Need help? The Accounts Payable Help Documentation is designed to make your Accounts Payable experience as efficient as possible.

Transcription

1 Need help? The Accounts Payable Help Documentation is designed to make your Accounts Payable experience as efficient as possible. All you have to do to navigate through this document is simply use the toolbars on the left side of the screen. Below is a quick review of how you may use the bookmarks to navigate: Select the category you are interested in. For further options, select the button to maximize the list. Then, simply select the topic you would like more details on! It is that easy! BankTEL hopes that you enjoy this experience.

2 BankTEL Accounts Payable Main Menu This is the initial screen that the Accounts Payable users will see once they log into the system. On this Main Menu, users will notice that most of the daily tasks that can be accomplished are located on the left side of the menu. Please see the appropriate bookmark on the left side of the screen for more information about each option. Vendors Users can add and edit vendors here. Inquiry This is quick informational tool that can generate invoice and GL history based on specified search criteria. Invoices Users may enter invoices in this screen. Invoice Reports This option will give users access to pending invoice reports. Process Payments Users may print checks, process ACH and direct deposits here. Interface File Work This option will send the transactions to your core system. BankTEL Updates Page Click here to access latest updates on BankTEL s website. Log Support Issue Online Click here to contact support. Latest Updates Document Click here for the latest updates document. Change Password Click here to easily change user password.

3 EDIT BANKTEL Users must have specific permissions to the options within the Edit menu. The Edit Menu may be accessed by selecting Edit as shown below. All of the tasks that may be accomplished within this menu are as follows: BankMaster Setup G/L Accounts o Adding o Editing o Deleting Branches o Adding o Editing o Deleting Cost Center o Adding o Editing o Deleting Setup of Product Codes and MISC fields Allocation Table Setup Setup of Vendor Types Editing and Deleting Scheduled Transactions Editing and Deleting Memorized Transactions Vendor Special o Merging Vendors o Deleting Vendors

4 BANK MASTER BankTEL s Bank Master is a location in which bank wide settings reside. While the majority of these settings are password protected to prevent users from mistakenly causing undesired results there are some settings that are accessible to users. To access BankTEL s Bank Master simply select the option shown below from the Accounts Payable Main Menu. The screen shown below will appear. Any tab designated with the abbreviation PW indicates that this tab is password protected and not accessible to any users. Any changes to these tabs would require a support call to be placed with BankTEL s support staff.

5 BANK MASTER The table below will list each tab and the main options available for each tab. DEMOGRAPHICS Default Server Path This path indicates the location in which the BankTEL directory resides. This would either be a UNC or mapped drive. This path should never be altered without first consulting the BankTEL support staff. Bank Name / Address The information entered her will be visible in many locations including reports and 1099s. Do Not Allow Users to Perform Internet Updates This option will prevent all users from performing updates to BankTEL s Accounts Payable as well the OFAC SDN List. This option will supersede any user specific permissions. DEFAULTS Many options can be altered from this location. A few of the main options include : Descriptions used when posting entries to General Ledger Accounts Activation of the ability to scan invoices / contracts Criteria for the notification of duplicate invoice payments DATABASE SETUP While this tab is not password protected the information contained in it would normally be setup during the installation process and prior to any changes the BankTEL support staff should be consulted. DIRECT DEPOSITS Direct Deposit Receipts This option allows users to determine if receipts should or should not be printed for all applicable vendors. Direct Deposit Negatives This option indicates if negative invoices being paid via direct deposit are allowed. Direct Deposit Description Users can select what description should be used when posting entries to the deposit account of a vendor / employee being paid via direct deposit. CHECK CLEARING (Password Protected) ACH SETUP (Password Protected) This tab is used to indicate the account that will be used to fund the Expense Checks that are written as well as the account type (general ledger account or DDA (demand deposit). This tab contain pertinent information for the processing of ACH payments. This includes information that will be included in the ACH NACHA file that is created as well as the entries that are made to the Core System being used. This tab also contains a flag in which users can elect to Print or Not Print ACH receipts when processing payments for applicable vendors.

6 BANK MASTER MISC (Password Protected) OTHER (Password Protected) ACCRUE EXPENSE (Password Protected) DD & PRINTING (Password Protected) BankTEL s Accounts Payable has the ability to interface to many different Core Systems. This tab is used to indicate the Core System being used so that the appropriate interface files are created. The key information in this location is Password Expiration. The number entered in this location indicates the number of days in which a password will remain active. In some situations clients request to have entries post to the General Ledger Accounts prior to the processing of a payment. The configuration for this setup would be stored here. Information such as the alignment of Expense Checks, whether or not a signature should be printed on a check and the maximum number of invoices to be included on a check are located her.

7 GENERAL LEDGER ACCOUNTS adding / editing / deleting General Ledger Accounts are the first tier of accounting that is used by all clients. Since BankTEL s Accounts Payable offers users the ability to customize data element titles the term general ledger account may show differently on each client s settings. Adding a new general ledger account to BankTEL s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply select the button titled Add New. From here simply enter the general ledger account id/name and number. Save the account by selecting the button titled FINISH. Editing a general ledger account in BankTEL s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply double click the general ledger account to be edited. Please note that only the account Name can be altered. From here make the necessary changes to the account Name and then save these changes by selecting the button titled FINISH. Deleting a general ledger account can be done by selecting the option shown above from the Accounts Payable Main Menu. On the screen that appears simply double click the general ledger account to be deleted. From here select the button titled DELETE to remove the general ledger account.

8 GENERAL LEDGER ACCOUNTS adding Adding a general ledger account to the BankTEL software is a simple process that can be completed which just a few clicks of the mouse. From the Accounts Payable Main Menu a user can select Edit / General Ledger Account. The user will be shown a listing of the current general ledger accounts. From here the button titled New can be selected to add a general ledger account. On the screen that appears the user will want to be sure and enter the account number into the ID field in the same format as the existing general ledger accounts. Meaning that if existing accounts for 7 digits in length then all new accounts should be entered this way as well. Once the information is entered the user can select the button titled Finish to complete the addition and then repeat the steps if other accounts should be added. REIMBURSEMENT EXPENSE TYPE This section is used in conjunction with the Expense Reimbursements module. Here, users may assign the account that is being created to any of the following expense types: Travel Expenses, Meals/Entertainment, and/or Other Expenses. Accounts that are flagged as Reimbursement Expense Types will appear in the Expense Reports web portal for employees to choose from. PO REQUEST ITEM This flag is used in conjunction with the Purchase Orders module. Here, users may assign the account that is being created as a Purchase Orders expense account. When this box is flagged, the account will appear in the Purchase Orders module for employees to choose from.

9 BRANCHES / CENTERS adding / editing / deleting Branches / Centers are a second tier of accounting that is used by all clients. Since BankTEL s Accounts Payable offers users the ability to customize data element titles the term branch or center may show differently on each client s settings. Also, be sure as not to confuse branches/centers with a cost center. Some core systems refer to branches/centers using the term cost center, however, BankTEL s Accounts Payable does not. Adding a new branch/center to BankTEL s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply select the button titled Add New. From here simply enter the branch/center id/name and number. Default Use Tax information can also be entered for a branch. This can be used to keep users from having to manually enter tax rates each time Use Tax is applied to an invoice. Save the account by selecting the button titled FINISH. Editing a branch/center in BankTEL s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply double click the branch/center to be edited. Please note that branch/center ID cannot be altered. Also, Default Use Tax information can also be entered for a branch. This can be used to keep users from having to manually enter tax rates each time Use Tax is applied to an invoice. From here make the necessary changes to the account Name and then save these changes by selecting the button titled FINISH.

10 BRANCHES / CENTERS adding / editing / deleting Deleting a branch/center can be done by selecting the option shown above from the Accounts Payable Main Menu. On the screen that appears simply double click the branch/center to be deleted. From here select the button titled DELETE to remove the branch/center.

11 COST CENTERS / DEPARTMENTS adding / editing / deleting Cost Centers / Departments are an optional third tier of accounting that is not used by all clients. Since BankTEL s Accounts Payable offers users the ability to customize data element titles the term cost center or department may show differently on each client s settings. Also, be sure as not to confuse branches/centers with a cost center. Some core systems refer to branches/centers using the term cost center, however, BankTEL s Accounts Payable does not. Adding a new cost center / department to BankTEL s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply select the button titled Add New. From here simply enter the cost center / department id/name and number. Save the cost center/department by selecting the button titled FINISH. Editing a cost center / department in BankTEL s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply double click the cost center / department to be edited. Please note that cost center / department ID cannot be altered. From here make the necessary changes to the cost center/department Name and then save these changes by selecting the button titled FINISH. Deleting a cost center / department can be done by selecting the option shown above from the Accounts Payable Main Menu. On the screen that appears simply double click the cost center / department to be deleted. From here select the button titled DELETE to remove the cost center / department.

12 PRODUCT CODES adding / editing / deleting Product Codes are an optional fourth tier of accounting that is not used by all clients. Since BankTEL s Accounts Payable offers users the ability to customize data element titles the term product code may show differently on each client s settings. Adding a new product code to BankTEL s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply select the button titled Add New. From here simply enter the product code id/name and number. Default Use Tax information can also be entered for a branch. This can be used to keep users from having to manually enter tax rates each time Use Tax is applied to an invoice. Save the account by selecting the button titled FINISH. Editing a product code in BankTEL s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply double click the product code to be edited. Please note that product code ID cannot be altered. Also, Default Use Tax information can also be entered for a branch. This can be used to keep users from having to manually enter tax rates each time Use Tax is applied to an invoice. From here make the necessary changes to the account Name and then save these changes by selecting the button titled FINISH. Deleting a product code can be done by selecting the option shown above from the Accounts Payable Main Menu. On the screen that appears simply double click the product code to be deleted. From here select the button titled DELETE to remove the product code.

13 ALLOCATION TABLES entering / editing / deleting/ using Allocation tables are a very useful tool that is offered to all BankTEL Accounts Payable clients. The purpose of an allocation table is to allow users to setup a template of how a payment should be allocated. This could involve a payment being expensed to multiple branches, general ledger accounts and/or cost centers. A good example of an allocation table would be a situation in which a client wanted to allocate a payment to all branches as seen in the example screen shots in this help topic. Users could setup an allocation able to allocate a percentage of payments to each existing branch. In order to do this select the option titled Allocation Tables located beneath Edit on the menu bar on the Accounts Payable Main Menu. This option will show a listing of all Allocation Tables that have been setup. To create a report of these allocation tables simply click the button titled REPORT. To setup a new Allocation Table select the button titled New or double click on an existing Allocation Table to make changes The Search function can be used to quickly and easily find an existing Allocation Table in the list provided.

