Payer type associated with the operation type. 4. Click the Customer button and select Addison. 5. From the New menu, select New AR Deposit Receipt. The Deposit Payment window displays. 6. Click the Sales Order button and select any open sales order from the search list. 7. In the Amount field, enter 75.00. 8. Click Save. 9. In the Account field, enter 1010-00-00.

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10. Click Save. 11. Close the Deposit Payment window. 12. If the Draft check box is selected, clear it to save as an authorized document. 13. Click Save.

Assign a Legal Number to a Cash Receipt Document Use the Legal Number action to assign a l egal number to the new cash receipt document prior to posting. 1. From the Actions menu, select Assign Legal Numbers. The Legal Number prompt screen displays because the legal number record was set to Manual in Workshop - Create a Legal Number Record. Tip  If you had set the generation type to Automatic in Legal Number Maintenance, the legal number would be automatically assigned.

2. In the Year field, verify the current year displays. 3. In the Prefix field, verify XXX displays (where XXX are your initials). 4. In the Number field, enter 001. 5. Click OK.

The legal number is assigned.

Print Petty Cash Receipt Document Print the petty cash document as verification of your transactions. Note  This report program can also be accessed from the Menu Path: Cash Management > Reports.

1. From the Actions menu, select Print Document.

The Petty Cash Report program displays. 2. Click the Document Search button and select the petty cash receipt document created in this workshop. 3. Click OK. 4. Click Print and select Client Printer.

When prompted, select a printer and click OK. Print to an image writer if possible. 5. Close the Petty Cash Report window.

Post Statement Posting the statement completes the petty cash transaction cycle. This option is available once a receipt or issue document is authorized, a legal number assigned, and the report printed.

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1. From the Actions menu, select Post Statement. The Petty Cash Post Process  screen displays. 2. Click Submit. 3. Close the Petty Cash Post Process window.

After you post the transactions, you can no longer edit or delete them. If you post a transaction in error, you must enter an offsetting transaction.

Create an AP Petty Cash Document Create a cash issue document and define payment information. 1. From the New menu, select New Cash Issue Document. 2. In the Operation Type field, select XXX AP Petty Cash (where XXX are your initials). Under the Payment Info tab, the Supplier sheet displays for the Cash Recipient/Payer type associated with the operation type. 3. Click the Supplier button and select Ageless Ovens. 4. From the New menu, select New A/P Misc Payment/Prepayment . The AP Misc Payment Entry window displays. 5. Click the Ref PO button and select any open purchase order from the search list. 6. In the Payment Amount field, enter 50.00. 7. Click Save. 8. In the Account field, enter 1010-00-00. 9. Click Save. 10. Close the AP Misc Payment Entry  window. 11. If the Draft check box is selected, clear it to save as an authorized document. 12. Click Save.

Assign a Legal Number to a Cash Issue Document Use the Legal Number action to assign a l egal number to the new cash issue document prior to posting. 1. From the Actions menu, select Assign Legal Numbers. The Legal Number prompt screen displays because the legal number record was set to Manual in Workshop - Create a Legal Number Record. Tip  If you had set the generation type to Automatic in Legal Number Maintenance, the legal number would be automatically assigned.

2. In the Year field, verify the current year displays. 3. In the Prefix field, verify XXX displays (where XXX are your initials).

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4. In the Number field, enter 102. 5. Click OK.

The legal number is assigned.

Print Petty Cash Issue Document Print the petty cash issue document as verification of your transactions. Note  This report program can also be accessed from the Menu Path: Cash Management > Reports.

1. From the Actions menu, select Print Document.

The Petty Cash Report program displays. 2. Click the Document Search button and select the petty cash i ssue document created in this workshop. 3. Click OK. 4. Click Print and select Client Printer.

When prompted, select a printer and click OK. Print to an image writer if possible. 5. Close the Petty Cash Report window.

Post Statement Posting the statement completes the petty cash transaction cycle. This option is available once a receipt or issue document is authorized, a legal number assigned, and the report printed. 1. From the Actions menu, select Post Statement. The Petty Cash Post Process  window displays. 2. Click Submit. 3. Close the Petty Cash Post Process window. 4. Exit Petty Cash Entry.

