diff --git a/site/rover/AP-OVERVIEW/README.md b/site/rover/AP-OVERVIEW/README.md index 8d7541af7..2dfe8c2fa 100644 --- a/site/rover/AP-OVERVIEW/README.md +++ b/site/rover/AP-OVERVIEW/README.md @@ -4,7 +4,7 @@ -[ Data Entry Procedures ](AP-ENTRY/README.md) | [ Reports and Inquiries ](AP-REPORT/README.md) | [ Update Processes ](AP-PROCESS/README.md) +[ Data Entry Procedures ](AP-ENTRY/README.md) | [ Reports and Inquiries ](AP-REPORT/README.md) | [ Update Processes ](AP-PROCESS/README.md) | [ Implementation Training Guide ](../AP-TRAINING/README.md) **Purpose** The Accounts Payable module provides the ability to enter and maintain vendor diff --git a/site/rover/AP-TRAINING/DATA-ENTRY/README.md b/site/rover/AP-TRAINING/DATA-ENTRY/README.md new file mode 100644 index 000000000..25f1a33de --- /dev/null +++ b/site/rover/AP-TRAINING/DATA-ENTRY/README.md @@ -0,0 +1,299 @@ +# Data Entry Procedures + + + +This module covers the day-to-day AP data entry procedures, workflow configuration, and best practices for accurate and efficient invoice processing. Content is based on real customer implementations and field-tested approaches. + +## AP Entry Overview + +The primary data entry screen ([AP.E](../../AP-E/README.md)) is where most AP processing begins. Understanding efficient data entry procedures is critical for user productivity and data accuracy. + +### Entry Methods + +#### 1. Manual Invoice Entry +- Direct entry of vendor invoices +- Line-by-line detail entry +- Manual GL account distribution + +#### 2. Purchase Order Matching +- Match invoices to existing PO receipts +- Automatic population of line items +- Three-way matching validation + +#### 3. Recurring Item Processing +- Automated creation from APR records +- Monthly utilities, rent, services +- Reduces manual entry workload + +## Step-by-Step Invoice Entry + +### Basic Invoice Entry Process + +#### Step 1: Access AP Entry +1. Navigate to **Accounts Payable → Data Entry → AP Entry** +2. Enter period (`.`) for new invoice or existing AP ID + +#### Step 2: Header Information +1. **Vendor ID:** Enter vendor number or use name lookup +2. **Invoice Number:** Enter vendor's invoice number +3. **Invoice Date:** Date from vendor invoice +4. **Terms:** Auto-populated from vendor master, editable +5. **Description:** Brief description of invoice purpose + +#### Step 3: Line Item Entry +For each line item: +1. **Account Number:** GL account for expense +2. **Amount:** Line item amount (positive for expenses) +3. **Description:** Detailed line description +4. **Project/Department:** If using departmental accounting + +#### Step 4: Validation and Save +1. **Review totals:** Ensure header total matches line items +2. **Check distributions:** Verify GL account assignments +3. **Save record:** System validates and saves + +### Advanced Entry Features + +#### Multiple Account Distributions +Single invoice line can be distributed across multiple GL accounts: +``` +Line 1: Office Supplies - $500 + Account 5100 - $300 (Administration) + Account 5200 - $200 (Sales Department) +``` + +#### Project/Job Costing +When integrated with project management: +- Enter project codes for cost tracking +- Automatic budget validation +- Project profitability analysis + +#### Tax Handling +- Automatic tax calculations based on vendor setup +- Manual tax override capabilities +- Tax-exempt vendor processing + +## Purchase Order Matching + +### Three-Way Matching Process + +#### Automated Matching +1. **Receipt Creation:** PO receipt creates accrual item +2. **Invoice Matching:** Match vendor invoice to receipt +3. **Automatic Population:** System fills line items from receipt +4. **Variance Resolution:** Handle price/quantity differences + +#### Manual Matching Steps +1. **Access AP Entry:** Start new AP item +2. **Enter Vendor:** Select vendor with outstanding receipts +3. **Select Receipt:** Choose from list of unmatched receipts +4. **Review Details:** Verify quantities and pricing +5. **Resolve Variances:** Handle differences per company policy + +### Variance Handling + +#### Price Variances +**When invoice price differs from PO price:** +- Document reason for variance +- Obtain approval if over tolerance +- Post variance to designated account + +#### Quantity Variances +**When invoice quantity differs from receipt:** +- Verify actual quantities received +- Adjust receipt if necessary +- Handle partial receipts appropriately + +## Recurring Item Setup + +### Creating Recurring AP Items ([APR.E](../../APR-E/README.md)) + +#### Step 1: Access Recurring Entry +1. Navigate to **AP → Data Entry → Recurring AP Entry** +2. Enter period (`.`) for new recurring item + +#### Step 2: Configure Recurrence +1. **Frequency:** Monthly, quarterly, annually +2. **Start Date:** When processing should begin +3. **End Date:** When processing should stop (optional) +4. **Processing Day:** Day of month for automatic creation + +#### Step 3: Invoice Template +1. **Vendor Information:** Standard vendor and terms +2. **Line Items:** Template for each occurrence +3. **Amount Handling:** Fixed amounts or variable entry + +### Recurring Processing ([APR.P1](../../APR-P1/README.md)) + +**Automated Processing:** +- Run monthly to create AP items from APR records +- System creates items based on due dates +- Manual review before posting + +**Manual Processing:** +- Review generated items for accuracy +- Make adjustments for variable amounts +- Approve for final posting + +## Workflow Configuration + +### Approval Workflows + +#### Single-Level Approval +``` +Entry → Approval (if over limit) → Payment Queue +``` + +#### Multi-Level Approval +``` +Entry → Department Approval → Accounting Approval → Payment Queue +``` + +#### Amount-Based Approval +``` +< $500: No approval required +$500-$2000: Department manager approval +> $2000: Controller approval +``` + +### Status Management + +#### AP Item Status Codes +- **Open:** Available for payment +- **Hold:** On hold pending resolution +- **Approved:** Ready for payment processing +- **Paid:** Payment has been issued + +## Data Entry Best Practices + +### Accuracy Guidelines + +#### Invoice Verification +1. **Match to Supporting Documents:** PO, receipt, contracts +2. **Verify Mathematical Accuracy:** Check invoice totals +3. **Confirm Vendor Information:** Ensure correct vendor +4. **Validate GL Accounts:** Use appropriate expense accounts + +#### Data Entry Standards +1. **Consistent Descriptions:** Use standardized descriptions +2. **Complete Reference Information:** Include all relevant references +3. **Proper Date Entry:** Use invoice date, not entry date +4. **Account Distribution:** Follow chart of accounts guidelines + +### Efficiency Tips + +#### Keyboard Shortcuts +- Use vendor name lookup instead of memorizing numbers +- Leverage default GL accounts from vendor master +- Utilize copy functions for similar invoices + +#### Batch Processing +- Group similar invoices for efficient entry +- Process by vendor to minimize lookup time +- Use recurring items for predictable expenses + +## Common Entry Issues and Solutions + +### Issue: GL Account Validation Errors +**Symptoms:** Cannot save due to invalid account numbers +**Causes:** +- Account number doesn't exist in chart of accounts +- Account is marked inactive +- Account is not set up for AP posting + +**Solutions:** +- Verify account exists and is active +- Check account setup in GL module +- Use valid account from chart of accounts + +### Issue: Vendor Lookup Problems +**Symptoms:** Cannot find vendor in system +**Causes:** +- Vendor not set up in vendor master +- Using incorrect vendor name or ID +- Vendor marked as inactive + +**Solutions:** +- Verify vendor exists in vendor master +- Use vendor inquiry to search by name +- Check vendor status and activate if needed + +### Issue: Terms Calculation Errors +**Symptoms:** Incorrect due dates or discount amounts +**Causes:** +- Wrong terms assigned to vendor +- Terms setup