Accounts Payable

EnterpriseIQ
Accounts Payable
Version: 15.3
Copyright © 1989-2017. IQMS All rights reserved.

Contents
Accounts Payable 2
Vendor Maintenance ..................................................................................................................................... 4
Remittance Tab in Vendor Maintenance ......................................................................................... 13
Vendor Contacts .............................................................................................................................. 17
Vendor User Fields and User Defined Form ................................................................................... 24
Vendor Documents .......................................................................................................................... 26
Main Menu Functions in Vendor Maintenance ............................................................................... 28
Vendor Account Status ............................................................................................................................... 34
Vendor Ledger Inquiry .................................................................................................................... 36
AP Invoices ................................................................................................................................................. 37
Creating an AP Invoice (Voucher) .................................................................................................. 37
AP Invoice Line Item Section.......................................................................................................... 45
AP Invoice Detail Section Speed Buttons ....................................................................................... 56
Workflow Approval for AP Invoices .............................................................................................. 58
Freight Cost Allocation from AP Invoices ...................................................................................... 87
Auto Invoice from Receipts ............................................................................................................. 89
Inventory Cost Adjustment (ICA) ................................................................................................... 90
Edit Accounts Payable Invoices ...................................................................................................... 99
Quick AP Invoice .......................................................................................................................... 100
Posting Accounts Payable Invoices ............................................................................................... 101
View Posted AP Invoices .............................................................................................................. 104
Voiding AP Invoices ..................................................................................................................... 106
Viewing Voided AP Invoices ........................................................................................................ 108
Main Menu Functions in AP Invoices ........................................................................................... 109
Use Tax.......................................................................................................................................... 114
Accrued Freight for Customer Shipments ................................................................................................ 115
Cash Disbursement (Pay Invoices) ........................................................................................................... 122
Creating a Cash Disbursement....................................................................................................... 122
Entering Quick Checks .................................................................................................................. 126
Select From Vendors with Invoices ............................................................................................... 128
Select all Vendors .......................................................................................................................... 132
Select from Invoice ........................................................................................................................ 133
Cash Disbursement Bottom Section Field Listing ......................................................................... 136
CD Review List ............................................................................................................................. 137
Printing AP Checks and Posting Batch ......................................................................................... 137
Option for Paying Vendors with a Credit Card ............................................................................. 141
Electronic Funding Transfer (EFT) ............................................................................................... 142
View Posted AP Checks ................................................................................................................ 146
Voiding AP Checks ....................................................................................................................... 147
Main Menu Functions in Cash Disbursements .............................................................................. 148
1099 Form................................................................................................................................................. 149
Index 153
Accounts Payable Page i

CHAPTER 1
Accounts Payable
Introduction to Accounts Payable
Accounts Payable is the counter part to Accounts Receivable. The Accounts Payable module
maintains vendor invoices, prints checks and provides invoice and check history. Multiple reports
assist you in maintaining a cash flow analysis for your business.
Overview
The Accounts Payable section consists of several key functions to help you manage your
payment responsibilities. These functions include vendor maintenance, vendor status, AP
invoices and cash distribution.
Use the Accounts Payable Module to create an open invoice for a vendor which you intend to
pay at a later point in time. Use the Cash Disbursements Module to apply a payment to a
Vendor’s Open Invoice or to record payments directly against a General Ledger Account.
In Vendor Maintenance, vendors may be established with recurring expenses, such as for rent,
banks, utilities, etc. Upon establishing each vendor, you will have the option of inserting the
“default” General Ledger account code to which all or the majority of disbursements to the
vendor would be expensed. The system can maintain multiple remit to addresses as well as
contacts.
Within Vendor Status, you may view the current open payables along with payable account
history which details how each invoice was paid.
EnterpriseIQ supports the option of printing multiple checks during the same run. The system will
accommodate both dot matrix and laser check styles and offers various options as to how much
information to disclose on the check stub.
General Features
The AP module includes the following features:
 Provides current balances for all A/P accounts.
 Provides instant inquiry of vendor information including invoices, debit memos, credit memos
and application of open credits while processing.
 Allows quick location of vendors and general ledger accounts with a search feature.
 Automatically posts to General Ledger.
 Tracks voided and paid invoices - You can view ALL voided invoices at one time, view
invoices by a particular customer, or invoices by a particular period.
 Flexible payment scheduling including discount due dates.
 Allows user to hold and release invoices for payment.
Accounts Payable Page 2 of 157

 Allows partial payments to be spread over any time period.
 Reconciles and lists outstanding checks.
 Multiple Cash Analysis Reports - Cash Requirements Reporting, Aged Cash Requirements
(past due invoices), Outstanding Invoices report and Vendor Invoice and Check History
reports.
In This Chapter
Vendor Maintenance ................................................ 4
Vendor Account Status ............................................. 34
AP Invoices .............................................................. 37
Accrued Freight for Customer Shipments ................. 115
Cash Disbursement (Pay Invoices)........................... 122
1099 Form ................................................................ 149

Vendor Maintenance
This section allows the maintenance of your vendor base. Entering vendor data is
discussed in the following section.
The Vendor Information tab maintains the vendor’s name, address, phone, contact and accounting
information. Below is a field listing for the vendor maintenance screen:
Vendor Information
Vendor # Create a new Vendor number using up to 10 characters. Be careful not to use an
existing code. A prompt will appear if the code exists. Vendor numbers function in the
same way as the customer numbers. These are unique alphanumeric id’s used to
designate a specific vendor. This id may be changed once added.
If the System-Generated Vendor # option is set to Yes for the system or the specific
EPlant (System Parameters->Sequential Numbering or Enterprise->Miscellaneous tab)
the Vendor # field will automatically populate with the next sequential number.
(See Sequential Numbering for more information on System Generated numbering).

EPlant If the Automatically Designate Customer EPlant option is checked in System
parameters->Purchase Order and Sales Order Setup tab, when adding a new vendor
this field will populate with the EPlant ID the user is logged into. If the system
parameter option is not checked this field will be null (the vendor will not be associated
to a specific EPlant). The user can manually assign or unassign the EPlant by selecting
the Assign EPlant button next to this field.
Throughout the system vendor pick lists are soft filtered. When a user is logged into a
specific EPlant, when accessing a vendor pick list they will only see the vendors
associated to the EPlant they are logged into plus any vendors that are not associated
with any EPlant. When logged in as View All, the user will see all vendors in pick lists
throughout the software.
Company Name Vendor company name. Can enter up to 30 characters.
Address 1/2/3 Up to three lines can be used for the address. 30 characters each.
City 30 characters.
The Zip Code can be entered first and the City and State will fill in automatically once
the ‘Lookup Zip Code’ button is selected.
State Enter two digit State code. State can also be selected by clicking on the arrow down
button next to this field.
Note: The state drop down list will only appear if a country where states apply has been
selected first, such as the United States and Canada.
Post/Zip 10 characters.
If the Zip Code Lookup list has been created the user can enter the zip code first and
then the City and State will automatically fill in. Or right click on the field and click on
‘Select Zip Code’ to bring up the pick list of zip codes
(See Zip Code Lookup Lookup for more information on the list).
Country Select the Country name from the drop down list. The countries will be in alphabetical
order.
Attention Primary contact or credit manager here.
Prime Contact Use this field to enter the primary contact person.
Use USA mask This check box is used for phone and fax numbers. If the box is checked, it maintains a
mask for standard US style phone numbers (7 or 10 digits). If the box is left unchecked,
the US mask is removed and foreign phone and fax numbers can be entered.
Phone Use up to 25 digits for a phone number.

Fax Enter a fax number, using up to 25 digits.
Fax 2 Enter an additional fax number, using up to 25 digits.
Email Informational purposes only
URL The URL (Universal Resource Locator) for the vendor.

OEM Check this box if this vendor is an Original Equipment Manufacturer. Once this is
checked the ability to link vendor distributors is available. Select the button next to this
field to open the Vendor Distributor list. Select the insert record button to access the
vendor list. Multi-select the vendors to add to the distributor list using the toggle buttons
or the shift and ctrl keyboard buttons.
Select the button next to this field to display a list of OEM vendors associated to the
vendor.
This check box is also visible in Inventory->AKA Buying and will be checked for OEM
vendors.
A list of OEM vendors and their distributors can be accessed in Vendor RFQ's. Then an
OEM vendor can be selected which will add their distributors to the list of vendors to
send the RFQ to.
If the System Parameters->Inventory tab->Show OEM Item Numbers is checked when
creating a requisition for a distributor the AKA list will display the OEM items set up in
AKA Buying. The PO Receipt will include a field for the OEM Vendor.
Accounting Tab
Credit Limit Enter the current credit limit available for this vendor.
Tax ID Number Enter a tax or social security number for this vendor. This field is mandatory if you intend
to issue a 1099 to this vendor at year end. It must contain an actual Tax ID number.
VAT Registration Users can manually enter the vendor's VAT registration number. This is informational
# only.
Note: In future versions, if using the Avalara Tax Services, it will be sent to Avalara to
calculate VAT taxes. Otherwise, it is for informational purposes only.
Taxable If checked, a Purchase Order issued for this Vendor will automatically have the Tax
Code applied to the P.O. and carried through to the A/P invoice. If not checked, the Tax
Code will be left blank on the P.O.
Include in 1099 Check this field if this Vendor should receive a 1099 form.
1099 Name 1099 Name

1099 Category Select the 1099 category from the drop down list. This will designate the correct box
the information should be populated in. The options are:
Box 1 - Rents
Box 2 - Royalties
Box 3 - Other Income
Box 6 - Medical and Health Care Payments
Box 7 - Non Employee Compensation (default)
Box 13 - Golden Parachute
Box 14 - Attorneys
This can be overridden at the AP Invoice level if a particular invoice is for a different
code than the vendor’s default.
Blank codes will default to Box 7 for vendors that receive a 1099.
GL Account Select the default GL expense account for this vendor from the drop down list or the
pick list (accessed from the search button next to this field). This account will carry over
to the Purchase Order for all items including miscellaneous items. Note: If Standard
Costing or Actual Costing is used, this account will be ignored for non-miscellaneous
items. The system will use the accounts specified in System Setup - Cost Elements for
the item being purchased.
Currency Select the default currency for this vendor if you have enabled the Multi-Currency
option.
Notes for EPlant users:
The currency displayed will be the one associated with the vendor regardless of the
EPlant the user is logged into.
If the Currency field is left empty (null) then the vendor will take on the currency of the
EPlant the user is logged into. For example, if logged into a US$ EPlant and you create
an AP Invoice for a vendor who has no associated currency then the AP invoice will
show US$ as the currency.
Terms Access the list of Terms from the drop down list. The user can create/edit their own
terms. To create or edit a pre-defined code, select Terms from the Options menu. (See
Terms Table for details).
Bank Account The vendor’s bank account.
Note: For EFT purposes the bank account should be entered on the Remittance tab.
Tax Code A tax code may be associated with a Vendor. Select the Tax Code from the drop down
list. If this field is filled in, the purchase order will use this sales tax. If this field is empty,
the sales tax will come from the Tax Code associated with the Ship To location in
System Parameters.
GL Template A GL template can be associated to a Vendor. When an AP Invoice is created for the
vendor the amount will be split based on the GL accounts associated to the template.
Templates are created by going to Options menu in Vendor Maintenance and selecting
Account Split Templates.

Rating Tab
Quality User defined. Allows the user to track a Quality Assurance code or value. Use up to 10
Assurance alphanumeric characters.
Rating
Vendor Rating User defined. This field allows the user to track a Vendor Rating code or value. Use up to
10 characters.
Status Select the current status for this vendor by clicking on the arrow down near this field.
Each field status is discussed briefly below.
 Approved - Vendor has no limits, can do anything.
 Not Approved - Upon entry of a new PO, the user will receive an Authorization Required
message concerning the status of this vendor. Depending on their security, the user
will be able to select Ignore to continue or only the OK button which will not allow the
PO to be created for that vendor.
 Payment Hold - If the user is trying to assign the vendor to cash disbursements within
AP, a warning message will appear concerning the vendor’s current status.
 Receive Hold - If the user is trying to receive items, a warning message will appear
concerning the vendor’s current status.
 Not Active - This warning appears in POs, Payments, and Receiving. The user will
receive a Authorization Required message, requiring security clearance to proceed,
when entering a new PO/Requisition.
When changing the Status to either “Not Active” or “Not Approved” a warning box will
appear if there are outstanding POs. Security can be placed on the Yes button to
prevent a user from continuing with the change. There is also a 'Do not show next time'
box if a user does not want to see this message.
User Fields There are two 60 character maximum, alpha-numeric user fields with user-defined label
and drop-down list capability to enter additional data regarding the Vendor rating.
(These fields in DD are VENDOR.CUSER4 AND CUSER5).
Inactive A vendor may be marked inactive. The vendor pick list can be filtered based on this
status. From the Options menu select View All, View Active, or View Inactive. This will
also filter the vendor records that will be visible when using the scroll buttons.
Subject to If this option is checked the vendor will appear in the vendor performance analysis
Rating report (this is a report in the Vendor Maintenance reports menu). This option defaults to
un-checked.
Freight Tab
Freight Select the freight service from the drop down list normally used for this Vendor.
FOB Select the FOB terms used with this Vendor.
Miscellaneous Tab
Statement Date This field is used in conjunction with Terms to determine the due date on an AP
Invoice. (See the section on Terms for more information).

Customer If this Vendor is also a Client, enter the Customer number. This is used for Customer
Supplied raw materials invoicing and receiving.
A/P GL Account This is used to override the default A/P account found in system parameters. Only
populate this field if you do not want to use system default. If filled in this is the A/P
account number that will be used for this vendor.
Evaluate Short With this option checked, when under-receiving a release a pop up form will appear
Shipments asking if the release quantity on the PO should be changed to the short ship amount
received.
PO Type A specific PO Type can be associated to a vendor by clicking the ellipsis button and
selecting one from the pick list. When a new PO Requisition is added, after the user
selects the Vendor, the system will assign the Vendor's designated PO Type. This will
override the user's default PO Type. This can be edited by selecting a different PO
Type manually. (Note: This is not dependent on workflow type).
PO Note If populated this note will pop up when a user is entering a new PO for this vendor.
AP Invoice Note Enter a note in this field that will pop up when creating an AP Invoice for this vendor.
This note will also populate the Vendor Invoice Note field on the header of an AP
Invoice during auto invoicing.
Assign UD Lot # Check this option if you want the system to automatically populate the Lot # field with
on Received the next sequential lot number when receiving items into a new location.
Items
Vendor Prefix When the Assign UD Lot # option is checked a value can be entered in this field to be a
prefix for the lot number. The prefix is added to the user defined lot # during receiving
in EIQ, and also in IQRF and WMS.
Use Vendor With this option checked when an auto AP invoice is created the system will
Portal Invoicing automatically check the 'Vendor Invoice Hold' check box on the AP invoice for the
vendor. This will prevent the invoice from being posted until the vendor has reviewed it.
The vendor can log into the Vendor Portal and review the invoices, enter a specific
invoice number, and un-check the vendor hold status. Then the invoice can be posted.
Transaction If a Transaction Code is associated to the Vendor, when receiving through the Pending
Code ASN Receipts Maintenance module, or the PO Receiving module, the Tran Code and
Tran Description fields will be populated in the Transaction Log with this code.
Note: If the Inventory > Misc > Parameters ‘Trans Code is Mandatory’ field is checked
and you are using Pending ASN Receipts it is REQUIRED to enter a transaction code
in the Vendor Maintenance record.
Click on the Search button to access the pick list of Inventory Transaction Codes, then
select the code from the list to be associated to the vendor. The Inventory Trans Codes
list can be accessed from the System Parameters->Lists menu where the list may be
created or edited. To clear a code, right click and select 'Clear Transaction Code'.
Default Ship To A default ship to address can be assigned to vendors. Select the ship to from the pick
list accessed by clicking on the ellipsis button in this field. This is a list of the Ship To
addresses in System Parameters (Ship To tab). If a Ship To is assigned on the
Miscellaneous tab, upon creation of a PO or Requisition, the specified Ship To is used.
If no selection is made on Miscellaneous tab, the default Ship To from System
Parameters will be used.

Receiving Days This field is used with the eServer Vendor EDI function and Material Exceptions.
 Material Exceptions - From the Receiving Days form (Scheduling->Requirements menu-
>Material Exceptions List->File menu) users can establish Receiving Days for the
system, for specific EPlants, or choose to select the 'Use Vendor Receiving Days'
check box so the system will use the default vendor's receiving days instead of the
global setting. The default vendor is determined by an AKA Buying record on the item
that has the Default box checked. When calculating Must Arrive By Date for the
selected source (default or specific EPlant), the system will look to see if the default
vendor associated to the inventory record has Receiving Days. If so, the system will
use the vendor receiving days instead of the default or EPlant Receiving Days. If the
Vendor does not have receiving days, the system will use the global Receiving Days
(default or EPlant). If this option is not checked, the system will only use the global
Receiving Days.
 eServer Vendor EDI - When a vendor is set up in eServer with a Vendor EDI action, the
system will force the promise dates on the releases of their Auto PO's to be based on
the days receiving is allowed. This is also used to populate the Vendor Receive date in
Material Exceptions (see Projected Exception List). During update schedule the
system will calculate the Vendor Receive date based on the days entered here. The
system will first use the receiving days based on an EPlant, if one is not found it will
use the receiving days associated to a no EPlant record (null EPlant ID).
Entering Receiving Days - To enter Receiving Days for a specific vendor select the button
in the Receiving Days field to bring up the form. Place a check in the box for the days
receiving is allowed. Save the entry and select OK.
To clear the receiving days record from the database for a vendor, right click in the
Receiving days section of the Miscellaneous tab and select 'Clear Receiving Days
Record'.

Forms/Reports
Forms/Reports Custom Vendor forms/reports can be added on the Vendor level as well as the Remit
To level.
These reports are associated with speed button printing for AP Check, AP Remittance
Advice, Purchase Orders, PO RFQ, and Requisitions.
The hierarchy the system uses is the Remit To level first (for AP Check, AP Remittance
Advice only), if no reports are found it will look at the Vendor level, if no reports are
found it will look at the reports set up in Sys Setup->System Parameters-
>Reports/Forms.
To associate a report with a specific speed button select the ellipsis button in the field
and select the report from the Open form. The browser defaults to the master IQWin32
Reports folder.
EDI
Serial numbers With this option checked, the serial number field must be populated on the Pending
required on ASN Receipts Maintenance in order to post the receipt. Serial numbers are then
inbound ASN carried over to the Master_Label table and available for use within EnterpriseIQ. Users
should assign a 2 digit prefix to each supplier to prevent duplicate serial.
If this option is not checked, when posting a receipt in the Pending ASN Receipts
screen, the system will allow posting receipts without serial numbers.
Archive Auto PO This option works in conjunction with POs configured as Auto POs in eServer. With
Release Activity this checked, when the eServer action runs, all releases linked to the Auto POs are
copied to the PO_Releases_EDI_Hist table before the PO releases are modified.
Archive_Date column is set to the sysdate at the time the row is inserted into the
PO_Releases_EDI_hist table. Users need to create a report to review the data as
desired.
EPlant Specific Settings

This tab will be visible if the System has EPlants and the Vendor is not assigned to a specific
EPlant. This allows users to establish default FOB, Freight, and PO Notes for each EPlant for
the specific vendor.
When entering a Requisition/PO, the hierarchy for the default FOB, Freight and PO Note is
these vendor EPlant specific settings based on the EPlant the user is logged into. If they are not
populated the system will use the FOB, Freight (Vendor Maintenance->Freight tab) and PO Note
(Vendor Maintenance->Miscellaneous tab) associated to the vendor.
EPlant Select an EPlant from the pick list accessed by clicking the ellipsis button in the field.
Freight Select the freight service to associated to the EPlant from the pick list accessed by
clicking the ellipsis button in the field.
FOB Select the FOB terms used with this Vendor for the EPlant.
PO Note Enter the PO Note in the field.

Right Click Options from Vendor Information tab:
CRM Groups - There are two options available from this right click feature: Add to Group and
Where Used.
 Add to Group - Select this option to add the vendor to a CRM Group. A pick list of groups will
appear. Highlight the group and press Select.
 Where Used - This option will open a form showing the CRM Groups the vendor is
associated to. Groups can be associated to the vendor from this form as well by selecting the
+ button and selecting a group from the list.
Trace - This allows users to trace changes made to the vendor, who made the change and when.
For more information see the IQ Trace Tables section.
Create EIQ Bookmark - This option allows the user to drag and drop the icon onto the desktop
or a folder in order to open the exact Vendor up again with one click. Select the EIQ Bookmark
button then drag it to the desktop or folder and drop it. The shortcut will be named
VENDOR_id#.eiq by default.

Remittance Tab in Vendor Maintenance
The Remittance screen works very much in the same manner as the Bill To screen in the
Customer Maintenance module. Use this section to set up where the payment should go. The
field listing below the screen shot will assist the user in filling in the remaining fields on this
screen.
Remit To Field Listing

Company Can use up to 25 characters for the company name.
Address 1/2/3 Enter up to three lines of address information. 30 characters maximum for each line.
City Use up to 28 characters.

The Zip Code can be entered first and the City and State will fill in automatically once
the ‘Lookup Zip Code’ button is selected.
Region/State Enter a two digit State code here. Select a State from the arrow drop down menu
located next to this field.

Post/Zip Use up to 10 characters.
If the Zip Code Lookup list has been created the user can enter the zip code first and
then the City and State will automatically fill in. Or right click on the field and click on
‘Select Zip Code’ to bring up the pick list of zip codes
(See Zip Code Lookup for more information on the list).
Country Select the country from the drop down list

Use USA mask This check box is used for phone and fax numbers. If the box is checked, it maintains a
mask for standard US style phone numbers (7 or 10 digits). If the box is left unchecked,
the US mask is removed and foreign phone and fax numbers can be entered.
Phone Enter the contact phone number here, using up to 12 digits.
Fax Enter a fax number, using up to 12 digits.
Primary Contact Enter the primary contact here.
Bank Account The bank account associated with the remit to address for the vendor. This is used for
EFT (electronic) payments or for informational purposes. If used for EFT payments the
value must be numeric.
Default The remit to address with the default box checked will be the default address used
when A/P invoices are created.
AP Check Form To associate a specific report to be printed with the AP Check speed button for the
Remit To address select the ellipsis button in the field and select the report from the
Open form. The browser defaults to the master IQWin32 Reports folder.
The hierarchy the system uses is the Remit To level first, if no reports are found it will
look at the Vendor level, if no reports are found it will look at the reports set up in Sys
Setup->System Parameters->Reports/Forms.
Note: If a vendor has a custom check report when printing checks a Confirm message
will display stating, 'Vendor xxxx, Check# has a custom report assigned on the vendor
record. Would you like to remove the vendor from the the batch print group so you can
print the check separately on the vendor's custom check report?' Select Yes to not add
it to the batch for printing, or No to continue adding it to be printed. This confirm
message includes a 'Do not show next time check box.
A/P Remittance To associate a specific report to be printed with the AP Remittance Advice speed
Advice button for the Remit To address select the ellipsis button in the field and select the
report from the Open form. The browser defaults to the master IQWin32 Reports folder.
The hierarchy the system uses is the Remit To level first, if no reports are found it will
look at the Vendor level, if no reports are found it will look at the reports set up in Sys
Setup->System Parameters->Reports/Forms
A/P Remittance This field is used in cash disbursements to determine the remittance type. With the
Type Direct Debit and EFT types the user can bypass the check printing function.
If a specific remittance type is always used for the vendor select that type from the drop
down list. The options are: Check, Credit Card, Direct Debit, or EFT. When creating a
cash disbursement the user can associate a remittance type to the CD. The middle
section of the CD will be filtered when using the 'Select from Vendor with Invoices' and
'Select from Invoices' options to only display vendors with the selected remittance type.
(Note: It does not filter vendors based on remittance type when selecting the 'Select all
Vendors' option).