14 ALLOCATION TABLES entering / editing / deleting/ using Whether a new Allocation Table is being setup or an existing one is being edited the screen shown below is where allocations are entered.

15 ALLOCATION TABLES entering / editing / deleting/ using In the example provided an Allocation Table has been setup to allocate an even percentage of a payment to each branch. Please note that percentages are not required to be even. The total percentage of allocations must simply equal 100%. Allocation Tables can be setup to allocate expenses to multiples branches, general ledger accounts and/or cost centers. To flag an Allocation Table as Inactive, which prevents the allocation table from being used, simply select the checkbox titled Table Is Inactive. Once all maintenance is complete select the button titled Finish to save all changes/additions. The button titled Delete can be used to delete an existing Allocation Table.

16 ALLOCATION TABLES entering / editing / deleting/ using Once an allocation table is setup it is available for use for all payments including Manual Checks. This can be done by selecting the option titled Allocation Table while entering invoices into BankTEL s Accounts Payable.

17 VENDOR TYPES adding / editing / deleting Vendor Types are used to group vendors using user-defined types. BankTEL s Accounts Payable offers the ability to run various reports that can be sorted / filtered by these types. Adding a new Vendor Type can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply select the button titled New. From here enter the unique ID that will allow users to identify the vendor type as well as a Name to describe the vendor type. Please note that once a Vendor Type is saved the ID cannot be altered. However, the Name can be changed at any time. Editing a Vendor Type can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears a listing of existing Vendor Types will be shown. Simply double click the Vendor Type in which changes should be made to. From here simply make the appropriate changes to the Vendor Type Name. Please note that the Vendor Type ID cannot be altered. Click the button titled SAVE to save the changes that were made. Click the button titled SAVE to add the new Vendor Type. Deleting a Vendor Type can be done by selecting the option shown above from the Accounts Payable Main Menu. On the screen that appears, a listing of existing Vendor Types will be shown. Simply double click the Vendor Type in which you wish to delete. Click the button titled Delete to remove the Vendor Type from BankTEL s Accounts Payable.

18 MEMORIZED TRANSACTIONS Main Menu Memorized Transactions are a very useful tool provided by Accounts Payable. Memorized Transactions are used in situations in which a vendor is paid a very similar payment on a recurring basis. The term very similar is used because Memorized Transactions are used for payments in which at least one piece of information will change with each payment. This could be the Invoice Number, the Amount Due, etc. A great example of a payment that could be setup as a Memorized Transaction could be the utility bill. While this payment will usually be paid to the same branch and account the amount will vary from month to month. Instead of having to rekey all of the information each month the payment can be setup as a Memorized Transaction to save mouse clicks and key strokes.

19 MEMORIZED TRANSACTIONS adding To setup a Memorized Transaction simply enter an invoice into Accounts Payable as normal. However, prior to saving the invoice simply click the button labeled Memorized Transaction which is located in the upper right corner of Invoice Entry. The Memorized Transaction will be saved and available for use going forward.

20 MEMORIZED TRANSACTIONS editing To edit a Memorized Transaction simply enter the Invoice Entry screen and enter the vendor s name that Memorized Transaction was setup under. As you can see on the image above once the vendor s name is entered the Memorized Transactions for that vendor can be viewed by clicking the tab labeled Memorized. To edit a Memorized Transaction simply left click the transaction to ensure that the correct information is selected. Next right click the transaction and select the Edit option that appears. The Memorized Transaction information will automatically be filled into the appropriate informational fields on the screen. At this point any changes made to the Memorized Transaction can be saved by selecting the button titled Save Memorized.

21 MEMORIZED TRANSACTIONS deleting Deleting a Memorized Transaction is quick and easy. Simply select the menu option shown below from the Accounts Payable Main Menu. A listing of all Memorized Transactions will appear. Review the list shown and identify the Memorized Transaction(s) that should be deleted. Once identified left click the Memorized Transaction to ensure that the appropriate transaction was selected. Next right click the transaction and select the option titled Delete that appears. The Memorized Transaction will be deleted.

22 MEMORIZED TRANSACTIONS deleting

23 SCHEDULED TRANSACTIONS Main Menu Scheduled Transactions are a very useful tool provided by Accounts Payable. Scheduled Transactions are used in situations in which a vendor is paid the exact same payment on a recurring basis. The term exact is used because Scheduled Transactions are used for payments in which there should not be a need to adjust the payment information each time an invoice is paid. A great example of a payment that could be setup as a Scheduled Transaction could be rent. This type of payment would normally always contain the same Invoice Number, Description and be expensed to the same general ledger account(s) and branche(s). Instead of having to rekey all of the information each month the payment can be setup as a Scheduled Transaction to save mouse clicks and key strokes.

24 SCHEDULED TRANSACTIONS adding To setup a Scheduled Transaction simply enter an invoice into BankTEL s Accounts Payable as normal. However, prior to saving the invoice simply click the button labeled Scheduled Transaction. The user will then be prompted to fill out the pertinent information related to the Scheduled Transaction. Once this information is entered simply click the button titled Saved and the Scheduled Transaction will be setup as a recurring payment in the BankTEL Accounts Payable software. Please note that once the Scheduled Transaction is saved the user will then be returned to Invoice Entry. The user would not want to click the button titled Save on Invoice Entry unless they wanted to create an invoice at that time.

25 SCHEDULED TRANSACTIONS adding When the date arrives in which a Scheduled Transaction should be updated/paid users will be notified by a prompt upon logging into the BankTEL Accounts Payable software. This prompt will appear as seen below. If a user elects to update the applicable Scheduled Transactions then invoices for these payments will automatically be created and will appear beneath the Pending Transactions tab located on the Invoice Entry screen. Unless a need for approval is required with the transaction(s) they will be available for processing at any time going forward.

26 SCHEDULED TRANSACTIONS editing To edit a Scheduled Transaction simply enter the Invoice Entry screen and select the tab titled Scheduled. Using the mouse left click and then right click the Scheduled Transaction that should be edited. The options to either Apply or Edit the Scheduled Transaction will be shown. To Edit the Scheduled Transaction click the option titled Edit. The information pertaining to the Scheduled Transaction will be shown on the screen. Any necessary changes to the invoice can be made. These changes would include items such as Invoice Number, Description. Etc. Once these changes are made, click the button titled Save Scheduled. A prompt to change any information pertaining to the payment intervals will be seen. Once these changes are made the button titled Save should be selected.

27 SCHEDULED TRANSACTIONS editing

28 SCHEDULED TRANSACTIONS deleting A Scheduled Transaction can be deleted with just a few clicks of the mouse. To remove a Scheduled Transaction simply click the menu option shown below. A list of existing Scheduled Transactions will be shown. Using the mouse left click and then right click the Scheduled Transaction to be deleted. To delete the Scheduled Transaction click the option titled Delete.

29 VENDORS merging Prior to merging a vendor(s) in the Accounts Payable system the user will want to be sure that this task should be completed. Once a vendor(s) is deleted there is no way to segregate the vendor s associated history. All traces of this vendor will be removed from the Accounts Payable system. To merge a vendor(s) from the Accounts Payable system select the Vendor Merge option as shown below. The Vendor Merge screen will be shown. Here the user will see their vendors listed in two different sections (a top and bottom section). The top section should be used to select the vendor(s) that will be removed and have their history merged into the single vendor selected in the bottom section. Once the selections are made the user can simply click the button titled Merge. Once again please note that once a Vendor Merge is completed these steps cannot be reversed.

30 VENDORS merging

31 VENDORS deleting Prior to deleting a vendor(s) in the Accounts Payable system the user will want to be sure that this task should be completed. Once a vendor(s) is deleted there is no way to recovery the vendor or the associated history. All information will be removed from the Accounts Payable system. If the vendor(s) should be merged with another vendor then please see the Q & A section below for information regarding the process of merging vendors. To delete a vendor(s) from the Accounts Payable system select the Vendor Delete option as shown below. The Vendor Deletion screen will be shown. From here the user can simply select the vendor(s) that should be deleted and then select the button titled Delete.

32 VENDORS deleting

33 PAYMENTS voiding BankTEL s Accounts Payable offers users the ability to void Check, ACH and Direct Deposit payments using a very simple routine. This can be done by selecting the option to Void Payments as seen below. Once this selection is made users will be able to view outstanding payments. By default the list of outstanding checks will be shown. To view outstanding ACH or Direct Deposit payments the users can select the option payment type drop down list at the top of the screen. In order to void a payment a user must only check the Void checkbox beside each applicable payment. The button titled Report can be selected to create a report of the selected payments prior to actually voiding the payments. Once all selections have been verified the user must only select the button titled FINISH to complete the void procedure. Please note that once a payment is voided this procedure cannot be reversed.

34 PAYMENTS voiding After the void has been completed, the transactions from the void have been created. Anytime transactions are created, the Interface File Work option should be selected by the end of the day. The options on the screen above are defined below: ADD TO PENDING TX S FOR REPRINTING - This option can be used when voiding payments and there is a need to add the invoice back to Pending Transactions for reprinting/reprocessing. This is a very valuable option that can be used in situations such as a check being lost in the mail or a payment being entered to an incorrect vendor. RECLAIM FUNDS BY ACH DRAFT This option should only be used if voiding ACH transactions. This option will create the transactions that will reverse the ACH payment. If you wish to use this option, please contact BankTEL support for more information. DO NOT INTERFACE - This option should only be used when electing to NOT have entries transferred from BankTEL s Accounts Payable to your core system. This option is available when Voiding Payments as well as when processing Manual Checks.

35 PAYMENTS manual checks BankTEL s Accounts Payable offers users the ability to enter what are referred to as Manual Checks in order to record payments that were made using a means other than BankTEL s Accounts Payable. An example of these payments would be a situation in which someone manually typed a check at a branch location or by some type of automatic draft. When Manual Checks are entered entries to the general ledger as well as the expense check clearing account are made however no type of document (paper or electronic) is created. This is because Manual Checks are built around the logic that the payment has already taken place prior to the Manual Check being entered. In order to enter a manual check a user can simply select the option titled Manual Check beneath the option Activities located on the menu bar on the Accounts Payable Main Menu. This option will open the Manual Check entry screen. This screen is very similar to the normal entry screen where invoices are entered (Invoice Entry).