incorrectly +- Manual override of calculated fields + +**Solutions:** +- Verify terms setup in terms master +- Check vendor default terms assignment +- Recalculate based on invoice date + +## Implementation Examples + +### Manufacturing Company Workflow +*Based on anonymized customer implementation* + +**Challenge:** High volume of supplier invoices with complex approval requirements + +**Solution Implemented:** +- Three-way matching for inventory purchases +- Automated recurring setup for utilities and services +- Department-based approval workflow +- Daily processing batches for efficiency + +**Results:** +- 60% reduction in processing time +- Improved accuracy through automation +- Better spend visibility by department + +### Service Company Workflow +*Based on anonymized customer implementation* + +**Challenge:** Varied invoice types requiring flexible processing + +**Solution Implemented:** +- Simplified approval workflow +- Project-based cost tracking +- Streamlined entry screens +- Mobile-friendly approval process + +**Results:** +- Faster vendor payment cycles +- Improved project cost tracking +- Reduced manual approval bottlenecks + +## Training Recommendations + +### User Training Program + +#### Initial Training (4 hours) +1. **System Navigation:** Basic AP module navigation +2. **Invoice Entry:** Standard invoice processing +3. **PO Matching:** Three-way matching procedures +4. **Error Resolution:** Common issues and solutions + +#### Advanced Training (2 hours) +1. **Complex Distributions:** Multi-account entries +2. **Recurring Items:** Setup and maintenance +3. **Approval Workflows:** Understanding approval process +4. **Reporting:** Basic AP reports and inquiries + +### Ongoing Support + +#### Reference Materials +- Quick reference cards for common procedures +- Troubleshooting guide for frequent issues +- Contact information for system support + +#### Refresher Training +- Quarterly review sessions +- Updates for system changes +- Best practices sharing + +--- + +**Next Module:** [Payment Processing](../PAYMENTS/README.md) + + \ No newline at end of file diff --git a/site/rover/AP-TRAINING/GO-LIVE/README.md b/site/rover/AP-TRAINING/GO-LIVE/README.md new file mode 100644 index 000000000..52b88aca7 --- /dev/null +++ b/site/rover/AP-TRAINING/GO-LIVE/README.md @@ -0,0 +1,222 @@ +# Go-Live and Support + + + +This final module covers the critical go-live phase and post-implementation support considerations for successful AP module deployment. + +## Pre-Go-Live Checklist + +### System Readiness +- [ ] All configuration completed and tested +- [ ] User training completed and validated +- [ ] Data migration executed and verified +- [ ] Integration testing completed successfully +- [ ] Backup and recovery procedures tested +- [ ] Performance testing under load + +### Data Validation +- [ ] Vendor master file complete and accurate +- [ ] Open AP items migrated correctly +- [ ] Terms and account setups validated +- [ ] Check numbering sequence configured +- [ ] Historical data archived appropriately + +### User Preparation +- [ ] All users trained and certified +- [ ] Reference materials distributed +- [ ] Support contacts established +- [ ] Emergency procedures documented +- [ ] Backup personnel identified and trained + +### Process Validation +- [ ] End-to-end transaction testing completed +- [ ] Approval workflows tested and validated +- [ ] Reporting functions verified +- [ ] Integration points tested +- [ ] Exception handling procedures tested + +## Go-Live Strategy + +### Phased Implementation (Recommended) +**Week 1:** Limited pilot group with close supervision +**Week 2:** Expand to full AP department +**Week 3:** Full production with monitoring +**Week 4:** Normal operations with periodic check-ins + +### Parallel Processing +- Run new system alongside old system for limited period +- Compare results and resolve discrepancies +- Gradual transition of responsibilities +- Maintain old system as backup initially + +### Direct Cutover +- Complete switch on specific date +- Higher risk but faster transition +- Requires extensive preparation and testing +- Recommended only for simple implementations + +## Go-Live Execution + +### Day 1 Activities +- [ ] Final system backup before go-live +- [ ] All users logged in and ready +- [ ] Support team on standby +- [ ] Communication to vendors about new system +- [ ] Monitoring of all transactions +- [ ] Real-time issue resolution + +### Week 1 Monitoring +- Daily review of all transactions +- User feedback collection and resolution +- Performance monitoring and optimization +- Process refinement based on experience +- Documentation updates as needed + +### Month 1 Assessment +- Complete process review and validation +- User satisfaction survey +- Performance metrics analysis +- Outstanding issue resolution +- Process improvements implementation + +## Post-Implementation Support + +### Support Structure + +#### Level 1 Support: End User Help +- Basic system navigation questions +- Standard procedure guidance +- Password resets and access issues +- Reference to documentation and training materials + +#### Level 2 Support: Technical Issues +- System configuration problems +- Data integrity issues +- Integration problems +- Performance optimization + +#### Level 3 Support: Complex Issues +- System bugs and enhancements +- Custom development needs +- Major configuration changes +- Vendor support coordination + +### Ongoing Maintenance + +#### Daily Operations +- System performance monitoring +- Error log review +- User support activities +- Backup verification + +#### Weekly Activities +- Transaction volume analysis +- User feedback review +- Process improvement identification +- Documentation updates + +#### Monthly Activities +- Performance metrics review +- User training assessment +- System health check +- Enhancement planning + +#### Quarterly Activities +- Comprehensive system review +- User satisfaction survey +- Process efficiency analysis +- Strategic planning updates + +## Success Metrics + +### Operational Metrics +- **Processing Time:** Average time per transaction +- **Error Rate:** Percentage of transactions requiring correction +- **User Productivity:** Transactions processed per user per day +- **Payment Cycle Time:** From invoice receipt to payment + +### Quality Metrics +- **Data Accuracy:** Percentage of error-free transactions +- **Vendor Satisfaction:** Feedback on payment timeliness and accuracy +- **Compliance:** Adherence to approval workflows and controls +- **Audit Results:** Internal and external audit findings + +### Financial Metrics +- **Early Payment Discounts:** Percentage captured +- **Cost per Transaction:** Total cost divided by transaction volume +- **Cash Flow Improvement:** Visibility and control improvements +- **ROI Achievement:** Return on implementation investment + +## Continuous Improvement + +### Process Optimization +- Regular review of workflows for efficiency +- Automation opportunities identification +- Integration enhancements +- User experience improvements + +### Technology Updates +- System upgrades and patches +- New feature evaluation and implementation +- Security updates and compliance +- Performance optimizations + +### Training and Development +- Refresher training sessions +- New user onboarding +- Advanced feature training +- Cross-training for backup coverage + +## Knowledge Transfer + +### Documentation Maintenance +- Keep all procedures current and accurate +- Update training materials regularly +- Maintain troubleshooting guides +- Document customizations and configurations + +### Skills Development +- Cross-train multiple users on critical functions +- Develop internal expertise +- Maintain vendor relationships +- Build institutional knowledge + +### Change Management +- Formal change control procedures +- Impact assessment for modifications +- Testing requirements for changes +- Communication and training for updates + +## Long-Term Success Factors + +### Management Support +- Ongoing executive sponsorship +- Adequate resource allocation +- Performance measurement and accountability +- Continuous improvement culture + +### User Engagement +- Regular feedback collection and action +- Recognition of successful adoption +- Involvement in improvement initiatives +- Career development opportunities + +### Technology Partnership +- Strong vendor relationship +- Access to support and expertise +- Participation in user groups +- Input on product roadmap + +### Strategic Alignment +- Regular review of business needs +- System enhancement planning +- Integration with other initiatives +- Value realization tracking + +--- + +**Congratulations!