EC Info This is the electric commerce information associated to the vendor/remit to address.
 Bank Id/Swift# - Used for EFT (Bank Routing Number) and international banking. The
SWIFT address is an 8 or 11 alphanumeric international standard uniquely identifying
the financial institution associated with the vendor.
 IBAN - International Bank Account Number.
 Clearing #
 EFT Payment Type - Select the EFT payment Type from the user defined drop down list.
This field is also in Cash Disbursements, and when selected the only remit to's
available for selection will be those with the same EFT Payment Type. This allows
users to have different EFT Templates.
 EFT Email Address - This is the email address the remittance will be sent to if using the
Auto EFORM Vendor IQAlert to automatically send remittances.
Notes Use this section to enter in notes about this vendor remittance. These notes are
informational only and do not appear anywhere else in the system.

Unlimited Remittance Addresses
The user may view additional remit to Addresses/Contacts by changing over to the Table View
mode. Here the user may add or make changes if needed by using the tab or arrow keys to
move through each field. To return to the Form View layout, simply click on the Form - Table Toggle
view format key. Use the Search speed button to search for a specific remit to address using the
pick list.
Validate Address
Select the Validate Address button to verify the remit to address. (This will be used in future
versions for use with the Avalara Tax Service). If the address is valid a confirm message will
appear stating,' Address Validated'. If the address is validated but there are suggested changes
a form will appear and users may make the suggested changes. If the address is incomplete a
form will appear highlighting in red the field(s) that need to be corrected. For more information
see the Address Validation section.
Trace
Trace capability is available on the Remit to tab for vendors. To access this feature right click
anywhere on the Remit To tab. Please see the IQTrace Tables section for additional information
on Trace.

Vendor Contacts
This portion of Vendor data allows the entry of an unlimited number of contacts/titles if needed,
along with various personal information such as pager numbers, e-mail, special salutations, etc.
Use the Field Listing below to help in filling in the remaining fields.
First Name Enter the first name of the contact person.
Last Name Enter the last name of the contact person.
Title Use this field to enter in a title (if known), such as President, Vice President, etc.
Salutation If the contact prefers to be called by Mr., Mrs., Ms. enter that data here.
Use USA mask This check box is used for phone and fax numbers. If the box is checked, it maintains
a mask for standard US style phone numbers (7 or 10 digits). If the box is left
unchecked, the US mask is removed and foreign phone and fax numbers can be
entered.
Telephone Use up to 12 digits for a phone number.
Extension Enter an extension for this contact if known. Use up to 5 digits.
Fax Enter this contact’s fax number here using up to 12 digits.

Pager Enter a pager number for this contact if known.
Cell Telephone Cell phone number

Email If this contact has an email address, enter that address in the pop up form that is
accessed by clicking the mail button next to the field.
Verification Date This field then can be updated when a contact is verified. Select the verification date
from the drop down calendar. This date will be visible in CRM Mail Merge and Mass
Mailing.
EPlant If the system has EPlants, and the vendor does not have an EPlant assigned on the
Vendor Information tab, this field will be visible. This will be used as a soft filter when
viewing contacts in Vendor records and in Purchase Orders/Requisitions. To assign
an EPlant to the contact select the ellipsis button in the field, select the One Plant
option, then choose an EPlant from the drop down list.
Address Each contact can have a specific address associated to them. Enter the this
information on the Address tab.
User Defined Nine alpha-numeric and nine numeric user fields are available on the User-Defined
tab. EnterpriseIQ supports user-defined fields to store other data. These fields are
informational only, and EnterpriseIQ does not directly use them. However, they are
available for use on reports. You can modify the label by right clicking on top of the
label and selecting Define Label Text. Enter a more meaningful label text, click OK
and the label is updated. Note that all contacts will use the same label once it is
changed. Users can define a list that can be used to populate the user text fields
rather than manual data entry. To edit the list for a user field, right click on the blue
arrow and select ‘Edit User Defined List’. A list form will appear to enter the Text
selections that will be available when selecting the blue drop down arrow in the field.
Default If a contact is marked as default, upon creation of a PO or Requisition, the system will
automatically populate the default contact as the vendor contact on the PO or
Requisition. If no default contact is designated, the users may select the appropriate
contact when creating the PO or Requisition.

Auto EForm PO If this option is checked, when a Requisition is approved the system will print the PO
as if ‘Send Auto Email Only. Do not Print Report’ is enabled and write a record to the
AUTO_EFORM table. Note: The Requisition/PO is considered approved when the
Status is not null or does not display ‘Not Approved’. If the PO is modified and goes
through approval again, the system will write a record to the AUTO_EFORM table
again. This option cannot be checked unless the contact has an email address.
Note: By default if the PO is created through the Purchase Order module (not
Requisitions) and the user has a high enough limit for the PO to be automatically
approved a record will not be created in the AUTO_EFORM table. The user must
toggle the PO to un-approved, then toggle it to approved to trigger the record to be
added to the table. However, within system parameters there is a “Do not auto-
approve Requisition or PO.” This option is to prevent an Auto Eform PO email being
sent to the vendor prematurely or not at all. If it is not checked, a PO will be approved
immediately if the user has a high enough limit, which may cause Auto EForm records
to be generated earlier than expected or not at all. This is due to a status change
from Not Approved to Approved is required to generate the Auto EForm record
creation, and is applicable to both Routing and Template workflow methods. When
this option is selected, in the PO module users are able to manually select the status
checkmark when ready to approve if their PO Limit is high enough for the PO amount.
From the Requisition module, approval still needs to be processed with workflow when
using the template method.
Note: When using the routing-based (non-template) workflow PO Approval method in
conjunction with 'Auto EForm PO' check box selected on the Vendor contact tab, in
order for the system to email the .pdf PO to the vendor contact through IQAlert, the
UNC Master Home path on the Apache server must be set up. On the Apache Server,
IQStatus Directories the UNC Master Home must be set to the directory that the
Master Home path points to so that IQAlert will find the pdf files. This shared directory
must also allow write permissions for the user that the OracleOHSService is logged in
as or the whole Apache pc itself.
Right Click Option:
CRM Groups - There are two options available from this right click feature: Add to Group and
Where Used.
 Add to Group - Select this option to add the vendor contact to a CRM Group. A pick list of
groups will appear. Highlight the group and press Select.
 Where Used - This option will open a form showing the CRM Groups the vendor contact is
associated to. Groups can be associated to the vendor contact from this form as well by
selecting the + button and selecting a group from the list.
WebDirect for Vendors

WebDirect Vendor information allows the user to log into the WebDirect system. Select the
default Ship To and Bill To name and address.
Create Web User ID
By clicking on the Create Web User ID button, the following screen will appear:
User Name Enter the name this Vendor will use to log on to WebDirect.
Password Enter a password for the Vendor. The first character must be an alpha character.
Confirm Re-confirm the password.

Password
Tablespaces: From the drop down list, select USER_DATA. Tablespaces are used by Oracle to
Default store data.
Tablespaces: From the drop down list, select TEMPORARY_DATA. Tablespaces are used by
Oracle to store data.
Default

Grant WebDirect This field will be checked by default. This will grant the user access to the
access WebDirect.
Existing users may be granted WebDirect access by selecting their username and
selecting the Grant WebDirect Access button.
Grant FRx Grant FRx access Check this field to grant the user access to FRx (financial
Access reporting). This can also be granted in Data Dictionary.
Grant This check box will give the user access to Spreadsheet Server, an application used
Spreadsheet to create financial reports in Excel format. This can also be granted in Data
Server Access Dictionary.
Force Password If this is checked it will force the user to change their password on their first access
Change to EnterpriseIQ. This does not apply to web based login users.
To add WebDirect to the individual contact, use the drop down arrow next to User ID and choose
the user from the list that you want to attach to the particular contact. Next choose the
appropriate Ship To and Bill To addresses to associate with this contact.
Revoke Access
Use this feature to remove the Vendor’s ability to log into WebDirect.

Once the user’s access to WebDirect is revoked, the user name will also be removed from the
Security Inspector.
Web Reports
Each user can have their own unique set of reports. Select Web Reports and right click to add
reports for this user.
WebDirect Security
The security tab allows you to set up which modules the vendor and the contact have access to.
If a contact does not have security for a module the menu item will not be visible on the web
page.
Click on the speed button to edit Master Accessible Web Modules. To add all of the
available modules click on the 'add all' speed button . This is the list you will use to choose
from when granting rights to vendors. Some of the modules available are in the screen below:

The available modules correspond to the sections in WebDirect. For example, SUPPLIER PO
provides access to the Purchase Orders section. If a user does not have the module associated
to their contact record, they will see a note when attempting to access that portion in WebDirect
that states, "Insufficient rights - access denied (role name, such as SUPPLIER PO)".
Supplier (Vendor) Modules:

 SUPPLIER AP – This gives the supplier viewing access to their AP invoices and payment
information.
 SUPPLIER PO – This gives the supplier access to purchase orders created for their
company.
 SUPPLIER PRODUCTS – This displays inventory information for products purchased from
them.
 SUPPLIER REPORTS – This allows users access to Web reports assigned to them.
 SUPPLIER RMA – Displays Vendor RMAs and provides the ability to approve/unapprove
RMA's, and to send messages via the Supplier Portal to the Vendor RMA record.
 SUPPLIER RELEASE - To aid in the protection of proprietary pricing and costing
information, this WebDirect role can be used to grant Vendor Portal users access to just the
PO Releases section of WebDirect.
In the top portion of the security screen select the modules you want to grant access to for the
Vendor using the drop down arrow list. You can also grant them access to all available modules
by clicking on the ‘add all’ speed button
In the bottom portion of the security screen select the modules you want to grant access to for
the Contact, again using the drop down arrow list or adding all with the speed button.

Vendor User Fields and User Defined Form
User Fields
User Text 1 is used to populate the comment field in the top section of the A/P Invoice. It will also
print on the post report. All other user fields are for information or reporting purposes only.
Defining Label Text
Right click on a field within the user defined screen and select Define Label Text. Type in the
new caption under New Value and click on [OK]. You will be returned to the User Defined screen
where you will see the new caption. Click on [OK] to exit.
List User Fields - The three User Text fields have a blue drop down arrow associated to them.
Users can define a list that can be used to populate the user field rather than manual data entry.
To edit the list for a user field, right click on the blue arrow and select ‘Edit User Defined List’. A
list form will appear to enter the Text selections that will be available when selecting the blue
drop down arrow in the field. There is a System Parameter setting (Company File Information-
>Application tab) called 'User Defined Dropdown Text Only'. With this option checked the
system will only allow text defined in the drop down list to be entered on user defined drop down
fields. This prevents users from typing data in a 'drop-down' type user field. This can be
overridden on each specific 'Edit User Defined List' form by selecting an option from the 'Select
DropDown Style' list:
 Drop Down - Free form data entry.
 Drop Down List - Predefined Text only.
 System Default - Will be based on the setting in System Parameters. Note: Hover over this
field to see the hint which describes these options as well as indicates the current global
setting.

User Defined Form
A User Defined Form with additional fields can be created for Vendor Maintenance. These fields
can then be used in customized reports. The User Defined Form can be accessed from the
speed button, the User Defined Form tab or from the Options menu. To set up the form refer to
User Defined Forms for details.

Vendor Documents
Internal
The screen acts exactly like the customer Internal notes, described in the AR chapter. The user
can add, edit, delete, or print documents from here. Graphic images may also be imported into
the document or text area. EnterpriseIQ supports .BMP or .WMF graphic files only.
External
This section enables the user to be able to insert or open documents created in different
applications such as Microsoft Excel Chart/Worksheets, Microsoft Word Documents, Acrobat
Reader, Word pad, Bitmap images, etc. and map the path to these documents so that anyone
can access them.
Print with - Both Internal or External documents can be set to print automatically with a purchase
order. Select this feature from the drop down list in the Print with field.
Email Correspondence
This section allows the user to attach EMail correspondence related to the vendor. To add an
Email simply drag and drop it from Outlook or other email programs into the form.

The Received Date will fill in based on the email’s received date and time. A Received Date box
surfaces if the system is unable to determine the date (such as: the Received and Sent dates
differ, unclear binary data, or older data, etc.). Users are asked to provide the Received Date by
selecting the correct date from the calendar.
The From and Subject fields will also automatically populate with the information from the email.
The date, from, and subject fields cannot be edited.
Comment - A comment can be entered by double clicking the field. Enter the comment in the pop
up box to further describe the email correspondence.
There are three ways to access the Email once it has been attached to the vendor:
 Double click on either the Received, From, or Subject fields.
 Right click and select View email.
 Or select the View email button.
Note: If the email has attachments, or multiple attachments, the total attachment size cannot be
more than 4GB. The size allowance might further be limited by the chosen email program used.
In order to view emails that have attachments, special formatting (e.g. stationary), or images
embedded in the body of the email, the user must go into BDE Administrator and set the BLOB
SIZE to 1000 for the database they are using (i.e. IQORA). See screen shot below:
Note: Dragging and dropping from a local workstation to an RDS desktop does not work. Users
in this environment can drag and drop an email .msg file from a network folder within RDS.

Main Menu Functions in Vendor Maintenance
Several functions are available by clicking on any of the titles across the main menu bar.
File
Under File, the following functions are available:
 New - Click on this function to create a NEW vendor. Click on the ADD [+] function key located
on the menu bar to perform the same operation.
 Delete - Select this function to delete a vendor. Prior to deletion a prompt will appear asking
that you confirm your actions. Vendors cannot be deleted if there are pending AP invoices for
them.
 Search... - Click on this function to search for a specific vendor. Right click anywhere within
the pick list to bring up different sorting options. A speed button is also available.
 Form/List View - This feature allows the user to toggle from the form view to the grid view.
Options
 Filter - The pick list can be filtered based on the active status of vendors. This is based on the
Inactive check box on the Rating tab. Choose from View All (Shows both active and inactive
vendors), View Active (Shows only active vendors), or View Inactive (shows only inactive
vendors). The setting chosen is remembered in the registry and will hold when navigating
forward or backward using the arrow keys, and using the Search icon. Note: The vendor pick
list does not have the active/inactive toggle button. Filtering is done from this option instead.
 Account Status - Displays the vendor’s current account information including address, credit
limit, aging and open invoices. The Ledger Inquiry tab will display invoice history.
 On Order - This function will display the open PO’s pick list. Once you have chosen a PO, the
PO Receiving screen will be displayed enabling you to enter receipts and rejects.
 You may also add/edit the Terms and Tax Code tables from this menu.
 Assign Remit To - This function will check all records tied to vendor and attach a remit to
record against those that are blank. The system will check all the Remit To's that have do not
have information in the address1, address2, address3, city, state and zip fields, and for those
records it will populate the address1, address2, address3, city, state, zip, currency_id,
phone_number, fax_number, prime_contact fields with the information from the vendor.
 Account Split Templates - The user can set up Account Split templates to use during the
creation of an AP Invoice. The GL accounts associated to a line item in an invoice can be
split into many accounts. A default can be set for a vendor by selecting the template from the
pick list in the GL Template field on the accounting tab in vendor maintenance.
 Inventory Pricing Maintenance - See the section below (Vendor Inventory Pricing Maintenance).
 User Defined Form - User defined forms allow the user to add new fields for a specific module.
These fields can then be used in customized reports. To set up the form refer to User
Defined Forms for details.
 Vendor Categories - This is a list of vendor categories, and the vendors associated to the
categories. See Vendor Categories for more information.
Trace

Trace capability is available on the Vendor module. To access this feature right click anywhere
on the Vendor Information or Remit To tab. Please see the IQTrace Tables for additional
information on Trace
Vendor PO Analysis
Vendor PO Analysis shows purchases by a particular GL year and/or period. This is a

summary of past purchases based on the AP invoices. This screen shows the number of
invoices paid in full and the average number of days for an invoice to be paid in full. It also
shows the year, period, period total and YTD total for that vendor. Period details are also
available when clicking on a specific period. This information contains the Item #, Description
and amount that was paid to that vendor. A graph is also available to view the cost of purchases
for this particular vendor.
Two reports are available for this section. (These reports are under Reports in the main Vendor
Maintenance screen):
 Vendor Purchase Analysis (Summary) - The information contained in this report is a printout of
the PO Analysis.
 Vendor Purchase Analysis (Detail) - Shows the period and YTD totals along with the detail for
that period including item, quantity and dollar amount.
NOTE: The item number only fills in if you do an AP invoice from a PO.

Vendor Inventory Pricing Maintenance
From this module users can update pricing based on a percentage increase or decrease or a flat
amount with an effective date for items associated with a specific vendor, or manually enter price
breaks. The items that will appear in the list for a specific vendor are those associated to the
vendor based on items listed in the AKA Buying tab in inventory that have price breaks (items
without price breaks in AKA will not display).

The Currency field does not apply to AKA Price breaks so this is not applicable to this form in
Vendor Maintenance. This is used in the Mass Update Buying/Selling Pricing forms in Inventory
(Miscellaneous menu) for pricing on the 'Buy/Sell Pricing' tab.
Increment By
Select the Increment By option in the Update Criteria section. Find the item(s) in the list that you
would like to change the price breaks on. To find a specific item, enter information in the white
box at the top of the form based on the sort criteria chosen (Item #, Rev, Description, Class, Ext
Description, Inventory Group, Product Code, AKA Description, AKA Item #, or AKA Rev).
Advanced filtering is also available. By default only active items will be displayed. To view
inactive items select the Active/Inactive toggle button. Multiple items may be selected using the
toggle buttons or the Ctrl and Shift buttons on your keyboard. Once the item(s) are selected the
prices can be changed based on a Percentage or Flat Amount. Select the option and then enter
the corresponding value. (To enter a decrease put in a negative number). Enter the effective
date from the drop down calendar and the decimal precision level required (up to six decimals).
A comment (up to 255 characters) can be entered which will populate in the price break grid in
AKA Buying.
Click on the OK button and the system will calculate the new pricing and populate it on the AKA
Buying tab in the inventory module. The Price Date field will populate with the current system
date. The old pricing is marked with an inactive date equal to the effective date of the new
pricing.
Manual Adjustment
Select the Manual option in the Update Criteria section. Enter the Effective Date for the new
manually entered pricing using the drop down calendar. Find the item in the list that you would
like to change the price breaks on. To create new prices breaks select the insert record (+)
button. Enter the Quantity and Price. The Effective date will populate with the selected date. It
can be overridden for an individual price break by choosing a different date from the drop down
calendar in the field. Price breaks can be deleted by selecting the delete (-) button.

Enter a Price Date and an Inactive Date. If the effective date is in the future or the inactive date
has passed, the line item will display in gray. (Note: If only the effective date is entered without
an inactive date the line item will always be white). Enter the Inactive Date on old prices if
applicable. To hide inactive pricing select the Hide Inactive toggle button. A comment (up to 255
characters) may also be entered.
Existing pricing can be manually adjusted by overriding the current value in any field.
Jump to Inventory - the user can right click on an item in the list to jump to inventory.
Vendor Categories
Select Vendor Categories from the Options menu in Vendor Maintenance to create vendor
categories and assign vendors to the categories. This can be used to create categories based
on any desired criteria such as different geographical regions, product categories or for grouping
child companies to a parent company. This will provide the ability to run reports based on the
vendor categories.
Select the New button from the pick list to create a new category.
Category Code Enter a code for the vendor category.
Description The description of the vendor category.

Note This is a note field to enter notes (up to 4000 characters) about the vendor category.

User Fields There are three user text and three numeric user fields to add additional information
about the vendor category. Right click on the field name to define the label text. A user
defined list can be associated to the user text fields by right clicking on the drop down
button and creating the list.
Once a category is created select the insert record button in the bottom section to associate
vendors to the category. A pick list will appear to select the vendors to be added. (The pick list
displays vendors associated to the EPlant the user is logged in to or those with a null
EPlant).Use the toggle buttons or the shift and Ctrl keyboard buttons to multi-select vendors to
add. Select the OK button to add the selected vendors to the category. Vendors can be
associated to multiple categories.

Vendor Account Status
Use this function to display or view the vendor’s credit limit, account balance, amount open
to buy, total amount past due, list of open items, and account aging information. The invoice
details are EPlant specific and the Enterprise wide aging information is for all EPlants.
You will receive a blank screen if NO open invoices are available for viewing for this vendor. If
invoices DO exist, then a screen will appear showing the vendor’s general information, aging
information and open invoices. If a partial payment has been applied against an open invoice,
the last column will show the Date Paid. The 'Discount Date' field will be highlighted in red if on
unpaid invoices that have past due discounts.

Right Click Options:
 By right clicking on a particular line, the user can get a Running Total of the invoices from the
highlighted invoice and up. The popup also includes Eligible Discounts.
 Also from this screen the user can right click to jump to the AP Invoice. Once in the invoice
screen the user can jump to the original Purchase Order.
 To access the Vendor or Vendor Contacts, right click in the upper section and select a jump
option.
The user may access the PO Analysis screen by clicking on the button at the top of the form.
Go to original Vendor button - When a user has accessed the Vendor Account Status from Vendor
Maintenance, if a different vendor account is selected from the pick list the ‘Go To Original
Vendor’ button activates and jumps to the vendor account status form for the original vendor.

Vendor Ledger Inquiry
If you wish to view additional account activity, select the tab entitled “Vendor Ledger Inquiry.”
You can view invoice activity that occurred during a specific date range by entering a date range
in the activity To and From field listings and clicking on the “Apply filter” button. The transactions
made during that time frame will display. They can be viewed individually in form view or as a
table by clicking the Form/Table toggle button at the top (the view will be remembered in the
registry). While in table view users can select a column for sorting purposes. The lower section
will display the specific invoice's activity details such as amount paid and check #. You can also
view the invoice associated with the line item by clicking on the Document Access button or right
clicking in the upper section and select Jump to Invoice. This will take you to the AP Invoice. If
no information exists, then you will receive a prompt stating so.
From the lower section the user can right click and select Jump to Check to view the Cash
Disbursement.
All details shown in this section come directly from the General Ledger. This screen contains a
history of all transactions that have been made under this Vendor. All of the fields shown on this
screen are for viewing only and are not editable.
The status form for other vendors can be accessed by selecting the Search speed button and
selecting a vendor from the pick list.
Go to original Vendor button - When a user has accessed the Vendor Account Status from Vendor
Maintenance, if a different vendor account is selected from the pick list,from the pick list, the ‘Go
To Original Vendor’ button activates and jumps to the vendor account status form for the
original vendor.

AP Invoices
The AP Invoice module allows you to enter and view invoices due to vendors. AP invoices
may be created from Purchase Orders or for miscellaneous payables.
Several of the default information fields are derived directly from the Vendor Maintenance file.
While these fields can be edited during invoicing, be sure to set each vendor up as accurately as
possible from the beginning.
The AP Invoice section also provides the following reports: Summary and Detail AP Aging;
Summary and Detail AP Invoice Register and Pre-posting Batch Review.
You may also choose to replicate invoices for repetitive payables.
NOTE: Upon first using the EnterpriseIQ accounting system, there may be existing payables which
have already been entered into the general ledger as an opening balance. To eliminate entering
the prior invoices twice, enter the prior payables using Prior AP Invoices found in the File -
Accounting - Accounts Payable menu from the main Launcher bar. Before any invoices can be
entered, a default AP General Ledger account must exist in the Sys Setup - System Parameters
- G/L Setup Tab.
Creating an AP Invoice (Voucher)

To begin entering payables:
 Select the AP tab on the EIQ Launcher Bar and select the AP Invoice speed button.
 Click on the ADD [+] function key on the Navigator bar to create a new AP Invoice. Only one
AP Invoice window can be opened at a time.

