Accounts Payable Imaging is a core module within the FLEX system designed to streamline the management of vendor and invoice information, facilitate document attachment, and manage credit union bill payments.

Important Notes:

• Accounts Payable Imaging replaces the older “Accounts Payable” module.
• There is no additional module cost for credit unions that have already purchased Accounts Payable.
• Scanning and storing invoice images requires the purchase of the Document Manager Imaging module.
• Release 8.04 will discontinue the use of the old Accounts Payable module.

1. Teller Configuration for Accounts Payable Imaging

Access to Accounts Payable Imaging functionalities is managed through Teller Configuration. This allows for granular control over which tellers can perform specific actions related to invoices.

1.1 Accessing Teller Configuration

1. From the FLEX Main Menu, navigate to the System Administration section.
2. Select Teller Configuration.

1.2 Setting Accounts Payable Imaging Privileges

1. Within the Edit Teller screen, select the Privileges tab.
2. Under the Authority section, locate the following settings:
   • Allow to Scan Invoices:
     • Determines if the teller can scan or import invoice images and attach them to invoice records.
     • Options: Yes/No.
   • Allow to Approve Invoices:
     • Determines if the teller can approve invoices.
     • Options: Yes/No.
     • Max: If “Yes” is selected, a dollar amount can be entered to set a maximum approval limit for the teller.
   • Allow to Post Invoices:
     • Determines if the teller can post invoices.
     • Options: Yes/No.

2. Navigating to Accounts Payable Imaging

The Accounts Payable Imaging module is located within the GL/Accounting section of the FLEX Main Menu.

2.1 Navigation Path

• GL/Accounting
  • Accounts Payable
    • Reports
    • Accounts Payable
    • Accounts Payable Configuration
    • Accounts Payable Imaging
    • Purge History File

3. Vendor Management

Vendors are set up and maintained on the Vendors Tab within Accounts Payable Imaging.

3.1 Vendors Tab Overview

• Tabs: Unassigned, Pending Approval, Approved, All Vendors, Vendors.
• Filter Options:
  • Vendor Key: Filter by a unique identification code for the vendor (up to 9 alpha or numeric characters).
  • Vendor Name: Filter by the vendor’s name.
  • Filter by Active: Filter by active or inactive vendors.
  • Filter by Escrow: Filter by escrow status.
  • Match Any Checkbox:
    • Checked: Previews results if any of the selected filter options are met.
    • Unchecked: All filter options must be met for results to display.
• Actions: Add, Copy, Edit, Delete, Audit, History, Post, Post All.

3.2 Adding/Editing/Copying a Vendor

Vendor details are managed on the Edit Vendor screen, which includes Vendor Information and Tax Information tabs.

3.2.1 Vendor Information Tab

• Vendor Key: Enter a unique identification code (up to 9 alpha or numeric characters) for a new vendor.
• Active Box: Indicates if the vendor is active and if invoices can be added for them.
• Contact Information:
  • Name, Address, Contact Name, Phone Numbers, Email Address.
  • Print Contact Name on Check: Checkbox to include the contact name on checks.
• Other Information:
  • Branch ID: Optional field to assign the vendor to a specific branch.
  • Term: Payment terms between the credit union and the vendor (e.g., Net 30 days).
  • Bank #: Used by credit unions utilizing multiple banks for accounts payable checks.
  • Fed ID: Used if 1099-MISC is generated for the vendor.
  • Credit for C/U: Amount owed to the credit union by the vendor; deducted from the next payment.
  • Account at Vendor: Credit union’s account number with the vendor.
  • Print Acct Number on Check: Checkbox to print the account number on checks.
  • Escrow Vendor: Indicates if the vendor is used for escrow payments (as set up in Escrow Payments Maintenance).
• Invoices (Summary):
  • Paid Month To Date, Paid Quarter To Date, Paid Year To Date: FLEX automatically tracks and updates these amounts.
• Withholdings:
  • Current Year/Last Year: Key in any applicable withholding amounts. The system moves the current year to last year during the End of Year process.
• 1099 Miscellaneous:
  • 1099-MISC: Determines if a 1099-MISC should be generated for the vendor.
    • Yes: Generate for amounts paid over $600.00.
    • No: Do not generate.
    • Force: Generate regardless of the amount paid.
    • Attorney: Generate and populate the correct 1099-MISC box for attorneys.
• Payment Details: Select the payment method for the vendor.
  • Check: A general ledger check will be issued.
    • Vendor’s name and address information populate automatically.
  • Member: Funds will be credited to a member account.
    • Member account and suffix fields populate. A description can be entered.
  • GL Account: Funds will be credited to a general ledger account.
    • General ledger account field displays. A description can be entered.
• GL Payable Account (Optional):
  • Used by credit unions that post expenses prior to issuing a check (e.g., expense in one period, pay in another).
  • Two transactions will post:
    1. Expense general ledger debited, payable general ledger credited on GL Transfer Date.
    2. Check issued from payable general ledger on Check Issue Date.

3.2.2 Tax Information Tab

• This tab is only used if a 1099-MISC is generated for the vendor.
• Enter applicable Payee Information.

4. Invoice Management

Invoices move through four tabs during the review and approval process: Unassigned, Pending Approval, Approved, and All Vendors. Tellers can add, review, approve, and/or post invoices based on their configured privileges.