** You have completed the Rover ERP Accounts Payable Implementation Training Guide. This comprehensive guide provides the foundation for successful AP module implementations. Remember that each implementation is unique, and this guide should be adapted to specific customer requirements and environments. + +For additional support and resources, visit [https://docs.zumasys.com](https://docs.zumasys.com) or contact the Zumasys support team. + + \ No newline at end of file diff --git a/site/rover/AP-TRAINING/INTEGRATION/README.md b/site/rover/AP-TRAINING/INTEGRATION/README.md new file mode 100644 index 000000000..f601df2cd --- /dev/null +++ b/site/rover/AP-TRAINING/INTEGRATION/README.md @@ -0,0 +1,206 @@ +# Integration Points + + + +This module covers key integration points between the AP module and other Rover ERP modules, as well as external systems. Proper integration setup is critical for seamless data flow and process automation. + +## General Ledger Integration + +### Automatic GL Posting + +The AP module automatically creates general ledger entries for: +- **Invoice entries:** Debit expense accounts, credit AP liability +- **Payment processing:** Debit AP liability, credit cash account +- **Discount taken:** Credit discount account +- **Adjustments:** Various account impacts based on transaction type + +### GL Interface Configuration + +#### Real-Time vs. Batch Posting +**Real-Time:** Immediate GL impact upon AP transaction save +- Pros: Current GL balances, immediate reporting +- Cons: Higher system load, potential performance impact + +**Batch Processing:** GL entries created during batch processing +- Pros: Better performance, controlled timing +- Cons: Delayed GL updates, reconciliation timing + +### Account Validation + +#### Strict Validation +- Only valid, active GL accounts accepted +- Prevents posting to incorrect accounts +- Requires complete chart of accounts setup + +#### Warning-Only Validation +- Allows posting to any account with warning +- More flexible for quick entries +- Risk of posting to wrong accounts + +## Purchase Order Integration + +### Three-Way Matching Process + +The integration between PO, receiving, and AP modules enables automated matching: + +1. **Purchase Order Creation:** Establishes expected receipts +2. **Receipt Processing:** Creates accrual entries in AP +3. **Invoice Matching:** Matches vendor invoices to receipts +4. **Variance Resolution:** Handles differences in price/quantity + +### Receipt-to-AP Processing + +#### Automatic Accrual Creation +When goods are received: +``` +DR: Inventory or Expense Account +CR: AP Accrual Account +``` + +#### Invoice Matching Process +When vendor invoice received: +- Match to existing accrual entry +- Adjust for price variances +- Complete payment authorization + +### Configuration Requirements + +- **Account Setup:** Accrual accounts for different item types +- **Variance Accounts:** Price and quantity variance posting +- **Approval Workflows:** Integration with PO approval limits +- **Tolerance Settings:** Acceptable variance percentages + +## Inventory Integration + +### Direct Inventory Purchases + +For items purchased directly for inventory: +- **Receipt Processing:** Updates inventory quantities and costs +- **Invoice Processing:** Adjusts costs based on actual invoice +- **Cost Variances:** Posted to appropriate variance accounts + +### Integration with Cost Accounting + +#### Standard Cost Environment +- Purchase price variances calculated automatically +- Posted to designated variance accounts +- Cost roll-up procedures for manufactured items + +#### Average Cost Environment +- Costs updated based on actual purchase prices +- Weighted average calculations +- Impact on inventory valuation + +## Multi-Company Processing + +### Consolidated AP Processing + +For organizations with multiple legal entities: + +#### Centralized Processing +- Single AP department processes for all companies +- Intercompany entries for cross-company transactions +- Consolidated reporting and analysis + +#### Decentralized Processing +- Each company maintains separate AP function +- Standardized procedures across companies +- Roll-up reporting capabilities + +### Configuration Considerations + +- **Chart of Accounts:** Consistent numbering across companies +- **Vendor Setup:** Shared vendor files vs. company-specific +- **Approval Workflows:** Company-specific approval hierarchies +- **Reporting:** Company and consolidated views + +## External System Integration + +### EDI Processing + +Electronic Data Interchange for supplier invoices: + +#### Inbound Invoice Processing +- Receive EDI invoices from suppliers +- Automatic data validation and posting +- Exception handling for errors + +#### Outbound Payment Processing +- Generate EDI payment notifications +- Electronic fund transfer integration +- Payment status tracking + +### Banking Integration + +#### Electronic Payment Files +- ACH file generation for electronic payments +- Wire transfer processing +- Payment confirmation receipt + +#### Bank Reconciliation +- Electronic bank statement import +- Automatic check clearing updates +- Exception identification and resolution + +### Document Management Integration + +#### Invoice Imaging +- Scan and attach invoice images to AP records +- Workflow routing for approvals +- Document retention and retrieval + +#### Electronic Approval +- Digital signature capture +- Audit trail maintenance +- Mobile approval capabilities + +## Implementation Best Practices + +### Planning Phase +- Map all integration points early in project +- Identify data dependencies between modules +- Plan testing scenarios for integrated processes + +### Configuration Phase +- Set up integration accounts in GL +- Configure interface parameters +- Test integration scenarios thoroughly + +### Testing Phase +- End-to-end transaction testing +- Verify GL postings and balances +- Test exception handling procedures + +### Go-Live Phase +- Monitor integration processes closely +- Address issues quickly +- Maintain backup procedures + +## Common Integration Issues + +### Issue: GL Interface Errors +**Symptoms:** Transactions don't post to general ledger +**Solutions:** +- Verify GL account validity +- Check interface configuration +- Review error logs for specific issues + +### Issue: PO Matching Problems +**Symptoms:** Cannot match invoices to receipts +**Solutions:** +- Verify PO and receipt data accuracy +- Check matching tolerances +- Review vendor and item number consistency + +### Issue: Multi-Company Postings +**Symptoms:** Transactions post to wrong company +**Solutions:** +- Verify company assignments in setup +- Check user security and company access +- Review intercompany account configurations + +--- + +**Next Module:** [Reporting and Inquiries](../REPORTING/README.md) + + \ No newline at end of file diff --git a/site/rover/AP-TRAINING/PAYMENTS/README.md b/site/rover/AP-TRAINING/PAYMENTS/README.md new file mode 100644 index 000000000..97c8862e5 --- /dev/null +++ b/site/rover/AP-TRAINING/PAYMENTS/README.md @@ -0,0 +1,353 @@ +# Payment Processing + + + +This module covers the complete payment processing workflow in Rover ERP, from payment run preparation through check