36 PAYMENTS manual checks Manual Checks should be entered just as normal invoices are entered. Once all Manual Checks have been entered the button titled Post Checks should be selected to process the manual check payments. This will create general ledger and expense check clearing entries for the payments entered. These entries will be posted to the core system once an Interface is completed. Manual Checks can edited by selecting the tab titled Pending. Using the mouse simply left click and then right click a payment. This will allow the user to select the option titled Edit to alter information for a Manual Check. Please see the Entering Invoices Help Topic under the INVOICES MAIN MENU Help Topic for further information on the meaning on each of the fields in the entry screen. DO NOT INTERFACE - This option should only be used when electing to NOT have entries transferred from BankTEL s Accounts Payable to your core system. This option is available when Voiding Payments as well as when processing Manual Checks.

37 ENTERING CLEARED CHECKS BankTEL s Accounts Payable offers users the ability to enter cleared checks so that these checks no longer show on the Outstanding Check Report. However, please note that this does NOT remove these checks from the any check reconciliation program being used as a part of user s core vendor/system. Also, please make note that BankTEL s Accounts Payable has the ability to a check reconciliation file for manual or automatic upload to many core systems. To find out if this is possible with the core system currently being used please contact BankTEL s support staff. To enter cleared checks into BankTEL s Accounts Payable simply select the option shown below from the Accounts Payable Main Menu. The screen shown below will appear. For example purposes a date range of outstanding checks has already been selected. This was done by using the date range selection fields. Another available option is to use a check number range. As seen in the screen shot below users can also filter checks by the following: Check Status (Outstanding Checks, Cleared Checks, All Checks) Account (Clearing Account)

38 ENTERING CLEARED CHECKS To flag a check(s) as being cleared simply select the checkbox beside the check. To un-flag a check(s) as being cleared unselect the checkbox beside the check. After all selections have been made select the button titled Save to update the status of the check(s). The button titled Report can be selected to create a printable view of the checks currently shown.

39 OFAC scanning vendors / updates BankTEL s OFAC (Office of Foreign Assets Control) SDN (Specially Designated Nationals) scanning module is an optional piece of BankTEL s Accounts Payable that can be used to scan vendors against the SDN list as vendors are added. This tool can also be used to scan entries into the vendor listing against the SDN list at any time a user chooses to do so. Usage of the BankTEL OFAC SDN scanning module is user friendly and can be accessed with only a few clicks of the mouse. Users can scan a single vendor by selecting the option titled Scan OFAC when adding or editing a vendor. A vendor list can be scanned against the SDN list by selecting Activities / OFAC Scanning / Scan Vendors Against OFAC Database from the menu bar located on the Accounts Payable Main Menu.

40 OFAC scanning vendors / updates Whether a single vendor or an entities entire vendor list is being scanned the scanning of the information against the SDN list will begin automatically once a selection is made. Vendors will be scanned using an algorithm designed by BankTEL. The percentage of matching criteria found will displayed on the column titled as % match. The SDN ID seen is a unique identifier associated with SDN Name. This is designated by OFAC. The percentage at which a scan takes place can be seen at the top of the screen. The default percentage is 85% but can be changed by using the instructions provided later in this help topic. To view more information regarding a SDN name simply double click a name in the list shown.

41 OFAC scanning vendors / updates To create a listing of the SDN information in Excel simply select the button titled REPORT. Also, many SDN s have aliases associated with them. To view aliases for an SDN simply double click the wording View Aliases. This will a user to view all associated aliases as well as the percentage of match for each alias.

42 OFAC scanning vendors / updates A report of the scanning results can be created by selecting the button titled REPORT. This will generate a listing of the scanning results in Excel. Users can also use the menu options located beneath the option titled File on the menu bar to view previous scans that have taken place. A listing of the scans can be created in Excel by selecting the button titled REPORT. This listing is especially useful during audits.

43 OFAC scanning vendors / updates To complete miscellaneous task such as reviewing the SDN list or viewing the scanning algorithm used by BankTEL s OFAC SDN scanning module simply selecting Activities / OFAC SDN Scanning / Open OFAC Application from the menu bar located on the Accounts Payable Main Menu. Once open BankTEL OFAC SDN scanning module can be used to complete many task as seen below. To edit the percentage for a match at which a scan takes place select the option titled Edit Default Settings which is located beneath File on the menu bar.

44 OFAC scanning vendors / updates Simply change the percentage of match to a desired percentage. Users can also elect to Ignore single word names unless exact match. Selecting this option would mean, for example, that if the name Chris was scanned it would not produce a match against the SDN name Christopher since the two names do not match exactly. Users can also view the scanning algorithm used by BankTEL s OFAC SDN scanning module as well as examples by selecting the menu bar option titled Notes. The button titled Scan Database can be used to scan vendor list located in other companies that are setup in BankTEL s Accounts Payable. This option can also be used to scan shareholders located in BankTEL s Shareholder Management Module if this product has been previously purchased.

45 OFAC scanning vendors / updates Updates to the OFAC SDN list are released sporadically by the U.S. Department of Treasury and are available to users automatically upon logging into BankTEL s Accounts Payable. If the appropriate permissions have been granted to user s User ID then the option to Install updates will be enabled and a user need only to select this option to download the latest version of the OFAC SDN list. Updates should always be downloaded as available to ensure that vendors are being scanned against only the most up to date OFAC SDN list.

46 YEAR END 1099 printing and electronic filing While BankTEL s Accounts Payable does offer users the ability to print and file electronically 1099-MISC forms these options are not as widely used as in years past. This is due to the fact that BankTEL offers a high percentage of clients the option of interfacing 1099-MISC information into their core vendor/system. Please, contact BankTEL s Support Staff to find out if this is possible. However, if the printing of 1099 forms is desired then simply click the option shown below from the Accounts Payable Main Menu. Please note that preprinted 1099_MISC forms are needed and these can be purchased at most office supply stores as well as a variety of other vendors. Users will receive the prompt shown below. This message is a reminder to verify LYR (Last Year Purchase Amounts) prior to the printing of 1099 s.

47 YEAR END 1099 printing and electronic filing Verification of these figures can be completed by using the report titled Vendor LYR / YTD PURCHASES. This report can be seen by selecting the option for Vendor reports as seen below. From here users will have the ability to run the Vendor LYR / YTD PURCHASES report. This report will show information such as: Vendor LYR (Last Year Taxable) amounts Vendor 1099 Status (applicable or not applicable) Users should verify that all applicable 1099 vendors are flagged as such. Users should also verify pertinent vendor 1099 information by using the report titled Vendor 1099 / IRS Information. This report can be selected from the same area as the Vendor LYR / YTD PURCHASES report. Users should verify information such as: TIN (Tax ID Number) 1099 Class List IRS Name and Address

48 YEAR END 1099 printing and electronic filing Once this information has been verified users are ready to print the 1099 forms and can select the button titled OK on the prompt previously shown. The screen below will be seen by the user.

49 YEAR END 1099 printing and electronic filing From here users can elect to print a 1099 for all vendors listed by selecting the button titled Print All. They can also pick and choose which vendors to print a 1099 for by selecting a vendor, holding down the CTRL key on their keyboard and then selecting any other vendors to print a 1099 for. After all vendors have been selected they can then select the button titled Print Selected, to print the 1099s. The button titled Report can be used to create a report of the vendor s shown. Please note that the steps shown above are normally completed for the vendor s copy only. Most clients then use BankTEL s Accounts Payable to create a file for uploading to the IRS FIRE (Filing Information Returns Electronically) SYSTEM. The steps shown below will explain how this file can be created. However, if the FIRE SYSTEM will not be used for reporting 1099s to the IRS then simply repeat the steps shown above to print 1099s for reporting to the IRS. To create a file for uploading to the IRS FIRE SYSTEM simply select the option shown below.

50 YEAR END 1099 printing and electronic filing The screen shown below will be seen. The five digit Control Number is required. This would be the IRS Reporting Number (or TCC) provided by the IRS. To create the file simply select the button titled Build File. A report in Excel will automatically be generated. This report will list the vendor s being reported as well as a path in which the file created can be found. This file should then be uploaded to IRS FIRE SYSTEM. This can be done at

51 YEAR END 1099 printing and electronic filing

52 YEAR END year end yearly closeout Prior to the first processing of payments for each year users will be prompted to close out the year in BankTEL s Accounts Payable. This task is not optional and must be completed. However, closing out the year is very simple to do. Upon attempting to pay invoices for the first time in the current year users will be shown the prompt seen below. When the button titled Yes is selected the year will be closed out and users will be allowed to begin processing payments for the current year.

53 Reports Main Menu BankTEL s Accounts Payable offers a vast array of reports that can be created by users at any time. While BankTEL s Accounts Payable gives users the ability to create predefined reports it also allows users to create customized reports that can be recreated with just a few clicks of the mouse. The drop down list shown below gives a listing of the predefined reports available in BankTEL s Accounts Payable. Each of these reports can be customized by the user to match their specific needs. This drop down list can be accessed by selecting the menu option titled Reports from the menu bar located on the BankTEL Accounts Payable Main Menu. Click a report option above to view detailed information on that report.

54 REPORTS vendors When the Vendors report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously created. The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be created by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same.

55 REPORTS vendors The available data fields for Vendors reports are seen below.

56 REPORTS vendor management When the Vendor Management report option is selected users will be prompted to select one of the available built in reports or to view a customized report that has been previously been created. The screenshot below shows a listing of the built in reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be seen by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same.

57 REPORTS vendor management The available data fields for Vendors reports are seen below.

58 REPORTS vendor contracts When the Vendor Contracts report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously created. The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be seen by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same.

59 REPORTS vendor contracts The available data fields for Vendors reports are seen below. To view information on a data field simply click the field of interest below.

60 REPORTS invoices (pending) When the Invoices (Pending) report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created. The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be seen by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same. The available data fields for Invoices(Pending) reports are seen below.

61 REPORTS invoices (pending)

62 REPORTS invoices (paid/voided) When the Invoices (Paid/Voided) report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created. The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be seen by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same. Notice that the options pertaining only to pending invoices are disabled. This includes options such as Pending Invoices, Selected To Pay, etc. The available data fields for the Invoices (Paid/Voided) reports are seen below.