After you post the transactions, you can no longer edit or delete them. If you post a transaction in error, you must enter an offsetting transaction.

Close Petty Cash Day Use Close Petty Cash Day to close the cash day. Closing a petty cash day prevents users from entering cash operations or making adjustments in the closed day, as well as previous days. It also allows users to finalize cash day operations and freezes cash balances for the day. Closing a cash day also enables users to create and print final day reports. All authorized cash receipt and cash issue documents must be printed and posted. Note  The end of day balance cannot be negative. If you try to close a petty cash day with a negative balance, an error message displays and the day, and all following days, cannot be closed.

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Important  The Allow Negative Balance setting, in Petty Cash Desk Maintenance, only applies to petty cash entry. It is never possible to close a petty cash day with a negative balance. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Cash Management > General Operations > Close Cash Day

Workshop - Close Cash Day and Print a Report In this workshop, close the Cash Day to finalize cash day operations and freeze the balance for the day. Print the final cash day report.

Close Cash Day Navigate to Close Petty Cash Day. Menu Path: Financial Management > Cash Management > General Operations > Close Cash Day 1. From the Petty Cash Desk field, select XXX Cash Desk (where XXX are your initials). 2. From the Close Cash Day(s) Upto field, select today's date. 3. In the Purge Drafts Created Before  field, select today's date. 4. From the Actions menu, select Post Day Batch. The Petty Cash Post Process  window displays. 5. Click the Submit button. 6. Close the Petty Cash Post Process window. 7. Click OK. 8. Click OK to the confirmation message that the petty cash day i s closed. 9. Exit Close Petty Cash Day.

View Petty Cash Day Book Details Use Print Petty Cash Day Book to view a li st of all operations within a specified cash day. Navigate to Print Petty Cash Day Book Report. Menu Path: Financial Management > Cash Management > Reports > Print Petty Cash Day Book 1. From the Petty Cash Desk field, select XXX Cash Desk (where XXX are your initials). 2. In the From Cash Date field, select yesterday's date. 3. In the To Cash Date field, select today's date. 4. Click Print Preview. 5. Review the details of the report that displays.

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6. Close the report window and exit the Print Petty Cash Day Book Report.

Petty Cash Desk Tracker Use the Petty Cash Desk Tracker  to view detailed petty cash desk information. Menu Path

Navigate to this program from the Main Menu: •

Executive Analysis > Trackers > Petty Cash Desk Tracker

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Financial Management > Cash Management > General Operations > Petty Cash Desk Tracker

Workshop - View Petty Cash Transactions In this workshop, view the petty cash transactions you made in the Workshop - Create Petty Cash Transactions and Print a Report. Navigate to Petty Cash Desk Tracker. Menu Path: Financial Management > Cash Management > General Operations > Petty Cash Desk Tracker 1. In the Cash Desk field, enter XXX Cask Desk (where XXX are your initials). 2. Review the details that display from the various sheets. 3. Exit Petty Cash Desk Tracker.

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Specialized Cash Management Processing

Specialized Cash Management Processing This section of the Cash Management course focuses on Cash Management processes which take place outside of a typical daily routine. The following Cash Management function is performed on an as needed basis: •

Bank Reconciliation

Bank Reconciliation Entry Bank Reconciliation Entry reconciles bank statements with all the cash transactions created through accounts payable (AP) payments, payroll check processing, accounts receivable (AR) cash receipts, payment instruments, and all other bank transactions.

Bank Reconciliation Entry only processes and clears cash transactions. To reconcile cash transactions, create and edit bank account statements. The main functions of Bank Reconciliation Entry include the following: •

Select specific transactions (payments, cash receipts, payment instruments, payroll processing) to clear from the bank account.

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Create bank adjustments and enter manual AP payments.

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Add deposit, invoice, and miscellaneous cash receipts that have not been entered in the Epicor appli cation.