This is the Accounts Payable Entry form. The following fields will contain data: Date, AP Account
#, Period, EPlant and Currency if applicable. The size of the fields can be changed by mousing
over the field to get the vertical cursor then drag the field to the desired size. This is useful to
enlarge fields to display all of the data.
Top Section Field Listing:

(Alphabetical)
# Supporting If multi-currency is checked in system parameters a field to enter the number of
Documents supporting documents will be visible in the AP Invoice header section. This is a
numeric field (no decimals). This number is written to the GLBatch table upon posting
for history purposes and for reports.

1099 Category This will default to the category associated to the vendor if applicable, but can be
overridden at the AP Invoice level if a particular invoice is for a different code than the
vendor’s default. To override the default select the 1099 category from the drop down
list. This will designate the correct box the information should be populated in. The
options are:
Box 1 - Rents
Box 2 - Royalties
Box 3 - Other Income
Box 6 - Medical and Health Care Payments
Box 7 - Non Employee Compensation (default)
Box 13 - Golden Parachute
Box 14 - Attorneys
Blank codes will default to Box 7 for vendors that receive a 1099 .
Amount Enter in the Amount of the invoice.
If posting a zero dollar invoice to clear a zero value receipt, the user must type in ‘.00’
or they will receive an error stating. "Field 'Invoice Amount' must have a value".
AP Account The AP Account entered on the Sys Setup - System Parameters - GL Setup tab will
be automatically filled in by the system. The GL account can be overridden by
selecting a GL Account number from the pick list accessed by clicking on the ellipsis
button in the field.
AP Seq. This will populate automatically if a starting sequence number has been entered in the
AP Seq. field in System Parameters->Sequential Numbering tab. This can be different
for each EPlant.
Note: This field is available in the pick list. Users can search, sort and filter on this
column.
Approval Check this box to have the AP Invoice approved using the workflow module. See the
Required Approving AP Invoices section for details.
Approved This box will be checked when the AP Invoice is approved from via the workflow
process.
Comment Comments can be entered manually or the User Text 1 field in Vendor Maintenance
will populate the comment field automatically. To enter a comment double click on the
field.
Currency If multi-currency is used, system will display the Currency tied to the Vendor.
Discount/ The Discount amount field will fill in automatically or the user can override and specify
an amount. The cash disbursements will use this amount field instead of doing any
Discount Date
calculations based on the discount percent.
The Discount Date will populate with the 'today's date' or the discount date based on
the discount calculation where applicable. This date can be changed. If the Due Date
is changed, the system will automatically change the Discount Date to match the new
Due Date.
NOTE: The discount amount field will only contain information if specified in the Terms
table unless manually edited by the user. The Discount Date field will always populate
with a date.

Due Date The date the invoice is due. This will fill in automatically based on the Terms. If there
are no terms the due date will default to the invoice date. If the invoice Date is
changed, the user must click or tab out of that field in order for the Due Date to
recalculate correctly.
EPlant If the user has logged into an EPlant, the EPlant name will be displayed. If the user
has logged into ‘View All Plants’, this field will be blank. The user may change the
EPlant if necessary by clicking on the Assign EPlant button.
Groups Invoices can be bunched together in Groups. The Group field is alpha-numeric and
can be used in user-defined reports for batch processing purposes.
Include in 1099 The Include in 1099 field will only be enabled if there is a Tax ID entered for the
vendor in Vendor Maintenance.
Invoice Date Enter or confirm the invoice date. To change the date click on the drop down arrow
and select a date from the pop up calendar.
If this date is changed, click or tab out of the field before posting the edit so that the
system will recalculate the Due Date correctly.
Invoice Number Enter the Invoice number. The system will check to see if the invoice is a duplicate for
the vendor (the check is case insensitive). If the invoice number has already been
used a prompt will appear stating so.
NOTE: Some vendors may not send bills with invoice numbers on them. IQMS
recommends using the invoice date (numbers only, no slashes) for the invoice
number. For example, a bill invoiced on May 14, 2000 would be 051400 and that
would most likely be unique for that vendor (assuming that an individual vendor only
issues one invoice to you per day).
Note 1-3 Three user defined note fields. Right click on the label and select Define Label Text to
change the label text. These fields can be used for sorting in prepost pick list.
These fields are also visible in the lower section of the Cash Disbursements screen.
On Hold After The On Hold After Post feature enables the user to place the invoice on hold from
Post payment after the invoice is posted. The On Hold box will be checked on the Posted
AP Invoice.
If the 'Place Invoice On Hold' option was checked on the PO, when an AP invoice is
created against a receipt from the PO the system will automatically check ‘On Hold
After Post’ check box.
On Hold Reason A reason the AP Invoice is placed on hold can be entered in this field by selecting the
ellipsis button and entering the reason in the pop up form. If the 'Place Invoice On
Hold' option was checked on the PO and a reason was entered on the PO it will
display in this field.
Period Change the posting Period if necessary. The period will default to the period
associated with the invoice date. To change the period click on the Find period button
and choose a different period from the form. If the invoice date does not fall in period
chosen once the AP invoice is saved a confirm box will appear asking the user to OK
the date, change the period, or edit the date.

PO Receipt Hold If the receipt from the PO has not been made in the system, the user can check the
‘PO Receipt Hold’ option (located on the right side of the upper section of the AP
Invoice) to not allow the invoice to be posted until the receipt is made.
From the Enter from PO screen the user will select the 'Assign to PO Receipt Hold'
button. This will create a miscellaneous line item on the AP Invoice.
Then when the receipt does occur, the user will have to un-check the 'PO Receipt
Hold' box manually, add the receipt to the invoice, and remove the miscellaneous line
in the AP invoice before posting.
Remit To The Remit to can be changed by clicking on the drop down list or the pick list button to
the right of the field. The pick list displays all the remit to names entered in the Vendor
Maintenance screen. The Remit to field will only be filled in when a Company name is
entered on the Vendor Maintenance screen - Remit To tab. This field is required in
order to post the AP Invoice. To edit the list or add a new remit to address right click
on the field and select Edit.
Terms If default payment Terms were set up in Vendor Maintenance, this will appear once
the vendor is chosen. If the term field does not fill in once a vendor is selected, you
may choose an existing term from the alphabetized drop down menu in that field. This
will fill in the Due Date.
Once items are associated to the invoice based on a PO Receipt, if the PO has
different terms than the terms assigned to the header record, a pop up message will
appear asking which terms options to use for the AP Invoice.
If new terms are needed: Select Options|Terms from the main menu of the AP Invoice
screen. The Terms table will appear. Find the fields to change, and select [OK] to
accept these changes.
User ID User ID of the person entering the invoice will be displayed.
Vendor Select the desired Vendor from the drop down list or click on the search icon for the
vendor pick list. From the vendor pick list the user can create a new vendor by
selecting the New button. You may go to the Vendor Maintenance screen by right
clicking on the field and selecting Edit. Once a vendor is selected the terms and
discount date fields are populated if terms have been associated with the vendor in
the maintenance screen.

Vendor Invoice The system will automatically check this box when an auto invoice is created for a
Hold vendor with the 'Use Vendor Portal Invoicing' option checked. The invoice will be on
hold until the vendor releases it from Vendor Portal.
The box can be manually checked/un-checked from the AP Invoice.
Vendor Invoice This is the AP Invoice Note from Vendor Maintenance (Miscellaneous tab). This note
Note will pop up when creating an invoice and will populate this field. It will also populate
when using auto invoicing.

 Press the post/edit button on the Navigator bar to save these changes before entering in line
items.
Speed Buttons for the Header Record
Pick list button allows the user to search for any unposted AP invoices. The pick list includes
the Period Start/End Dates to help users in the month end closing procedure.
Toggle For/Table View button allows the user to see the AP invoice information either in a
form view or table view.
Post All Invoices will allow the user to post all invoices that have been entered. Note: User
may only be permitted to post invoices entered by the individual user id. Check Options Menu for
further posting privileges.
Post Invoice button posts the current invoice displayed.
View Posted Invoice button takes the user to the Posted AP invoice screen. (Note: Posted
Invoices can also be accessed by selecting the ‘View Posted AP Invoices’ button on the AP tab
on the launcher bar).
View Voided Invoice button takes the user to the Voided AP invoice screen.
Select this button to access the Scan Document module. The new document (scanned
image) is added to the document library.
Select this button to create an AP Invoice approval workflow. See Approving AP Invoices for
more information.
Carry Vendor Information to the next record button automatically fills in the same Vendor
information for the next invoice entered.
Auto Invoice from Receipts - This option allows the user to automatically create AP invoices
from receipts. For more information please See Auto Invoice from Receipts section below.
Select the Validate Address button to verify the address. (This will be used in future
versions for use with the Avalara Tax Service). If the address is valid a confirm message will
appear stating,' Address Validated'. If the address is validated but there are suggested
formatting changes a form will appear and users may make the suggested changes. If the
address is incomplete a form will appear highlighting in red the field(s) that needs to be
corrected. If the selected address validation service cannot find a close enough match, it may
return the originally entered address (depending on the service), but the field(s) will be
highlighted in red to inform the user that changes may need to be made. (UPS and USPS will
return the original address where FedEx will return a Null value.) Please see Address Validation
for more information. See the Address Validation section for more information.
On Hold - When the On Hold option is checked, the system will not allow the invoice to be posted.

Quick Check - When the Create Quick Check option is checked the system will take the user
immediately to the Cash Disbursement screen once the invoice is posted. This feature can only
be used on the current invoice.
Days Out - After activating the Filter Unposted Invoices by Days Out option (Options menu) this Days
Out box will appear in the invoice header. Enter a value to indicate the numbers of days forward
to limit the view of the pre-post table invoices. (Note: The first time this feature is turned on the
user must exit out of the AP Invoice module and then re-open it and input the days out value).

 Jump to Expense Report - If the AP Invoice is associated to an Expense Report the user can
open the Expense Reporting module for the associated record.
 Jump To Vendor - Jumps the user to the vendor associated to the invoice.
Documents Tab - Each invoice can have documents attached. Select the Documents tab to
add/edit the documents. These documents may be Internal or External documents, or Email
Correspondence. These documents will remain attached to the invoice after it has been
archived. See the Documents section for more information.

AP Invoice Line Item Section
Distributing Payable Line Items
After confirming that all the information on the top portion of the AP Invoice screen is correct,
select how the line items will be entered on this invoice:
 Free Form - Free form is used when entering an invoice that is not from a purchase order--
such as an invoice from UPS. Only a dollar amount will be entered (and a description of what
the charge was for), as it has nothing to do with the inventory items.
 Enter From Purchase Order - Items can be invoiced directly from a purchase order.
Enter From PO
The example below assumes the “Enter from PO” option has been selected. Choose this option
when there are outstanding purchase orders to be invoiced.
 Once the option “Enter from PO” has been selected, click on the ADD [+] function key located
on the Navigator bar in the middle section and select a PO from the pick list. The purchase
orders that appear in the pick list are only those associated with the vendor.
Note: A purchase order for customer supplied material that has been applied as a credit on an
AR Invoice will not display in the pick list.

 This screen shows the PO line items as well as receipts and releases for the line item. The
PO Line Item section will show the quantity ordered, quantity received, quantity invoiced,
and uninvoiced quantity, plus additional PO line item information such as SID and Internal
Shipment # (from vendor WebDirect). Also from this section the user can right click and
jump to the receiving form for the item.
 The Receipts tab will show receipt information such as Qty received, Qty Rejected, and
receipt comments for the highlighted PO Line Item. Note, the ‘Qty Rejected’ field will only
display a value if the quantity rejected has been posted in PO Receipts.
 The Releases tab will show the release date information for the PO Line Item including the
release comments.
 Find the item(s) to assign to the AP Invoice by highlighting them.
HINT: Press the Form/Table speed button to see all outstanding PO’s
Options menu on the Purchase Orders for Vendor form:

 Show only uninvoiced receipts - With this option checked only uninvoiced receipts will be on the
receipts tab in the bottom section. When this option is selected, the total outstanding receipts
that have not yet been invoiced will be brought into the AP Invoice.
 Enable selection by receipts only - This option is initially set by the global option in System
Parameters-> PO and SO Setup tab. Each workstation has the option to uncheck/recheck
this. With this option checked the form will no longer display the PO Line Items but only
Receipts and Releases. The user will be required to select particular receipt(s) to bring over
to the AP voucher. Multiple receipts may be selected at one time using the toggle buttons.
When selecting multiple receipts a separate line item will be created for each receipt on the
AP invoice. The system will track which release has been invoiced separately and the receipt
ID will be kept in the AP invoice detail file. With this option selected the ‘Purchase Orders for
Vendors’ form changes to display additional information in the Receipts section: Unit Price,
GL account, Qty. Ordered, Class, SID (Shipment ID), and a right click jump to the PO
Receipt.
 Next, click on the ‘Assign to GL Distribution’ button. Continue selecting the items to assign to
the invoice. When done close the screen.
NOTE: If the selected receipt has not been posted a warning will appear stating this. The user
can select Yes to continue, or No to not add the receipt to the AP invoice. To be sure users will
see this warning make sure the ‘Enable Selections by Receipt only’ is selected.
 If the receipt from the PO has not been made in the system, the user can select the 'Assign
to PO Receipt Hold' option. This will create a miscellaneous line item on the AP Invoice. Then
on the AP Invoice header be sure to check the PO Receipt Hold box. When the receipt does
occur, the user must un-check the on-hold box manually, add the receipt to the invoice, and
remove the miscellaneous line in the AP invoice before posting.

 The system will automatically fill in the Item #, Description, and Quantity from the PO ‘Quantity
Received’ minus ‘Quantity Invoiced’ fields. The Amount will be calculated based on the
quantity and the unit cost of the item. If a the item is taxable per the PO the tax information
will automatically fill in also. You may edit these fields if needed.
If PO Quantity Received is -0-, you will see the following message “Nothing received against that
item.” The system will fill in the item and you can enter the quantity.
A warning is displayed when the invoice quantity is greater than the quantity received from the
PO.
When ‘Enable selection by receipts only’ is not checked and a PO Receipt that has an unposted
reject is brought into the AP Invoice, a warning message will surface 'The quantity invoiced
includes unposted rejects.'
As you enter in the balances to distribute, the prompt at the bottom of the screen will change to
inform you of what remains to be distributed.
Line Item Details

Below is a list describing the fields for the line item section of an AP invoice:
Amount The amount for the item. This is the Qty (Inv) * Unit Cost (PO).
Apply Discount If the terms of sale (in the top section) included a discount, Apply Discount will
show a check mark. Double click in this field to remove it from this line item. For
example, Freight may not be discounted.
Comment The user may type a comment in this field for informational purposes only. To
view/edit all of the text in this field select the ellipsis button to open the pop up
form.

Cost Source The user can assign a Project Manager, Maintenance, Repair and Overhaul, or
JobShop work order to the Line Item. This will link the invoice to the Project, MRO
or JobShop work order and display the AP information in the accounting activity
section of the Project Manager, MRO or JobShop module. An AP Invoice may also
be associated to a Fixed Asset. This will appear on the History tab in the Fixed
Asset module.
To associate the line item with a work order or fixed asset, right click and select
Cost Source, choose the source, then select the specific item from the pick list.
Once a record is assigned users can right click to jump from the cost source pop
up to the specific record.
To un-assign a cost source, right click and select Un-assign Cost Source.
Use the Mulitselect Detail (Options menu) feature to associate the same cost
source to multiple line items at one time. Use the Shift or Ctrl keyboard buttons to
select multiple lines. Then right click and select the Cost Source to be assigned to
all of the selected lines. Note: If you multi-select or individually assign cost sources
and then go back and multi-select again, all four cost sources as well as Unassign
are available in the right click menu. If just one line item is selected, then only the
cost source associated to it and Unassign is available.
Note: If the GL Account specified has the Cost Source Required option checked in
Chart of Accounts, then a cost source must be entered or the user will get a
warning message stating, ‘GL Account requires entry of a Cost Source’.
Description The description of the item. This field will automatically populate with the
information from the receipt if entering from PO.
Freight Enter the amount of freight on the invoice. This amount will post to the GL account
associated with the Freight Company selected. The GL accounts are linked to the
Freight Company in the Ship Via list (Sys Setup->System Parameters->Lists).
Click on the ellipsis button in the ‘GL Acct AP#’ field and select the account from
the pick list.
If a user attempts to add a Freight amount when a Freight Comp has not been
specified an error will surface stating, "Please select a freight company".
The freight can also be allocated by the system. See Freight Cost Allocation below
for details.
Freight Comp. This is the Freight Company which was used to ship the product. A freight amount
cannot be entered without a Freight Company assigned to avoid out of balance
journal entries.
Freight PPV If this is checked, the freight dollar amount is included in the PPV calculation. If
this is not checked the freight will be excluded from the PPV calculation.
There is a global setting in System Parameters->Purchase Order & Sales Order
Setup tab. If it is checked this will automatically be checked on the AP Invoice.
The setting on the AP Invoice allows the user to override the global setting per line
item.

GL Account # and Select a GL Account number from the hyperbrowse drop down list or pick list
Description accessed by clicking on the ellipsis button in the field.
Note: If the 'Disable GL Account Hyper-Browse' option is checked (AP Invoice-
Options menu) only the pick list will be available, and a value cannot be manually
typed in this field. To enter the account number without using the mouse, tab over
to the acct drop down, Alt+Down Arrow, type Acct#, then press enter twice.
The hierarchy for the account the system uses is as follows:
If Standard cost is On:
 Inv Item has cost element-> cost element has GL account for recv/dispo -> AP
invoice will be Accrued receipts GL.
 Inv Item has cost element-> cost element does not have GL account for
recv/dispo -> AP invoice will be the Accrued Receipts GL account from System
Parameters. The PO GL is ignored.
If Standard cost is Off:
 Inv Item has cost element-> cost element has GL account for recv/dispo -> AP
invoice will be the GL from cost element Recv/dispo.
 Inv Item has cost element-> cost element does not have GL account for
recv/dispo -> AP invoice will be GL from PO.
If no costing options are enabled in System Parameters:
 If an inventory item is assigned a cost element (which has the Rec/Dispo GL
Account populated), this Rec/Dispo GL Account will appear on the AP invoice and
will plug the EPlant based off of the AP Invoice's header EPlant ID. Please note: If
an inventory item is assigned a cost element (without the Rec/Dispo GL Account
or if there is no cost element associated to the item, then the system will use the
PO GL Account and will not EPlant plug at the time of invoicing.
Item # The item number. This field will automatically populate with the information from
the receipt if entering from PO.
Note: If a commodity is attached to the inventory record, the Item Number will
appear highlighted in yellow when it is added to the pre-posted AP Invoice. Users
can right click and view or modify commodity pricing information via the "Add/Edit
commodity price information" option. See below for details.
PO# This will populate with the PO associated to the selected receipt when the 'Enter
from Purchase Order' option is used. This also applies to the 'Assign to PO
Receipts Hold' option, for situations where a receipt has not been made, but the
user wants to create an AP Invoice.
If a PO # is populated in the field users can right click to jump to the PO.
Post PPV This box will default to checked and the PPV amount if any will be posted. If you
do not want the PPV amount to post to the GL un-check this box by double
clicking.
PPV Account This is the PPV GL account that the PPV amount will be posted to. This account
will default to the PPV GL account set up on the Inv Setup tab in System
Parameters. This account may be changed by clicking on the ellipsis button in the
field to access the pick list of GL Accounts.

PPV Amount The PPV Account will be filled in and the difference between the unit cost plus any
allocated freight (if the Freight PPV is checked) and standard cost will be shown in
the PPV Amount field. If Standard Costing is not turned on, the PPV Amount will
not be posted.
For Misc items on purchase orders, when the purchase order cost for a non-
inventory item is not the same as the invoice quantity x unit cost, the difference will
show as PPV.
Qty (Inv) The quantity of the item being invoiced for. The editing of this field can be
controlled through security. Security can be placed on users who do AP invoicing
from PO's so that the Quantity field cannot be changed once the line item is
brought over from the PO to the AP invoice. In security manager there is a check
box at the bottom of the Users tab called 'Cannot Change PO info on AP Inv'. If a
user tries to change the Qty (Inv) field a Confirm box will appear stating, 'Allow edit
of AP Invoice quantity from PO?'. The system will allow the user to change the
Qty (Inv) amount if they have rights to the Yes button.
Note: Editing is allowed when doing a miscellaneous AP invoice.
Qty Invoiced This is the amount from posted invoices for the line item.
Qty Ordered This is the total amount of the item ordered.
Qty Received This is the amount of the item that has been received and entered through PO
Receipts.
Qty Rejected This is the amount of the item that has been rejected and entered through PO
Receipts.
Reference This field is additional reference information used internally. To add a free form
reference type in the field.
Reference Code This is the reference code associated with the line item.
Reference Code This is the description of the reference code. The user may associate the AP
Description invoice with a reference code by selecting from the pick list accessed by clicking
the ellipsis button in this field. Reference codes are used to provide additional
descriptive information about the GL entry. To remove a reference code delete or
backspace over the entry.
SID The SID field is the Shipment ID and will populate when the receipt is posted from
the Pending ASN Receipts Maintenance module. This will only populate if the
'Enable selection by receipts only’ is checked in the Purchase Orders for Vendor
form.
Standard Cost This is the standard cost of the item found in the inventory module. This cannot be
modified from the AP Invoice screen.
When adding POs to an AP invoice, and the box 'select by receipts' is selected, if
there is a value in the PO Receipts Standard Cost field this is the value that will
populate this field. This is the items standard cost that was in effect when received
(this is the standard cost PIT uses). If there is no value in the PO_Receipts
standard cost field, the system will pick up the current standard cost.
When invoicing from a purchase order, if the item has a cost element of
OUTSOURCE, only the outsource cost will display in the standard cost field in the
detail section of the invoice.
Tax Code This is the tax code associated with the line item. Select the code from the
hyperbrowse drop down list. Users can begin typing the desired code without
having to click the drop down arrow first.

Tax Code Description This is the description of the tax code.
Tax Rate This is the tax rate associated with the line item. This information will come from
the purchase order but can be edited at the time of AP Invoicing. To edit the tax
rate, right click on the line item and choose Add/Edit Tax. A form will appear
showing the current tax elements associated with the line item. Use the navigator
bar to Add or Delete the tax code. Individual tax elements may not be deleted, only
the entire tax code. When adding a tax code the system will warn the user that the
existing tax elements will be deleted and replaced with the new ones. Once tax
elements are selected the user also has the option to change the actual dollar
amounts by typing over the calculated amount in the form. The user can also edit
the GL account number by clicking on the drop down arrow.
Total After Tax This is the Amount plus the Total Tax.
Total Tax The total dollar amount of tax calculated by taking the (Amount * tax rate) +
(Freight * tax rate for tax codes with the 'Include Freight' option checked).
UOM The item's unit of measure from the purchase order.
Unit Cost (PO) The unit cost of the item. This cost comes from the purchase order. The editing of
this field can be controlled through security in the same manner as the Quantity
field.
If the unit cost field is changed the amount field will automatically change.
Use Tax There are four fields related to Use Tax:
 Use Tax Code - Select a Use Tax Code to associate to the line item. When the
AP Invoice is posted the system will post the use tax to the Use Tax default GL
account setup in System Parameters->GL Setup tab.
 Use Tax Code Description - The Use Tax Code Description
 Use Tax Rate - The Use Tax Rate based on the selected code.
 Use Total Tax - The total calculated use tax for the line item.