printing and posting. It includes best practices developed through numerous customer implementations. + +## Payment Processing Overview + +The Rover ERP payment system uses a two-stage process for maximum control and error prevention: + +1. **Pre-check Processing:** Items are selected and prepared for payment +2. **Check Printing and Posting:** Actual checks are printed and transactions posted + +This staged approach allows for review, correction, and reprinting if needed without affecting the permanent AP records. + +## Payment Files Structure + +### Key Files in Payment Processing + +#### PRECHECKS File +- Staging area for items selected for payment +- Allows review and modification before printing +- Can be regenerated if printing issues occur + +#### CHECKS File +- Contains posted payment records +- Created after successful check printing +- Permanent record of all payments made + +#### AP File Updates +- Items marked as paid after check posting +- Payment information linked to original AP record +- Available balance updated for future payments + +## Pre-Check Processing ([PRECHECKS.E](../../PRECHECKS-E/README.md)) + +### Payment Selection Criteria + +#### By Due Date +Select items based on payment due dates: +``` +Selection Criteria: +- Due date <= Payment run date +- Status = Open (not on hold) +- Available balance > 0 +``` + +#### By Vendor +Select all eligible items for specific vendors: +- Useful for vendor-specific payment runs +- Allows for vendor payment prioritization +- Good for cash flow management + +#### By Amount Range +Select items within specific amount ranges: +- Process small payments separately +- Handle large payments with additional controls +- Batch similar-sized payments for efficiency + +### Step-by-Step Pre-Check Process + +#### Step 1: Access Pre-Check Processing +1. Navigate to **AP → Payments → Pre-Check Processing** +2. Enter selection criteria for payment run + +#### Step 2: Set Selection Parameters +1. **Through Date:** Latest due date to include +2. **Vendor Range:** Specific vendors or all vendors +3. **Amount Range:** Minimum and maximum amounts +4. **Bank Account:** Which checking account to use + +#### Step 3: Review Selection +1. **Item Count:** Number of items selected +2. **Total Amount:** Total payment amount +3. **Vendor Count:** Number of vendors included +4. **Date Range:** Date span of selected items + +#### Step 4: Generate Pre-Checks +1. **Execute Selection:** System creates PRECHECKS records +2. **Review Report:** Detailed list of items selected +3. **Make Adjustments:** Add/remove items as needed + +### Pre-Check Modifications + +#### Adding Items to Payment Run +1. Access individual pre-check records +2. Add specific AP items manually +3. Verify vendor and amount information + +#### Removing Items from Payment Run +1. Delete pre-check records for items to exclude +2. Note reason for exclusion +3. Re-schedule for future payment run + +#### Modifying Payment Amounts +1. Change payment amount for partial payments +2. Document reason for partial payment +3. Ensure remaining balance is tracked + +## Check Printing ([CHECKS.P2](../../CHECKS-P2/README.md)) + +### Pre-Printing Checklist + +#### Physical Preparation +- [ ] Load check stock in printer +- [ ] Verify check alignment and format +- [ ] Test print with sample check +- [ ] Confirm adequate check inventory + +#### System Preparation +- [ ] Review pre-check totals and counts +- [ ] Verify bank account information +- [ ] Confirm starting check number +- [ ] Back up system before processing + +### Check Printing Process + +#### Step 1: Access Check Printing +1. Navigate to **AP → Payments → Check Printing** +2. Select payment run (PRECHECKS batch) + +#### Step 2: Set Printing Parameters +1. **Starting Check Number:** First check number to use +2. **Bank Account:** Verify correct account +3. **Check Date:** Date to print on checks +4. **Signature Line:** Authorized signature information + +#### Step 3: Print Checks +1. **Execute Print Run:** System prints checks from PRECHECKS +2. **Monitor Progress:** Watch for printer issues +3. **Handle Errors:** Address jams or alignment problems + +#### Step 4: Review Printed Checks +1. **Quality Check:** Verify print quality and alignment +2. **Amount Verification:** Spot-check amounts against invoices +3. **Signature Review:** Confirm signature requirements met + +### Check Printing Best Practices + +#### Printer Setup +- Use dedicated check printer for security +- Maintain consistent check stock and alignment +- Regular maintenance to prevent jams +- Backup printer for continuity + +#### Security Measures +- Secure check stock storage +- Limited access to check printing function +- Dual control for large amounts +- Audit trail for all printed checks + +#### Error Handling +- **Printer Jams:** Restart from last good check number +- **Alignment Issues:** Reprint affected checks +- **Wrong Information:** Void and reprint checks +- **Insufficient Checks:** Order more stock and resume + +## Check Posting ([CHECKS.P1](../../CHECKS-P1/README.md)) + +### Post-Printing Validation + +Before posting checks to the permanent files: + +#### Physical Validation +1. **Count Printed Checks:** Verify all checks printed correctly +2. **Review Check Register:** Confirm amounts and vendors +3. **Sign Checks:** Obtain required signatures +4. **Separate Checks:** Organize for distribution + +#### System Validation +1. **Check Count:** Verify system count matches physical count +2. **Total Amount:** Confirm total matches bank account impact +3. **Date Verification:** Ensure check dates are correct +4. **Bank Reconciliation:** Prepare for bank rec impact + +### Check Posting Process + +#### Step 1: Access Check Posting +1. Navigate to **AP → Payments → Check Posting** +2. Select completed print run for posting + +#### Step 2: Final Review +1. **Print Check Register:** Final review document +2. **Verify Totals:** Confirm amounts and counts +3. **Authorization:** Obtain required approvals + +#### Step 3: Execute Posting +1. **Post Checks:** System creates CHECKS records +2. **Update AP Items:** Mark items as paid +3. **Update Vendor Balances:** Reduce open balances +4. **Create GL Entries:** Post to general ledger + +#### Step 4: Confirm Posting +1. **Review Posted Checks:** Verify all checks posted +2. **Check AP Updates:** Confirm items marked paid +3. **GL Verification:** Verify general ledger entries + +## Manual Check Processing + +### Hand-Written Checks + +For urgent or special payments that bypass the normal check run: + +#### Step 1: Create Manual Check Record +1. Access **AP → Payments → Manual Check Entry** +2. Enter check number and amount +3. Select AP items to pay + +#### Step 2: Record Payment Details +1. **Check Date:** Date check was written +2. **Bank Account:** Account check was drawn on +3. **Payee Information:** Verify vendor details +4. **Payment Amount:** Total check amount + +#### Step 3: Apply to AP Items +1. **Select Items:** Choose AP items to pay with this check +2. **Apply Amounts:** Distribute check amount across items +3. **Handle Discounts:** Apply early payment discounts if applicable + +### ACH and Wire Transfers + +For electronic payments: + +#### ACH Processing +1. **Set Up Vendor ACH Information:** Bank routing and account +2. **Generate ACH File:** Electronic payment file creation +3. **Bank Transmission:** Send file to bank for processing +4. **Record Payments:** Manual entry of ACH payments + +#### Wire Transfers +1. **Authorization Process:** Additional approvals required +2. **Bank Communication:** Telephone or secure transmission +3. **Documentation:** Complete wire transfer documentation +4. **Record Keeping:** Maintain wire transfer records + +## Payment Approval Workflows + +### Standard Approval Process + +#### Single Approval Level +``` +Payment Run Creation → Manager Review → Check Printing → Posting +``` + +#### Dual Approval Process +``` +Payment Run Creation → Department Approval → Controller Approval → Check Printing → Posting +``` + +#### Amount-Based Approval +``` +< $1,000: Automatic approval +$1,000-$5,000: Department manager approval +> $5,000: Controller approval +> $10,000: Additional CFO approval +``` + +### Approval Controls + +#### Electronic Approvals +- Email notifications for pending approvals +- Electronic signature capture +- Audit trail of approval actions +- Automatic escalation for overdue approvals + +#### Manual Approvals +- Printed approval forms +- Physical signature requirements +- Filing of approval documentation +- Manual tracking of approval status + +## Common Payment Issues + +### Issue: Check Printing Alignment Problems +**Symptoms:** Amounts print in wrong location on checks +**Causes:** +- Incorrect printer setup +- Wrong check format selected +- Printer mechanical issues + +**Solutions:** +- Verify check format settings +- Test print alignment before production run +- Adjust printer settings as needed +- Maintenance on printer mechanisms + +### Issue: Duplicate Payments +**Symptoms:** Same invoice paid multiple times +**Causes:** +- Manual checks not recorded properly +- System errors in payment processing +- User error in payment selection + +**Solutions:** +- Implement proper manual check procedures +- Regular review of paid items +- Audit controls for duplicate detection +- Void and reissue procedures + +### Issue: Bank Reconciliation Discrepancies +**Symptoms:** Check register doesn't match bank statement +**Causes:** +- Timing differences in check clearing +- Outstanding checks not accounted for +- Bank errors or fees not recorded + +**Solutions:** +- Regular bank reconciliation procedures +- Outstanding check tracking +- Proper recording of bank fees and charges +- Investigation of discrepancies + +## Implementation Examples + +### High-Volume Manufacturing Environment +*Based on anonymized customer implementation* + +**Challenge:** Process 500+ payments weekly with tight cash flow controls + +**Solution Implemented:** +- Daily payment runs for cash management +- Three-tier approval process based on amounts +- Automated bank file generation for ACH payments +- Real-time cash position reporting + +**Results:** +- Improved vendor relationships through timely payments +- Better cash flow control and forecasting +- Reduced manual processing errors +- Enhanced audit trails + +### Multi-Location Service Company +*Based on anonymized customer implementation* + +**Challenge:** Centralized payment processing for 12 locations + +**Solution Implemented:** +- Centralized payment approval workflow +- Location-specific expense account validation +- Electronic approval process for remote managers +- Consolidated check runs with location tracking + +**Results:** +- Streamlined payment processing across locations +- Improved expense visibility by location +- Reduced banking costs through consolidation +- Enhanced management reporting capabilities + +--- + +**Next Module:** [Integration Points](../INTEGRATION/README.md) + + \ No newline at end of file diff --git a/site/rover/AP-TRAINING/README.md b/site/rover/AP-TRAINING/README.md new file mode 100644 index 000000000..dc1349acb --- /dev/null +++ b/site/rover/AP-TRAINING/README.md @@ -0,0 +1,91 @@ +# Accounts Payable Implementation Training Guide + + + +This comprehensive training guide is designed for implementation engineers working with the Rover ERP Accounts Payable module. It provides step-by-step guidance, best practices, and real-world implementation examples to ensure successful AP module deployments. + +**Tags:** + + + + +## Training Guide Overview + +This guide covers the complete implementation process for the Rover ERP Accounts Payable module, from initial setup through go-live and ongoing support. It is structured to provide implementation engineers with practical, field-tested guidance based on real customer implementations. + +**Target Audience:** Implementation engineers, system administrators, and technical consultants responsible for Rover ERP AP module deployments. + +**Prerequisites:** +- Basic understanding of accounting principles and accounts payable processes +- Familiarity with Rover ERP system architecture +- Completed General Ledger module implementation (required dependency) +- Access to customer's existing AP procedures and vendor setup + +## Training Modules + +| Module | Description | Estimated Time | +|--------|-------------|----------------| +| [Setup and Configuration](SETUP/README.md) | Initial AP module setup, control records, and basic configuration | 2-3 hours | +| [Vendor Management](VENDOR-SETUP/README.md) | Vendor file setup, terms configuration, and data migration | 1-2 hours | +| [Data Entry Procedures](DATA-ENTRY/README.md) | AP entry processes, recurring items, and workflow setup | 2-4 hours | +| [Payment Processing](PAYMENTS/README.md) | Check processing, payment runs, and approval workflows | 2-3 hours | +| [Integration Points](INTEGRATION/README.md) | GL integration, PO matching, and system interfaces | 1-2 hours | +| [Reporting and Inquiries](REPORTING/README.md) | Standard reports, custom queries, and management dashboards | 1-2 hours | +| [Common Issues and Troubleshooting](TROUBLESHOOTING/README.md) | Field-tested solutions for common implementation challenges | 1 hour | +| [Go-Live and Support](GO-LIVE/README.md) | Final preparation, cutover procedures, and post-implementation support | 2-3 hours | + +## Implementation Methodology + +### Phase 1: Discovery and Planning (Week 1) +- Review customer's current AP processes +- Identify integration requirements +- Document vendor setup and payment procedures +- Plan data migration strategy + +### Phase 2: System Configuration (Week 2-3) +- Configure AP control records +- Set up vendor master files +- Configure payment terms and approval workflows +- Establish GL integration points + +### Phase 3: Testing and Training (Week 4-5) +- Conduct system testing with sample data +- Train end users on AP procedures +- Validate reporting and inquiry functions +- Test integration with other modules + +### Phase 4: Data Migration and Go-Live (Week 6) +- Migrate vendor and open AP data +- Execute parallel processing period +- Go-live with production processing +- Monitor and support initial operations + +## Key Success Factors + +1. **Thorough Discovery:** Understanding the customer's existing processes is critical for successful configuration +2. **Data Quality:** Clean vendor data and proper GL account mapping are essential +3. **User Training:** End users must be comfortable with new procedures before go-live +4. **Testing:** Comprehensive testing prevents issues in production +5. **Change Management:** Proper communication and support during transition + +## Quick Reference Links + +- [AP Module Overview](../AP-OVERVIEW/README.md) +- [AP Data Entry](../AP-OVERVIEW/AP-ENTRY/README.md) +- [AP Processing](../AP-OVERVIEW/AP-PROCESS/README.md) +- [AP Reports](../AP-OVERVIEW/AP-REPORT/README.md) +- [Vendor Management](../VENDOR-E/README.md) +- [Terms Setup](../TERMS-E/README.md) + +## Additional Resources + +- **Customer Support:** For technical issues during implementation +- **Documentation Portal:** [https://docs.zumasys.com](https://docs.zumasys.com) +- **Training Videos:** Available through customer portal +- **Best Practices Library:** Continuously updated based on field experience + +--- + +**Next Steps:** Begin with [Setup and Configuration](SETUP/README.md) to start your AP implementation. + + \ No newline at end of file diff --git a/site/rover/AP-TRAINING/REPORTING/README.md b/site/rover/AP-TRAINING/REPORTING/README.md new file mode 100644 index 000000000..b19c5654e --- /dev/null +++ b/site/rover/AP-TRAINING/REPORTING/README.md @@ -0,0 +1,91 @@ +# Reporting and Inquiries + + + +This module covers the standard reports and inquiry functions available in the AP module, helping implementation engineers understand