Enter a New Vendor

Month End Procedures and Reconciliations

ENTER A NEW VENDOR

1. Go to Explorer/Master Explorer/Roles/Accounts Payable/Utilities/Vendors

1. Remove the filter if in place by selecting the magnifying glass in the toolbar. Click on Actions/New (Ctrl+N) or select the * record on the left hand side.

1. Enter the vendor number.
2. Enter the name of the vendor.
3. Enter the address.
4. Enter the terms of the invoice.
5. Search by choosing from the drop down box.
6. most will be Net 30

1. Enter the Bank Code as B12. Credit card vendors use B11.
2. If the Remit To is different from the physical address click on enter the same vendor number with an R and repeat above steps.

1. When the Remit To address has been entered go back into the vendor number without the R and go to the Remit To Tab and enter the vendor number with R into the Remit To Vendor field.

NOTE: You will NEVER use the Remit To Vendor number for any transactions: PO, Vendor, Payment Transactions, etc.

1. Go to the Contacts Tab and enter any contact information.
2. Go to the Taxes Tab and enter the Fed ID if available.
3. Select Actions/Save (or Ctrl+S).

MONTH END PROCEDURES AND RECONCILIATIONS:

There is an Excel spreadsheet, TASK LIST, that will give you a list of things that need to be done at month end.

Change PO Status

Once all of the vouchers have been posted for the month

1. Go to Explorer/Master Explorer/Forms/Change PO Status Utility.

1. Select Preview and Process. If acceptable, select Commit and Process to change the statuses.

A/P and Voucher Payable Reconciliations:

Once all the journals have been posted for A/P and Purchasing, you will need to reconcile account numbers 21000 and 21100.

Procedure

1. Go to Explorer/Master Explorer/Roles/Financial Controller/General Ledger/Reports/ General Ledger.

1. Enter the month that you are in, start and end.
2. In Starting Account enter 21000 and in Ending enter 21100.
3. This will give you the account balances for the Vouchers Payable and the Accounts Payable.

Vouchers Payable

1. Go to Explorer/Master Explorer/Roles/Accounts Payable/Reports/Vouchers Payable

1. Enter Cutoff Date and enter the last day of the month that you are working with.
2. Select Print.
3. This total should balance to the 21000 account from the G/L Report.
4. It may be off a few cents due to rounding.

Accounts Payable

1. Go to Explorer/Master Explorer/Roles/Accounts Payable/Reports, A/P Aging Report

1. Enter the Aging Date and the Cutoff Date as the last day of the month you are working with.
2. Select Print All Posted Transactions.
3. Enter Invoice Date in Aging Basis.
4. Enter Name in Sort By.
5. Select Print.

1. The total from the Aging should balance to the 21100 account from the G/L Report to the penny.

OHIO USE TAX RETURNS:

Procedure

1. Get list of vendors for Ohio Use Tax.
2. Explorer/Master Explorer/Roles/Accounts Payable/Reports/Voucher Register.

1. Run Voucher Register for the time period for each of the vendors.

1. Use total to fill out tax form.

STATE SALES TAX RETURNS

Procedure

When you are ready to process the monthly return:

1. Run Value Shipped by State (Custom report) monthly.
2. Enter Invoice Date of the months that are due, start to end.
3. Enter <Yes> in Show Detail.
4. Select Print, output will export to Excel. Forms are submitted electronically.

UPS INVOICES AND BILLING TOOL ANALYSIS

Procedure

1. You will get an email from UPS Billing. Select url link.
2. Select pdf.zip file, open, print.
3. Submit for approval.

MISCELLANEOUS PROCEDURES:

Monthly Account Reconciliations

Procedure

1. Have all of your accounts reconciled that you need to do.
2. Go to Account Reconciliation folder.
3. There is a file for each number and it’s for the entire year.
4. Once in that folder, find the account number tab that you have reconciled and update the information.

General Ledger Entries

Enter through Excel spreadsheet. Upload into Syteline for posting to the journal.

May 2011 1

Telesis Technologies, Inc. - For Reference Only