 If additional line items are to be added to this invoice, press the arrow down key on the
keyboard or press the ADD [+] function key located on the Navigator bar.
Upon completion of all entries, confirm that everything is correct and press the post/edit key
located on the Navigator bar. The system will display a message if invoice is out of balance.
From the display the user can select the edit button which will cancel the last action and take the
user back to the out of balance invoice for editing. The Invoice amount must be equal to the
amount distributed in order to post the invoice.
Totals Section
The section at the bottom of the AP Invoice will display:

 Inv. Amount - The invoice amount from the top section.
 Before Tax - The amount of the invoice before tax.
 Tax - The sum of the tax amount calculated per line item. Select the button next to this field
to view the tax breakdown.
 Distributed - Before tax + Tax
 Freight - The sum of the freight for each line item.
 Balance - Inv. Amount - (Before tax + Tax + Freight). This must be zero in order to post the
invoice.
 Use Tax - The use tax amount entered via the right click Add/Edit Use tax option. Select the
button next to this field to view the use tax breakdown.

The Foreign Currency Rates Button is only enabled when Multi Currency is being used
throughout the system. Invoice total amounts can be converted into various currencies set up
under the Sys Setup/System Parameters/Regional Tab.
Right Click options on Line Items

Jump to Inventory takes the user to the Inventory screen for the item selected. If the invoice item is
not an inventory item, system will display the following message ‘Jump information not
available.’
Jump to Receiving takes the user to the Receiving screen when the item selected was entered
from a Purchase Order.
Jump to PO opens the associated purchase order.
Receiving Drill Down displays the detail information for the receipt of the item when entered from a
Purchase Order.

Cost Source allows the user to assign either Project Manager, JobShop, Fixed Assets, or MRO as
the cost source for the item. Select a work order from the pick list. Once a cost source is
assigned the information from the AP Invoice will be part of the accounting summary for the tool
or maintenance item.
Add/Edit Tax allows the user to add a different tax code or edit the actual tax amounts.To edit the
tax rate, right click on the line item and choose Add/Edit Tax. A form will appear showing the
current tax elements associated with the line item. Use the navigator bar to Add or Delete the tax
code. Individual tax elements may not be deleted, only the entire tax code. When adding a tax
code the system will warn the user that the existing tax elements will be deleted and replaced
with the new ones. Once tax elements are selected the user also has the option to change the
actual dollar amounts by typing over the calculated amount in the form. The user can also edit
the GL account number by clicking on the drop down arrow.
Add/Edit Use Tax allows the user to add a different use tax code or edit the actual use tax
amounts. To edit the use tax rate, right click on the line item and choose Add/Edit Use Tax. A
form will appear showing the current tax elements associated with the line item. Use the
navigator bar to Add or Delete the tax code. Individual tax elements may not be deleted, only the
entire tax code. When adding a use tax code the system will warn the user that the existing use
tax elements will be deleted and replaced with the new ones. Once use tax elements are
selected the user also has the option to change the actual dollar amounts by typing over the
calculated amount in the form. The user can also edit the GL account number by clicking on the
drop down arrow.
Accounts Split allows the user to split the line item into more than one GL account based on a
percentage. To enter multiple GL accounts click on the ADD (+) button on the form then select
additional accounts from the drop down list. Enter in a percentage amount. Account Split
templates may also be created. Select the Account Split Template button . Enter a
description of the template. An EPlant can be associated with a template. Users will see
templates associated to the EPlant they are logged into or those with no EPlant assigned. If the
FX Move option is checked during posting the system will look up the FX account using the
account ID in column FX_ACC_ID in the GLACCT table. The system will 'move' the FX amount
from the one account to the other. Next, add the GL accounts in the lower section along with the
percentages. The template can be used for any invoice. To add the split from a template drag
and drop the template description into the AP account split box. The invoice will now be posted
to the multiple GL accounts based on the percentage entered. The G/L Account field will be
displayed in blue to signify there is a split.
Assign Acct# Via Pick List - When the cursor is on a GL Account field users can select this option
to choose the GL account from the pick list rather than the drop down list.
Add/Edit Commodity Price Information - Commodities can be associated to purchased inventory

items, then when creating the AP Invoice the actual cost on commodities can be entered which
will allow for a comparison to the commodities standard cost. After selecting this option a pop up
form will appear listing the items commodities with a field to enter the Actual Cost. After posting
the AP Invoice the Standard Cost and Actual Cost information for the commodity will be linked in
the view: V_AP_COMMODITIES. Reports can be written to show actual and standard cost
comparisons.

Enter Free Form Line Item
To enter a miscellaneous line item click on the Free Form button in the middle of the form. A free
form invoice is not associated with an inventory item.
Enter in the amount, and verify the GL account number. The GL account number will fill in
automatically with the GL account associated with the vendor. If the vendor does not have a GL
account assigned the system will use the default cost of goods GL account set up under the GL
Default accounts in System Parameters.
Optionally the user can enter a quantity and unit price and the amount will be automatically
calculated. Additional fields such as Tax Code, Comment, Reference, etc. may be edited if
desired. Refer to the field listing above.
NOTE: Note that an AP Invoice may have line items entered from PO and line items entered Free
Form.
Upon completion of all entries, confirm that everything is correct and press the post/edit key
located on the Navigator bar. The system will display a message if invoice is out of balance.
From the message displayed the user can select the edit button which will cancel the last action
and take the user back to the out of balance invoice for editing. The Invoice amount must be
equal to the amount distributed in order to post the invoice.
AP Invoice Detail Section Speed Buttons

Foreign Currency
The Foreign Currency Rates Button is only enabled when Multi Currency is being used
throughout the system. Invoice amounts can be converted into various currencies set up under
the Sys Setup/System Parameters/Regional Tab.

From the drop down list, select the currency desired, the system will display the amount in that
currency using the defined Spot Rate.
Carry Over GL Acct Button
When selected the system will carry over the GL Account number from a miscellaneous item
onto the next miscellaneous invoice item entered.
Select this button to carry the Comment information entered on a miscellaneous line to other
miscellaneous items added to the the current AP Invoice or new AP Invoices.
Select this button to carry the Reference text entered on a miscellaneous line to other
miscellaneous items added to the the current AP Invoice or new AP Invoices.
The cost of freight can be allocated to items on an AP Invoice based on a choice of three
techniques (see Freight Cost Allocation below for details).
The Inventory Cost Allocation button enables users to update the actual cost for a location
and create a GJ record for any additional costs incurred for received product (see Inventory Cost
Allocation for more information).

Workflow Approval for AP Invoices
Workflow functionality can be used to approve AP Invoices. When an AP Invoice is marked
'Approval Required' a workflow is created using a user-defined template. If the AP Invoice has
the 'Approval Required' check box checked, the AP Invoice cannot be posted until it is marked
Approved. Emails are sent through a workflow process evaluation to the individuals responsible
for the tasks, allowing for an emailed response back into the system. All of this information is
maintained in a single form for reference.
Approvers Team
After selecting this option from the File menu on an unposted AP invoice, the Approvers Team
form will appear.

Select the insert button to add team members. Click on the ellipsis button in the User ID field
and select the team member from the Users list (this picklist is filtered for Approval Team
members that have the AP checkbox selected in Team Members). Their name, title, and email
address will fill in automatically.
Creating Approval Templates

Create template(s) with tasks for the AP Invoice approval functionality.
From the File menu select Approval Templates, then select New and the following form will appear:

The Template form is divided into three sections:
 Name - The Name and Description of the template
 Elements - The elements (or steps) used when performing a Workflow that utilizes this
template.
 Response - Includes the Lookup List, CheckList, and Team Members.
Top Section:
To create a template, input a Name and Description in the top section.
The Kind will be AP since it is used in the AP Invoice module.
Select a Workflow type from the drop down. The options are Sequential or Broadcast. The
workflow type selected in the header section refers to the Elements. The information will be sent
either for one element at a time Sequential or for all elements Broadcast.
A template can be marked Inactive which hides it from pick lists.
When the Exclude Weekends option is checked the calculation for Required Date will exclude
weekend days. If it is not checked it will include all days when calculating the Required Date. For
example, if the Duration of an element is 7 days and the workflow is marked active on a
Wednesday, with this option checked the Required Date will be the following Friday. If it is not
checked the Required Date will be the following Wednesday. Note: If this option is not checked
but weekends have been marked off in the Workflow Calendar then the system will exclude
weekends (see the Workflow Calendar in Team Members for information on setting days off for
workflows).
The EPlant is assigned based on the plant logged into when the template is created, or it will be
null if logged into View All. To manually assign an EPlant select the ellipsis button in the field
and select an EPlant from the pick list. The template pick list is soft filtered on EPlant so when
creating new records users will see templates associated to the EPlant they are logged into or
those with out an EPlant assigned.
Elements:
The middle section is where the elements are entered. The elements are the steps that will be
taken for the Workflow. To create the elements, click on the ADD (+) button in the Elements
section and type in the description of the element.
The amount of time in days the Element is expected to take can be entered in the Duration field.
This value will be used to calculate the Required Dates for each element. Continue this process
until all elements have been entered. Note: The Required Date is calculated based off of
midnight of the activation date. If, for example, a user had a Duration of 1.25 (1 day, 6 hours) set
up on the template and the workflow is activated on December 11th, the Required Date will
calculate December 12th at 6 AM. If a user wishes to have the element calculated from a
different start time, the Required Date time stamp can be overridden when the ‘Active’ checkbox
is unchecked. After the time is modified, users can right click within the Elements section and
‘Update Subsequent Required Dates’.

The Sequence number information will fill in automatically with the next number as you add
elements, or can be overridden by the user. Duplicate sequence numbers are allowed which will
indicate in the workflow that the elements can be done simultaneously (emails will be sent for all
elements with the same sequence number at the same time). The required dates for elements
with the same sequence number will calculated for each element’s duration. Elements having
subsequent sequence numbers will have their required dates calculated from the longest
duration required date from the previous element sequence group.
A Workflow Type can be associated with each Element. This workflow type refers to the Team
Members. The information will be sent either for one team member at a time (Sequential) or for
all team members associated to the element (Broadcast).
Moving Elements - Once Elements are entered, the order they are in can be changed using the up
and down arrow buttons. The element number will automatically change as it is moved.
Copy and Paste Elements - Elements can be copied and pasted from one template to another
template or to the same template as a time saving feature. When copying from one template to
another the template must be of the same type, i.e. CAR to CAR, PO to PO, etc. Highlight the
element to copy and select 'Copy Element'. Go to the template where it is to be pasted to, right
click and select 'Paste Element'. All of the Element information will copy over. The Description
will be the same, but a new sequence number will be generated.
Response:
The bottom section is where the Response (Lookup List, Checklist, and Team Member)
information associated with a specific element is entered.
The Response Lookup List is a list of user-defined responses that correspond to the Element in the
middle section. During the Workflow process each step can have response information
associated with it. These responses can be added from the Response Lookup List created on
the template or be added manually. This list of responses will be available from the web based
approval page. Enter a descriptive Code and enter the corresponding response by double
clicking in the Text field.
The Checklist is the list of steps involved in completing the corresponding element. To create
checklist items click on the ADD (+) button on the Checklist tab and type in the text. This
information will appear on the Workflow form in the Problem Report section, and on the web
based approval page. The checklist items can also be marked Critical by placing a check in the
Critical box. A 'Y' will appear for the corresponding checklist item(s) on the Workflow form, and
signifies that the checklist item(s) is a critical step in the Workflow process. An element cannot
be marked as completed unless team members affirm and respond to a critical checklist item. If
a user attempts to approve an element without affirming the critical checklist item(s) an error will
occur stating “All critical checklist items must be affirmed in order to approve this element”. User
defined Notes can be associated to a checklist item. The notes can be typed manually or
selected from a user defined list. To create the list, right click on the field and select 'Edit User
Defined List'. The notes will appear on the Checklist tab of web approval page and in the
Checklist section on the main module.
The Team Members is the list of personnel responsible for the specific element. The Approvers
Team (Team Member) list can be accessed from the AP Invoice File menu.

When a new Workflow is created using the template, the team members added at the template
level will automatically be added for the new Workflow. This is a time saving feature if the same
team members typically perform a specific element for all Workflow's that utilize the template. To
add team members to the template element select the ADD (+) button and select the team
members from the pick list.
Set the Type to authorize or review.

 Authorize team members are required to sign off on the approval process.
 Review team members will receive an email notification through the workflow process, but are
not required to sign off.
If the Type is not selected at the template level it will default to Authorize on the Workflow form.
If all team members are set to Review the element will not be completed. Team members set to
review will appear in italics to distinguish them from authorize members. Enter notes if desired.
The notes will display on the responsible tab of the Workflow form and on the web based
approval page.
Delegate To - A Delegate can be associated to a team member with a Days Threshold value. The
delegate days threshold will control when a second email is sent to the delegate if the original
team member did not respond within that time. This will help prevent a workflow from stalling
because someone is too busy or out of the office for an extended period of time without the
initiators knowledge. Once the ‘Days Threshold’ has passed and the workflow is evaluated, the
Delegate is sent an email and can log in to approve/deny the workflow. Both the delegate and
the days threshold can be edited for a specific workflow on the Responsible tab.
Note: There is also the "Pending Authorization Expired" number of days feature that can be
setup on the IQAlert that processes workflows. The number of days should be greater than the
delegate days threshold.
Copy and Paste Team Members - Team Members can also be copied and pasted from one element
to another as a time saving feature. Highlight the element whose team members you want to
copy, right click and select 'Copy Team Members'. Highlight the element the team members are
to be pasted to, right click and select 'Paste Team Members'. All of the team members, their
Type, and Notes will copy over. This same feature is available from the Elements section on the
main form.
External Documents
External documents can be associated to a template. This can be used to provide
documentation for requirements for the specific template and the quality records it is associated
to. Any external documents attached to a template will carry over to the Ext Docs tab for new
records that utilize the template.
Create Additional Templates
To create additional templates click on the ADD (+) button on the Template form and complete
the above steps.
Templates may be cloned by selecting the Clone Template speed button at the top of the
Template form. Select the template to be cloned then select the Clone Template speed button. A
pop up box will appear for the user to enter in a new template Name and Description. Make
edits to the elements and responses if desired.

Creating a Workflow
Once the Workflow Approval is activated and templates have been created, a new Workflow can
be started by clicking on the Workflow speed button at the top of the AP Invoice form. A pick
list of Templates will appear (if there is only one template the pick list will not appear). Select a
template from the list and the Workflow form will appear for the selected template.

The list below describes the fields in the top left section:
Workflow # This is the Workflow # for reference purposes. This number is assigned by
the system in sequential order. If you are using EPlant this number will
have the EPlant suffix after the number. This field can be overridden by
typing over the existing number.
Kind This will display AP.
Initiator The Initiator field displays the user login for the person who created the
Workflow. When the AP Invoice is approved the initiator will receive an
email.
Active This marks the Workflow as active. If Durations are entered for the
elements the Required Dates will automatically be calculated based on the
date the Workflow is marked Active.
This field can be expanded to view the Start Date. This is the date the
workflow was marked Active.
Note: The evaluate workflow process cannot be used until this is checked.
Open Date This date defaults to the date and time the Workflow was created but can
be changed using the drop down calendar.
This field can be expanded by clicking on the + next to the field name to
display two additional date fields, Completed Date and Close Date. The
Completed date will automatically populate when all of the Elements have
been completed.
The Close date can be edited using the drop down calendar and selecting
a date. Once a close date is added to the Workflow the status of the
Workflow will be closed. The status is used for filtering purposes.
Vendor # This is the Vendor associated with the Workflow. It is populated based on
the Vendor associated to the AP Invoice, and cannot be changed. Click
Vendor Name the + button to expand the field to see the Vendor Name.
AP Invoice # This is the AP Invoice # associated to the workflow.
Workflow Type This information will fill in automatically if a workflow type is associated to
the selected template. It can be changed by selecting the workflow type
from the drop down menu. There are two options:
Sequential Workflow - An email will be sent to all team members in the first
element. Workflow cannot continue until the team members have
responded to the element.
Broadcast - This option will send an email notification to all team members
for all elements.

Template Type This displays the Template Name associated with the Workflow.
EPlant ID This is the ID for the EPlant associated with the Workflow. This field will
automatically populate with the ID based on the EPlant the user is logged
into.
Archived This box will be checked if the workflow is archived.
To archive a workflow record select Archive from the File menu. Select
Yes to confirm the status change. The Archived box will be checked.
Archived records can be restored by selecting Restore from Archive from

the File menu. The box will be un-checked.
From the Options menu users can choose to view workflow records based
on whether they are open or archived. Select View All, Open Only, or
Archived Only to filter what is displayed based on this status.
Elements
This section contains the elements associated with the template that was chosen when the
Workflow was created. Elements can be added, deleted, and the order rearranged as long as
the active box is not checked and the element does not have a complete date. Use the +, - and
up and down arrow buttons to perform these functions.
If a duration was entered for the elements on the template the Required Date and Baseline Date will
automatically populate once the Active box is checked. If no duration was entered for the
elements, the Required Date and Baseline Date will populate with the date the record was
marked active. The Required Dates cannot be changed once an element is completed. If the
Required Dates for non-complete elements need to be changed, un-check the Active box and
select a new date from the drop down calendar. To change the Required Date on the
subsequent elements, right click and select 'Update Subsequent Required Dates'. This will
update the subsequent Elements' Required Dates based on the last Required Date plus the
Duration.
The Baseline Date does not change with edits to Required Dates unless the 'Populate Baseline
Date(s)' button is pressed, in which case the Baseline Date column is populated with the
current Required Date for elements that have not been completed. Security can be applied to
the 'Populate Baseline Date(s)' button to restrict access.
Once an element has been approved by all Authorize type team members, the completion date
will fill in automatically after the workflow is evaluated again.
Workflow Gantt Chart - This button will bring up a Gantt chart for the Elements.

Rewind/Reset Element workflow approval process - This process resets an element's complete
date as well as its workflow approval records so it can be re-evaluated again.
Once selected a confirm box will appear to select Yes or No. If Yes is selected, the system will
reset the element and a box will display stating the number of processed workflow records that
were reset. The line item(s) in the Responsible section will revert to black allowing the workflow
for the element to be reevaluated.
User Defined Form

A User Defined Form with additional fields can be created for workflows. These fields can then
be used in customized reports. The User Defined Form can be accessed from the speed button,
the User Defined Form tab or from the Options menu. See the User Defined Forms portion in the
Using EnterpriseIQ' section of the help files for more information on creating a user defined form.
Summary
The Summary tab displays summary information for each element. It includes the Element
Description, Complete Date, Duration, Required Date, Workflow Type, and Response
information. The user can select the number of panels to view (up to 15) from the # Panels drop
down. This defaults to 'Auto' which will display a panel for each Element associated to the
workflow.
Documents
In this section the user can attach internal or external documents, or Email Correspondence
associated with the workflow.
Internal Documents
The screen acts like a word processor. The user can add, edit, delete, or print documents from
here. Graphic images may also be imported into the document or text area. EnterpriseIQ
supports .BMP or .WMF graphic files only.
External Documents
To attach a document, click on the (+) button and select the Document Library and document
from the screens that appear. To OPEN the document double-click on the file name, or select
the document and right click. Select [Execute] from the submenu. The program will open both
the application the document was created in as well as the document itself.
Color Coding for External Documents:
Each document will display in a color to indicate it's status.

 Yellow - The document is checked out or new.
 Blue - The document is pending authorization and/or review.
 Green - The document is released.
 Olive Green - The document has expired. If a document is expired when a user attempts to
open it or print it from a module a warning will appear stating, “The document is not available
- it is expired and requires review.”
Search - The External Documents tab in all modules includes the Search button to access the
pick list for easier navigation through multiple documents.

Show Revisions - Select this option from the right click menu to view all the revisions of a
document. Double clicking (or right click and select Execute) on the revision will allow the user to
view the highlighted revision.
Print With Work order - When the print with work order option is selected, when a work order for
the item(s) attached to the workflow is printed, the document(s) set to print with Work Order will
also print.
Other External Document Options:

 Jump to Document Control - The user can jump to the Document Control module by clicking
on the Launch Document Control speed button .
 Print - Select the Print speed button to print the highlighted document.
 Scan - Select the Scan button to scan a document into a library and associate to the
element.
 Filter - Select the Filter Dataset button to filter the documents section.
Email Correspondence
This section allows the user to attach Email correspondence related to the CAR or CAPA. To
add an Email simply drag and drop it from Outlook or other email programs into the form.
The Received Date will fill in based on the email’s received date and time. A Received Date box
surfaces if the system is unable to determine the date (such as: the Received and Sent dates
differ, unclear binary data, or older data, etc.). Users are asked to provide the Received Date by
selecting the correct date from the calendar.
The From and Subject fields will also automatically populate with the information from the email.
The date, from, and subject fields cannot be edited.
Comment - A comment can be entered by double clicking the field. Enter the comment in the
pop up box to further describe the email correspondence.
There are three ways to access the Email once associated to the CAR or CAPA:
 Double click on either the Received, From, or Subject fields.
 Right click and select View email.
 Or select the View email button.
Note: If the email has attachments, or multiple attachments, the total attachment size cannot be
more than 4GB. The size allowance might further be limited by the chosen email program used.
In order to view emails that have attachments, special formatting (e.g. stationary), or images
embedded in the body of the email, the user must go into BDE Administrator and set the BLOB
SIZE to 1000 for the database they are using (i.e. IQORA).
Note
To add notes, type directly in the notes field, or click on the Edit Memo button and type
conclusion notes in the screen that appears. This field can contain up to 2000 characters.

Selecting the Print button at the bottom of the form will print notes.
Images
Multiple images can be added to the workflow record on the Images tab. The images will be
visible in the module only (not the web approval page).

Select the insert record button and select the image from the open form. An image can be
marked as the default by checking the Default box, this will make that image the first to display.
A description can be added to be displayed below the image. Select the Edit Description button,
or right click and select 'Edit Description'. A note editing screen will appear to enter up to 255
characters. In cases where the text is longer than the display area below the image, the user will
need to open the editing window. The image can be viewed in full screen mode by selecting the
button, or select Full Screen from the right click menu. To exit the full screen mode press
the Esc key. Images can be deleted by clicking on the delete record button or from the right click
menu. Select Replace from the right click menu to replace the current image with another one.
An image can also be Saved to a File by selecting that option from the right click menu. Use the
search button to access a pick list of images associated to the workflow record.
Problem Report tab

This section displays the Checklist information associated with the highlighted Element. If the
checklist item has been marked critical on the template, a Y will be displayed in the Critical field.
Each checklist item is given a status by clicking on the drop down arrow and selecting No, Yes,
or N/A. Yes indicates the checklist item is done, No indicates it is not done, and N/A indicates it
is not applicable to this specific Workflow. The status can also be filled in from the web approval
page. Checklist items can be added on the fly to any element.
The Response information also appears on this tab. This information is input based on lists
created at the template level or typed in manually. To select a response from the pick list created
on the template click on the Lookup Response List button, and a pick list of responses
associated with the Element will display.
Responsible tab

The responsible tab contains the team members responsible for authorization/review of the
selected element of the Workflow. To add team members responsible for the element, click on
the ADD (+) button and select them from the Team Member list. All team members will be in the
pick list. Multiple team members can be selected at once using the toggle buttons on the pick list
or the Shift and Ctrl keyboard buttons. Team Members can also be copied from one element and
pasted into another by right clicking in the Element section and selecting Copy Responsible and
Paste Responsible. There is no specific check box in the Team Member module for Workflow.
Continue this process until all required team members have been added. New team members
can be added to the Team Member pick list by clicking on Team Members under Options on the
tool bar.
The fields in the Responsible section of the form are described below:
# This is the sequential number the team members were added in. If the
sequence needs to be adjusted, this number can be changed manually.
Name This is the Name of the team member.
Email sent This field populates with the date and time the email was sent notifying
the team member a workflow needs reviewed/authorized.