and configure reporting capabilities for end users. + +## Standard AP Reports + +### Aging Reports + +#### AP Aging Summary ([AP.R1](../../AP-OVERVIEW/AP-REPORT/README.md)) +- Summary aging by vendor +- Configurable aging periods (30, 60, 90+ days) +- Total outstanding amounts by aging category + +#### AP Aging Detail ([AP.R2](../../AP-OVERVIEW/AP-REPORT/README.md)) +- Detailed line-item aging +- Individual invoice breakdown +- Support for collection activities + +### Payment Reports + +#### Check Register ([CHECKS.R1](../../CHECKS-R1/README.md)) +- Chronological listing of all checks +- Payment date, vendor, and amount details +- Bank reconciliation support + +#### Cash Requirements Report ([AP.R5](../../AP-R5/README.md)) +- Future cash flow projection +- Based on payment due dates +- Helps with cash flow planning + +### Vendor Reports + +#### Vendor Listing ([VENDOR.R1](../../VENDOR-R1/README.md)) +- Complete vendor directory +- Contact information and terms +- Status and setup validation + +#### Vendor Activity Report ([AP.R3](../../AP-R3/README.md)) +- Purchase history by vendor +- Year-to-date and historical spending +- Vendor performance analysis + +## Inquiry Functions + +### AP Inquiry ([AP.Q](../../AP-Q/README.md)) +- Real-time access to AP item details +- Payment history and status +- Integration with PO and GL information + +### Vendor Inquiry ([VENDOR.Q](../../VENDOR-Q/README.md)) +- Complete vendor information display +- Outstanding balance information +- Payment history and trends + +### Check Inquiry ([CHECKS.Q](../../CHECKS-Q/README.md)) +- Individual check details +- Associated AP items paid +- Check status and bank information + +## Custom Reporting + +### Report Configuration Options +- Date range selections +- Vendor filtering +- Account filtering +- Status filtering + +### Export Capabilities +- Export to Excel for further analysis +- CSV format for data integration +- PDF for formal presentations + +## Implementation Support + +### User Training on Reports +- Standard report overview and usage +- Custom report configuration +- Export and distribution procedures + +### Report Security +- User access controls by report type +- Sensitive information protection +- Audit trail for report access + +--- + +**Next Module:** [Common Issues and Troubleshooting](../TROUBLESHOOTING/README.md) + + \ No newline at end of file diff --git a/site/rover/AP-TRAINING/SETUP/README.md b/site/rover/AP-TRAINING/SETUP/README.md new file mode 100644 index 000000000..7f3d376bb --- /dev/null +++ b/site/rover/AP-TRAINING/SETUP/README.md @@ -0,0 +1,177 @@ +# AP Setup and Configuration + + + +This module covers the initial setup and configuration of the Rover ERP Accounts Payable module. Proper configuration is critical for successful implementation and ongoing operations. + +## Prerequisites + +Before beginning AP setup, ensure the following modules are properly configured: + +- **General Ledger (GL):** Chart of accounts must be complete and operational +- **Company Information:** Basic company setup including fiscal periods +- **User Security:** User profiles and access permissions defined +- **System Parameters:** Basic system configuration completed + +## Configuration Checklist + +### 1. AP Control Record Setup + +The AP Control Record ([AP.CONTROL](../../AP-CONTROL/README.md)) is the foundation of the AP module configuration. + +**Key Configuration Areas:** + +#### Account Number Assignments +``` +AP Accrual Account: 2000 (or customer's AP liability account) +AP Expense Account: 5000 (default expense account for miscellaneous items) +Cash Account: 1000 (primary cash account for payments) +Discount Account: 4050 (account for early payment discounts) +``` + +#### Numbering Sequences +- **AP Item Numbering:** Auto-assign or manual entry +- **Check Numbering:** Starting check number and increment +- **Precheck Numbering:** System-generated sequence + +#### Processing Options +- **Date Validation:** Controls for AP item dates +- **Approval Requirements:** Single or multi-level approval workflows +- **Recurring Processing:** Automatic or manual recurring item creation + +### 2. Document Settings + +#### AP Item Configuration +- **Required Fields:** Specify mandatory data entry fields +- **Default Values:** Set up defaults for common entries +- **Line Item Limits:** Maximum number of line items per AP record + +#### Check Processing +- **Check Format:** Standard business check or custom format +- **Signature Requirements:** Single or dual signature thresholds +- **MICR Settings:** Bank routing and account information + +### 3. Integration Setup + +#### General Ledger Interface +``` +GL Interface Method: Real-time or batch +Account Validation: Strict or warning-only +Period Controls: Current period only or allow future periods +``` + +#### Purchase Order Integration +- **PO Matching:** Three-way matching requirements +- **Receipt Processing:** Automatic AP creation from receipts +- **Variance Handling:** Procedures for price and quantity variances + +## Step-by-Step Setup Process + +### Step 1: Access AP Control Record +1. Navigate to **Accounts Payable → Setup → AP Control** +2. Enter period `.` to create new control record or existing record ID + +### Step 2: Configure Account Assignments +1. **AP Account:** Enter your chart of accounts liability account number +2. **Cash Account:** Enter primary checking account number +3. **Expense Account:** Enter default expense account for miscellaneous items +4. **Discount Account:** Enter account for recording early payment discounts + +### Step 3: Set Numbering Parameters +1. **Auto-assign AP Numbers:** Recommend "Y" for most implementations +2. **Next AP Number:** Starting number for AP items (suggest 100001) +3. **Check Number Range:** Starting check number from bank + +### Step 4: Configure Processing Options +1. **Date Controls:** Set appropriate date validation rules +2. **Approval Limits:** Configure approval workflow thresholds +3. **Terms Processing:** Enable automatic calculation of due dates + +### Step 5: Save and Test Configuration +1. Save the control record +2. Test with sample AP item entry +3. Verify GL integration is working properly + +## Common Configuration Issues + +### Issue: GL Account Validation Errors +**Symptom:** Cannot save AP items due to invalid account numbers +**Solution:** +- Verify chart of accounts is properly loaded +- Check account number format matches GL setup +- Ensure accounts are marked as active + +### Issue: Check Numbering Problems +**Symptom:** Duplicate check numbers or numbering gaps +**Solution:** +- Verify check number sequence in control record +- Check for existing check records in CHECKS file +- Reset sequence if necessary after verifying no conflicts + +### Issue: Date Validation Failures +**Symptom:** Cannot enter AP items with certain dates +**Solution:** +- Review date control settings in AP.CONTROL +- Verify fiscal period setup in GL module +- Adjust date validation rules as needed + +## Best Practices + +### Account Structure +- Use consistent account numbering scheme +- Create separate AP accounts for different types of payables +- Consider departmental expense account structure + +### Security Setup +- Limit AP.CONTROL access to system administrators +- Implement appropriate approval hierarchies +- Regular review of user access permissions + +### Documentation +- Document all configuration decisions +- Maintain change log for control record modifications +- Create backup of configuration before major changes + +## Validation Testing + +After completing setup, perform these validation tests: + +1. **Basic AP Entry:** Create sample AP item and verify GL posting +2. **Check Processing:** Generate test check and validate formatting +3. **Reporting:** Run basic AP reports to verify data access +4. **Integration:** Test PO-to-AP integration if applicable + +## Implementation Examples + +### Manufacturing Company Setup +*Based on