63 REPORTS invoices (paid/voided)

64 REPORTS invoices (all) When the Invoices (All) report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created. The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be seen by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same. The available data fields for Invoices(All) reports are seen below.

65 REPORTS invoices (all)

66 REPORTS payments(checks/direct deposits/ach) When the Payments(checks/direct deposits/ach) report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created. The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be seen by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same. The available data fields for the Payments(checks/direct deposits/ach) reports are seen below.

67 REPORTS payments(checks/direct deposits/ach)

68 REPORTS g/l history When the G/L (General Ledger) History report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created. The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be seen by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same. The available data fields for the G/L (General Ledger) History reports are seen below.

69 REPORTS g/l history

70 REPORTS use tax reports When the Use Tax report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created. The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be seen by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same. The available data fields for the Use Tax reports are seen below.

71 REPORTS use tax reports

72 REPORTS chart of accounts When the Chart of Accounts report option is selected users will immediately be shown a listing of general ledger accounts. The View drop down can be used to create a listing of other items including Centers/Branches. The button titled Report should be selected to create a printable view of the information.

73 REPORTS login history The Login History Report can be used to view each user s login attempt to BankTEL s Accounts Payable. This is for successful as well as unsuccessful logins. This report can also be used to view when accounts are LOCKED as well as UNLOCKED. This is dependant upon a client using BankTEL s Accounts Payable user lockout option (See: Glossary : Login Attempts before account is locked ). The report can be sorted by Date as well as user and can be filtered to include logins for any particular date range. The report can also be filtered by Login Success or Lockout by using the filter checkbox options. The information can be seen on the screen by selecting the button titled Report. To create a printable report of the information select the button titled Print.

74 REPORTS how to use Most reports in BankTEL s Accounts Payable can be modified/customized in order to include only the information desired by the user. However, if no modifications are desired to a selected report then a user can simply run a report by selecting the menu bar option titled Create/Refresh Report shown below. If modifications are desired this can be done by selecting the menu bar option titled Modify Report located on each report. This option can be seen below. Selecting this option will produce a popup menu that allows users to modify the report in many ways. This can be done by using the three tabs seen below. While the informational fields available on each report will vary the options available will not. The first tab titled Field Selection can be used by the user to pick and choose what fields should be included on the report. If all fields are desired then the selection titled Field can be selected. This selection can also be used to unselect all fields.

75 REPORTS how to use The second tab titled Sort/Options can be used to select fields in which the report should be sorted by. The ranking of the sort fields selected rank from top to bottom. This means that the field selected in Sort Field 2 will be sorted within the field selected in Sort Field 1. A description of each available option can be seen below.

76 REPORTS how to use SUBTOTAL DESCRIPTION COLUMN SORT FIELD REVERSE ORDER SUB TOTAL When subtotals are included in a report this selection indicates which column in which the subtotals will be produced beneath. Use these selections to sort a report. The ranking of the sort fields selected rank from top to bottom. By default all reports are sorted in ascending order (lowest to highest). By selecting this option reports will be sorted in descending order (highest to lowest). When a sort field is selected checking this box will create a subtotal for that field each time the sort field changes. PAGE BREAK Use this option to create a page break each time the sort field selected changes. This option is only applicable when a user intends on printing a paper copy of the report.

77 REPORTS how to use REPORT TYPE When summary is selected this indicates that the report should only create a summary record for each sort field selected. If no sort fields are selected then only a total count for each record in the report will be shown. When detail is selected this indicates that the report should be created and include detailed information for each record. REPORT NAME REPORT TITLE PRINT HEADER PRINT FOOTER The report name is included in the report header. If the default name is not desired a user can simply alter it here. By default no Report Title is included. If a user wishes to include a Report Title they can key it here. This information will be seen in the report header. Be default this option will be selected. However, if a user desires not to have a header included on a report this option can be unselected. Be default this option will be selected. However, if a user desires not to have a footer included on a report this option can be unselected. The last tab titled Filter/Query can be used by a user to indicate that only information matching particular criteria be included on the report.

78 REPORTS how to use Using the operator dropdown (equal to, greater than, etc.) a user can select how the fields should be compared for filtering/querying. When a field and operator are selected the button titled Add Filter should be selected to add the filter/query. Multiple filter/queries can be selected. The example below shows a filter/query in which a report should only include vendors in the state of MS that have been paid over $10,000 in the current year.

79 REPORTS how to use Filters/Queries can be removed from a report by simply right clicking on a filter in the list and selecting to delete it. This can be seen in the example shown below.

80 REPORTS how to use Once a modifications have been made to a report these changes can be incorporated by simply exiting the Modification popup. Shown above and then selecting to Create/Refresh the report as shown in the example below. Selecting this option will load the information onto the screen. At this point a user has many options. If modifications were made to the report and it is desired to have these changes saved in the form of a new report that can be accessed at a later time this can be done by selecting the option titled Save Modified Report as shown in the example below. When the report is saved users have the ability to title the report as needed. These reports can then be recreated at a later date by selecting them from the report list. When modified reports are created they are associated with the category of report in which they were created. This simply means that if a modified report was created under Vendors then this modified report would only show when Vendors is selected in the future. This can be seen in the examples shown below. First the user would select to run Vendor reports from the Accounts Payable Main Menu.

81 REPORTS how to use In the second example, shown below the user would be prompted with a list of vendor reports and the modified report created would be noted with an X in the column titled Modified. Please note that multiple modified reports can be created. So in this example a modified report was created that only list YTD (Year to Date) purchases for vendors. However, if a user were to select a different category of report above, such as Vendor Contracts, then the modified report shown below would not be seen in the report list.

82 REPORTS how to use Another option would be to Print/Export the report for easier viewing. This can be done by selecting the menu bar option titled Print/Export Report as shown below. Once this option is selected a user will be shown a print preview of the report. An example of this is shown below. A listing of the available options is shown below as well as details of the options. PRINT EXPORT/SAVE Allows a user to print a paper copy of the report. Allows a user to export a copy of the report to any of the following file types : Excel CSV

83 REPORTS how to use HTML XML TAB PAGE SETUP Allows a user to edit items such as : Page Margins Orientation (Landscape / Portrait) PRINT SCALING Allows a user to alter the view of the report to the following : Original Percentage Fit To Page ZOOM Allows a user to zoom in or out on the report that has been created. Users can also continue to modify the report.

84 VENDOR MANAGEMENT SETUP If using BankTEL s Enhanced Vendor Management Setup users have the ability to setup configurations that determine the following: When users are notified of contract dates as they begin / end. When users are notified of contract dates as they begin / end after a user has elected to ignore notification. The importance of each available risk that can be associated with a vendor. These risks are used in determining the Overall Risk of a vendor (none, low, moderate, or high). To alter these configurations select the option shown below from the Accounts Payable Main Menu. The Vendor Management Setup Screen can be seen below. Changes should be made as needed and saved using the button titled Save.

85 VENDOR MANAGEMENT SETUP

86 SETUP In BankTEL s Accounts Payable notification can be sent for any of the following task: Payments being made via Direct Deposit. notification of the payment can be sent to a vendor. Payments being made via ACH. notification of the payment can be sent to a vendor. Notification of invoices requiring approval. notification can be sent to approval officers. (Only available when using BankTEL s Invoice Approval. Contact BankTEL Support for pricing) Notification of contracts expiring, starting, coming up for renewal, etc.. notification can be sent to the Notification User as these dates arrive / pass. (Only available when using BankTEL s Enhanced Vendor Management. Contact BankTEL Support for pricing) To configure notification in BankTEL s Accounts Payable simply select the menu bar option shown below from the Accounts Payable Menu. The screen shown below will appear allowing a user to setup configurations as needed. See below for a listing of the available configurations and their purpose.

87 SETUP If Microsoft Outlook will be used to send s from BankTEL s Accounts Payable select YES in the option labeled Use MS Outlook. If SMTP (Simple Mail Transfer Protocol) will be used then select No for this option and assign any applicable configurations mentioned below. Server will need to be populated with either the IP (Internet Protocol) address or the name of the SMTP server. The UserID and Password fields will also need to be populated with a valid user name and password if this is required by SMTP configurations setup on the user s network. A brief explanation of each remaining fields is given below. FROM REPLY TO CC When s are received they appear to have been sent from the address entered in this location. The address entered here will receive any replies to s that are sent from BankTEL s Accounts Payable. Any address keyed into this field will be CCed

88 SETUP BCC DISCLAIMER SERVER PORT SERVER TIMEOUT USER ESMTP USE SSL (Carbon Copied) on all outgoing from BankTEL s Accounts Payable. Any address keyed into this field will be BCCed (Blind Carbon Copied) on all outgoing s from BankTEL s Accounts Payable. The information keyed into this area will appears as the disclaimer on all outgoing s from BankTEL s Accounts Payable If a port other than the default for SMTP (port 25) is to be used then it should be keyed here. This is the amount of time that BankTEL s Accounts Payable will wait for data from the server when making a request. This value is represented in milliseconds (Ex: 1000 milliseconds = 1 second) If set to YES then BankTEL s Accounts Payable will attempt to login use the EHLO command on the mail server. If SSL (Secure Socket Layer) is to be used then YES should be selected here. This specifies as to whether to negotiate and use SLL for communication or communicate plain text. SLL is not commonly used. If set to YES and the mail server is not expecting SSL then a timeout error will be received. Also please note that if this option is set to YES then the Server Port will most likely need to set to a port other than 25 (the default used by SMTP). This is due to the fact that most secure mail servers use a port other than 25. USE SECURE PASSWORD If this property is set to YES BankTEL s Accounts Payable will attempt to log into the mail server using the AUTH CRAM-MD5 method. If unsuccessful the AUTH LOGIN command will be used.

89 APPROVAL PROCESS Please note that Approval Process s should only be setup when using BankTEL s Invoice Approval. This is an additional module that when purchased works in coordination with BankTEL s Accounts Payable. When flagging invoices for approval users have the ability to require an invoice to be flagged by a single Approval Officer or they can setup an Approval Process that will require an invoice to be approved by multiple Approval Officers. An Approval Process can be setup by selecting the menu bar option shown below on the Accounts Payable Main Menu. This option will display all current Approval Processes as well as allow users to edit, delete or add to the current list. Regardles if a new process is being added or an existing process is being edited the screen shown below will be seen when the user selection is made.