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Post new transactions to the current bank account and to the general ledger (GL) accounts specified in the GL controls attached to the bank account.

Depending on how you receive bank statements, use Bank Reconcili ation Entry monthly or daily. If you reconcile checks monthly, update your records with the bank statement your financial institution provides on a monthly basis. If you use this program daily, i t becomes more like a journal because you can reconcile bank statements immediately with each transaction. Note  Use Bank Reconciliation Entry to review open transactions at a selected bank any time you need this information. Menu Path

Navigate to this program from the Main Menu: •

Financial Management > Accounts Payable > General Operations > Bank Reconciliation

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Financial Management > Accounts Receivable > General Operations > Bank Reconciliation

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Financial Management > Cash Management > General Operations > Bank Reconciliation

Statement Use the Statement sheet to create or edit a bank reconciliation statement. You must select a bank account before you can enter statement information. You can only open one statement per bank at the same time. Once you create or select a statement, you can create bank reconciliation lines.

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Tip  Use the Closing Date Cutoff check box to determine which transactions can be selected for reconciliation. Select the check box to make the statement closing date the last day transactions are available to be selected for reconciliation. Or, if you clear the check box, transactions after the closing date will also be available to be selected for reconciliation.

The bank reconciliation lines linked to this statement display in the Bank Reconciliation Lines grid. Use this grid to create, review, and edit these lines.

Payment Clearing Use the Payment Clearing sheet to process and clear AP payments against the current bank account. When you create a new payment clearing, the current payments for the selected bank display in the AP Payments grid. Payments initially display in numerical order by check number. In the AP Payments grid, select successfully processed payments using one or more of the following methods: •

Select the Cleared check box to work with a specific check number.

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Highlight a check line in the grid and click the Clear button to clear a specific check.

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Click the Clear Range button and enter a beginning and ending check number to select a range of check numbers to clear.

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Use the Select All and Deselect All buttons to select or deselect all check numbers in the list.

As you select or deselect payments, the total amounts display in the fields in the Selection Totals section. If a check amount does not match the amount on the bank statement, you can change the amount to what is recorded on the statement. The unresolved difference posts to the Variance account selected on the bank account's GL control. Click the View Current or View Any button to launch the Payment Tracker and view check details. •

View Current - This launches the Payment Tracker which di splays details of the check currently highlighted on the grid display.

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View Any - This prompts you for a check number and then launches the Payment Tracker which displays information about the selected check. Tip  To learn how to enter payments, refer to the Payment Entry topic in the Application Help.

Payroll Clearing Use the Payroll Clearing sheet to process and clear payroll checks for the current bank account. When you create a new payroll clearing, current payments for the selected bank display in the Payroll Payments grid. Payroll checks initially display in numerical order by check number. In the Payroll Payments grid, indicate which payments the bank successfully processed. As you select and deselect payments, the total amounts display in the fields i n the Selection Totals section. Methods used to select and clear payroll checks are similar to those used to clear AP payments. Tip  To learn how to enter payroll payments, refer to the Payroll Check Entry topic in the Application Help.

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Transaction Clearing Use the Transaction Clearing sheet to apply specific open transactions to the selected bank account. When you create a transaction clearing, the current pending transactions for the selected bank account display in the Transactions grid, as well as bank fee information. If you select the Reconciled AR Balance or Reconciled AP Balance check boxes for a bank account in Bank Account Maintenance, bank fees and related taxes are booked at the time of reconciliation. If the Reconciled AR Balance and Reconciled AP Balance options on the bank account are not set, bank fees and taxes are booked. Important  Open transactions within your database display on this sheet, so it is not uncommon to select specific transactions to clear.

In the Transactions grid, indicate which transactions the bank successfully processed. As you select and deselect transactions, the total amounts display in the fields in the Selection Totals section.

Post Statement Use the Post Statement  process to reconcile current statement transactions with the selected bank account. This option is available i f a transaction on the current statement has cleared and its variance amount is zero. This process removes reconciled entries. General Ledger (GL) transactions are automatically created during this process; transactions are placed in the fiscal period selected on the statement. Important  Ensure the transactions are correct before you select the Post Statement option. You cannot edit posted transactions. If a mistake is made, you must enter an offsetting entry to correct the error.