anonymized customer implementation* + +A mid-size manufacturing company required complex approval workflows: +- **Single approval** for items under $1,000 +- **Department manager approval** for items $1,000-$5,000 +- **Controller approval** for items over $5,000 +- **Automatic** recurring utility payments + +**Configuration Approach:** +- Set up three-tier approval hierarchy in control record +- Created recurring AP items for monthly utilities +- Configured automatic PO matching for inventory purchases + +### Service Company Setup +*Based on anonymized customer implementation* + +A professional services firm needed simple, fast processing: +- **Minimal approvals** for operational efficiency +- **Quick payment** processing for vendor relationships +- **Detailed expense** tracking by project + +**Configuration Approach:** +- Single approval level for amounts over $500 +- Daily check runs with same-day payment option +- Project-based expense account structure + +--- + +**Next Module:** [Vendor Management Setup](../VENDOR-SETUP/README.md) + + \ No newline at end of file diff --git a/site/rover/AP-TRAINING/TROUBLESHOOTING/README.md b/site/rover/AP-TRAINING/TROUBLESHOOTING/README.md new file mode 100644 index 000000000..4bb28320b --- /dev/null +++ b/site/rover/AP-TRAINING/TROUBLESHOOTING/README.md @@ -0,0 +1,233 @@ +# Common Issues and Troubleshooting + + + +This module provides field-tested solutions for common AP implementation challenges. These issues and solutions are based on real customer implementations and support experiences. + +## Setup and Configuration Issues + +### Issue: GL Account Validation Failures +**Symptoms:** +- Cannot save AP items due to account validation errors +- Error messages about invalid account numbers + +**Common Causes:** +- Account numbers don't exist in chart of accounts +- Accounts marked as inactive in GL setup +- Account number format differences + +**Solutions:** +1. Verify chart of accounts is completely loaded +2. Check account status in GL master file +3. Ensure account number format consistency +4. Test with known good account numbers + +### Issue: Vendor Setup Problems +**Symptoms:** +- Vendor lookup failures during AP entry +- Incorrect vendor information in checks +- Payment terms not calculating properly + +**Common Causes:** +- Vendor IDs not unique or properly formatted +- Missing or incorrect vendor information +- Terms not properly assigned to vendors + +**Solutions:** +1. Standardize vendor ID format before implementation +2. Validate all vendor information before go-live +3. Test payment terms calculations +4. Review vendor name formatting for checks + +## Data Entry Issues + +### Issue: PO Matching Failures +**Symptoms:** +- Cannot match invoices to purchase orders +- Missing receipt information +- Variance handling problems + +**Common Causes:** +- PO numbers don't match between systems +- Receipt processing incomplete +- Vendor information inconsistencies + +**Solutions:** +1. Verify PO integration is working correctly +2. Complete all receipt processing before invoice entry +3. Ensure vendor IDs match between PO and AP +4. Review variance tolerance settings + +### Issue: Approval Workflow Problems +**Symptoms:** +- Items stuck in approval process +- Approvers not receiving notifications +- Bypass of approval requirements + +**Common Causes:** +- Approval hierarchies not properly configured +- User security settings incorrect +- Notification system not working + +**Solutions:** +1. Review and test approval workflow configuration +2. Verify user security and approval limits +3. Test notification system functionality +4. Provide backup approval procedures + +## Payment Processing Issues + +### Issue: Check Printing Problems +**Symptoms:** +- Misaligned check printing +- Incomplete or incorrect check information +- Printer jams or quality issues + +**Common Causes:** +- Printer configuration incorrect +- Check format settings wrong +- Mechanical printer issues + +**Solutions:** +1. Verify check format settings match check stock +2. Test print alignment before production runs +3. Regular printer maintenance +4. Keep backup checks and printer available + +### Issue: Bank Reconciliation Discrepancies +**Symptoms:** +- Check register doesn't match bank statement +- Outstanding checks not clearing +- Duplicate payments showing + +**Common Causes:** +- Manual checks not properly recorded +- Check posting errors +- Bank timing differences + +**Solutions:** +1. Implement proper manual check procedures +2. Regular bank reconciliation procedures +3. Investigation of all discrepancies +4. Proper handling of outstanding checks + +## Performance Issues + +### Issue: Slow Processing Performance +**Symptoms:** +- Long response times for data entry +- Reports taking excessive time to run +- System timeouts during processing + +**Common Causes:** +- Large data volumes without proper archiving +- Database performance issues +- Network connectivity problems + +**Solutions:** +1. Regular data archiving procedures +2. Database optimization and maintenance +3. Network performance analysis +4. System hardware review + +### Issue: Report Generation Problems +**Symptoms:** +- Reports not generating correctly +- Missing data in reports +- Report formatting issues + +**Common Causes:** +- Data corruption or missing records +- Report configuration problems +- User access and security issues + +**Solutions:** +1. Data validation and cleanup procedures +2. Review report configuration settings +3. Check user security access to data +4. Test reports with known good data + +## Training and User Issues + +### Issue: User Resistance to New System +**Symptoms:** +- Users avoiding new system +- Requests to continue with old procedures +- Increased error rates during transition + +**Common Causes:** +- Insufficient training +- System more complex than previous +- Change management issues + +**Solutions:** +1. Comprehensive user training program +2. Hands-on practice with real data +3. Strong change management support +4. Gradual transition with support + +### Issue: Data Entry Errors +**Symptoms:** +- High error rates in AP entry +- Frequent corrections needed +- Vendor complaints about payments + +**Common Causes:** +- Insufficient user training +- Poor data validation controls +- Rushing to meet deadlines + +**Solutions:** +1. Enhanced training on data entry procedures +2. Implement additional validation controls +3. Quality review procedures +4. Adequate time allocation for processing + +## Emergency Procedures + +### System Outage Recovery +**Procedures:** +1. Document all transactions during outage +2. Manual check procedures if needed +3. Data entry catch-up procedures +4. Validation of system recovery + +### Data Corruption Recovery +**Procedures:** +1. Immediate backup restoration if available +2. Manual recreation of recent transactions +3. Data validation and integrity checks +4. Prevention measures for future + +### Payment Processing Emergencies +**Procedures:** +1. Manual check processing capabilities +2. Emergency vendor payment procedures +3. Bank notification and coordination +4. Documentation for audit trails + +## Preventive Measures + +### Regular Maintenance +- Data backup procedures +- System performance monitoring +- User access reviews +- Process audits + +### Quality Controls +- Data validation procedures +- Approval process reviews +- Error reporting and analysis +- Continuous improvement initiatives + +### Training and Support +- Regular user training updates +- Documentation maintenance +- Support procedures +- Knowledge sharing sessions + +--- + +**Next Module:** [Go-Live and Support](../GO-LIVE/README.md) + + \ No newline at end of file diff --git a/site/rover/AP-TRAINING/VENDOR-SETUP/README.md b/site/rover/AP-TRAINING/VENDOR-SETUP/README.md new file mode 100644 index 000000000..a58595af0 --- /dev/null +++ b/site/rover/AP-TRAINING/VENDOR-SETUP/README.md @@ -0,0 +1,251 @@ +# Vendor