Type If the type was set up on the template it will fill in automatically. If the type
is not specified on the template it defaults to Authorize on the Workflow
form. If no Type is specified on the Workflow form, a message will display
stating it is a required field. To change it, select from the drop down list
and choose either Authorize or Review.
Authorize team members are required to sign off on the approval process.
 Review team members will receive an email notification through the
workflow process, but are not required to sign off. Note: If all team
members are Review, the element will not be completed
Plan Date This is the plan date associated with the Workflow Element and team
member, and can be used as a due date for the element. Select the date
from the drop down calendar.
Sign Off If the team member approves the element and selects Authorize on the
web based approval page, a Y will automatically be put in this box. If the
team member rejects the element, an N will be displayed. This cannot be
filled in manually.
Sign Off Date This field will automatically fill in with the date the team member accepted
or rejected the element.
Email The email address for the team member. This information comes from
the Team Member module.
Title The title of the team member. This information comes from the Team
Member module.
Note Users can enter notes in this field under the Responsible tab, or on the
web approval page. The notes entered in this field can be unique to each
team member.
Delegate To A Delegate can be associated to a team member with a Days Threshold

value. The delegate days threshold will control when a second email is
sent to the delegate if the original team member did not respond within
that time. This will help prevent a workflow from stalling because
someone is too busy or out of the office for an extended period of time
without the initiators knowledge. Once the ‘Days Threshold’ has passed
and the workflow is evaluated, the Delegate is sent an email and can log
in to approve/deny the workflow.

Pending Authorization This will populate with the date/time the pending authorization/review
Expired expired based on the 'Expire Pending' days set in the Contingency Plan
section of the Alert action.
This function will also send an email to the 'Email To' address established
on the Alert action indicating the pending authorization/review has
expired.
Once the responsible team member approves their element; the line turns
green to go forward with the next element. The Pending Authorization
Expired field remains populated.
Receive Notification If this option is checked, the team member will receive an email when the
element is completed.
Ext Docs Element

In this section the user can attach external documents associated with a specific element. To
attach a document, click on the ADD (+) button and select the Document Library and document
from the screens that appear. If the document is released it will be accessible in read only format
from the web based approval screen. This tab also includes the options to print and scan as
described above.
Workflow Filter
To change the filter, click on the Filter button at the top of the Workflow form . A box will
appear from which the user can select All Vendors or One Vendor, as well as Open AP Invoice
Workflows, Closed AP Invoice Workflows, or both. The Filter feature can also be used to filter
the pick list when searching for a specific Workflow.

Access Workflows
Select the Workflow speed button to access your pending approvals relevant to the module
currently opened.The user will be asked to log in and their pending AP Invoice Workflow
approvals will display. Select the record number to access the specific approval summary.
Evaluate Workflows
Evaluate Workflow automatically analyzes the status of the element in relation to each team
member, and determines the action to take. This is the process that will send email notifications
to team members that a Workflow element needs to be reviewed/authorized, and through which
the element is approved or rejected based on the responses of the team members.
This process utilizes the Apache Web Server, which comes with Oracle. You will also need to
be sure the App Srv URL field is filled in. This is the address of the Apache server
(http://servername/), and is in System Setup/System Parameters/Company File Maintenance on the
Email tab. Also note: in IQStatus, on the Bookmarks tab there is an option called 'Make
bookmarks available within the intranet'. When this is checked and the Application Server URL is
entered in the white box, it marks the apache server URL as a trusted site which prevents the
following message from popping up, “http://yourappacheserver is not a trusted site, do you want
to continue?”, when accessing the apache server from links (such as workflow emails).
In addition, for a team member to view email, the Grant WebDirect access box must have been
checked when that team member was created as an Oracle user.
To start the workflow process:

1 Assign responsible team members. Be sure to post after adding team members, or workflow
will not function properly.
2 Ensure that the Active Box in the Workflow main section is checked.
3 Click on the Workflow speed button on the Responsible tab to initiate the evaluation process
or use IQAlert.
4 The team member(s) will be marked in pending status and email(s) will be sent, according to
the Workflow type selected, notifying the members that a Workflow Element needs to be
reviewed/authorized.

Note: The Evaluate Workflow and Re-Evaluate Workflow functionality can be set up in IQAlert to
occur automatically based on a defined schedule. Select the EMP control system for Employee
related workflows and the APP control system for Applicant workflows. (See the IQAlert
documentation for details).
What emails that are sent depends on whether the workflow and elements are set to Broadcast
or Sequential. The workflow type selected in the main section of a module refers to the
Elements. The information will be sent either for one element at a time (Sequential) or for all
elements (Broadcast). A Workflow Type can be associated with each Element. This workflow
type refers to the Team Members. The information will be sent either for one team member at a
time (Sequential) or for all team members associated to the element (Broadcast). If the Workflow
Type field is left blank it will default to Broadcast.

Additional Options:
A Contingency Plan can be set up on the Alert action to indicate the number of days when a
pending authorization/review is considered expired. The Pending Authorization Expired field in the
Responsible section of the module will populate with the date and time it was marked expired.
An email will be sent to the email address set up on the Alert action indicating the workflow
authorization is expired and the responsible team member.
Delegate To - A Delegate can be associated to a team member on a template with a Days

Threshold value. The delegate days threshold will control when a second email is sent to the
delegate if the original team member did not respond within that time. This will help prevent a
workflow from stalling because someone is too busy or out of the office for an extended period
of time without the initiators knowledge. Once the 'Days Threshold' has passed and the workflow
is evaluated, the Delegate is sent an email and can log in to approve/deny the workflow.
Both the delegate and the days threshold can be edited for a specific workflow on the
Responsible tab.
Note: If both the Contingency Plan and Delegate options are used, the number of days on the
Contingency Plan should be greater than the delegate days threshold.

Another Alert option is to create an SQL to re-evaluate workflow through an SQL statement which
can specify the number of days after which team members with pending workflows will be reset.
Then subsequent SQL statements to evaluate workflow will send new emails. The combination
of these SQL's for Reset and Evaluate Workflow is the equivalent of doing 'Reset for Re-
Evaluation' and 'Evaluate Workflow' under the Responsible tab in modules that have workflow.
After the Reset SQL statement is processed, and before the Evaluate Workflow SQL, if a team
member attempts to get to the web approval page from an older email, they will receive a
message that the approval link is no longer valid. Users may pick up the new SQL statement
from MyIQMS in the IQMS Alerts section in Support->Files. The file is 'Reset Workflow.zip'. For
more information on setting up these alerts please refer to the Alert help file.
Notes:
Invalid emails (for employees where they no longer are active email addresses in the system)
will be passed over and the workflow process will continue to the next responsible person or if
no responsible person is indicated for the remainder of the elements, it will add a completed
date to those elements. The system records any exceptions in the Event Log under the
WORKFLOW ERROR class.
When using Sequential Workflow, evaluating workflow through IQAlert ensures workflow
email(s) are sent for each element sequentially, and workflow evaluation does not continue to
the next element until team members have approved the preceding element. If users choose to
evaluate workflow directly from the workflow module instead (by manually clicking the Evaluate
Workflow button), and/or re-wind an element after subsequent elements have been approved,
workflow email(s) may be sent in a non-sequential order. Careful consideration must be taken to
ensure only qualified users are allowed direct access to any module.
Duplicate sequence numbers on Elements are allowed which will indicate in the workflow that
the elements can be done simultaneously (emails will be sent for all elements with the same
sequence number at the same time).
If any email is not being sent as expected for evaluate workflow and no error occurs, check to
see whether the spam filter may be preventing the email from being sent.
Workflow Emails
The subject line of the email states the AP Invoice number, the Workflow Element description,
and the team member type (Authorize or Review).
The email provides a link to the browser. The browser form is where the Workflow Element is
reviewed and either accepted or rejected by the team member. After clicking on the link, the
user will be required to log into the network in order to access the Workflow review form.
Once logged in, the user will see the Workflow Summary form:

Note: Password Expiration Warning - If the users password will expire within 30 days or less a
message will appear stating, 'Warning Your password expires in x day(s). You need to change
the password before the expire date. Would you like to change your password now?' Select
‘Continue’ to go to the workflow without changing the password, or select the ‘Change
Password’ option to change the password. Users do have the option to change their password
at any time via the 'Change Password' button at the bottom of the workflow web page.
Workflow Page
The left side of the Workflow Summary form displays the general information from the Workflow
form in EnterpriseIQ including the Invoice #, amount and vendor. The Details section will display
the line item information from the PO for inventory item (not miscellaneous items). This includes
the cost, quantity, cost source and GL Account information. If the AP invoice has an account
split all accounts will display. This form shows the Notes entered in the Notes field on the main
form. If the notes are larger than the display field, they can be viewed in their entirety by clicking
on the + button. The Response notes entered on the response tab of the Workflow form will also
display in the lower Note field.
Team members can jump to the workflow or the AP Invoice by selecting the EIQ jump icon
next to the corresponding field. Note: This option is only available when using Internet Explorer
(IE) with proper security levels set. When using another browser or if IE security is not
established a message will appear stating, 'Unable to continue. Please check Internet Explorer
security level. Error message = ActiveX object not defined. Note: Other browsers do not support
this feature'. The settings for IE require that the server URL is added to Internet Explorer Trusted
Sites, security must also be set to Low for Trusted Sites to enable ActiveX controls, and set
security to Low for local intranet, and medium-high for Internet security.
The right side of the summary form has six tabs:

 Response - Users can input a response by manually typing in the response section or select a
predefined response from the response lookup list. To select from the Response Lookup list,
select the button and the Select Response form will appear. Enter the response
information in the 'Search for' field, or leave it blank to return all responses, and select the
Search button. The results will display. Select the desired response by clicking on the Code.
The Response text is submitted by either clicking on Submit button, saying ‘yes’ the
confirmation message, when clicking on another tab within the web approval page, or when
logging out of the web approval page. All responses are available to other team members
from their respective approval pages. The responses entered here will also transfer to the
main form in EnterpriseIQ.
 Checklist - Select the Checklist tab to view the checklist information along with the status of
each checklist item in the Value column. To change the status of a checklist item, the user
can select a value (Y, N, N/A) from the drop down list. If changes are made to the status the
user must select the Submit Checklist Items button in the Checklist section to process the
changes.
 Responsible - Select the Responsible tab to view the list of team members that are also
responsible for the element. Users can send email to a team member directly from this tab by
clicking on the team member's email address.

 Documents - Select this tab to view any attached external documents associated with the
Workflow, attached external documents associated to the specific element, or reports. The
reports available are those in the reports menu for the specific module. If a team member is a
customer or vendor, they are limited to viewing the current record only on a report. If the
team member is not a customer or vendor, the selection criteria form will appear allowing the
team member to enter the criteria desired for the report.
 Email Correspondence - If Email Correspondence is associated to the record it can be viewed
from this tab. The tab will list all linked emails with the date received, who it's from, the
subject, and the comment entered on the Email Correspondence tab in the module. The
team member can click on the subject and the email will open in a separate pop up window.
 Summary - The Summary tab displays the Element summary information including responses.
Authorize, Reject, or Review:
Once the team member reviews/edits the checklist and responses, if they are an Authorize type
team member, they will choose to authorize or reject the Workflow element. If they are a Review
type they will be able to only select Submit review. If the team member rejects the element, a
note must be entered in the Note field. Notes may also be added if the element is accepted.
These notes will display on the Workflow form in the Note field on the line item associated with
the team member.
Note: If the user hits the back button on the browser and attempts to resubmit a workflow that
has already been denied or approved, the user will receive an error: "There was an error
processing your request. This element was already denied/approved on mm/dd/yy".
Once a team member has authorized/reviewed the Workflow element and submitted their
response, the fields in the Response section of the Workflow form will populate with the new
information such as Signoff (Y or N), Signoff Date, and Notes. The team member ID that
approved the element is stored in the WF_RESPONSIBILITY table (in
SIGNOFF_TEAM_MEMBER_ID). This will populate with the team member ID of the user
actually approving or rejecting the workflow element, including a delegate team member. If an
element is re-wound and approved or rejected again, the value is re-written in the new column.
The text will also be color coded to visually show the status of the team member. The color
codes are as follows:
 Green - The team member has approved the element.
 Red - The team member has rejected the element.
 Blue - A response is pending. The team member has been notified that an element needs to
be reviewed, but has not yet replied.
 Black - The workflow has not been processed for the team member.
If the Electronic Signature option is selected when the team member clicks on the Submit button,
the team member will be asked to enter their user name and password for the electronic
signature.

To enable this feature, check the 'Enable electronic signature sign off' in Sys Setup->System
Parameters->Company File Information->Application tab. This is a global setting.
Completing a Workflow
Once an element has been approved by all Authorize type team members, the completion date
will fill in automatically after the workflow is evaluated again. The team member ID that approved
the element is stored in the WF_RESPONSIBILITY table (in SIGNOFF_TEAM_MEMBER_ID).
This will populate with the team member ID of the user actually approving or rejecting the
workflow element, including a delegate team member. If an element is re-wound and approved
or rejected again, the value is re-written in the new column. An email will be sent to the Initiator
and to team members that have the Receive Notification option checked when an element is
completed. This check box is on the Responsible tab of each module.
Note: Review type team members can still access the workflow and submit their review after the
element has been approved. The workflow will display this message "This element is closed, but
has not been reviewed".
Rejected Elements
When an element is rejected, all users on the Responsible tab for the element set as 'Authorizer'
will receive notification of the rejection, in addition to the user in the Initiator field. The email will
include the record, element information, reason for rejection, and the authorizer that rejected the
element.
My Pending Approvals - This button will appear in the blue bar at the top of the web approval
page. When the user mouses over the button, the hint will display the number of pending
approvals they have. Click on the button to view the Pending Approval List.

From this screen the user can select an item to review by clicking on the link.
Completing the Workflow
Once all team members have approved the element select the Evaluate Workflow button again
and the Complete Date field will fill in automatically for the element. Once an Element has been
completed the Required Date cannot be changed. When the AP Invoice workflow is approved
the Workflow Initiator will get an email sent to them letting them know the invoice is approved,
and the 'Approved' checkbox on the AP Invoice will be checked.
Access Workflow from Responsible tab - The Responsible tab will have an Approve Workflow speed
button which enables team members to access the web based approval page for that specific
record. Once the evaluate workflow process has begun this button will be enabled. Highlight
your team member name and select the Approve speed button . The web based approval
page for the specific element will appear to authorize/review or reject.
Reset Element for Re-Evaluation
If an element has been rejected, the user can select the Reset for Re-Evaluation option to
reset the workflow for the element. Once reset, the element can be evaluated again using the
Workflow function. The email notification that the team members receive has a submission
counter to indicate the number of times an element has been evaluated.
Clicking directly on the Reset for Re-Evaluation button will reset the workflow only for the
selected team member that rejected the element. This can also be done by clicking on the drop
down arrow next to the Reset for Re-Evaluation speed button, and choosing Reset This
Rejected for Re-Evaluation.
Note: Posted AP Invoices will retain the associated workflow record.
To reset the workflow for all team members for the element, click on the drop down arrow next to
the Reset for Re-Evaluation speed button, and choose Reset All Records for Re-Evaluation.

Freight Cost Allocation from AP Invoices
The cost of freight can be allocated to items on an AP Invoice based on a choice of four
techniques:
 By Quantity
 By Total Price
 By Weight
 By Volume
NOTE: This option is also available from the PO Receiving module. If the information was entered
in the PO Receipt it will automatically carry over to the AP Invoice when entering the invoice
details based on a purchase order with the ‘Enable selection by receipts only’ option checked. If
this option is not checked the freight cost will not carry over to the invoice.
The system will allocate the cost of the freight based on the calculation technique chosen. Each
item is assigned its portion of the freight cost based on a weighted average algorithm. For
example: (The items quantity/total quantity all receipts) * total freight amount. Any rounding
discrepancy goes into the biggest portion. The system will take into consideration the cost of
freight in determining the actual cost of the item when comparing to the standard when
calculating the purchase price variance (PPV).
Note: When the freight cost allocation is performed through AP Invoice, the actual cost of the
item associated to the freight is not updated, as the receipt has already been written to translog.
A form will display listing all of the items on the AP Invoice. By default all of the rows are
highlighted, but the user can make changes to which items should be included in the freight
allocation by using the toggle buttons.

Ship Via The Ship Via will default to the one from the purchase order but can be changed by
selecting another Ship Via from the pick list.
Freight Enter the total freight amount to be allocated in the field on the Freight Cost Allocation
form.
If freight amount(s) were entered in the Freight field for the individual items, that value
will automatically populate the freight field.
Cost Allocation Select a Cost Allocation Technique from the pick list. The options are:
Technique
 By Quantity
 By Total Price
 By Weight
 by Volume
Once the information has been entered select the Allocate Freight Cost button. The calculated
freight value will display in the Freight field for each item in the Freight Cost Allocation form and
in the item section of the AP Invoice.
The AP Freight account that will be debited is based on the following hierarchy:
 Ship Via > GL Account AP#
 Ship Via > GL Account #
 System Parameters > GL Setup > Freight
For calculation examples please see Freight Cost Allocation Calculation Examples in the PO
Receiving section.
NOTE: Freight Allocation does not work in conjunction with Inventory Cost Adjustment.

Auto Invoice from Receipts
This option will automatically create AP invoices based on posted receipts (this is EPlant
specific). Click on the speed button or select File->Auto Invoice. A screen will appear listing all of
the vendors that have uninvoiced posted receipts.
 Select the Ending Date for receipts. This date defaults to the system date.
 Highlight the vendor(s) you want to create AP Invoices for using the toggle buttons or the Ctrl
and Shift buttons on the keyboard.
 Once the desired vendors are selected click on the Create Invoices button. By default one
invoice per vendor will be created. If there were multiple receipts for a single vendor they will
all appear on the same AP Invoice. The Invoice # defaults to the ‘vendor number-ending
date’ (i.e. ASH00-07/08/05). This can be edited. If the One Invoice per PO option is selected
(under the File menu) then the system will create one invoice per purchase order instead of
one invoice per vendor. The invoices number will be the ‘vendor number-ending date-#’ (i.e.
ASH00-07/08/05-1).
 The user can add/edit the information on the auto created invoice in the same manner as a
manually created invoice.
Note: In the APPREPOST, APINVOICE and APINVOICE_VOID tables the AUTO_INVOICE
column will populate with a 'Y' when the source of the invoice was auto_invoice. This can be
used for reporting purposes.

Inventory Cost Adjustment (ICA)
This allows users to update the actual cost of a location to include additional costs (such as
freight costs) for items received. This process will also create a GL entry for the costs incurred
that will update the inventory and expense accounts as well. It allows the additional charges to
come from an AP Invoice which can be applied to a single or multiple receipts.
Note: Inventory Cost Adjustment does not work in conjunction with Freight Allocation.
Note: This option is only available if Actual Costing is being used ('Use Actual Cost during Post
Transactions' option is checked on the Inventory Setup tab in System Parameters).
After entering an invoice for additional costs, from the AP Invoice select the Inventory Cost
Adjustment button above the lower section .

The top section of this screen displays the Vendor information from the AP Invoice, the Expense
account, date and amount.
From the middle section select the insert record (+) button and a pick list of receipts will appear.

Select a range of dates in the Date Received From and To fields to filter the list based on the
receipts from the same vendor that is associated to the additional charges AP invoice, and for
when product was received. Select the ‘View All Receipts’ box to see all receipts regardless of
the vendor or dates. select Apply.
Select the receipt(s) that apply to the additional charge using the toggle buttons and select
‘Assign’. The selected receipts will populate in the middle section of the Inventory Cost
Adjustment form.
Next select an Allocation Technique from the list accessed by clicking on the search button. There
are three options:
 By Quantity
 By Total Price
 By Weight
Freight Cost Allocation Calculation Examples:
Freight = 125.00
Two Receipts: #1= 3000 lbs. at 0.70/lb., and #2 = 500 lbs. at 1.25/lb.
 By Quantity Calculation: 3000 + 500 = 3500 total lbs. received
#1: (3000/3500) *125 = 107.14
#2: (500/3500) * 125 = 17.86
 By Total Price Calculation: (3000 * 0.70) + (500 * 1.25) = 2100 + 625 = 2725
#1: (2100/2725) * 125 = 96.33
#2: (625/2725) * 125 = 28.67
 By Weight Calculation: The weight calculation uses the PTWT from the PARTNO field. If this is
0, the system will use the item’s weight from Inventory (ARINVT.PK_WEIGHT) multiplied by
the UOM factor on the PO detail.
#1’s part weight = 15, and #2’s = 50
(3000 * 15) + (500 * 50) = 45000 + 25000 = 70000
#1:( 45000/70000) * 125 = 80.36
#2: (25000/70000) * 125 = 44.64
After selecting an allocation technique, select the Allocate Cost button and the system will
calculate the unit cost adjustment. This will update the Unit Cost Adjustment field on the ICA
form.

Post to GL/Update Location Cost - To post this to the General Ledger, select the ‘Post to GL’ button
. A journal entry will be created with a debit to the Inventory account associated to the item
and a credit to the expense account associated to the AP Invoice. After performing an Inventory
Cost Adjustment, the system will write a record to TRANSLOG for the item with a transaction
quantity=0 for a transaction type = ICA . This transaction does not affect PIT.
Notes:
 An AP invoice cannot be deleted if there is an ICA found.
 Users cannot delete an ICA if it has been posted, even if the GJ entry is then voided. The
system will show that it was voided for history.
 If the GJ is un-posted, the GJ can be deleted and the ICA can then be deleted.
 0 Unit Cost Adjustment/Total Amount Allocated lines do not pull into the ICA screen.
 If a user Allocates Costs after the Receipt is selected and then inserts a record in the bottom
section, the costs will be allocated there. If that record is then removed, an error will surface
upon attempting to post to the GL ('Unit Cost Adjustment on a split level not assigned.'). The
GL cannot be posted because the deleted record still exists in the table. Users will have to
delete the ICA record and start over. To avoid this, it is best to Allocate Costs once all of the
sections are populated correctly.
Examples
Below are some examples of the calculations. (In the examples below freight is being used as
the adjustment type, but this can be for any additional costs).
Example 1:
One Item, received 5000 lbs.
Actual Cost before ICA: 2.85
Freight Cost = 150.00
The Unit Cost Adjustment = 150 / 5000 = 0.03

The GJ Entry would look like this:

Actual Cost after ICA = 2.85 + .03 = 2.88
Example 2:
Multiple items received and freight allocated.
Freight = 150.00
Allocated by Weight (each 1 pound)

Total Amount Allocated:
(258.2 * 1) + (7470 * 1) = 7728.2
110911 PL: ( 258.2 / 7728.2) * 150 = 5.01
ABS-123: (7470 / 7728.2) * 150 = 144.99
Unit Cost Adjustment:
110911 PL: 5.01 / 258.2 = 0.019404
ABS-123: 144.99 / 7470 = 0.01941
Inventory Location (FGMULTI) Cost is adjusted:
For item 110911:
Before adjustment: Cost= 5
After adjustment: Cost = 5.019404 (5.00 + 0.019404)
For Item ABS-123:
Cost before was 1.00
Cost after is 1.01941 (1.00 + 0.01941)
Example 3:
Location quantity is greater than receipt quantity. When this occurs the system will calculate a
rolling cost.
Location quantity before receipt = 20000 at a cost of $1.80
Quantity received = 83400
Freight Cost = $ 300.00
Unit Cost Adjustment = 300 / 84300 = 0.003559
Location Cost after adjustment
= (((Total Location Qty – Qty rec’d) * Original Location Cost) + (Rec’d Qty * (Original Cost + Cost
Adj)) / Total location quantity
((104300 – 83400) * 1.80) + (84300 * (1.80 + .003559)) / 104300
= 36000 + 152040.0237 / 104300
= 1.802876

Example 4:
If the location is less than the quantity received, the system will update the location based on the
cost adjustment.
Received quantity was 4300 in to a location with a cost of 1.25. The cost adjustment was
performed after 200 were consumed. Note the lower section in the ICA form will show the Qty
Consumed.