90 APPROVAL PROCESS If multiple Approval Officers are required to approve an invoice prior to payment then they should be listed in the order in which the approval process should take place. The Rule should be set to REQUIRED. Rules can also be set to require approval by a certain Approval Officer when an invoice includes particular information. This includes invoices that are for a certain amount or invoices that include allocations to a certain General Ledger Account, Branch/Center or Cost Center. These Rules can be setup by using the Rule drop down and also the Comparison (Comp.) drop drown. The Comparison drop down includes all operators such as : > Greater Than < Less Than = Equal To <> Not Equal To >= Greater Than or Equal To <= Less Than or Equal To Please note that the ID for an Approval Process cannot be altered once an Approval Process is saved. The button titled Delete can be used to remove an existing Approval Process. Allow Admin Override can be used to allow a level of the Approval Process to be approved not by the User selected but by an Approval Admin. Allow Approval Anytime can be used to allow the user selected on a particular level to approve an invoice even if previous levels in the Approval Process have yet to be completed.

91 USERS/APPROVAL OFFICERS Main Menu Adding, editing or deleting a User/Approval Officer in BankTEL s Accounts Payable is a simple task that can be completed with only a few clicks of the mouse. Please note Approval Officers are only applicable when using BankTEL s Invoice Approval Module if previously purchased. Prior to editing or adding a User/Approval Officer it should first be determined what permissions that a User/Approval Officer should be given. A listing of available permissions can be seen below. USER NAME (ID) This Field always defaults to caps and can be a maximum of 10 characters. There is no minimum length ADDRESS This field is optional. However, the address is necessary for approval officers and employees submitting Expense Reports. It is good practice to enter the address when setting up a new user. USER PASSWORD - This field must have a length within 6 and 10 characters. It must also contain at least one number and one special character (Ex : etc.). This field is not case sensitive and by default will never expire. However, if desired a password expiration can be set at the bank level. Contact BankTEL s Support Staff if it is desired to activate password expirations.

92 USERS/APPROVAL OFFICERS Main Menu MISC. INACTIVE USER This flag will deactivate the user account and keep the user account information available for future use. MISC. ADMINISTRATOR - This permission allows a user to have unlimited authority to all options in BankTEL s Accounts Payable. Multiple administrators are allowed. CHANGE OTHER USERS INVOICES This permission will allow the user to update invoices that have been submitted by other users. INTERNET UPDATES - This permission will allow the user to install the automatic updates that are pushed out. This will include any Accounts Payable and OFAC updates. APPROVAL OFFICER If flagged as an Approval Officer users will then have access to BankTEL s Invoice Approval Module. This is only applicable if BankTEL s Invoice Approval Module has been purchased. APPROVAL ADMIN - If flagged as an Approval Admin users will have the ability to approve, place on hold or decline all invoices in BankTEL s Accounts Payable. They will be able to change the status not only of invoices flagged for their approval but also invoices flagged for approval by other Approval Officers. This is only applicable if BankTEL s Invoice Approval Module has been purchased. APPROVAL LIMIT - If an Approval Officer should only be allowed to approve invoices for certain dollar amounts this amount should be entered here. This is only applicable if BankTEL s Invoice Approval Module has been purchased. ASSOCIATED VENDOR (EXPENSE REIMBURSEMENT) - The selection here determines what vendor will be associated with any reimbursements entered by the user. Meaning the vendor that will be paid when the reimbursement is turned into an invoice in BankTEL s Accounts Payable system. This should normally be a vendor that represents the user (employee). If no vendor is associated with the user then no vendor will be shown in the vendor drop down when the reimbursement is turned into an invoice in BankTEL s Accounts Payable system. ASSOCIATED APPROVER (EXPENSE REIMBURSEMENT) - The selection here determines what approver or approval process must approve an employee s reimbursement request prior to this request being turned into an invoice in BankTEL s Accounts Payable system. If no approver or approval process is associated with the user the invoice can still be approved by selecting an approver or approval process when the invoice is turned into an invoice in BankTEL s Accounts Payable system. ASSOCIATED APPROVER (PURCHASE ORDERS) - The selection here determines what approver or approval process must approve any purchase orders created by the user. If no approver or approval process is associated with the user all purchase orders created by the user would not require approval. EDIT USERS - This permission allows users to setup / edit or delete user profiles. This also allows a user to edit their own permissions. EDIT ALLOCATION TABLES -This permission allows users to setup / edit or delete Allocation Tables. To learn more about Allocation Tables. View the help topic concerning Allocation Tables. EDIT BANK - This permission allows users to edit bank wide settings which will affect all users. EDIT DATA ENTRY ITEMS - This permission allows users to edit the titles of data entry items such as Centers/Branches and General Ledger Accounts. It also gives the ability to remove usage of these items. EDIT G/L ACCOUNTS - This permission allows users to edit / delete or add General Ledger Accounts in BankTEL s Accounts Payable. EDIT VENDORS - This permission allows users to edit / delete / add or merge vendors in BankTEL s Accounts Payable. EDIT G/L CENTERS- This permission allows users to edit / delete or add Centers/ Branches in BankTEL s Accounts Payable. EDIT CLASS - This permission allows user to edit / delete or add Classes in BankTEL s Accounts Payable. View the help topic concerning Classes to learn more.

93 USERS/APPROVAL OFFICERS Main Menu ENTER INVOICES - This permission allows users to enter invoices of all payment types (Check/ACH/Direct Deposit) into BankTEL s Accounts Payable. PROCESS CHECKS/DIRECT DEPOSITS - This permission allows users to process the payment of invoices that are being paid using via check or direct deposit. ENTER MANUAL CHECKS - This permission allows users to enter and process manual checks payments. View the help topic concerning Manual Checks to learn more. CHECK RECON - This permission allows user to Enter Cleared Checks into BankTEL s Accounts Payable. This allows user to add or remove checks from the outstanding check report. View the help topic concerning Entering of Cleared Checks to learn more. INTERFACE SETUP - This permission allows users to edit settings that control how entries post to the core system/vendor. Incorrect alterations to this setup can result in the non-posting of entries. INTERFACE - This permission allows user to interface transactions from BankTEL s Accounts Payable to the core system/vendor. RESET/CLEAR GL FILE - This permission allows users to reset previously created transactions to the current day s date if needed. This option would only be used in a situation in which a user needed to resend transactions from a prior date that had not posted. These transactions would be sent as a whole (an entire days work/check run) and not individually. VOID PAYMENTS - This permission allows user to void payments including those made by Check / ACH / Direct Deposit. PROCESS ACH PAYMENTS - This permission allows users to process the payment of invoices that are being paid via ACH. YEAR END - This permission gives users access to task such as: o Printing of 1099-MISC s o Printing of W9 Request in mass o Creating of the 1099 IRS FIRE File o Updating Vendor YTD (year to date) or LYR (last year) purchases from historical transactions in mass REPORTS - This permission allows users to run, view and print/export all reports in BankTEL s Accounts Payable. EDIT G/L DEPTS - This permission allows users to edit / delete or add Departments/Cost Centers in BankTEL s Accounts Payable. SPECIAL - This permission is only necessary in a situation in which a client uses specialty programs. An example of a specialty program would be the interfacing of information to Moneygram/Travelers. Usage of these programs would have been discussed during the software installation if applicable. POST ACCRUED PAYABLES - This permission allows users to run an option in BankTEL s Accounts Payable that is referred to as Post Accrued Payables. This option is rarely used by clients. The purpose of Post Accrued Payables is to allow a client to post entries to General Ledger Expense Accounts prior to the cutting of Expense Checks and the processing of Direct Deposits. OFAC SCANNING - This permission allows users to scan vendors against the OFAC SDN list. View the help topic concerning OFAC SDN Scanning to learn more. REBUILD G/L FILE - This permission allows users to rebuild entries from a prior day in order to interface these transactions. Be aware that incorrect usage of this option can result in the double posting of transactions. BRANCH SCANNING - This user permission allows a user to access BankTEL Systems Branch Scanning module and enter invoices. If this permission is disabled then you have not purchased this module. For more information on this product contact BankTEL Systems.

94 USERS/APPROVAL OFFICERS Main Menu EXPENSE REPORTS - This user permission allows a user to access BankTEL Systems Expense Report Managment module and enter reimbursements. If this permission is disabled then you have not purchased this module. For more information on this product contact BankTEL Systems. MANAGEMENT REPORTS - This user permission allows a user to access BankTEL Systems Management Reports module and create reports. If this permission is disabled then you have not purchased this module. For more information on this product contact BankTEL Systems. PURCHASE ORDERS - This user permission allows a user to access BankTEL Systems Purchase Order module. If this permission is disabled then you have not purchased this module. For more information on this product contact BankTEL Systems. SUBMIT REQUISITION - Users with this flag selected in their user profile will have the ability to submit requisitions and review requisitions in the Purchase Orders module.

95 USERS / APPROVAL OFFICERS adding Adding a new User/Approval Officer to BankTEL s Accounts Payable is a simple task that can be completed with only a few clicks of the mouse. To add a new User/Approval Officer select the option titled Configure from the menu bar located on the Accounts Payable Main Menu. From here select Edit Users. This option will show a listing of current Users/Approval Officers and will also allow a user to create a report listing of current users by selecting the button titled Report. To add a new User/Approval Officer to BankTEL s Accounts Payable select the tab titled New User Account.

96 USERS / APPROVAL OFFICERS adding From the screen shown below simply enter the user/approval Officer information as needed and also the appropriate permissions needed for the User/Approval Officer.

97 USERS / APPROVAL OFFICERS editing Editing a User/Approval Officer in BankTEL s Accounts Payable is a simple task that can be completed with only a few clicks of the mouse. To edit a User/Approval Officer select the option titled Configure from the menu bar located on the Accounts Payable Main Menu. From here select Edit Users. This option will show a listing of current Users/Approval Officers and will also allow a user to create a report listing of current Users/Approval Officers by selecting the button titled Report.

98 USERS / APPROVAL OFFICERS editing To edit a User/Approval Officer in BankTEL s Accounts Payable double click the User/Approval Officer to be edited. From the screen shown below simply edit the User/Approval Officers information as needed and also the appropriate permissions needed for the User/Approval Officer.

99 USERS / APPROVAL OFFICERS editing

100 USERS / APPROVAL OFFICERS deleting Deleting a User/Approval Officer in BankTEL s Accounts Payable is a simple task that can be completed with only a few clicks of the mouse. To delete a User/Approval Officer select the option titled Configure from the menu bar located on the Accounts Payable Main Menu. From here select Edit Users. This option will show a listing of current Users/Approval Officers and will also allow a user to create a report listing of current Users/Approval Officers by selecting the button titled Report.

