Mikeg: Created page with "==EDI Ownership== EDI Business Process Owner = John ASW Names File Administrator = Nancy EDI Technical Owner = Pat ==Typical EDI/EFT Transaction Cycle== Here is a typical..."

2017-12-21T18:07:34Z

Created page with "==EDI Ownership== *EDI Business Process Owner = John *ASW Names File Administrator = Nancy *EDI Technical Owner = Pat ==Typical EDI/EFT Transaction Cycle== *Here is a typical..."

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==EDI Ownership==
*EDI Business Process Owner = John
*ASW Names File Administrator = Nancy
*EDI Technical Owner = Pat

==Typical EDI/EFT Transaction Cycle==
*Here is a typical EDI/EFT business transaction cycle:
:-UWD sends a purchase order (EDI 850)
:-Supplier sends an acknowledgement notice (EDI 855)
:-Supplier sends an advance shipping notice (EDI 856)
:-Supplier sends an electronic invoice (EDI 810)
:-UWD sends an Electronic Funds Transfer (EFT)
:-UWD sends a remittance advice (EDI 820)
*We may not receive all of the EDI transaction documents from every vendor
*EDI communication with vendors handled by SPS Commerce

===Process===
*Standard ASW functionality is used
*Determine invoice(s) to be paid
*Match invoice to purchase order

==PO Variances==
*The system handles automatic creation of quantity, price and exchange rate differences.
*All three different kinds of variances can occur on the same invoice and the system can thus calculate a combination of these three postings.
*Variance postings will only be created if you do manual changes (other than exchange rate differences) for the value of the order line.
*'''Manual changes however are only performed if the variance is because of incorrect pricing on the PO and not a supplier error.'''

==Supplier Debit Note==
*If the variance is due to a supplier error, the supplier must be debited back for the variance.
*'''Do not change the manual price or quantity.'''
*Instead post the variance to general ledger #210625 and create a debit note to debit back the supplier for the variance.
*See Matching Purchase Order to Supplier invoice chart for the various scenarios (short shipments/over shipments/wrong items shipped).

==Work with Manual Adjustments with G/L Postings==
*Selection '''ASW Fastpath→Cash Management→A/P Cash Management Tasks→A/P Invoicing Tasks→Work with A/P Preliminary Invoices Matching'''
[[File:EDI1.png|300px]]

==Work with A/P Invoice Matching==
===Select Preliminary Invoices===
*View list of unmatched preliminary invoices
*Filter by supplier or invoice number
*Mark invoice and double-click
[[File:EDI2.png|400px]]

===Select Goods===
*Write down the PO# and Preliminary document #
*Click '''Purchase Orders''' (blue enquiries section)
[[File:EDI3.png|400px]]

==Purchase Order Enquiry==
===Order Header===
*Enter Purchase Order number
*If status is “60”, matching is permitted
*If status is not “60”, click '''enter''' to drill into line details
[[File:EDI4.png|400px]]

===Order Lines===
*If there are lines with status “60”, compare to invoice and check to ensure all items have been received.
*If all items are received, matching is permitted.
[[File:EDI5.png|400px]]

==Incident Handling Tasks==
*Click '''F12''' until you get to the Splash Screen
*Click '''Incident handling''' to determine if there are any receiving discrepancies (short shipments/over shipments/wrong items shipped)
[[File:EDI6.png|400px]]
*Click '''Work with incidents'''

===HotLine Maintenance - Incident List===
*Enter Customer #
*Enter Customer PO
*Click '''enter'''
*Stamp inventory invoice with supplier #/hotline # stamp
*Write supplier #
*Write Hotline incident #
[[File:EDI7.png|400px]]
[[File:EDI8.png|400px]]

===Work with Manual Adjustments with G/L Postings===
*Open another ASW session and select '''Enter Financial Transactions'''

===Financial system transaction entry===
*Enter voucher type '''30'''
*Enter batch amount
*Click '''enter'''
[[File:EDI9.png|400px]]