4.1 Adding/Editing/Scanning Invoices

Invoices are managed through the Add Invoice screen.

4.1.1 Indexing Information

• Vendor: Select the vendor for the invoice. Vendor information will auto-populate based on vendor setup.
• Invoice Date: Enter the invoice date.
• Invoice Number: Enter the invoice number.
• Assigned To: Indicate the teller to whom the invoice is assigned. This field automatically updates with the teller ID that approves the invoice.
• Approval Date: This field automatically updates when the invoice is approved.

4.1.2 Payment Details

• Check/Member/GL Account: Indicates the payment method for the invoice. Defaults to the vendor’s setup but can be overridden per invoice.
• Name/Address: Auto-populates based on vendor setup.

4.1.3 Invoice Information

• Description: Optional field for additional invoice description.
• Frequency: Select the frequency code for invoice payments (if applicable).
• Payment Date: Date the invoice should be paid. A check will generate if the effective posting date is on or after this date. Also applicable for member/GL account credits.
• Due Date: Invoice due date.
• Bank: Used to pay the invoice from a different bank number (if applicable).
• Branch: Auto-populates based on vendor setup; optional field to assign the invoice to a branch.
• G/L Transfer Date: Displays if the vendor is set up to use a G/L Payable Account. Enter the date for the journal entry between the G/L Account and G/L Payable Account. The entry will post if the effective posting date is on or after this date.

4.1.4 Invoice Amounts

• Amount Type: Select the type of payment for the invoice.
• Invoice Amount: Enter the total invoice amount.
• Previously Paid: If a partial amount was previously paid in FLEX, the system tracks and updates this. The amount is deducted from the Invoice Amount.
• Pay Later: If a partial amount is to be paid later, enter that amount. It will be deducted from the Invoice Amount.
• Due Now: Automatically calculated as Invoice Amount – Previously Paid – Pay Later.

4.1.5 1099-MISC (Invoice Specific)

• 1099-MISC: Select whether a 1099-MISC should be generated for this specific invoice. Defaults to vendor setup but can be overridden.

4.1.6 Notes

• Add any notes applicable to the invoice.

4.2 Scanning/Importing Invoices

Invoice images can be attached by scanning directly or importing a file.

4.2.1 To Scan an Invoice

1. Load the invoice into the scanner.
2. Click Scan.
3. Once scanned, preview and save the invoice.

4.2.2 To Import an Invoice

1. Save the invoice as a .pdf file.
2. Click Import File.
3. Select the file location.
4. Select the file.
5. Once imported, the invoice will display in the bottom portion of the screen under the Invoice Tab.

4.3 Invoice Allocation

The Allocation Tab allows for distributing invoice amounts to various General Ledger (GL) accounts or member accounts.

4.3.1 GL Account Allocation

• Allocation Type: Select “GL Account”.
• GL Account: Select or key in the desired GL Account number.
• Description: Key in a description for the GL transaction.
• Amount: Key in the amount that will post to the selected GL Account.
• Reference Number: A reference number that displays in the general ledger history.

4.3.2 Member Account Allocation

• Allocation Type: Select “Member Account”.
• Member Account: Enter the member account number where the invoice will post.
• Suffix: Enter the member account suffix.
• Amount: Auto-populates with the invoice amount.
• Allow Negative: Checkbox if the invoice amount should take the account negative.
• Allow Partial: Checkbox to take a partial amount if the full invoice amount is not available.
• Description: Enter a description that will show in the member account history.
• Escrow Code: Displays only if the selected suffix is an escrow type.

4.3.3 Show Invoice / Allocation

• Checking this box combines the invoice and allocation screens, displaying all information on one screen.

4.4 Approving an Invoice

Invoices awaiting approval are found on the Pending Approval Tab.

1. Click the Pending Approval Tab to view all pending invoices.
2. To approve an individual invoice:
   • Double-click on the invoice, OR
   • Select the invoice and click Edit.
3. To approve all pending invoices:
   • Click Edit All.
4. Once the invoice is selected/edited, click Approve. This action:
   • Changes the “Assigned To” field to “Approved By”.
   • Populates the “Approval Date” field.

4.5 Posting an Approved Invoice

Approved invoices can be posted individually by vendor or as a batch for a specific date.

4.5.1 Posting Options

• Post All: Posts ALL selected invoices when the effective date is equal to or greater than the invoice posting or G/L transfer date(s).
• Post: Posts only the selected invoice.

4.5.2 Filter and Report Options

• Worksheet: Generates a worksheet for a specific invoice, vendor, or all invoices.
• My Teller: Filters for invoices assigned to the current teller.
• My Branch: Filters for invoices assigned to the branch where the teller’s workstation is located.
• Filter: Opens additional filter options for selected fields.

5. Invoice History

The History button on the Vendors Tab displays the invoice history for a selected vendor.

5.1 Invoice History Screen

• Displays all invoices for the selected vendor.
• Edit: Allows the teller to view details of an item in Invoice History.
• Active: Reactivates a selected voided invoice, allowing it to be reused without re-entry.
• CD Column (Action Codes):
  • P: Posted
  • C1: Changed
  • D: Deleted
  • A: Added
  • V: Voided
  • PV: Paid/Voided