101 USERS / APPROVAL OFFICERS deleting To delete a User/Approval Officer in BankTEL s Accounts Payable double click the User/Approval Officer to be deleted. From the screen shown below simply select the button titled Delete to remove the User/Approval Officers from BankTEL s Accounts Payable.

102 VENDORS Main Menu Setting up or editing vendors in Accounts Payable is one of the most common procedures done by a user. By using the links provided below quickly find information for the task you need to complete.

103 VENDORS Adding Adding a vendor to the BankTEL software is a simple process that can be completed in one of two ways. Users normally don t know about new vendors until the invoice arrives. This means that vendors are typically added as invoices are being entered into Accounts Payable and that is how this documentation will guide you through the process. Vendors can also be added by selecting the option titled Vendors from the Accounts Payable Main Menu. To add a new vendor to Accounts Payable the user can simply type in the vendors name as they normally would. Accounts Payable will recognize that this vendor does not exist and will display the vendor s name in red. The new vendor can be added to the system by clicking the menu option titled New Vendor. Once the menu option titled New Vendor is selected the Vendor Maintenance screen will be shown and the user can begin entering the Vendor Information.

104 VENDORS Adding The first tab seen will be the Information tab. While most of these fields are self-explanatory below you will find a listing of some that serve multiple purposes and also some that may require more details as to their usage. CHECK NAME The name entered into the Check Name field will be the name that is printed onto the expense checks when they are printed from Accounts Payable. The information entered into the Name field is the name that will be used to reference the vendor throughout the Accounts Payable software. The field is used to hold the address of the vendor but it can also be used for another feature. Any vendors that are paid via ACH or Direct Deposit and have an setup in Accounts Payable can have notification of the payments ed to them when the payments are processed in the Accounts Payable system. Note that just because an address is entered does not mean that the notification will be sent. This will be at the users discretion once the bill is paid. If the user elects to send notification via then all vendors who have an address setup and are paid will be ed a notification of the payment. For all vendors who do not have an address setup and are paid a printout of the payment will be created when the users processes the payments in Accounts Payable. VENDOR TYPE The Vendor Type selection can be used to group vendors into groups. This feature is used only as a reporting feature. Meaning that users will be able to run reports by certain types. YTD PURCHASES This field represents the total purchases for the year that has been paid to the vendor. YTD TAXABLE This is the total amount paid to the vendor that was 1099 taxable. YTD W/H If the vendor is subject to backup withholding, this field will show the total amount withheld for the year.

105 VENDORS adding The second tab, titled Defaults, can be used to setup default information for a vendor when invoices are entered into the software. Note that any defaults selected here will be used on invoices as they are entered for a vendor. However, this does not mean that a user can t change the information on the invoice as the invoice is entered. Some options of interest are listed below with more details. PAYMENT TYPE Accounts Payable offers three types of payments for vendors. This includes Checks, ACH or Direct Deposit. Payments via Check or Direct Deposit require no setup. However, payments via ACH do require a small setup procedure to be completed by a BankTEL technician. SEPARATE CHECK This option is used to flag an invoice as needing to be on a single check by itself. By default Accounts Payable will combine multiple invoices for a single vendor onto one check. This option would only be used when a user did not want invoices for a single vendor combined onto one check. USE TAX -Use Tax should be calculated when a purchase was made and no applicable sales tax was charged.

106 VENDORS adding FIXED ASSET / PREPAID Selecting these options allows invoices entered into BankTEL s Accounts Payable to transfer to BankTEL s Fixed Assets and/or BankTEL s Prepaids & Accruals if the products were purchased. The third tab, titled 1099 Setup, is used to make a vendor 1099-MISC applicable Miscellaneous is the only 1099 type that Accounts Payable supports. If a vendor should be flagged as 1099-MISC applicable then the option for SEND 1099 should be set to Yes. The other information should be filled out accordingly. If the name and address used on the Information tab is the same as the name and address used for 1099-MISC reporting then this portion can be left blank on the 1099 Setup tab. Some selections of interest are listed below with more details. Ignore W/H Exemption If this box is flagged, the exemption entered in the bank master will be ignored and will not apply to this vendor. Any payments made to this vendor, with this box flagged, will all have the W/H % withheld from all payments. W/H % - If this vendor is subject to backup withholding, the percentage to be withheld should be entered here.

107 VENDORS adding TIN This stands for Tax ID Number. This is a number that the vendor would use to report information to the IRS and something that would normally be filled out on a W-9 form by the vendor. TYPE This indicates the type of TIN used by the vendor. This included Social Security # s, EI Business (Employee Identification Number) and Other. STATUS This option is used to flag a vendor as having filled out and returned a W-9 request. When sending W-9 request in a mass mailing user s will have the option to print out a W-9 for vendors who are Certified, Not Certified or All Vendors. This option does not have to be used. The fourth tab, Management, can be used to keep up with vendor contract and management information. The information in this document is written to correspond with BankTEL s optional ENHANCED VENDOR MANAGEMENT MODULE. If this addition was not purchased then your screens will reflect BankTEL s STANDARD VENDOR MANAGEMENT. A user can elect to flag a vendor as being Under Contract by selecting the option titled as such. Users will be prompted to enter contract information such as the Start, End and Renewal Date when the button titled Finish is clicked. If the contract dates are filled out then a notification can be sent to the Notification User selected at the bottom of the screen as the dates arrive.

108 VENDORS adding While most of the selections on the Management tab are self explanatory some selections of interest are listed below with more details : RENEWAL NOTES This field can be used to key in any user defined comment about the renewal process of the contract. ACCESS TO CRITICAL BANK DATA This option can be selected if it applies to a vendor and user defined notes about the access and/or data type can be entered into the box below. ACCESS TO CRITICAL CUSTOMER DATA This option can be selected if it applies to a vendor and user defined notes about the access and/or data type can be entered into the box below. PHYSICAL ADDRESS This is simply for informational purposes only and is not used for any type of mailings or payments. LAST AUDIT DATE This date can be reflective of any audit that is desired whether it be internal, state or some other audit. RISK RATING SELECTIONS : The seven risk rating selections available (Strategic, Reputation, etc.) are available to calculate an overall risk rating for a vendor. The risk rating selections should be determined by the user. The importance of each selection is determined by the Vendor Management Setup. Prior to clicking the Finish button to add a vendor the user can elect to use any of the buttons at the top of the screen to : SCAN OFAC If the optional OFAC SCANNING MODULE was purchased then this option can be used to scan a vendor against the OFAC SDN List. W-9 REQUEST This option can be used to create a W-9 request letter for the vendor. Once the Finish button is selected the user will be prompted to enter contract information if the vendor was flagged as being under contract.

109 VENDORS adding Once the contract information has been entered and saved, the user will be prompted to save any images that pertain to the vendor. This would normally be something such as copy of the contract or a perhaps a completed W-9.

110 VENDORS editing Editing a vendor in the Accounts Payable software is a simple process that can be completed by selecting the Vendor option from the Accounts Payable Main Menu. Once you see the list of vendors, simply search for the vendor you wish to edit, and double click on the vendor. After the vendor is selected, you will see the following screen. The first tab seen will be the Information tab. While most of these fields are self explanatory below you will find a listing of some that serve multiple purposes and also some that may require more details as to their usage. CHECK NAME The name entered into the Check Name field will be the name that is printed onto the expense checks when they are printed from Accounts Payable. The information entered into the Name field is the name that will be used to reference the vendor throughout the Accounts Payable software.

111 VENDORS editing The field is used to hold the address of the vendor but it can also be used for another feature. Any vendors that are paid via ACH or Direct Deposit and have an setup in Accounts Payable can have notification of the payments ed to them when the payments are processed in the Accounts Payable system. Note that just because an address is entered does not mean that the notification will be sent. This will be at the users discretion once the bill is paid. If the user elects to send notification via then all vendors who have an address setup and are paid will be ed a notification of the payment. For all vendors who do not have an address setup and are paid a printout of the payment will be created when the users processes the payments in Accounts Payable. VENDOR TYPE The Vendor Type selection can be used to group vendors into groups. This feature is used only as a reporting feature. Meaning that users will be able to run reports by certain types. YTD PURCHASES This field represents the total purchases for the year that has been paid to the vendor. YTD TAXABLE This is the total amount paid to the vendor that was 1099 taxable. YTD W/H If the vendor is subject to backup withholding, this field will show the total amount withheld for the year. The second tab, titled Defaults, can be used to setup default information for a vendor when invoices are entered into the software.

112 VENDORS editing Note that any defaults selected here will be used on invoices as they are entered for a vendor. However, this does not mean that a user can t change the information on the invoice as the invoice is entered. Some options of interest are listed below with more details. PAYMENT TYPE Accounts Payable offers three types of payments for vendors. This includes Checks, ACH or Direct Deposit. Payments via Check or Direct Deposit require no setup. However, payments via ACH do require a small setup procedure to be completed by a BankTEL technician. SEPARATE CHECK This option is used to flag an invoice as needing to be on a single check by itself. By default Accounts Payable will combine multiple invoices for a single vendor onto one check. This option would only be used when a user did not want invoices for a single vendor combined onto one check. USE TAX -Use Tax should be calculated when a purchase was made and no applicable sales tax was charged. FIXED ASSET / PREPAID Selecting these options allows invoices entered into BankTEL s Accounts Payable to transfer to BankTEL s Fixed Assets and/or BankTEL s Prepaids & Accruals if the products were purchased. The third tab, titled 1099 Setup, is used to make a vendor 1099-MISC applicable Miscellaneous is the only 1099 type that Accounts Payable supports.

113 VENDORS editing If a vendor should be flagged as 1099-MISC applicable then the option for SEND 1099 should be set to Yes. The other information should be filled out accordingly. If the name and address used on the Information tab is the same as the name and address used for 1099-MISC reporting then this portion can be left blank on the 1099 Setup tab. Some selections of interest are listed below with more details. Ignore W/H Exemption If this box is flagged, the exemption entered in the bank master will be ignored and will not apply to this vendor. Any payments made to this vendor, with this box flagged, will all have the W/H % withheld from all payments. W/H % - If this vendor is subject to backup withholding, the percentage to be withheld should be entered here. TIN This stands for Tax ID Number. This is a number that the vendor would use to report information to the IRS and something that would normally be filled out on a W-9 form by the vendor. TYPE This indicates the type of TIN used by the vendor. This included Social Security # s, EI Business (Employee Identification Number) and Other. STATUS This option is used to flag a vendor as having filled out and returned a W-9 request. When sending W-9 request in a mass mailing user s will have the option to print out a W-9 for vendors who are Certified, Not Certified or All Vendors. This option does not have to be used. The fourth tab, Management, can be used to keep up with vendor contract and management information. The information in this document is written to correspond with BankTEL s optional ENHANCED VENDOR MANAGEMENT MODULE. If this addition was not purchased then your screens will reflect BankTEL s STANDARD VENDOR MANAGEMENT.