Management Setup + + + +Proper vendor setup is crucial for efficient accounts payable processing. This module covers vendor file creation, terms configuration, and data migration strategies based on real implementation experience. + +## Vendor File Structure + +The Vendor file ([VENDOR.E](../../VENDOR-E/README.md)) maintains critical information for each supplier: + +### Core Vendor Information +- **Vendor ID:** Unique identifier (alpha-numeric, up to 15 characters) +- **Vendor Name:** Full legal name for checks and communications +- **Address Information:** Complete mailing and remit-to addresses +- **Contact Details:** Phone, fax, email, and primary contact person + +### Payment Information +- **Payment Terms:** Default terms for this vendor +- **Payment Method:** Check, ACH, wire transfer preferences +- **Tax Information:** Tax ID number and 1099 reporting requirements +- **Banking Details:** ACH routing and account information (if applicable) + +### Processing Controls +- **Status Codes:** Active, inactive, hold, etc. +- **GL Accounts:** Default expense account assignments +- **Credit Limits:** Optional credit limit monitoring +- **Notes:** Important vendor-specific information + +## Vendor ID Strategy + +### Recommended Approaches + +#### 1. Alphabetic System +- Use first 6-8 characters of vendor name +- Example: "JOHNSON" for Johnson Supply Company +- **Pros:** Easy to remember, logical organization +- **Cons:** Potential conflicts with similar names + +#### 2. Numeric System +- Sequential numbering (100001, 100002, etc.) +- **Pros:** No conflicts, unlimited expansion +- **Cons:** Not intuitive, requires lookup + +#### 3. Hybrid System (Recommended) +- Combine alphabetic prefix with numeric suffix +- Example: "JOHN001" for first Johnson company +- **Pros:** Intuitive yet conflict-free +- **Cons:** Slightly more complex setup + +## Terms Configuration + +### Setting Up Payment Terms + +Payment terms ([TERMS.E](../../TERMS-E/README.md)) define payment conditions: + +#### Common Terms Examples +``` +NET30: Net 30 days from invoice date +210N30: 2% discount if paid within 10 days, net 30 days +1510N30: 1.5% discount if paid within 10 days, net 30 days +COD: Cash on delivery +PREPAID: Payment required before delivery +``` + +#### Terms Configuration Fields +- **Terms Code:** Short identifier (e.g., "NET30") +- **Description:** Full description of terms +- **Discount Percentage:** Early payment discount rate +- **Discount Days:** Days within which discount applies +- **Net Days:** Total days until payment due +- **Status:** Active/inactive flag + +### Step-by-Step Terms Setup + +1. **Access Terms Entry:** Navigate to AP → Setup → Terms Entry +2. **Create Terms Code:** Enter unique code (recommend 6 characters max) +3. **Enter Description:** Clear, descriptive text +4. **Set Discount Parameters:** Percentage and days if applicable +5. **Set Net Days:** Total payment period +6. **Save and Test:** Verify calculation accuracy + +## Vendor Setup Process + +### Pre-Implementation Planning + +#### 1. Data Collection +Gather vendor information from existing systems: +- Vendor master file exports +- Check registers for payment history +- Purchase order files for vendor relationships +- Tax reporting files (1099 vendors) + +#### 2. Data Cleansing +- Remove duplicate vendors +- Standardize name formats +- Verify address information +- Consolidate multiple entries for same vendor + +#### 3. Numbering Assignment +- Design vendor numbering scheme +- Plan for future growth +- Consider integration requirements + +### Implementation Steps + +#### Step 1: Create Primary Vendors +Start with your most critical vendors: +1. **Top 20 Vendors by Volume:** Ensure these are perfect +2. **Recurring Vendors:** Utilities, services, etc. +3. **1099 Vendors:** Important for tax reporting + +#### Step 2: Configure Vendor Records + +**For Each Vendor:** +1. **Basic Information** + - Enter vendor ID and name + - Complete address information + - Add contact details + +2. **Payment Setup** + - Assign default terms + - Set payment method preferences + - Enter tax information + +3. **Processing Options** + - Set default GL accounts + - Configure approval requirements + - Add special instructions + +#### Step 3: Test and Validate +1. **Create Test AP Items:** Verify vendor information flows correctly +2. **Generate Test Checks:** Confirm name and address formatting +3. **Validate Terms:** Test discount calculations + +## Data Migration Strategies + +### Migration from Legacy Systems + +#### Option 1: Manual Entry +**Best for:** Small vendor lists (under 100 vendors) +- Direct entry through VENDOR.E screen +- Allows quality control during entry +- Time-intensive but thorough + +#### Option 2: Import Processing +**Best for:** Large vendor lists (over 100 vendors) +- Use data import utilities +- Requires data mapping and validation +- Faster but needs thorough testing + +#### Option 3: Hybrid Approach (Recommended) +- Import basic vendor data +- Manually verify and enhance critical vendors +- Balances speed with quality + +### Migration Checklist + +- [ ] Export vendor data from source system +- [ ] Map data fields to Rover format +- [ ] Cleanse and validate data +- [ ] Test import process with sample data +- [ ] Execute full import +- [ ] Validate imported data +- [ ] Update critical vendor information manually + +## Common Setup Issues + +### Issue: Duplicate Vendor Names +**Symptoms:** Multiple vendor IDs for same company +**Solutions:** +- Implement naming conventions before setup +- Use vendor name cross-reference for validation +- Regular duplicate checking procedures + +### Issue: Address Formatting Problems +**Symptoms:** Check printing errors, delivery issues +**Solutions:** +- Standardize address formats during setup +- Validate addresses with postal services +- Use separate remit-to addresses when needed + +### Issue: Terms Calculation Errors +**Symptoms:** Incorrect discount calculations +**Solutions:** +- Test all terms combinations before go-live +- Verify discount and net day calculations +- Document special terms requirements + +## Best Practices from the Field + +### Vendor Numbering +*Based on successful implementations* + +**Manufacturing Company Approach:** +- Used 3-letter prefix by vendor type (MFG, SRV, UTL) +- Added 4-digit sequential number +- Example: "MFG0001" for first manufacturing vendor + +**Service Company Approach:** +- Alphabetic based on vendor name +- Added state code for geographic tracking +- Example: "JOHNSON-TX" for Johnson Company in Texas + +### Terms Management +*Customer feedback and lessons learned* + +**Simplified Approach:** Use only 4-5 standard terms +- Reduces complexity for users +- Easier to maintain and audit +- Better vendor relationship management + +**Detailed Approach:** Many specific terms +- Accommodates exact vendor requirements +- More complex but potentially cost-saving +- Requires strong process discipline + +### Payment Method Setup +*Real-world implementation examples* + +**Mixed Environment:** +- 80% vendors paid by check +- 15% paid by ACH for recurring payments +- 5% paid by wire for international vendors + +**Configuration Strategy:** +- Default all vendors to check payment +- Flag ACH vendors for special processing +- Separate approval process for wire transfers + +## Integration Considerations + +### Purchase Order Integration +- Ensure vendor IDs match between PO and AP modules +- Configure automatic vendor creation from PO system +- Plan for vendor approval workflow + +### General Ledger Integration +- Map vendor types to default GL accounts +- Configure automatic account distributions +- Plan for expense account validation + +### External System Integration +- Consider integration with procurement systems +- Plan for vendor portal connectivity +- Address electronic invoice processing + +--- + +**Next Module:** [Data Entry Procedures](../DATA-ENTRY/README.md) + + \ No newline at end of file