5.4 Display Totals
To calculate and display totals on the Outstanding Invoices screen, click
the Display Totals button at the bottom. Totals will be
calculated and displayed based on your search criteria at the top (i.e. you can
search by a vendor at the top, then display totals owed to that vendor).
6 WIP Misc POs Tab
Miscellaneous purchase orders for vendor invoices not related to parts purchase orders or sublet repairs (i.e. toll road fees, office supplies, tools, etc.) can be created and managed from the WIP
Misc POs tab.
The WIP MIsc POs tab lists any submitted or open work in progress
miscellaneous purchase orders. After being invoiced, the Misc POs no
longer appear in the list. Users can search for specific POs based on
location, vendor, type, and order #.
The command buttons on the right-hand side vary depending on the PO
status. For Open POs that are still being edited and have not been
submitted, Void and Submit / Print command
buttons are available.
Submitted POs display command buttons to Reprint PO , Close
PO (closes out the PO without invoicing it), Enter Invoice ,
and Copy PO (create a new PO as an exact copy of the selected
6.1 Add a New Misc PO
- Click Add New Misc PO to create a new miscellaneous
- Next to Vendor, click on the Select link
to select a vendor.
- Search for and select the appropriate vendor. Alternatively, click New
Vendor to add a vendor on the fly.
- The PO Date will default to the current date, and can be changed
by clicking on the calendar icon. Select a type from the drop-down list,
then click Add Line Item. The reference, description, and notes are all optional fields.
- A Misc Line Item window will pop-up. Select an account number,
division, then enter the description, quantity, unit cost, and UOM (unit of
measure). Notes are optional. Click Save / Exit to save the line item and return to the
Vendor Misc Purchase Order screen.
- When done adding line items, click Submit / Print PO at the
bottom of the screen.
- The PO will print in a PDF format in a new browser tab, similar to the
example PO below:
6.1.1 Invoice the PO
- When a submitted Misc PO is ready to be invoiced, highlight it and then
click Enter Invoice on the right-hand side.
- A window will pop-up to enter the invoice details. The invoice number,
invoice date, and due date are required fields. A discount and discount
due date can be entered if the vendor has discounted the original PO amount. Click Save / Exit to invoice the PO.
7 Payment Run Tab
Bulk payments and bulk printing of checks can be managed from the Payment
Previous payment runs are listed on this screen by the payment run
number. Clicking on any payment run number will pop-up a new screen that
displays the invoices paid in the run.
Checks or direct deposits created by the payment run are displayed in the
bottom pane when a payment run is highlighted.
7.1 Add New Payment Run
To create a new payment run, complete the following steps:
- To create a new payment run, click Add New Payment Run.
- Select the appropriate payment account (i.e. the bank account your payment
checks or direct deposits are drawn from) and enter the up to due date.
Select today's day if you only want to pay what is currently due. You can
set the date in the future if you want to pay invoices early, such as any
invoices due up to the end of the month. Click Generate.
- A Payment Run window will pop-up. Optionally, you can set a location
on this screen, if you have multiple locations and only want to generate outstanding
invoices for one location. Click Generate List of Outstanding Invoices.
- Select an "Up to Due Date" to generate the list of invoices to be paid.
The maximum payment amount and vendor fields are optional. Click Generate
- A list of invoices that need to be paid will be listed. You can adjust
the payment amounts to make partial payments, you use the select check boxes to
skip paying a specific invoice. Click Finalize at the bottom
of the screen after the applicable invoices are selected and amounts are entered.
- Payments are finalized and checks / direct deposit files are generated by
clicking on the Generate button.
- Enter the start check number. We recommend looking at the blank check
paper in your printer to ensure that it matches the Start at Cheque# value, then enter the date for the checks being printed and click Generate Cheques and Direct Deposits.
- The list of checks, and direct deposit files for any customers set to be
paid by direct deposit, will be displayed in the bottom pane. To start
printing your checks, click the Print button. If you
have customers set to use direct deposit, you can click Export Direct
Deposit File to download a file for upload to your bank (note, this
function has been tested with BMO bank only).
- Sample check printout file:
8 Payment Credits Tab
The Payment Credits tab lists any over-payments you have made to
vendors. To use a payment credit, click any of the Use buttons in the Use Credit column.
The payment screen will pop-up for you to add outstanding invoices to be
paid using your credit. Refer to the Pay Outstanding Invoices section for
more details on using the payment screen. Click Save / Exit to save your payment and close the screen.
9 AP History Tab
Your payment history can be researched from the AP History tab.
The Invoices tab is displayed first. Invoices can be searched for
based on location, vendor, invoice number, type, currency, and from and to date
ranges. Checking Outstanding Only will toggle whether to
only display invoices that have not been fully paid. Hit Refresh to refresh the list of invoices based on your search criteria.
Highlighting an invoice line will display any payments in the bottom
pane. Clicking on an invoice number will drill-down and pop-up the
invoice details as read-only.
9.1 Payments Subtab
From the Payments subtab, payments can be searched for based on location,
vendor, payment number, check number, currency, and from and to date ranges.
Hit Refresh to refresh the list of payments based on your
Clicking on a payment number will open the payment screen.
9.1.1 Reverse Payments
After clicking on a payment number, the Payment screen will
pop-up. To reverse the payment, click on the Reverse button.
Enter the date and notes for the reverse payment, then click OK .
All invoices linked to this will reappear on the Outstanding Invoices tab so
they can be repaid with a new payment transaction.
9.2 Misc POs Subtab
Miscellaneous purchase orders can be searched for from the Misc POs tab. Users can search based on location, vendor, PO#, status, currency,
within the from and to date range, Hit Refresh to
refresh the list of purchase orders based on your search criteria.
Clicking on any order number will drill-down and pop-up the individual PO
10 Create Payment
Payments to vendors can be added to EMDECS on the fly, without creating a vendor invoice ahead of time, using the following steps:
- Click on Create
Payment from the Things To Do list on the left-hand side.
- A Payment window will pop-up. A location and vendor need to be manually specified, by clicking on each of
the Select links. If you do not have multiple locations,
the location will be filled in automatically.
- Search for and select the appropriate vendor. Alternatively, click New
Vendor to add a new vendor on the fly.
Ensure the correct account is selected, then enter the amount of your
payment and click Add Outstanding Invoices to select invoices
to be paid. Refer to section 5.2 Pay Outstanding Invoices if you need further help using the Payment screen.
Click Save / Exit to save the payment details.