114 VENDORS editing A user can elect to flag a vendor as being Under Contract by selecting the option titled as such. Users can enter contract information such as the Start, End and Renewal Date for multiple contracts on the next tab titled, Contracts. If the contract dates are filled out then a notification can be sent to the Notification User selected at the bottom of the screen as the dates arrive. While most of the selections on the Management tab are self explanatory some selections of interest are listed below with more details : RENEWAL NOTES This field can be used to key in any user defined comment about the renewal process of the contract. ACCESS TO CRITICAL BANK DATA This option can be selected if it applies to a vendor and user defined notes about the access and/or data type can be entered into the box below. ACCESS TO CRITICAL CUSTOMER DATA This option can be selected if it applies to a vendor and user defined notes about the access and/or data type can be entered into the box below. PHYSICAL ADDRESS This is simply for informational purposes only and is not used for any type of mailings or payments. LAST AUDIT DATE This date can be reflective of any audit that is desired whether it be internal, state or some other audit.

115 VENDORS editing RISK RATING SELECTIONS : The seven risk rating selections available (Strategic, Reputation, etc.) are available to calculate an overall risk rating for a vendor. The risk rating selections should be determined by the user. The importance of each selection is determined by the Vendor Management Setup. The fifth tab, Contracts, can be used to store information for multiple contracts for a single vendor.

116 VENDORS editing To add a new contract a user can select the menu option titled Contracts. Within the window, right click and select Add Contract.

117 VENDORS editing The last tab, Documents, can be used to scan or browse and attach images to a vendor. To add a new image a user can select the menu option titled Documents and then select to Add Documents. Prior to clicking the Finish button to save the changes to a vendor the user can elect to use any of the buttons at the top of the screen to : SCAN OFAC If the optional OFAC SCANNING MODULE was purchased then this option can be used to scan a vendor against the OFAC SDN List. W-9 REQUEST This option can be used to create a W-9 request letter for the vendor.

118 INQUIRY The Inquiry option is available to all users who have the ability to run reports in Banktel s Accounts Payable. This option is located on the Accounts Payable Main Menu as seen below. Selecting this option will display the screen seen below. As shown there are two types of history available for inquiry. This includes Invoice and G/L (General Ledger) History. A user can filter the inquiry using any of the available data options that are shown. Once a selection has been made the Display Results button can be used to load the data onto the screen. Users can also double click a transaction to view the Invoice Details associated with the invoice. (See: Invoice Details)

119 INVOICES Main Menu Invoice Entry is a term used to describe the screen in which invoices are entered, edited and deleted from the Accounts Payable system. This term will be used throughout the Accounts Payable help documentation. Invoice Entry is designed around the logic of being as user friendly as possible.

120 INVOICES entering Entering invoices into Accounts Payable is obviously where users will spend the majority of their time. The screen in which invoices are entered is referred to as Invoice Entry by the BankTEL technical support staff. To begin entering an invoice the user would simply type in the vendor s name. Accounts Payable will automatically search the vendor list to try and find the vendor name that was typed. If the vendor exist in Accounts Payable then the user will see the vendor name appear in the drop down list automatically. The user will key the vendor s name until it is highlighted in blue. Then user can hit the tab key on their keyboard and Accounts Payable will fill in the rest of the vendor s name automatically. Next the user would simply fill out the basic invoice information such as Invoice Date and Amount Due. Please note: If the vendor name that is keyed is highlighted in red after selecting the tab key, this indicates that the vendor does not currently exist in the Accounts Payable system. If you wish to add a new vendor from this screen, simply select NEW VENDOR in the menu at the top of the screen. After all of the information on the invoice has been keyed and the user selects save, the Accounts Payable system will check to see if there are any duplicate invoices. There are several ways that the system checks for duplicates. Some options include comparing invoices by Vendor Name and Invoice Number. If you would like to find out more information on how your system is checking for duplicates, please contact BankTEL support. You may also find further information about Duplicate Invoices by selecting the Duplicate Invoices Help Topic on the left side of the screen. You may find this topic under INVOICES MAIN MENU.

121 INVOICES entering Please see an explanation of each of the fields in this screen below. VENDOR Begin by keying the vendor name into this field. You will notice that the vendors that match your search criteria will appear. Be sure that the desired vendor is highlighted, then select tab. INVOICE DATE This date will default to the current date. However, you may change the invoice date if necessary. DUE DATE This date will default to the current date. However, you may change the due date if this invoice is to be paid on a future date. Please note: users may not select a due date that is before the invoice date. INVOICE NUMBER Enter the invoice number here. DESCRIPTION Enter a 25 character or less description here. APPROVER An approval officer or approval process may be selected here. In order to be able to select an approver, the approval officers and processes must be defined. Please see user setup and approval processes to learn more about setting these items up. If you do not currently have the Invoice Approval module, please contact support for more details. CLEARING ACCOUNT This is the check clearing account. The default will appear in this field. ALLOCATION TABLE Predefined allocation tables may be setup prior to selecting them on an invoice. Allocation tables will allow users to allocate specific percentages of the invoice to multiple branches or account numbers.

122 INVOICES entering USE AMOUNT DUE for 1099 AMOUNT This flag will be selected if the vendor is a 1099 vendor. This means that the whole amount of the invoice is taxable. If a user unchecks this flag, he or she will have to enter a 1099 amount in the next field to be taxable AMOUNT If the flag to use the amount due as the 1099 amount is flagged, this field will show the total amount due of the invoice. If the above flag is not selected, the user may enter another specified amount to be taxable. SALES TAX If you wish to apply sales tax within the allocations of the invoice, enter that amount here and select APPLY. FREIGHT/OTHER If you wish to add freight or other totals to the allocations of the invoice, enter the amount here and select APPLY. LOAD PURCHASE ORDER If you currently have the BankTEL Purchase Orders module, you will be able to load approved received purchase orders here. Simply enter the vendor name, and select load purchase order. A screen will appear allowing you to enter the PO number you are searching for and select it. If you do not currently have the Purchase Orders module, please contact support for more information on how to use this module. MEMORIZE TRANSACTION When an invoice has been entered, users may select this option to save the invoice as a memorized transaction. Please see the MEMORIZE TRANSACTION page for more details. SCHEDULE TRANSACTION When an invoice has been completely entered, users may select this option to schedule the transaction to apply on a reoccurring basis. When this option is selected, the user will be prompted to enter certain information about the frequency of the transaction. Please see the SCHEDULE TRANSACTION page for more details. SINGLE CHECK Select this option if you wish to separate this invoice so that it will be on its own check. Other invoices paid to the same vendor will be combined on one check, while invoices with this option selected will print on their own checks. DIRECT DEPOSIT If this box is flagged, then the vendor is being paid via direct deposit. The AP operator will see the last four digits of the vendor s direct deposit account number here. If this box is flagged with no number shown, please contact support for training. ACH If this box is flagged, then the vendor is being paid via ACH. The AP operator will see the last four digits of the vendor s ACH account number here. If this box is flagged with no number shown, please contact support for training. USE TAX If this box is flagged, the user will be prompted to add one or multiple use tax records to this invoice. This is useful if the vendor did not include the tax within the invoice and you wish to record it separately. The use tax rates are stored in the branch/center files. FIXED ASSET Flag this box if you wish to send the invoice over to the Fixed Assets module once it is processed. PREPAID Flag this box if you wish to send the invoice to the Prepaids module once it is processed. GL ALLOCATIONS Users may enter one or multiple allocations on the invoice in this section. Simply key the branch, account number, cost center (optional), description, and amount on each allocation. Users may tab over if they need to enter multiple allocations. RECALCULATE AMOUNT DUE Use this option if you key the allocations and wish to allow the system to calculate the amount due. All allocations must be entered before this option is selected. RECALCULATE ALLOCATIONS use this option if you key the amount due and already have allocations listed. If you select this option, the system will recalculate the allocations based on the new amount entered. The allocations are calculated using the percentages applied to each allocation.

123 INVOICE APPROVAL BankTEL s Invoice Approval is an additional application that can be used in conjunction with BankTEL s Accounts Payable to allow users the ability to flag invoices as requiring approval by a single or multiple Approval Officers. BankTEL s Invoice Approval is a website that runs on a client s intranet so no workstation installations are required for Approval Officers to have access. Approval Officers have the ability to do the following: Approve invoices Decline invoices Place invoices on-hold View pertinent invoice information View an image of invoices (if an image was scanned using BankTEL s Accounts Payable) Please note that when using BankTEL s Invoice Approval the Setup in BankTEL s Accounts Payable must be configured to use SMTP. For further information about the SMTP setup, please refer to the SMTP setup instructions in the bookmark on the left side of the screen. When invoices are entered into BankTEL s Accounts Payable users have the ability to flag an invoice as requiring approval by an Approval Officer or for the invoice to complete an Approval Process. For further information on setting up approval processes, please select Approval process on the left side of the screen. This can be done by using the Approver drop down located on the Invoice Entry screen. When an invoice is flagged as requiring approval this invoice cannot be paid until fully approved for payment. notification of pending invoices requiring approval is sent to Approval Officers as users exit Invoice Entry. One is sent per Approval Officer for each batch of invoices entered. s received by Approval Officers will contain a link to BankTEL s Invoice Approval. Officers can select this link and will be taken to a login screen via Internet Explorer. For information about approving invoices in the Invoice Aproval web portal, please refer to the Help Documentation within the web portal. Approvers will have access to this documentation from the web portal menu.

124 MEMORIZED TRANSACTIONS using Applying a Memorized Transaction is as easy as entering a vendor s name from Invoice Entry. Once the vendor s name is keyed simply click on the tab labeled Memorized and all applicable Memorized Transactions for that vendor will appear. Simply double click on the Memorized Transaction that you would like to apply and the information will appear in the appropriate fields. Make any necessary changes and then save the invoice as normal.