==A/P invoice/credit note entry==
*Click '''F12''' to move back to previous panel
[[File:EDI10.png|400px]]

===System currency===
*Click '''Rotate''' (left side blue panel)
*Click '''Add'''

===Entry step one===
*Enter Document type '''EIN'''
*Enter Document number
*Click '''enter'''

===Entry step two===
*Document type changes to '''INV'''
*'''Change document number to PO#'''
*Change Invoice matching '''Y'''
*Enter Payment mode (if desired)
*Click '''enter'''

==Default accounts entry==
*If you wish to change discount terms or view address and terms of payment description, Click '''F12''' to move back to previous panel.
*Click '''F8''' and change discount due date, discount %, or discount base (if applicable).
*For net discount invoices (discounts calculated before taxes) enter the correct discount base as a positive.
*'''Note F8 will also give you details on address and payment terms description.'''
*'''If no changes are required:'''
:-Enter GST
:-Enter Freight (optional)
:-Enter Volume Rebate (optional)
:-Enter Discount from Supplier (optional)
:-Enter Ecotax (optional)
:-Click '''enter''' to confirm
[[File:EDI11.png|400px]]
[[File:EDI12.png|400px]]

==A/P Invoice Matching==
===Select goods reception transactions===
*Supplier and purchase order number are automatically filled in
*Click '''enter''' to confirm
[[File:EDI13.png|400px]]

*Received goods for this PO are displayed.
*Mark each line and click '''Select'''
*Investigate variance and determine if variance is a supplier error or incorrect pricing on the PO:
:-If the pricing or quantity variance is because of incorrect pricing or quantity variance on the PO, mark item, click '''maintain''', change price or quantity of item and click '''enter'''
:-Send Hotline to Buyer notifying Buyer of price change – problem '''PRICHG''' and resolution '''VPRICE'''
:-If the pricing or quantity variance is because of supplier error, mark items and click '''select'''
:-Note – discrepancy between PO and inventory invoices will continue to exist if manual pricing or quantity has not been changed or because of rounding
*Click '''update'''
[[File:EDI14.png|400px]]

==G/L Postings Entry for A/P Documents==
*If the pricing or quantity variance is because of supplier error or rounding, the G/L posting table will appear.
*Post the discrepancy to general ledger #210625 for debit note discrepancy and #420525 (1120) for rounding.
*The amount posted to g/l# 210625 should match your debit note amount.
*'''If the supplier has invoiced an item not received or backordered, the buyer should zero out item and create a reference PO for the item or backordered item. A debit note should be created for the invoicing error.'''
*Click '''enter'''
[[File:EDI15.png|400px]]

==A/P Invoice/Credit Note Entry==
*Entry screen is redisplayed
*Continue to next invoice or click '''F12''' when finished

===Transaction currency===
*List of invoices in the batch is displayed
*Click '''F3''' when completed
[[File:EDI16.png|400px]]

==Financial System Transaction Entry==
*Click '''F3'''

*Mark '''close batch'''
*Enter '''N''' beside Print VAT journal
*Change printer queue (optional)
*Click '''enter'''
[[File:EDI17.png|400px]]

*A list of vouchers in this batch is displayed
*Click '''enter'''

[[Category:Workflows-Finance]]
[[Category:Accounts Payable]]

Accounting Finance:EDI Inventory Invoices and Purchase Orders - Revision history

Mikeg: Created page with "==EDI Ownership== *EDI Business Process Owner = John *ASW Names File Administrator = Nancy *EDI Technical Owner = Pat ==Typical EDI/EFT Transaction Cycle== *Here is a typical..."

Mikeg: Created page with "==EDI Ownership== EDI Business Process Owner = John ASW Names File Administrator = Nancy EDI Technical Owner = Pat ==Typical EDI/EFT Transaction Cycle== Here is a typical..."