The posting process performs the following actions: •

Removes reconciled bank and check transactions from the statement.

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Creates GL transactions for existing bank fees and variance amounts. GL transactions post to the Cash, Bank Fee, and Variance accounts from the GL controls for the bank account.

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If the Reconciled AP Balance check box is selected on the bank record, cleared amounts debit the Pending Cash account and credit the Cash account defined in the bank's GL controls.

•

The closing balance and closing date move to the opening balance and opening date; the closing balance and closing date then display zero values. You can then create a new statement when ready. Tip  When you post cash receipts, they automatically display on the Transaction Clearing sheet as cleared. This is because you usually enter these transactions from a bank statement and cash receipts on the bank statement have already cleared.

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Workshop - Use Bank Reconciliation Options In this workshop, use Bank Reconciliation Entry to reconcile the bank account you created to post payments and cash receipts against. You will also enter a bank adjustment for a bank fee. For more detailed information on the Bank Reconciliation process, refer the Bank Reconciliation Course or the Application Help.

Add a Bank Statement Navigate to Bank Reconciliation Entry. Menu Path: Financial Management > Accounts Payable > General Operations > Bank Reconciliation 1. In the Bank ID field, search for and select XXX Account (where XXX are your initials). 2. From the New menu, select New Statement. 3. In the Apply Date field, select the last day of the current month. 4. In the Statement (description) field, enter XXMonth (where XX represents your initials and Month the current calendar month).

This entry must be unique. If necessary, add more information to the description. 5. In the Opening Date field, select the first day of the current month. 6. In the Closing Date field, select last day of the current month. 7. Click Save.

Clear AP Payments 1. Navigate to the Payment Clearing sheet. 2. From the New menu, select New A/P Payment Clearing.

In the A/P Payments grid, all uncleared AP payments display. In a real world situation, you would compare this list to the bank statement received from the company's bank. 3. In the Cleared column, select the check boxes for all the checks you processed and posted today. 4. Click Save.

The bank statement updates with the payment clearing amounts.

Clear Additional Transactions 1. Navigate to the Transaction Clearing sheet. 2. From the New menu, select New Transaction Clearing.

In the Transactions grid, all uncleared transactions display.

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3. In the Cleared Bank column, select the check box for the bank adjustment and bank transfer transactions made in previous course workshops. Tip  Look for the transactions with today's date toward the bottom of the list.

4. Click Save.

The bank statement updates with the transaction clearing amounts.

Enter a Bank Adjustment 1. From the New menu, select New Bank Adjustment.

The A/P Bank Adjustment window displays. Note  The Transaction Apply Date field displays as your statement's closing date.

2. In the Amount field, enter -10.00. 3. In the Bank Fee field, select the bank fee you created in the Workshop - Create a Bank Fee Record. 4. Click Save. 5. Close the A/P Bank Adjustment window.

Post the Bank Statement Note  The values used in this workshop may not be realistic to your company and should only be viewed as sample data used for the purpose of demonstrating how to post a bank statement in the Epicor application. 1. Navigate to the Statement sheet. 2. In the Closing Date (value) field, enter the amount that populates the Line Total field.

You enter the Line Total amount to rid your statement of a variance. Typically, the opening value of a bank statement defaults in from the last posted statement. If this is the first statement you are posting for the current bank account, the opening value would come from the opening balance on the statement you receive from the bank. In this training example, the value entered is the sum of all cleared transactions. 3. Click Save. 4. From the Actions menu, select Post Statement. 5. To the Are you sure? message, click Yes. The Bank Reconciliation Post Process window displays. 6. Click Submit. 7. Close the Bank Reconciliation Post Process window. 8. Exit Bank Reconciliation Entry.

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You are able to print a bank statement edit list both before and after a bank statement posts. To do this, open the posted statement, and from the Actions menu select Print Edit List.

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Conclusion

Conclusion Congratulations! You have completed the Cash Management course.

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