For a freight cost of $ 100.00, the ICA is calculated as 100/4300 = .023256
The updated location cost will be 1.25 + .023256 = 1.273256
Manufactured Items Section

The bottom portion of the screen will display any items manufactured using the product received.
For actual costing purposes, this will adjust the actual cost of purchased items and
manufactured items by the cost incurred after the material has been received and the
manufactured items have been shipped and/or invoiced. The amount allocated to shipments and
AR invoices will be displayed along with their appropriate GL accounts. Once the inventory cost
adjustment has been posted, the actual cost of the material and manufacturing items that
consume the material will be adjusted. From this section users can add and delete manufactured
items that consume the material, and modify the Qty Consumed, which will recalculate the unit
cost adjustment and total amount allocated.
The journal entry is posted based on the following:
Debit: Total amount allocated - using the inventory GL account (based on the hierarchy of
inventory item GL account -> inventory group GL account -> system parameters inventory GL
account or WIP (ica_dtl_split.glacct_id_alloc).
Credit: GL account associated to the item from the middle section (ica_dtl.glacct_id_alloc) for the
same amount
Debit: GL Account SPI for the amount = SPI Allocated - COGS Allocated
same amount
Debit: GL Account COGS for the COGS Allocated amount
same amount
Calculations:
SPI Allocated = Quantity Consumed * Unit Cost Adjustment / PIT Shipped (where PIT Shipped =
Quantity of the final item shipped where translog.posted = 'Y').
COGS Allocated = Quantity Consumed * Unit Cost Adjustment / PIT COGS (Where PIT COGS =
Quantity of the final item that was invoiced and PIT posted).
Edits can be made to the items or the quantity consumed unless the journal entry has been
created. If the user attempts to make changes after the journal entry is created they will get an
error stating, 'Cannot delete an entry that exists in the General Journal table'.
Actual cost adjustment of purchased items that are resold/shipped

For actual costing purposes, users can adjust the actual cost of purchased items that have
been resold, shipped, and/or invoiced. Once the inventory cost adjustment has been posted, the
actual cost of the material will be adjusted. The received item can be added to the bottom
section by selecting the insert (+) button. The system will determine if the item been shipped and
invoiced. When preparing the posted GJ Entry is calculated as follows:
Calculations:
SPI Allocated = Unit Cost Adjustment * PIT Shipped (where PIT Shipped = Quantity of the final
item shipped where translog.posted = 'Y').
COGS Allocated = Unit Cost Adjustment * PIT COGS (Where PIT COGS = Quantity of the final
item that was invoiced and PIT posted).
Void
A posted ICA journal entry can be voided. Select 'Void GL Posting/Update Location Costs' from the
File menu on the ICA form. If the journal entry is not posted a warning will appear, 'Still in
prepost - cannot void'. Select the GL Year and GL Period from the ‘Assign Period’ form. Once
selected, the reverse GL will automatically be posted, location costs are updated (reversing the
costs) and the Void Batch # field is updated with the correct GL Batch ID for the void.
Note: Users can do an Inventory Cost Adjustment on a specific location from the Inventory
Locations and Transactions module. This can be used for changes for labor and any additional
costs that are not AP related. See Inventory Cost Adjustment in the Inventory section for details.
Edit Accounts Payable Invoices

To EDIT an AP invoice, complete the following steps:
 Select the AP tab on the EIQ Launcher Bar and click on the AP Invoice module.
 Select the invoice that needs to be edited or deleted by using the navigator bar or click on
the search button to bring up the pick list of open AP Invoices.
 After all changes have been completed, post/edit your changes and exit this screen. The
system will display a message if the invoice is out of balance.
 If a user has an AP Tolerance percentage assigned to them in Security Inspector (Users/PO

Limit tab), if they attempt to change the amount of the line item over their allowable
tolerance they will get a warning: "X exceeds original total of Y. A/P change tolerance
exceeded". The line item amount will revert back to the original value.

Quick AP Invoice
The AP Invoice form can be changed to the Quick AP Invoice format by selecting 'Quick AP
Invoice' from the Options menu. It is designed to create AP invoices quickly. When the user
types the Amount in the top section the system will populate the detail with that same amount.
The AP Invoice form will not include fields such as AP Account, 1099 information, note fields,
comment, group, and other options.

Posting Accounts Payable Invoices
This routine posts payable invoices to an open period. Prior to posting, you should run the
Accounts Payable Pre-Posting Batch Review from the Reports menu. This displays the detail of
each invoice and the G/L Account distribution.
To POST:
 Select File|Post Invoice or Post All Invoices. You can also use the speed buttons displayed on
the toolbar to complete the same steps. The following screen will appear:

 EnterpriseIQ supports two dates within the batch transaction - the G/L Batch Date and the
system date. Normally, the GL Batch Date is the date the posting transaction takes place. In
some circumstances, you may want to change the batch date. The system allows you to see
both when the actual transaction occurred, and compare that with the date you chose to
associate with the transaction. The system date cannot be altered.
 Accept the date that is shown, or enter a different G/L batch date to associate with the
posting.
 If the Batch Date selected does not fall within the Period date of the transaction then a
warning message surfaces stating "The Batch date (mm/dd/yyyy) does not fall within the
Period dates (mm/dd/yyyy – mm/dd/yyyy), Continue posting?".
 When 'No' is selected the warning message is closed and the user is brought back to the AP
Invoice to either change the Date of the Invoice or Post again to select a different Batch
Date.
 When 'Yes' is selected the AP Invoice is posted.
 The warning has a 'Do not show next time' box that when checked the warning will not
display.
NOTE: The GL Posting Date may be in a different month than the current month or period, and
that a different date entered here does NOT change or modify the period to which the invoice
will be posted. To change the period, modify the Period field on the invoice itself.
 Click [OK] to continue with the posting process.

 Once posted, the system requests if you would like to print the AfterPost Report.
Posting All Invoices

If you will be posting a batch of invoices, note that each batch may only contain invoices from
the same period. If EnterpriseIQ finds that the group of invoices contains more than one period,
you will be required to select only one of the multiple periods. Only those invoices that match the
selected period will be posted. If necessary, repeat this routine to post all outstanding invoices.
To post all invoices:
 Under the Options Menu Item, the user has two options for posting a group of invoices:
 Post All for Individual User ID- Only those invoices created by the user will be posted.
 Post All for all Users IDs- All invoices will post regardless of who created the invoice.
 Select Post All Invoices.
 Press [Enter] or click Yes to accept the date shown, or modify the G/L batch date as desired.
This date does NOT change the period to which the invoice is posted. It is used only to
associate a posting date with the batch record. Note that EnterpriseIQ also stores the system
date (the actual date of the transaction, according to the current date stored within your
system) with the same batch record.
 A pick list appears and may contain one or more period records. This indicates that you are
attempting to post a group of invoices that contain more than a single period. EnterpriseIQ
will only post those invoices that match the selected period.
If your batch of invoices contains only a single period, you can click Select to continue.
Once you select the period, EnterpriseIQ will continue the posting process, leaving any invoice
with a different period on the Invoice screen, to be posted at a later time. Repeat this procedure
to post additional invoices.
When complete, you should receive the following message:

Batch Posted - Do you wish to print the after post report?
 Select “Yes” to print the Report or “No” to return back to the main Invoice entry screen.
Note: If a line item does not have a GL account an error will appear stating, 'The GL account is
not found on one of the details of the <Inv #> invoice.' Users will not be able to post, and will
need to go to the invoice stated in the error to enter a GL account.

View Posted AP Invoices
Select the View Posted AP Invoices button from the launcher bar or from an AP Invoice to
access all posted AP Invoices. Select the invoice from the pick list and the following form will
appear.

Edits that can be made to a Posted AP Invoice:
 The Due Date can be edited on a posted AP Invoice.
 Select the View Invoice Notes button to view/edit internal and external documents
associated to the invoice.
 On Hold - If the 'On Hold After Post' box was checked on the invoice prior to posting, this box
will automatically be checked. Invoices that have been placed ‘On Hold’ will not appear in the
invoices pick list available for payment. Check/Uncheck this box to change the hold status of
the invoice.
 Include in 1099 - This box will be checked if it was checked on the unposted invoice. It can
be toggled to unchecked if this invoice should not be included in the 1099. The box can only
be checked if there is a Tax ID entered for the vendor in Vendor Maintenance. The 1099
Category can also be updated.
 Note 1 - This field can be edited. This can be used to enter the UUID for tracking the Poliza
XML used in the EIQ Tax Reporting Tool. Double click on the field to access the pop up form
to enter text.
Documents
Each invoice can have documents attached. Select the Documents tab. These notes may be
Internal or External documents, or Email Correspondence. These documents will remain
attached to the invoice after it has been archived.
Top Section Right Click Options:

 Jump to Expense Report - If the AP Invoice is associated to an Expense Report the user can
open the Expense Reporting module for the associated record.
 Jump To Vendor - Jumps the user to the vendor associated to the invoice.
Top Section Right Click Options available on the Paid field:
 Jump to Check - Opens the ‘View Cash Disbursements’ form for the check.
 Check Summary - Opens a pop up form that displays the amount, check #, Check ID, Check
Date, and EFT.
Bottom Section Right Click Options:
 Cost Source: A Cost Source not applied during invoicing can be added after posting an
invoice. Right click in the middle section and select Cost Source. Select the module then
select the project to apply the AP Invoice to from the pick list. This information will then flow
to the activity summary section of the corresponding module.
 Jump to PO - This will take the user to the purchase order associated with the line item.
 Show Taxes - This brings up a form that displays the Tax Element, Original Tax Rate, Tax
Amount, and GL Account.
 Show all Taxes - This brings up the tax breakdown form to view the Tax, Tax Rate, and
Amount.
 Show Use Taxes - This brings up a form that displays the Use Tax Element, Original Tax
Rate, Tax Amount, and GL Account.
 Show all Use Taxes - This brings up the tax breakdown form to view the Use Tax, Use Tax
Rate, and Amount.

 Sales Account Split - This function allows the user to view the Sales Accounts Split form. No
changes may be made.
Other Options from the File Menu
 View Voided Invoices - This opens the Void Invoice screen.
 Create a Debit Memo - This option will create a debit memo based on the posted AP invoice.
The user can only edit the Amount fields on the debit memo. The Note 1 field will
automatically populate with a reference to the invoice, "Debit Memo created from Original
invoice xxxx".
 Clone Invoice - Select this option to clone the posted AP invoice. A pop up box will appear to
enter the invoice number. All of the information is cloned to the new un-posted invoice,
including tax splits, documents and emails.
 EIQ Bookmark - This option allows the user to drag and drop the icon onto the desktop or a
folder in order to open the exact record up again with one click. Select the EIQ Bookmark
button on the desired record. Then drag it to the desktop or folder and drop it.
Voiding AP Invoices
To VOID a posted invoice, complete the following steps. This option will only be available to
those invoices that do not have cash disbursements pending.
 From within the Invoice screen, select the speed button for viewing posted invoices or select
File/View Posted Invoices, or select the‘View Posted AP Invoices’ button on the AP tab on the
launcher bar.
 Locate the invoice you wish to void.
 Click on the Void button.
 Select ‘Yes’ if this is the invoice you wish to void.
 Accept both the default date and period shown. Enter your name as the person completing
the transaction. and the reason for the voiding.

 Click OK. The system will ask you to confirm the VOID.
 If desired, the Void report can be printed.
 If the AP invoice was created for Vendor who is also a salesperson, a message will appear,
after selecting Yes to void the invoice, asking, ‘Would you like to open salesperson
commission?’ If the user selects Yes the system will reopen the commission line in
Salesperson(s) (uncheck Closed box). If No is selected the invoice will be voided and no
changes will be made to the commissions. There is a 'Do not show next time 'check box
which can be checked to not display this message. Security can be placed on this message
box.
Note:The Void button is not available for an 'On Account' AP Invoice. The void must be done
from the Cash Disbursements-> view posted checks-> void check- in order for journal entries to
be generated for the on account void.

Viewing Voided AP Invoices
This screen provides all of the details about voided invoices. For example, it shows who
voided an invoice, the date it was voided on, along with a reason.
To VIEW voided invoices:
 Select the View Voided Invoices icon from the main menu bar, or
 Select File and click on View Voided Invoices from the drop down menu.
Voided Invoices can be filtered by a particular period, by a single vendor, or by all by selecting
one of the speed buttons at the top of the form. When selecting by vendor or period a
corresponding pick list will appear to choose the vendor or period. The main pick list will then be
filtered based on the selection. Selecting the 'All Invoices' option will display all voided invoices.
Documents
Each invoice can have documents attached. Select the Documents tab to access them. These
notes may be Internal or External documents, or Email Correspondence.

Main Menu Functions in AP Invoices
File
Under FILE, the following functions are available:
 Add Item - Click on this function to create a NEW invoice. Click on the ADD [+] function key
located on the menu bar to perform the same operation.
 Delete Item - Select this function to delete an AP invoice that has not yet been posted. Prior to
deletion a prompt will appear asking that you confirm your actions. Click on the DELETE [-]
function key located on the menu bar to perform the same operation.
 Post Invoice - Selecting this function will post the invoice that is currently being viewed. A
speed button is also available.
 Post ALL Invoices - This function will post all invoices currently in the temporary database. A
 View Voided Invoices - Use to view all invoices that have been voided. A speed button is also
available.
 View Posted Invoices - Use this function to view all invoices that have been posted. A speed
button is also available from the AP Invoice or on the launcher bar. See View Posted
Invoices for details.
 Browse GL Batches - This function allows you to view posted G/L batches created from AP
Invoices. The first screen displayed allows you to choose a specific period to begin the
browse. Once chosen, you may scroll through the batches or may choose to search by
another period or by batch number.
 Auto Invoice - This option allows the user to automatically create AP invoices from receipts.
 Search - Click on this function to search for a particular invoice that has not yet been posted.
Right click anywhere within the pick list to bring up different sorting options (i.e. by invoice #,
invoice amount, invoice date, and due date) or click on a column header to change the sort
to make searching for the invoice easier. The search option is usually used to search for an
invoice that changes will be made to or for deleting it from the system prior to posting. A
 Status - Select this function to view the account status of a particular vendor along with
various ledger activity.

 Exit - Closes out this module and returns you to the EIQ Launcher Bar. Make sure that all
changes have been saved prior to exiting the program.
Options
Under OPTIONS, the following functions are available:
 Quick AP Invoice - When this option is checked the invoice form header will change to the
quick format. Please see Quick AP Invoice for details.
 Free Form - Free form is used when entering an invoice that is not from a purchase order--
such as an Invoice from UPS. You will just be entering in a dollar amount (and a description
of what the charge was for), as it has nothing to do with inventory items. A speed button is
also available.
 From Purchase Order - Use this option to invoice items directly from a purchase order. A speed
button is also available.
 Terms - Select this function to bring up the Terms table. Add, delete or change information
shown in this table can be performed from this module.
 Vendor Carry Over - If entering in a number of payables that use the same vendor, make sure
this option is checked and the next invoice created will include the original vendor. Leave this
option unchecked to stop the vendor from being carried over each time. A speed button is
also available.
 Carry Over Account - When checked, the system will display the GL Account number from a
miscellaneous item onto the next misc. invoice item entered.
 Carry Over Group - When checked, the system will display the last Group identifier onto the
next AP invoice.
 Replicate AP Invoice - This option allows you to replicate the displayed invoice including
Freight Charges and Use Tax totals, based on a certain day of the month, every Nth day, Bi-
Weekly, or Quarterly. This is useful for recurring entries. First enter in the number of times to
replicate and then click on the radio button next to the desired option. After selecting an
option, enter the start date. For the Every Nth Day option enter the Days in Cycle value. This
value cannot exceed 31.

The replicated invoices will have the same invoice number with an underscore 1,2,3, etc. after
the number for as many times it was replicated. The invoice date with the Day of the Month
option selected is based on the value entered. For example the original invoice number is 337
dated 9/1, the user enters 5 in the Day of the month field, the first replicated invoice will be
337_1 dated 10/5. The dates of the replicated invoices for the other options is based on the
entered start date. The due date for replicated invoices will always be the same date as the
invoice date (terms are not looked at for replicated invoices).
 Create Quick Check - Once the invoice is posted, the user is taken to the Cash Disbursement
screen in order to print a quick check. All of the information is automatically filled in on the
cash disbursement from the information on the AP invoice. This feature is only available
when invoices are posted one at a time.
 Post All for Individual User ID - When posting invoices, this feature will only post the invoices
that were input by the individual logged on. Invoices input by other users will not be posted.
 Post All for All User IDs - When posting invoices, this option allows the user to post all
unposted invoices regardless of which user entered them into the system.
 Post All For Group - If this option is selected the system will post all invoices with the same
group.
 Recalculate Discount Based on Items Details (including sales tax) - When checked, the system will
calculate the discount amount for the individual line items including sales tax and freight. This
will populate in the Discount field on the AP Invoice.
 Recalculate Discount Based on Items Details (excluding sales tax and freight) - When calculating the
discount amount the system will not include any sales tax or freight from the line item in the
calculation. This will populate in the Discount field on the AP Invoice.
 Recalculate Discount Date based on Terms - When checked, the system will automatically
recalculate discount date to coincide with a change in the Terms.
 Make Discount date equal to Invoice date when no Term days specified - When checked, the system
will enter the discount date as the invoice date when the Vendor has terms specified with
discount days empty.
 Warn if Qty invoiced is greater than the received qty - When checked, the system will display a
warning if the invoice quantity is greater than the quantity received from the Purchase Order.
 Multiselect Detail - When checked, the line items may be multi selected. This is useful if all or
many of the items on an invoice need to be assigned to the same cost source. To select
multiple line items, use the shift or ctrl keys to select all or a few.
 Filter Unposted Invoices by User ID - This will filter the unposted invoices based on the user ID
logged into. When scrolling through invoices only those associated with the user ID will
display. The pick list will still display all unposted AP invoices. If the user tries to select one
from the pick list not associated with their user ID a ‘Not Found’ message will appear.
 Disable GL Account Hyper-Browse - If this option is checked only the pick list will be available,
and a value cannot be manually typed in the GL Account # field in the detail section. To enter
the account number without using the mouse, tab over to the acct drop down, Alt+Down
Arrow, type Acct#, then press enter twice.

 Account Split Templates - Templates may be created which can be used to split the line item
value among multiple GL accounts when using the Accounts Split option. The template can
be used for any invoice. Enter a description of the template then add the GL accounts in the
lower section along with the percentages. A Search button is available on the template form
to enable users to find a specific template. To apply a template to an invoice the user must
first right click on the line item and select ‘Accounts Split’. Then click on the Account Split
Template button . To add the split from a template, first delete the existing GL account
listed, then drag and drop the template description into the AP account split box. The invoice
will now be posted to the multiple GL accounts based on the percentage entered. The G/L
Account field will be displayed in blue to signify there is a split. Note: The Description field in
the lower section is only used when using a template for a General Journal entry.
 Filter Unposted Invoices by Days Out - After activating, a Days Out box will appear in the invoice
header. Enter a value to indicate the numbers of days forward or backward to limit the view
of the prepost table invoices. This works both with positive (today forward) or negative (today
backwards) numbers.
Reports
Upon selecting this function from the main menu bar, the following options will be available:
 Print - Several reports are available for printing: Accounts Payable Aging-Detail, Accounts
Payable Aging-Summary, Accounts Payable Invoice Register-Summary, Accounts Payable
Pre-Posting Batch report.
 Printer Setup - Use this option to configure the printer setup (i.e. page orientation, print
destination, port information, paper size, graphics, etc.). This information can also be
changed from within the report selection box within the Print screen.

Use Tax
Use Tax can be applied to an AP Invoice. Select the Use Tax Code from the drop down list for the
line item in the Use Tax Code field. The Use Tax Code Description, Use Tax Rate and the Use
Total Tax will populate accordingly.
Add/Edit Use Tax - Right click on an item in the detail section and select 'Add/Edit Use Tax'. This
option allows the user to add a different use tax code or edit the actual use tax amounts. To edit
the use tax rate, right click on the line item and choose Add/Edit Use Tax. A form will appear
showing the current tax elements associated with the line item. Use the navigator bar to Add or
Delete the tax code. Individual tax elements may not be deleted, only the entire tax code. When
adding a use tax code the system will warn the user that the existing use tax elements will be
deleted and replaced with the new ones. Once use tax elements are selected the user also has
the option to change the actual dollar amounts by typing over the calculated amount in the form.
The user can also edit the GL account number by clicking on the drop down arrow.
The Use Tax field at the bottom of the invoice will update with the value of Use Tax
. This amount is not added into existing tax/invoice information. Select the
Tax Breakdown button next to the field to display the breakdown of the use taxes for the AP
Invoice.
When the AP Invoice is posted the system will post the use tax to the AP invoice detail expense
account with the offset as the Use Tax GL Account from System Parameters>GL Setup tab. If
the AP Invoice line item utilizes Accounts Split, the use tax amount will distribute towards the GL
accounts used in the Accounts Split.

Accrued Freight for Customer Shipments
The Accrued Freight module provides the ability to post the Freight Costs, paid by your company
for shipments made to your customers, as Accrued Freight at the time of the shipment and then
allocate this accrued freight to an AP invoice. Any difference between the estimated Accrued
Freight and the actual Freight Paid from the AP invoice is posted to a Freight Variance GL
account. The freight bill can be for a single Packing Slip or Multiple packing slips entered on a
single BOL.
Before using the module the 'Accrued Freight' and 'Freight Variance' accounts must be setup on
the GL Setup tab in System Parameters. If the Accrued Freight account is not set up the user
will get an error stating the default accrued freight account is not assigned when opening this
module.
Access this module from the AP tab on the EIQ Launcher bar. A pick list of existing records will
appear to choose from or select the New button to create a new record. When selecting New,
another pick list will appear to choose the shipment(s) to accrue freight on. This list includes
individual packing slips and BOL records for multiple packing slips. A 'From Date' can be entered
in the top date field to limit the packing slips and BOLs that display in the pick list to only include
records beyond that date forward. Select the shipment from the list and the following form will
appear:

General
The upper section will display the shipment information such as BOL or Packing Slip #, Ship To
address, Ship Via, etc. This all populates from the BOL or Packing Slip that was selected from
the pick list. The Ship Via associated to the accrued freight record can be added or changed by
selecting one from the pick list accessed by clicking the search button next to the field. Right
click on the BOL # field to jump to the specific BOL.
The lower section will list the packing slip(s) and the item details from the shipment. Users can
right click in this section to jump to inventory, the packing slip, or sales order.
Create the Accrued Freight Record

Enter the total accrued freight for all packing slips in the 'Accrued Freight total' field and choose
a cost allocation technique from the pick list accessed from the search button next to the field.
The cost of freight can be allocated to items based on a choice of four techniques: By Quantity,
By Total Price, By Weight, or By Volume. (Note: This module uses the same techniques
available in PO Receiving, see Freight Cost Allocation in the PO Receiving section for details).
Select the Calculator button and the system will calculate the freight allocation for each item and
populate the results in the Freight Price field.

