A/P Entry

Use the accounts payable entry procedure to submit the accounts payable invoice information to the Financial Service Center for processing. When you input the invoice information, the invoice is distributed to the appropriate account numbers. The input process is complete when the total amount of the invoice matches the total of the dollar amounts distributed to the various account numbers.

Submit any new purveyor (vendor) requests to the FSC for approval by the Unit / Regional management. Market Connection and e-Pay invoices do not need to be sent to FSC - only invoices that are processed through the Accounts Payable module in UFS. Then add your vendors, units, subsections (where appropriate), and schools (where appropriate) to UFS.

To add an accounts payable entry

NOTES

Use the TAB key to move from one field to the next.
UFS validates all SAP Data Elements as the data is entered, either immediately or when you save the entry.

Go to Expenses > Accounts Payable > A/P Entry.

The A/P Entry browse screen appears.

Click Add.

A message appears to remind you to record purchases in the correct account number.

Click OK.

The A/P Entry Detail screen appears.

Enter the required information in the fields in the upper area of the screen:
Unit Number - Enter the unit number or click , select from the Unit Number Lookup list, and click OK. The unit name fills in automatically.
Subsection Number - Enter the subsection number or click , select from the Subsection Lookup list, and click OK. The subsection description fills in automatically. The default subsection is 0.
Vendor Number - Enter the vendor number or click , select from the Vendor Lookup list, and click OK. The vendor description fills in automatically.

Spaces and dashes are allowed but not necessary in this field. For invoice numbers that are longer than 16 characters, enter the first 16 characters.
Make sure the vendor number and name matches the invoice. For vendor's invoices that do not include an invoice number, use the invoice date as the invoice number.
You cannot enter the same invoice twice in the same week. If you do, a warning message appears and you cannot continue. If you enter two identical invoices during different weeks, a warning message again appears. However, you are allowed to enter an adjustment to the invoice that was input previously.

Invoice Number - Enter the vendor's invoice number.
Note: UFS does not allow you to enter two identical invoices during the same week. (This includes invoices with the same unit number, subsection number, vendor number, and invoice number.) However, if you enter two identical invoices for different weeks, UFS allows you to enter an adjustment to the invoice that was previously input.

Invoice Date - Enter the date of the invoice in MM/DD/YYYY format.
Invoice Total - Enter the total amount for the invoice in dollars and cents.

A list of pre-defined, frequently used accounts appears in the lower area of the screen.

If the required account appears in the list of pre-defined accounts:

Click the row where the required account number appears.
Tab to the Distribution Amount column and enter the amount to be distributed to the selected account number.
For invoices that include sales tax, select the row with SALES TAX in the Description column and enter the sales tax amount.

If the required account does not appear in the list of pre-defined accounts:

Tab to any row in the list and click Insert Before or Insert After to insert a blank row..
In the Account No. column, enter the number or click Accounts, select from the Account Number Lookup list, and click OK. The new row fills in automatically.
The new account is only active for this accounts payable entry action, and is not added into the pre-defined list of accounts.
Tab to the Distribution Amount column and enter the amount to be distributed to the new account number.

The accounts payable entry is ready to be saved when the amount in the Total field (in the lower area of the screen) equals the Invoice Total field (in the upper area of the screen).

If the amounts do not match, make the necessary corrections to the values in the Distribution Amount column or the Invoice Total field.

You can use the calculator function to calculate the correct amount to input on the distribution line. Refer to the “Use the Calculator Function” document for instructions.

Click Save.

If you entered an invoice without tax, a confirmation message appears.

If you need to add tax, click OK and return to the A/P Entry Detail screen.
If the invoice does not have tax, click Cancel to continue the save process.

To input another Invoice for the same vendor, repeat steps 4 through 8, beginning with the Invoice Number field.
To input an invoice for a different vendor, unit number or subsection, repeat steps 4 through 8, beginning with the Unit Number field.
Click Save to record the new entry in the database and return to the A/P Entry browse screen, or click Cancel to return without saving.

To edit an accounts payable entry

NOTES

Use the TAB key to move from one field to the next.
You cannot edit an A/P entry if it has been transmitted.

Go to Expenses > Accounts Payable > A/P Entry.

The A/P Entry browse screen appears.

Select an existing A/P entry and click Edit.

A message appears to remind you to record purchases in the correct account number.

Click OK.

The A/P Entry Detail screen appears.

Change the data in the fields in the upper area of the screen as required.
Make any required changes in the lower area of the screen:
To change the amount charged to an account:

a. Tab to the Distribution Amount column and enter the new amount.

b. Update the other accounts as necessary.

c. Compare the amount in the Total field (lower area of the screen) with the amount in the Invoice Total field (upper area of the screen). If the amounts do not match, adjust as necessary.

To add an account:

a. Tab to any row in the list and click Insert Before or Insert After to insert a blank row.

b. In the Account No. column, enter the number or click Accounts, select from the Account Number Lookup list, and click OK. The new row fills in automatically.

c. The new account is only active for this accounts payable entry action, and is not added into the pre-defined list of accounts.

d. Tab to the Distribution Amount column and enter the amount to be distributed to the new account number.

To remove a distribution line:

a. Click the line to be deleted and click Delete Line.

b. Compare the amount in the Total field (lower area of the screen) with the amount in the Invoice Total field (upper area of the screen). If the amounts do not match, adjust as necessary.

See To add an accounts payable entry for definitions of the fields. Grayed-out fields cannot be changed.

Click Save to record your changes in the database and return to the A/P Entry browse screen, or click Cancel to return without saving.

To remove an accounts payable entry

NOTE

You cannot edit an A/P entry if it has been transmitted.

Go to Expenses > Accounts Payable > A/P Entry.
Select the accounts payable entry and click Remove.

A confirmation message appears.

Click OK.

To print and save an accounts payable report

Go to Expenses > Accounts Payable > Reports

From the Select a Report drop-down menu, select one of the accounts payable report options.
Click Next>>>.

A pop-up box opens to allow you to select which units to include in the report.

Select All or Range.

If you select Range, enter the range of unit numbers in the From and To fields.

Click OK.

The report appears.

To print the report:

a. Click the printer icon on the report screen. (You may have to roll your mouse cursor over the top or bottom of the screen for the icon to appear.)

b. Enter the print setup parameters and click OK.

To save the report:

a. Click the save icon on the report screen. (You may have to roll your mouse cursor over the top or bottom of the screen for the icon to appear.)

b. In the Save As dialog box, select a folder to save the report in.

c. Change the default filename, if necessary.

d. Click OK.

Click in the top right-hand corner to close the report window.

"This is a direct pay vendor. Entering the invoice into Web UFS does not transmit the invoice for payment. Depending on the vendor, you must approve the invoice for processing through THE MARKET CONNECTION or e-Pay. Invoices on the Direct Pay Register page of the transmittal are NOT UFS transmitted."

Accounts Payable Entry

To add an accounts payable entry

To edit an accounts payable entry

To remove an accounts payable entry

To print and save an accounts payable report

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