In this example, the By Quantity cost allocation technique was selected so the system calculated
the Freight Price as:
5000 + 1500 = 6500 total items shipped
#1: (5000/6500) *100 = 76.92
#2: (1500/6500) * 100 = 23.08
Post to GL
Once the Freight Price is calculated the accrued freight can be posted to the GL by selecting the
Post button at the top of the form . Select the Free Form group type, GL year and period from
the 'Create New Group' form that displays. Select OK, and a confirm message will appear
stating the record was posted to GJ Prepost. Select OK to return to the Accrued Freight module.
The journal entry in the Prepost General Journal Entries module will be a credit for the accrued
freight amount for the Accrued Freight account set up on the GL Setup tab in System
Parameters. Debits for each items Freight Price amount will be to the GL Account AP #
associated to the Ship Via or the default Freight account from the GL Setup tab in System
Parameters. Once posted a Y will populate the 'Posted to GL' field on the Accrued Freight form,
and the posted record will have a source of AF.

Prepare AP Invoice
Once the actual freight price is known an AP Invoice can be created from this module. Enter the
Actual Freight Total amount in the Prepare AP Invoice section and select the vendor from the
pick list. Note: If the Ship Via associated to the BOL or packing slip has a vendor associated to it
(in the Ship Via module), then the Vendor field will automatically populate with that vendor.
Users can change the vendor if desired.

The user can input the Vendors Invoice Number. This will allow the user to quickly add the
invoice number from the vendor without having to go in and correct all of the created AP
Invoices. Select the Post edit button from the top navigator to save the change to the invoice
number.
Click on the 'Create Prepost AP Entry' button to create an AP Invoice. The invoice # will
populate the 'Prepost Invoice #' field and users can right click from that field to jump to the AP
invoice. Once it is posted it will populate the 'Posted Invoice #' field and a jump is available from
there as well.

The system uses the Accrued Freight account assigned in system parameters as the default
account for posting. Any difference between the accrued freight price and the AP invoice amount
distributed will post to the Freight Variance account (GL Setup tab in System Parameters).
Inactive Status - Once the AP Invoice is posted the associated Accrued Freight record will be
marked Inactive. If the AP Invoice is voided the system will uncheck the inactive box. Freight
records can be manually marked inactive by checking the Inactive box. Users can choose a view
from the Options menu: View All (shows both active and inactive), View Actives, or View
Inactives.
Additional Tabs
User-Defined Form - A user defined form can be created for the Accrued Freight module. (Please
see the User Defined Forms section for more information).
Documents - Internal, External documents, and Email Correspondence can be associated to the
Accrued Freight record from this tab.

Cash Disbursement (Pay Invoices)
This section of the Accounts Payable module allows for the entering of manual checks,
selection of vendor invoices for payment, printing checks, and creating “quick” checks.
EnterpriseIQ uses groups, or pre-posting batches, when creating checks. This means you can
begin the check creation process, saving the information for later use. You can add as many
groups of invoices as you wish, delete groups and edit existing groups.
EnterpriseIQ tracks each group of checks by assigning a Pre-posting group number. This is not
the GL batch number. When completing the check process, checks must be printed, and then
posted. At the time of posting, the GL batch number is assigned.
Note: If no bank account is assigned to the default Cash GL Account, users will receive an error,
"Bank information unavailable. Please assign", when attempting to open the Cash
Disbursements module. Please correct this in the Bank Maintenance module.
Creating a Cash Disbursement

Group Header Entry
Whether entering a quick check or choosing from a vendor or invoice pick list, the group header
needs to be entered.
 Select the AP tab on the EIQ Launcher Bar and click on the Cash Disbursements icon.
 Select File|New from the main menu bar or click on the ADD [+] function key located on the
Navigator bar.
The fields in the top section are listed below:

Filter Vendors by If this box is checked only the vendors with the same currency as the bank account
Currency will display in the pick list. This enables users to only pay those vendors whose
currency matches the currency in the upper grid.

Group # Please note that the Group# field is actually a Pre-Posting Batch number assigned
when creating your disbursements. It is NOT the GL batch number - that will be
assigned when the group of checks is printed and posted.
Across the board, EnterpriseIQ does not assign the GL batch number until posting
takes place. This way a sequential numbering system can be maintained.
Date This date defaults to the current system date. This is also the date used when printing
the checks. If this date is changed to a date that falls outside of the period associated
to the cash disbursement, a confirm box will appear stating this. From the box the user
can change the period, edit the date, or select OK to leave it as it is. There is also an
option to not show the confirm prompt again.
Note: For Multi-Currency users - if the user has the ‘Use Daily Spot Rate...’ option
checked in System Parameters->Regional->Multi-Currency Maintenance, the system
will not allow the user to change the header date after information has been added in
the detail section.
Due Date The due date defaults to two weeks from the Date field upon Add function only. If the
user changes the Date field, this field will not automatically change. This field is used
by the “Select from Vendor” and “Select from Invoice” options (middle section). Only
those vendors with invoices due by this date will be displayed.
Check for If the Check for Discount field is checked, the “Select from Vendor” or “Select from
Discount Invoice” options (middle section) will display those invoices with discount terms that
fall within the discount date set in the Discount Date Field. The date defaults to the
Discount Date
Due Date. When entering a different future discount date, the system will look to the
Discount Date field on the invoice to determine if the invoice should be included in the
batch. This allows users to pay invoices that include discounts that wouldn't normally
be in the batch because of the invoice due date.
The Check for Discount field defaults (shows checked or blank) according to last entry
made.
The user may also choose to display or not display invoices that are past their
discount date, but their due date doesn't fall within the due date specified to pay. This
option is available from the Options menu, ‘Don’t show invoices with past due
discounts’.
Bank Account This field will be filled in if a bank account is set up in Bank Maintenance and attached
to the default G/L Cash Account in G/L Setup. You may change bank accounts by
pressing the pick list icon next to this field and choosing another account.
Note: If no bank account is assigned to the default Cash GL Account, users will receive
an error, "Bank information unavailable. Please assign", when attempting to open the
Cash Disbursements module.
EPlant If your company is using the Enterprise Plant function, the EPlant the user is logged
into will be displayed. To assign an EPlant click on the Assign button.
Period This field will default to the current period. If the date is changed to another month
which corresponds to another period, the period will also change. The period may be
manually changed by clicking on the Edit Period button and choosing a period from
the Assign Period form. If the check date does not fall within the period dates the user
will receive a warning but will be allowed to continue.

Currency If your company is using the multi-currency function, the Currency field will default to
the currency associated with the bank account selected or if no currency is associated
with the bank account it will use the native currency set up in System Parameters.
EFT The EFT check box is used to designate the cash disbursement as an Electronic
Funding Transfer (EFT). An EFT is used to make cash disbursements electronically.
Instead of printing checks, a file is created and sent to the bank. The bank wire
transfers the money to the vendors based on the information in the file. For more
information please see Electronic Funding Transfer (EFT).
Remittance Type The Remittance Type designates the type of remittance for the cash disbursement.
Select the type from the down list. There are three types: Check, Credit Card, Direct
Debit, or EFT.
This field is also associated with vendors. Based on the type selected, the middle
section will be filtered when using the 'Select from Vendor with Invoices' and 'Select
from Invoice' options to only display vendors with the selected remittance type. If the
user does not want the middle section filtered based on remittance type leave the field
blank.
If the Direct Debit or EFT remittance types are selected the system will allow the cash
disbursement to be posted without printing checks. The system will check for these
payment types, if found, before posting a warning surfaces notifying the user that
printing has been bypassed and ask for a confirmation if the CD should be posted.
EFT Pay. Type Select this option from the drop down list. This will restrict all remit to's available for
selection to those with the same EFT Payment Type. (Entered on the Remittance tab
in Vendor Maintenance).
Multi-Select EPlants - When logged in as 'View All' this feature enables users to select the
EPlant(s) for vendor filtering. This enables users to utilize one Checking/Cash Account for
multiple EPlants. When adding details in the middle section, if there is an EPlant filter applied
then the system will only bring up vendors assigned to the selected EPlant(s) or ones with no
EPlant. In the bottom Invoice Details section, if there is an EPlant filter applied, only the Invoices
associated to the EPlant(s) selected will display.
Note: To correctly pay an invoice associated to a specific EPlant log into the EPlant of the
invoice and create the Cash Disbursement for it, or log into View All, create the Cash
Disbursement, and assign the appropriate EPlant and Bank Account.
To choose EPlants to filter by select the 'Filter' button at the top of the form and then select the
EPlant(s) in the Multi-Select form using the toggle buttons or the Shift and Ctrl keyboard buttons.

Note: EPlant specific GL Intercompany accounts must be set up as plugging will not occur. See
Intercompany Setup for details.

Entering Quick Checks
This function allows you to enter non-AP Invoice checks. This function will allow you to print a
check, or record a manually written check to the system and update the General Ledger. Any
checks written outside of the system should be entered here, so that the system can properly
handle the transactions.
To enter in a QUICK check, follow the steps below:
 Make sure Group Header section is filled in properly.
 Next, click on the ADD [+] function key located in the middle section of the Cash
Disbursements screen.
 Select “Create Quick Check” from the selection criteria list and press [OK] to continue.
 If this is a manually written check (not to be printed), click on the Manual Check box.
 Place your cursor in the Pay To field and begin your entry--tabbing from one field to the
next.
 Finally, enter in the number of the check that was issued and a comment if desired. Your
screen should now resemble the one shown below.

 Enter in the amount that is to be paid. Click on the ADD [+] function key at the bottom
portion of the Cash Disbursements screen.
 Place your cursor in the Amount Paid field and enter in the amount. Press [Tab].
 Select the correct Misc. G/L Account number (i.e. Misc. Office Expense, etc.) from the drop
down arrow, or right click in the ‘Misc GL Account’ field and select ‘Assign Acct# via pick list’
to bring up a pick list of accounts.
 When finished, click on the post/edit function key located on the Navigator bar. Doing so,
will now fill in the check amount field in the middle portion of the screen.
 If this quick check is to be printed within the EnterpriseIQ system (Manual Check box left
blank), go to the Printing Checks section in this chapter.

Select From Vendors with Invoices
The second option for creating checks is to select by vendor with invoices. This method is used
to quickly pay vendors with previously created invoices.
 As before, click on the Add [+] navigator button to add a new entry, this time choosing the
“Select from Vendor with Invoices” option.
The pick list will display only those vendors that have invoices due (or discount terms due) within
the Due Date in the group header section, and that match the Remittance Type selected if
applicable. Select the appropriate vendor(s) and click on the “Assign to CD” (Cash
Disbursements) button. Multi-select several vendors using the ‘Ctrl’ or ‘Shift’ keys, or the toggle
buttons on the form.

 Select the Include Invoices check box to automatically include all invoices due within the Due
Date (and discount terms if checked) to the group. Invoices will not be brought over for
payment if the net sum owed is less than zero. (This checkbox will be remembered if
checked or unchecked the next time you enter that form).
NOTE: Invoices that have been placed ‘On Hold’ will not appear in the Invoices pick list available
for payment. To change the status of an ‘On Hold’ invoice, go to the Posted AP invoice screen
and un-check the ‘On Hold’ box.
With this box left unchecked, once the vendors have been selected, highlight a vendor and
press the ADD [+] navigator button on the lower grid. A form displaying the outstanding invoices
is displayed.
Choose a line item and click on the ‘Assign to the C.D.’ button. Additionally the user may select
multiple invoices using the toggle buttons on the form or the Shift and Ctrl keys on the keyboard,
then select the ‘Assign Selected to the C.D.’ to add all of the selected invoices.
All outstanding invoices, regardless of the date range specified, can be displayed by clicking on
the ‘Clear Date Range button’ in the upper left corner.
If an invoice is currently selected for the vendor, the 'Pending' field will be populated with the
amount to be paid and the 'Pending Balance Due' field will display zero, giving a visual that the
invoice has already been selected. If the user tries to select it, a confirmation message 'Pending
Balance Due is 0. Do you still wish to apply it?' surfaces. If the user clicks 'Yes', the invoice will
be assigned but with a 0 for the Amount Paid. If the user clicks 'No' the invoice will not be
applied. If there is a Pending Balance Due greater than zero then the invoice will be applied to
the CD for the balance due amount and no message will appear.
 With the item selected in the lower grid, you can edit the discount taken, the amount paid
and the Discount GL account number. You can also sort the invoices by right clicking and
selecting a sort criteria.
 If a user attempts to overpay an invoice a warning will appear stating, “Amount paid
exceeds balance due. Continue?” If the user selects Yes the invoice will be overpaid. If No is
selected they will be returned to the cash disbursement to correct the amount paid. Security
can be placed on this warning.

 This sort carries over to the Print Check screen.
NOTE: The Misc GL account number is only used for quick checks.
 Once the information is completed, save your entries by either moving off the record or
pressing the post/edit key on the navigator. To update the information in the middle section
click on the refresh button. This will update the middle grid with information concerning
invoice amount, the check amount and the discount taken, if applicable.
Middle Grid - Form View

Click on Form View in the middle grid for additional options:

 Remit To - The remit to address may be changed by choosing a different address from the
drop down list. A remit to address may be edited or a new one created by clicking on the
Edit/Append button.
 Calculate Invoice Total - Click on the calculate button and the system will display the total
amount before discounts of the invoices selected in the bottom section in the Inv. Total field.
 Manual Check - If a manual check has been printed click on the Manual Check field and
enter the check number. This check number will not appear to be printed again.
 Foreign Exchange - This field displays the currency associated with the check and the spot
rate information. The foreign exchange amounts will appear in the Ex Check Total and Ex.
Invoice Total fields. Note: In situations where the bank account is in native and the vendor
uses a foreign currency, if the rate changes in the spot rate history table, it does not update it
on the cash disbursement. If a check has not been issued, the vendor can be removed and
then re-added and the rate will be refreshed.
 Comment - Enter a comment if desired. This will also be visible on the posted cash receipts
form.
Right Click Options
Right click in the middle section to jump to the highlighted vendor.
Short Paying an Invoice

EnterpriseIQ remembers the amount owed on the invoice in the event you decide to pay the
amount short. Although the balance figure (shown across the bottom of the form) may not be at
zero, you can print checks and post the batch without problems.
When you return to this function to eventually pay off the balance, EnterpriseIQ will display the
remaining amount properly.
Enter A/P On Account

In the bottom section the user can select the On Account option to make a payment to a vendor
prior to an invoice being due. Enter the amount and select the GL account to associate to the on
account payment. The on account payment will show up on the AP Aging reports as ON ACCT
with a credit amount. The credit amount can be applied to an invoice at a later date.

Select all Vendors
This option will bring up a list of all vendors regardless of whether they have any invoices. When
the vendor does not have any invoices, this option can be used with the ‘Enter AP On Account’
option described above.
If the vendor does have invoices they can be added in the same manner as when the 'Select
From Vendors with Invoices' option was selected.
Highlight the vendor and press the ADD [+] navigator button on the lower grid. A form displaying
the outstanding invoices is displayed.
Choose a line item and click on the ‘Assign to the C.D.’ button. Additionally the user may select
multiple invoices using the toggle buttons on the form or the Shift and Ctrl keys on the keyboard,
then select the ‘Assign Selected to the C.D.’ to add all of the selected invoices.
All outstanding invoices, regardless of the date range specified, can be displayed by clicking on
the ‘Clear Date Range button’ in the upper left corner.
If an invoice is currently selected for the vendor, the 'Pending' field will be populated with the
amount to be paid and the 'Pending Balance Due' field will display zero, giving a visual that the
invoice has already been selected. If the user tries to select it, a confirmation message 'Pending
Balance Due is 0. Do you still wish to apply it?' surfaces. If the user clicks 'Yes', the invoice will
be assigned but with a 0 for the Amount Paid. If the user clicks 'No' the invoice will not be
applied. If there is a Pending Balance Due greater than zero then the invoice will be applied to
the CD for the balance due amount and no message will appear.
 With the item selected in the lower grid, you can edit the discount taken, the amount paid
and the Discount GL account number. You can also sort the invoices by right clicking and
selecting a sort criteria.
 If a user attempts to overpay an invoice a warning will appear stating, “Amount paid
exceeds balance due. Continue?” If the user selects Yes the invoice will be overpaid. If No is
selected they will be returned to the cash disbursement to correct the amount paid. Security
can be placed on this warning.
 This sort carries over to the Print Check screen.

NOTE: The Misc GL account number is only used for quick checks.
 Once the information is completed, save your entries by either moving off the record or
pressing the post/edit key on the navigator. To update the information in the middle section
click on the refresh button. This will update the middle grid with information concerning
invoice amount, the check amount and the discount taken, if applicable.
Select from Invoice

This method is used to bring up all the invoices payable based on the Due Date (and Check for
Discount) field in the group header section.
This option will fill in both middle and lower sections at the same time. You may also edit the
actual amount to pay and the actual discount while in the pick list.
 Click on the Add [+] navigator button to add a new entry, this time choosing the “Select
from Invoice” option.
The pick list will display only those invoices due (or discount terms due) within the Due Date in
the group header section. You may override this by clicking on the disregard date range button.


 Select the invoices to assign using the Shift and Ctrl keyboard buttons or the toggle buttons
on the form.
By right clicking on the invoice grid or clicking on a column header, the user can choose a sort
option to view the invoices. Selected invoice lines will stay highlighted when sorting on a
different column to select more invoices.
Vendor Total - Right click and Select Vendor Total to display a quick view of the Aging screen
from Vendor Status.

Balances
The bottom section of this form includes balance information.
 Total Balance - The total of the Balance Due column of the invoices currently listed in the
form.
 Bank Balance - This is the current bank balance for the bank account selected in the header
section of the cash disbursement.
 Total Check - The total checks based on the selections. This automatically refreshes as
checks are selected/deselected.
 Discount Total - The total discounts based on the selections. This automatically refreshes as
checks are selected/deselected.
 Adjusted Balance = Bank Balance – Total Check – Discount Total
Speed Buttons
Filter out unselected records - once you have chosen the invoice(s) and press this button, all
other invoices will disappear from the pick list.
Clear Filter - pressing this button will bring back the full pick list.
Clear Date Range - pressing this button will ignore the Cash Disbursement date range
specified and display all invoices.
Toggle Selected - highlighting or un-highlighting the current row.
Select All - if you wish to assign all the invoices in the pick list, this will automatically flag
them.
Un-select All - this all highlighted invoices.
Assign to Cash Disbursement - this will automatically transfer all the selected
invoices to the main cash disbursement screen.
Print Checks - this will automatically transfer all the selected invoices to the
print check screen, as well as, updating the main Cash Disbursement screen information. By
selecting the print checks button the user does not have to go back to the cash disbursement
screen, but can go directly to the print check form.
Bank Balance
From this form the user can view bank balance information. The current balance is displayed for
the bank account selected in the header section of the cash disbursement. Once checks are
selected the user can click on the refresh total button and the system will calculate the total
of the checks selected then subtract that amount from the bank balance to come up with an
adjusted bank balance. The system will also display the total amount of discounts.
 To create a manual check, edit a remit to address, or view foreign currency information,
return to the main Cash Disbursement screen and in the middle section of the screen, toggle
to the form view.
Cash Disbursement Bottom Section Field Listing
Amount Paid The amount paid on this check. This calculates as the Balance Due - Discount Taken.
Ex. Amount Paid The Ex. Amount Paid is the amount paid at the foreign exchange rate (Amount paid *
Exchange Rate from middle grid).
Note: If the rate changes in the spot rate history table, it does not update it on the
cash disbursement.
Discount Taken The discount taken is calculated based on the terms discount times the invoice
amount. This field can be edited. If the discount taken amount is changed the system
Ex. Discount
will automatically recalculate the amount to pay based on the discount entered.
Taken
The Ex. Discount Taken is the Discount taken times the Exchange Rate.
Invoice # The invoice number being paid.
Balance Due The invoice's balance due.

Ex. Balance Due The Ex. Balance Due is at the exchange rate.
Due Date The date the invoice is due.
Discount Date The discount date based on the terms.
Discount The discount applied. This is calculated: ((AP Invoice Discount Amount / AP Invoice
Amount Amount) * AP Invoice Detail Amount Distributed). This may be less than the discount
associated to the terms if not all of the items on the invoice had the Apply Discount
Ex. Discount
box checked. When the bank and the customer currency does not match, the discount
Amount
amount will depend on the currency of the discount account chosen, and it will convert
to native if discount account is native.
The Ex. Discount Amount is the Discount amount times the Exchange Rate.
Misc GL Account The Misc GL account number is only used for quick checks. These fields will display
and Description the miscellaneous GL account number and description.
Discount GL These fields will display the Discount GL account number and description. The
Account and account can be changed by selecting one from the drop down list accessed in the
Description Discount GL Account field. The list will show accounts for all currencies not just the
currency associated to the bank.
On Account If the Enter AP On Account option was checked this box will have a Y in it.
In the bottom section the user can select the On Account option to make a payment to
a vendor prior to an invoice being due. Enter the amount and select the GL account to
associate to the on account payment. The on account payment will show up on the AP
Aging reports as ON ACCT with a credit amount. The credit amount can be applied to
an invoice at a later date.
The check number associated to an On Account payment, along with any comments
added to the middle section comment field, will display in the Comment field on the
posted AP Invoice. This information is also part of the Posted AP Invoice pick list in
the column called Header Reference.
Note: When a user enters a Discount Taken for an On Acct AP Cash Disbursement the
user will receive an error stating, 'Discounts not allowed for On Acct. or Misc entries'.

Ref/Invoice # A user entered reference or invoice number.
Note 1 -3 The information from the Note fields from the invoice.

Right Click in the bottom section to jump to the highlighted AP invoice or select Show Control
Totals and a pop up box will display showing the total invoice amount, the amount to pay, the
discount amount, and the balance.
CD Review List
Before printing / posting the checks, you may print the Select for Payment PrePost Review from the
Report menu. This will allow the user or supervisor to review / approve the checks to be printed.
Printing AP Checks and Posting Batch

Select the Print Checks button on the tool bar when you have completed your entries. You
cannot post the group until the checks are printed. A warning will be displayed if you attempt to
post first.
Remittance Form
Before printing checks for the first time, you may need to set the number of lines that appear on
the remittance stub.
From the Cash Disbursements form, press the Print Check button. From the Print Checks form,
select File|Configure.

In this screen you can change the default print check report form, the remittance report form,
and the number of lines that will print on the remittance form. In many cases, 12 lines is optimal
(this depends entirely on the printer used and if the default report has been changed or
replaced). This value indicates how many lines of check disbursement data will be placed on the
remittance stub, and is required since check stubs have limited space available on the form.
In some cases, when you are creating checks, the remittance will require printing more lines
than are available on the check stub (a number greater than what is in this field). In these cases,
when the number of lines exceeds the number entered here, a warning will appear reminding
you to print the full remittance form. This is optional but recommended if you want a paper copy
of the full form. This question is asked at the completion of the check run. This allows the user to
change the printer paper prior to selecting [YES] to this question.
Once you have configured the checks and remittance form you are ready to print the checks.
From the Print Checks form you may choose the checks to print by using the arrow keys to pull
them from the available checks to the Checks to Print. The user can right click and change the
sort in the Available Check section then assign to Checks to Print section. The checks will print
in this order.
Note: If a vendor has a custom check report a Confirm message will display stating, 'Vendor
xxxx, Check# has a custom report assigned on the vendor record. Would you like to remove the
vendor from the the batch print group so you can print the check separately on the vendor's
custom check report?' Select Yes to not add it to the batch for printing, or No to continue adding
it to be printed. This confirm message includes a 'Do not show next time check box.

Note: Once checks are printed no additional invoices can be selected and added to the group for
check printing.
The first time you may want to select Test Print to verify how the check will line up on the form.
Note: The Test Print does not look at any selected vendor it just looks at the first vendor in the
list as it is only for alignment purposes.
Once you are ready, select the Starting Check number, it can be changed in the "Starting check
#" field in the lower left to match the next available check form number. Select Print.
If checks need to be reprinted, select the check or range of checks from the Available Check
section and print. The following dialog box will appear:

The system will automatically delete the old check number and issue the next sequential check
number.
NOTES:
IQMS AP check report is formatted to print on Deluxe Form #DLM102. To order call Deluxe @
1-800-865-1913 or www.shopdeluxe.com.
For users who do not use preprinted checks the Bank information
(cdprepost_control.bankinfo_dtl_id) has been added to the view (v_cdprepost) that's used to
print checks. This allows for linking of bank information to be printed on the AP Check
(ap_check.rpt).
To print in a check in the language that corresponds to the Country the Bank belongs to:
 Bank Maintenance - set-up a bank with a country of corresponding to the language to be
printed in, such as MEXICO. You must also have at least one bank account in a different
currency.
 Currency set up - You will need to have the default currency set up such as MXN to MXN.
 The Vendor must have a currency ID assigned.
 The Vendor or remit to country does not matter.
On the back end, the translation to the Spanish language on the check is written in the
V_CDPREPOST.CHECK_AMOUNT_WORDS_BANK column. In this example, any check
written to any bank account in any currency belonging to that MEXICO bank should get printed
in Spanish.
Batch Posting
Once the checks have been printed, you should post the groups through the File|Post Group
menu or use the speed button. Select the correct date from the pop up calendar.
 The G/L Batch Date defaults to date from the cash disbursement. Select the correct date
from the pop up calendar.
 If the Batch Date selected does not fall within the Period date of the transaction then a
warning message surfaces stating: "The Batch date (mm/dd/yyyy) does not fall within the
Period dates (mm/dd/yyyy – mm/dd/yyyy), Continue posting?".
 When 'No' is selected the warning message is closed and the user is brought back to the
cash disbursement to either change the Date of the cash disbursement or Post again to
select a different Batch Date.
 When 'Yes' is selected the cash disbursement is posted.
 The warning has a 'Do not show next time' box that when checked the warning will not
display.
NOTE: Any transaction in EnterpriseIQ that affects the cash account must have a batch date that
corresponds to the period posting to and the actual date of the CD, CR or GJ.

With the batch posted, you should select to print the After Post report. This report will provide
paper copy of the entire batch transaction, with all details displayed. This includes the GL
account summary distribution, where credits and debits are shown balancing.
Option for Paying Vendors with a Credit Card

1. Set up G/L account number in chart of accounts for the credit card company (this will be a
liability account.) ONE account per credit card.
2. Set up a new checking account with the credit card company's name (an option is to use the
G/L account as the bank account number).
3. Enter the vendor's invoice in the usual manner (under the vendor's name) using whatever G/L
account is appropriate.
4. Pay the vendor's invoice using the credit card checking account and enter as a manual check.
5. After receiving the credit card statement, enter it in A/P, for each of the vendors paid by the
credit card you use the credit card checking account G/L number. This will then zero out the
liability.
This method can help track vendor purchases and only have to write one check per month to the
credit card company.

Electronic Funding Transfer (EFT)
Electronic Funding Transfer (EFT) is used to make cash disbursements electronically. Instead of
printing checks, a file is created and sent to the bank. The bank wire transfers the money to the
vendors based on the information in the file. The system will support Edifact PAYEXT-NL
format, ClieOp 03, and Nacha. Additional file formats will most likely be available in the future.
NOTE: To utilize EFT cash disbursements please contact IQMS Technical Support to set up the
type of output required for your bank. The information below discusses the set up and use of
EFT for cash disbursements in EnterpriseIQ. Output files utilizing the default NACHA format will
be provided free of charge, but customization specific to your bank requirements may be billable.
Setting up EFT in EnterpriseIQ

 Bank Manager
In the Bank Manager screen (Sys Setup/Bank Maintenance) there are a few new fields related
to EFT. A bank account can be set up as an EFT account and a suspense account can be
associated with a bank account also.
 EFT - This box may be checked to designate a certain bank account to be used for EFT. With
this box checked, when a cash disbursement is created using this account it will default to
EFT. When a cash disbursement is created it can be overridden to create checks instead of
an electronic file by un-checking the EFT box on the cash disbursements form.
 Suspense GL Account - A suspense account can be linked to the bank account to prevent the
funds from being immediately subtracted from the cash account. This is used because it can
typically take many days for the bank to process the EFT. By utilizing a suspense account
the user can keep track of “payments on the way'. Later, when the bank confirms that the
money was actually transferred, the amount is debited from the suspense account and the
cash account is credited. (This is done through the Reconcile Suspense Account in Bank
Manager - see below for details). If the suspense GL account is left blank, the system will
post directly to the cash account specified on the cash disbursement.
 Vendor Maintenance
 Bank Account - The user must fill in this field with the vendor's bank account information on
the remittance tab in order for the bank to be able to wire money for a cash disbursement to
the vendor.
 Bank ID (Routing Number) - Enter the routing number associated to the vendor’s bank account
in the Bank ID field on the Remittance tab in Vendor Maintenance.
 Remittance Type - In order to avoid having to print a check report the remittance type must be
set to EFT for the vendor. This field is on the Remittance tab in Vendor Maintenance. In
order for the system to not require checks to be printed prior to posting, the cash
disbursement must be set to Remittance Type = EFT. This function filters the cash
disbursement, only vendors with a remittance type of EFT will be available for selection on
the CD.

Sql. Output
When the cash disbursement is marked EFT the system will automatically generate a text file to
send to the bank. This output file is the information your bank requires to process the EFT. The
information in the text file is generated using a CD_Output.sql file that by default resides in your
local IQMS/IQWin32 folder, or a specific folder can be designated by selecting ‘EFT Output File
Directory’ from the Options menu in Cash Disbursements.
NOTES:
Please contact IQMS Technical Support to obtain the correct output file required by your bank.
This output file can also be used for Positive Pay (an automated fraud detection tool offered by
the Cash Management Department of most banks). Output files utilizing the default NACHA
format will be provided free of charge, but customization specific to your bank requirements may
be billable.
Creating an EFT Cash Disbursement

The creation of an EFT cash disbursement is basically the same as creating one for check
printing. The main difference is marking the cash disbursement as an EFT and the creation of a
file to send to the bank versus actually printing checks.
Follow these steps to create an EFT cash disbursement:

 From the Cash Disbursements, screen click on Options and select Prepare output file after
post. With this checked the system will automatically create an output file for the bank.
 Click on the Add (+) button and enter in the header information as you normally would. Be
sure to click on the box to mark the cash disbursement as an EFT by checking the EFT box if
it is not already.
 Select the Remittance Type. The Remittance Type designates the type of remittance for the
cash disbursement. Select the type from the down list. There are three types: Check, Direct
Debit, or EFT. This field is also associated with vendors. Based on the type selected, the
middle section will be filtered to only display vendors with that remittance type, unless the
Select From Invoice option is selected. If the user does not want the middle section filtered
based on remittance type leave the field blank, however without the EFT remittance type
selected the system will not allow the cash disbursement to be posted without printing
checks. With the EFT Remittance Type selected, before posting, a warning surfaces notifying
the user that printing has been bypassed and ask for a confirmation if the CD should be
posted.
 Enter the rest of the information (vendors and invoices) for the cash disbursement as you
normally would.
 Once you have chosen all of the invoices you would like to pay and if the Remittance Type is
set to EFT, the next step is posting the cash disbursement. Click on the Post Group icon or
go to File/Post Group and enter the GL Batch date, a message will appear: 'Printing has
been bypassed. Are you sure payments are ready to post?’. Select Yes to continue or No to
return to the CD screen. Upon posting the EFT group, if a total cash disbursement is
negative for a vendor a warning message will appear stating, ‘At least one EFT amount is
less than or equal to zero. Cannot post.’ and the system will not proceed with the posting.

If the Remittance Type on the cash disbursement was not set to EFT the user must print the
'checks' prior to posting. It is not required that you print actual checks. The user can assign an
appropriate Crystal report with the desired simplified output. The report designed for this is
called Ap_EFT.rpt.
NOTE: To assign the report to the vendor(s) go to the Vendor Maintenance->Remittance tab and
select the desired report using the ellipsis button in the AP Check Form field. This will override
the default check form set in System Set Up/Reports/Forms.
 Once the cash disbursement is posted a .txt file to send to your bank is created. This file will
be in your local IQMS/IQWin32 folder or the folder you designated using Options->EFT
Output File Directory. The file name is the date underscore numeric value starting with one
(for example: 050701_1.txt). This numeric value will increment automatically if multiple EFT
cash disbursements are created on the same day.
Sending Remittance Advice to Vendors
An IQAlert can be set up to automatically send a remittance advice by email to vendors who
have been paid via EFT. An email address must be entered in Vendor Maintenance-
>Remittance tab in the ‘EFT Email Address’ field. The report sent is the one associated to the
‘AP Remittance Advice’ field on the Remittance tab. It is sent in PDF format. The IQAlert action
is called Auto EFORM Vendor. Please refer to the IQAlert help file for more information.
NOTE: If a vendor does not having the proper Remittance Advice for EFTs selected on the
vendor record, the processing of the remaining EFT records for the rest of the vendors in the
cash disbursement will stop and the user will receive an error similar to the following:
---------------------------
IQRep: Error exporting report. This field name is not known.
Details: errorKind
Error in File Remitadv {8DEA954A-B1B7-46FC-AD8D-5097E44C5D39}.rpt:
Error in formula Record_Selection:
'( {CHEQUE.ID} = 1777.00
'
This field name is not known.
Details: errorKind (IQPrint Action: Execute)
---------------------------
The system will stop processing at that point and not create additional records. Users can fix the
vendor record with the correct report and Regenerate EFT Output File from Cash Disbursements
/ Options. This will recreate all records for the selected batch. Note - It may be necessary to
delete duplicate records in the auto_eform_vendor folder.

Re-generate EFT Output File
Alternatively the user can post the cash disbursement first then select Re-generate EFT Output File
from the Options menu to create the EFT output file for the bank.
Reconciling the Suspense Account

In the Bank Manager screen there is a button to reconcile the suspense account. If a suspense
account is assigned to the bank account used for EFT cash disbursements the payments will
automatically post to that account. Once the bank has confirmed the transfer of money to the
vendors the suspense account can be balanced to make the entry to the actual cash account.
To clear the checks from the suspense account edit the Reconcile Amount if necessary and
double click on the clear box to mark the check cleared. An entry will be made to debit the
suspense account and credit the cash account. If Multi-Currency is used, an exchange rate
posting takes place if the spot rate used by the bank differs from your spot rate at the date/time
of the file creation. This results in a general journal transaction.
View Posted AP Checks

The user can view posted cash disbursements by going to File/View Posted Checks or click on the
speed button. A pick list will appear to choose a check.
From this form the user can choose to view the posted cash disbursements by All, based on a
Vendor, or based on a GL period. To select a view click on the appropriate speed button or go to
the File menu.
This screen will show information about the check such as check number, vendor, amount,
period, invoice information, etc. The address will display the address that went on the check.

Voiding AP Checks
In order to void check(s), go to File|View Posted Checks. This screen will show all posted checks.
Select the check you wish to void. Multiple checks can be voided by changing the screen to
table view and multi selecting checks using the Ctrl button on the keyboard. Once the check(s)
to be voided are highlighted go to File|Void Check. If the check has been marked cleared it cannot
be voided, a message stating, 'The Check has been cleared. Cannot void' will appear. If the
check can be voided the following screen will appear:
 The date is the batch date and will be used as the date the void happened. This date will be
written to the glbatch table and not the original check date.
 You may select a different period to post the voided check(s). The default period is the
period associated with the void date not the period the check was originally posted to.
Please note: the period selected must have an open status. All checks that the user has
multi-selected will be voided into the selected period.
 The Voided by field fills in with the user name but can be edited. The reason for voiding of
the check is an optional field. The reason voided by prints on the AfterPost Report. This field
is limited to 50 characters.
 Click OK and the system will prompt you with a confirmation box:
 The system will change the status of the Cash Disbursement to Void.
 The Void posting will be rolled back in the General Ledger and the invoices will once again
be available for payment.

Main Menu Functions in Cash Disbursements
File
Under FILE, the following functions are available:
 New - Click on this function to create a NEW disbursement group. Click on the ADD [+]
function key located on the menu bar to perform the same operation.
 Delete - Select this function to delete a disbursement group that has not yet been posted.
Prior to deletion a prompt will appear asking that you confirm your actions.
 Add Item - Allows the user to add a new Cash Disbursement item by bringing up the Selection
Criteria screen.
 Delete Item - Allows the user to delete the Vendor and all the invoice items attached. A group
of checks can not be deleted once checks have been printed.
 Search... - Click on this function to search for a specific disbursement group that has not yet
been posted. Note: Cash Disbursement groups from all EPlants will be visible in the list even
when logged into a specific EPlant. There is an EPlant column in the pick list. A speed button
is also available.
 Post Group - Selecting this function will post the group that is currently being viewed. A speed
button is also available. A group cannot be posted until checks have been printed.
 Print Checks - Select this option to bring up the list of checks to be printed. A speed button is
also available.
 View Posted Checks - Use to view all posted checks. This screen shows the details and status
of the check.
 Browse GL Batches - This function allows you to view posted G/L batches created from Cash
Disbursements. The first screen displayed allows you to choose a specific period to begin the
browse. Once chosen, you can scroll through the batches or may choose to search by
another period or by batch number.
 Exit - Closes out this module and returns you to the EIQ Launcher Bar. Make sure that all
changes have been saved prior to exiting the module.
Options
 Prepare output file after post - This function is used for Electronic Fund Transfers (EFT). Instead
of printing check a file is created and sent to the bank. With this checked the system will
automatically create an output file for the bank.
 Re-generate EFT Output File - This option allows the user to re-generate the EFT Output file for
a specific cash disbursement. A pick list of cash disbursement batches will appear to choose
from.
 EFT Output File Directory - Select this option to designate the desired folder to output the EFT
file to. By default it will be directed to the local home directory.
 Don’t show invoices with past due discounts - This option allows the user to specify whether or
not to display invoices that are passed their discount date, but their due date doesn't fall
within the due date specified to pay.

 Realize Gain and Loss on Move Transactions - For multi-currency users. With this checked the
system will realize a gain/loss during a move if the AP invoice is at one Fx rate but then when
paid it is at another Fx rate. For example: if a USD EPlant buys from a CDN vendor, the
posting is to AP, AP fx, and Expense. Then if the USD EPlant pays that vendor in CDN
currency, the system 'moves' the Fx from AP fx to Cash fx, where there potentially is a gain
or loss.
Reports
Upon selecting this function from the main menu bar, the following options will be available:
 Print - Select for Payment Review List is available from this menu.
 Printer Setup - Use this option to configure the printer setup (i.e. page orientation, print
destination, port information, paper size, graphics, etc.). This information can also be
changed from within the report selection box within the Print screen.
1099 Form
1099 Forms are created or edited from this section. The following items need to be set up
in order for a 1099 form to be created:
 All Vendors must have a Tax Id and the ‘include in 1099’ selected entered in the Vendor
Maintenance Screen in order to create a 1099.
 For invoices to be included in the 1099 calculations, the invoice must have the ‘include in
1099’ box checked.
 Select an existing year from the pick list screen or create a new one by clicking on the New
button.

 Once the year has been selected, the following screen will appear:

 The top section contains the Payer’s Information which comes from the Company File
information in System Parameters. For EPlant users this will be the address associated with
the EIN for that EPlant.
 The Vendor information fills in with the data in the vendor maintenance file. All fields may be
edited. To search for a particular vendor click on the vendor search icon or scroll through the
records using the navigator bar. If logged into a specific EPlant only the information
associated with that EPlant will be available.
 The right section contains the amount fields found on a 1099 form.
 The bottom section contains all of the invoices paid to the vendor. The user may scroll
through the list of invoices and mark or un-mark any invoices that need to be included or
excluded. This will update the posted invoice. In order for any amount changes to take
affect, press the Recalculate button. The total dollar amount of the invoices selected will
display in the correct field based on the category associated to the AP Invoice. The default
1099 Category for a vendor is set up in Vendor Maintenance but can be overridden at the AP
invoice level. The system will sum the amounts for each category. Any blank AP invoice 1099
category codes will get allocated to the default (line 7 - Nonemployee Comp).
 Select Print to print the 1099 form. The form is designed to print on the Deluxe form
numbers #TF6103 (4 part) or #TF6105 (5 part).
 1096 Form - To print the 1096 form select it from the Reports->Print menu. The 1099-Misc
box will be checked.
1099’s for Multiple EPlants

If the user has multiple EPlants and is using multiple EIN numbers the Federal ID number will
come from the Fed Tax ID field associated with the EPlant. The user must generate a separate
1099 for each Federal Tax ID. If the Multiple Federal Tax ID option is selected, all EPlants must
have a federal tax ID associated with it or the invoices for that EPlant will be skipped.
To create 1099’s for multiple EPlants perform the following steps:
1. Be sure the ‘Multiple Federal Tax ID’s’ box on the Payroll Setup tab in System Parameters is
checked.
2. In Sys Setup->System Parameters->Lists menu select the EIN Maintenance list. Enter all of the
Employer Tax Id’s for all EPlants in this list.
3. Associate the correct EIN to each EPlant in the bottom left section of the Enterprise tab in
System Parameters.

Once the set up is complete creating 1099’s is completed as described above except after the
user creates the new 1099 and enters the description a pick list of EIN numbers will appear to
choose from.
From the EIN chosen, the system will look up which payments were made for invoices
associated with that EPlant and make a 1099 only for those invoices. If the invoice was not
made from an EPlant, it will be skipped since there is no association to an EPlant / federal tax
ID.

153
Index
Vendor Maintenance • 4
1
Contacts • 17
1099 Form • 149
1099's for Multiple EPlants • 149 Documents • 26
A Main Screen Field Listing • 4
Accounts Payable • 2 PO Analysis • 29

1099 • 149 User Fields • 24
AP Invoices • 37 Accounts Payables
Accounts Split • 45 AP Invoices
Add/Edit Tax • 45 Edit Payable Invoices • 99
Cost Source • 45 Accounts Split in AP Invoices • 45
Accrued Freight for Customer Shipments • 115
Creating a Voucher (Invoice) • 37 AP
Enable Selections by receipt only • 45 1099 • 149
Cash Disbursement • 122
Enter From PO • 45 Pay with Credit Card • 141
Free Form • 45 Invoices • 37
Freight Cost Allocation • 87 Enter From PO • 45
Line Item Details • 45 Free Form • 45
Posting • 101 Line Item Details • 45
Receiving Drill Down • 45 Posting • 101
Replicate Invoice • 109 Vendor Account Status • 34
Show only uninvoiced receipts • 45
Contacts • 17
Auto Invoice Payables • 89
Cash Disbursement • 122 Documents • 26
Batch Posting Report • 137 PO Analysis • 29
Printing Checks • 137 Remittance • 13
Remittance Form • 137 User Fields • 24
Select from Invoice • 133 AP Invoice Detail Section Speed Buttons • 56
AP Invoice Line Item Section • 45
Select From Vendor • 128 AP Invoices • 37
Short Paying an Invoice • 128 Auto Invoice from Receipts • 89
Vendor Account Status • 34 C
Ledger Inquiry • 36 Cash Disbursement • 122
154 Index
Bank Balance • 133 Main Menu Functions in Cash Disbursements •

Don't show invoices with past due discounts • 148
122, 148 Main Menu Functions in Vendor Maintenance •
Due Date • 122 28
EFT • 122, 142
Group # • 122 O
Pay with Credit Card • 141 On Account Cash Disbursement • 128
Printing Checks • 137 Option for Paying Vendors with a Credit Card •
Quick Check • 126 141
Remittance Type • 122
Review List • 137 P
Select from Invoice • 133 Payables • 37
Select from Vendor • 128 Paying Vendors with a Credit Card • 141
Short Paying an Invoice • 128 PO Analysis • 29
Show Control Totals • 128 Positive Pay • 142
View Posted Checks • 146 Posting Accounts Payable Invoices • 101
Voiding Checks • 147 Printing AP Checks and Posting Batch • 137
Cash Disbursement (Pay Invoices) • 122 Printing Checks • 137
Cash Disbursement Bottom Section Field Listing
• 136 Q
CD Review List • 137 Quick AP Invoice • 100
Cost Source in AP Invoices • 45 Quick Checks • 126
Creating a Cash Disbursement • 122
R
E
Receiving Days • 4
Edit Accounts Payable Invoices • 99 Receiving Drill Down in AP Invoices • 45
EFT • 142 Reconciling the Suspense Account • 142
Ap_EFT.rpt • 142 Re-generate EFT Output File • 142
Prepare outpost file after post • 148 Remittance • 13
Setting up EFT • 142 Remittance Form • 137
Sql Output • 142 Remittance Tab in Vendor Maintenance • 13
Suspense GL Account • 142 Replicate AP Invoice • 109
EFT- Cash Disbursements • 122, 142
Electronic Funding Transfer (EFT) • 142 S
Electronic Funding Transfer,see EFT • 142 Select all Vendors • 132
Enable Selections by receipt only • 45 Select from Invoice • 133
Entering Quick Checks • 126 Select From Vendors with Invoices • 128
Evaluate Short Shipments • 4 Sql. Output for EFT • 142
F U
Filter Unposted Invoices by Days Out • 109 Use Tax • 114
Free Form AP Invoice • 45 Use Taxes • 114
Freight Cost Allocation from AP Invoices • 87
V
I
Vendor Account Status • 34
Inventory Cost Adjustment (ICA) • 90 Vendor Categories • 32
M Vendor Contacts • 17
Vendor Documents • 26
Main Menu Functions in AP Invoices • 109 Vendor Inventory Pricing Maintenance • 30
Vendor Ledger Inquiry • 36
Index 155
Bank Account • 4
Contacts • 17
Documents • 26
Forms/Reports • 4
Include in 1099 • 4
PO Anlaysis • 29
Receiving Days • 4
Remittance Tab • 13
Subject to Rating • 4
Tax ID Number • 4
User Fields • 24
Vendor Info Field Listing • 4
Accounting Tab • 4
Freight Tab • 4
Misc Tab • 4
Rating Tab • 4
Vendor PO Analysis • 29
Vendor User Fields and User Defined Form • 24
Vendors • 4
Status field • 4
View Posted AP Checks • 146
View Posted AP Invoices • 104
Viewing Voided AP Invoices • 108
Voiding AP Checks • 147
Voiding AP Invoices • 106
Vouchers in AP • 37
Invoices in Accounts Payable • 37
W
WebDirect for Vendors • 19
Workflow Approval for AP Invoices • 58

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Phone Use up to 25 digits for a phone number.

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FOB Select the FOB terms used with this Vendor.

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EPlant Specific Settings

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Remit To Field Listing

City Use up to 28 characters.

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Country Select the country from the drop down list

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Fax Enter this contact’s fax number here using up to 12 digits.

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Right Click Option:

WebDirect for Vendors

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Create Web User ID

Confirm Re-confirm the password.

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Supplier (Vendor) Modules:

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Defining Label Text

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Vendor PO Analysis shows purchases by a particular GL year and/or period. This is a

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Category Code Enter a code for the vendor category.

Description The description of the vendor category.

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You may also choose to replicate invoices for repetitive payables.

Creating an AP Invoice (Voucher)

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Top Section Field Listing:

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Speed Buttons for the Header Record