125 SCHEDULED TRANSACTIONS using When the date arrives in which a Scheduled Transaction should be updated/paid users will be notified by a prompt upon logging into the BankTEL Accounts Payable software. This prompt will appear as seen below. If a user elects to update the applicable Scheduled Transactions then invoices for these payments will automatically be created and will appear beneath the Pending Transactions tab located on the Invoice Entry screen. Unless a need for approval is required with the transaction(s) they will be available for processing at any time going forward.

126 INVOICE DETAILS Invoice Details is a term used in BankTEL s Accounts Payable to describe where pertinent invoice information can be seen by users. Invoice Details can be seen for pending or paid invoices. They can also be seen from various locations within BankTEL s Accounts Payable. The screen titled Invoice Details is shown below. VENDOR NAME/ADDRESS The vendor name and address will be listed at the top left-hand corner of this window. CLEARING ACCOUNT This was the account chosen to clear the check from. USER ID This represents the user who keyed the invoice into Accounts Payable. APPROVER ID This represents the Approval Officer or Approval Process assigned to the invoice. STATUS The status can be PAID, PENDING, UNAPPROVED, APPROVED, ON HOLD, or DECLINED. Paid invoices have already been processed. PENDING invoices are invoices that have been submitted into the AP system without an approver assigned and are waiting to be processed. UNAPPROVED invoices have yet to be approved by the assigned approver. APPROVED invoices are fully approved and awaiting payment. ON HOLD invoices have been assigned this status by the approver and cannot be paid until they are approved. DECLINED invoices have been assigned this status by the approver and cannot be paid until edited and approved or deleted. DESCRIPTION This is the description that the AP operator assigned to the invoice. INVOICE # - This is the number that the AP operator assigned to the invoice. PO # - If you are using the Purchase Orders module, this is the PO # that was assigned by the PO system once the purchase order was loaded into Accounts Payable. CHECK # - If this invoice is paid via check, the check number will be displayed here once it is paid. INV DATE This is the date that the invoice was submitted. DUE DATE This is the date that the invoice is due. CHECK DATE This date is the date that the invoice was processed and paid. AMOUNT This is the total amount of the invoice.

127 INVOICE DETAILS SALES TAX/FREIGHT If sales tax was added into the allocations of the invoice, the total sales tax and freight amounts will be displayed here. NET AMOUNT This amount represents the invoice amount less the amount that was withheld. Users will see the Net Amount after the payment has been processed in Accounts Payable AMOUNT This is the amount of the invoice that was entered as taxable. Invoice Details can be seen from the following locations in BankTEL s Accounts Payable : Invoice Entry Payment Processing o Check Register contains NET AMOUNT and INVOICE AMOUNT Various Invoice and GL History Reports Within the details screen, users may also review information in each of the tabs. G/L In this tab, users may review each GL allocation that the invoice is expensed to. Users may also re-class GL allocations here. G/L Reclassification To re-class a GL Account, Branch, or Cost Center, users must have the authority to void payments in the Accounts Payable system. Re-classifying GLs is typically done when the invoice has already been paid. If the payment was posted to the wrong expense account, branch, or cost center, one may change the wrong number to the correct number in the system. If a user has the ability to void payments, he or she may re-class the GL by completing the following steps: 1. Select Edit The following screen will appear. Current Entry: The line items listed under the current entry section allow the user to review which account, branch, and cost center the invoice has already been expensed to. Adjusting Entry: The line items listed under the adjusting entry section may be changed. Here, the user can select where the invoice should be posted to.

128 INVOICE DETAILS 2. Select the correct branch, account number, and/or cost center. Users may also enter an updated description in the adjusting entry field. 3. Select either Save and Interface or Save. a. SAVE AND INTERFACE This option will create the entries to credit the current entry and debit the adjusting entry. The user may interface after the re-class has been done in order to post the adjusting entries to the core. b. SAVE This option will adjust the entries in the Accounts Payable system so that the correct expense branch/center/account will be displayed in the system. 4. Review your work Users may review the changes they have made by selecting the INVOICE HISTORY tab on the Invoice details screen. Approval Process In this tab, users may review where the invoice in the process of being approved. This tab will only show information if you have assigned the invoice to an approval officer or an approval process to be approved. History In this tab, users may review the complete history of the invoice. Users may see the user, description, and time of the transaction. This will show any activity on the invoice.

129 INVOICE DETAILS Documents In this tab, users may review any attached images on the invoice. Simply double click the name of the image you wish to review, and a window will appear. OPEN WITH DEFAULT PROGRAM Select this option to open the file in the format in which it was saved. This option allows you to bypass the built-in image viewer in the system. VIEW Select this option to review the attached image in the built-in image viewer.

130 DUPLICATE INVOICES Duplicate invoices are a major concern for any Accounts Payable Department and as the amount of invoices being paid increases so does the chance of making a payment twice for the same invoice. However, with BankTEL s Accounts Payable this problem is easily combated using a very simple to use check for duplicate invoices. The information check for duplicate invoices can be different for each client. The available selections can be seen in the Master Bank. By selecting the option shown below users can view the Master Bank. Once the Master Bank is shown users can then select the tab titled Defaults to view the available options for catching duplicate invoices. This drop down selection is shown below. When an invoice is entering into BankTEL s Accounts Payable and saved it will automatically be checked against previous invoices (paid and pending) for a match based on the selection made above. If an invoice is believed to be a duplicate based on the criteria chosen then users will receive a prompt as seen below.

131 DUPLICATE INVOICES This prompt will list all possible duplicates. If desired a user can double click on an invoice to view the Invoice Details (See: Invoices Details) associated with the invoice to further confirm if the invoice is indeed a duplicate. If it is determined that the invoice being entered is not a duplicate then the user can elect to proceed with saving the invoice by selecting the button titled Yes (continue and save). Each time a user is prompted with a duplicate invoice warning and elects to proceed with the saving of the invoice a record of this can be seen in the Audit History Report. (See: Reports Audit History Report)

132 SCANNING After scanning has been configured users will begin to receive prompts to scan images after invoices are entered and also after new vendors are added. An example of this prompt message can be seen below. Upon selecting the button titled Yes users will have the ability to either scan or browse & attach images as seen in the screen shot below. The checkbox option titled DO NOT ASK AGAIN (THIS SESSION ONLY) can be used to avoid the prompt while entering invoices during the current session. The session would be ended once the user exits BankTEL s Accounts Payable or elects to Log Off. If the option to Browse is selected users will be prompted to browse to the location of the image and can then attach this image to the invoice / vendor. Files other than images can also be attached (Word, Excel, PDF, etc.)

133 SCANNING If the option to Scan is selected users will receive a prompt to select scanner settings as well as which location to scan from. Locations include a flatbed or feeder. If the scanner being used doesn t have a feeder or flatbed then obviously the missing location should not be used. Duplex scanning is available as long as the scanner being used is capable of duplex scanning. For the sake of keeping resource usage at a minimum the Duplex Scan option is defaulted to No and should be changed to Yes only when duplex scanning is desired. Regardless of the method used whether it be Scan or Browse & Attach users will receive the screen shown below after an image has been attached.

134 SCANNING From here users have the ability to continue attaching images using the same two methods previously discussed or they can view the previously saved image by double clicking on the image on the screen shown above. Pertinent image information will be seen as shown below. The Invoice, Description and Name fields are available for editing if so desired. The image can be viewed by selecting the button titled View. It can also be deleted or copied by selecting the applicable buttons shown. Once an image(s) has been scanned users can then exit by selecting the red (X) button in the top right hand corner of the screen. They will then be returned to the previous screen where they began the scanning process from. These screens include : Invoice Entry Various Invoice Reports Process Payments Vendor Maintenance

135 SYNERGY SYNERGY is a third party document imaging application in which BankTEL has the ability to interface invoices information and images into. *NOTE : In order for a client to use the Synergy Integration feature they will also have to be configured to scan invoices in BankTEL s Accounts Payable. To configure the Synergy Setup simply select any pending invoice to view the documents associated with the invoice. (See : Invoices - Editing/Deleting) From the screen shown below select the option titled Synergy Setup.

136 SYNERGY The information on the screen shown below should be entered accordingly. Please note that the information you see in the fields above are for example only and should not be considered accurate for each bank. The following fields are required fields based on the Synergy Filer XML Procedures Manual *. The definitions are based on a combination of information from this same manual as well as their use in the Banktel s Accounts Payable. Filer Path - This path determines where Banktel will create the XML file that will be processed by Synergy. This file will be processed automatically by the Synergy Filer Process. This process usually runs as a service

137 SYNERGY and therefore might not have access to mapped drives, so the files reference might need to be a UNC. Also, note that in order for the file to be processed this path must be a valid Filer Path. FileRoom - Identifies the FileRoom in the Synergy system where documents will be added. Cabinet - Specifies the document's Cabinet name. Type - Specifies the document's Type name. Indexes - The Indexes shown are not all required. However, at least one Index must be used. The Indexes shown simply represent all of the information that Banktel can send to the Synergy system. The information that is entered into each index should be the exact Index name in the Synergy System. For example if the (Vendor # could be Banktel Vendor ID). WARNING : Please note that any indexes that are used on this screen must exist in the Synergy System and they must be setup with a length that matches the maximum length of that field in the Banktel Accounts Payable Software. The maximum length for each field is listed below: Vendor # - Max Length (6) Vendor - Max Length (100) Item # - Max Length (9) Seq # - Max Length (4) Amount - Max Length (15) Invoice # - Max Length (50) Description - Max Length (100) Memo - Max Length (50) Inv Date - Max Length (10) Due Date - Max Length (10) Date - Max Length (10) The fields listed below are not required and are optional. Once again the definitions are based on a combination of information from the Synergy Filer XML Procedures Manual * as well as their use in the Banktel Software. Institution - Specifies the document's Institution. If the institution value is empty or the tag is missing, then the default Institution for the Cabinet/Type will be used. Folder - Specifies the Folder name. If a client is using Synergy Express the option shown below should be selected. Once a field is populated and the settings are saved BankTEL s Accounts Payable automatically saves that information as the default each time an invoice is entered. If multiple entries are used for a field then simply blank out that field when needed and key the appropriate information. The drop down arrow beside each field can be used to view all entries that have ever been used. For example : If a client had multiple cabinets they could simply use the drop down to select the appropriate cabinet for a particular invoice.

138 SYNERGY The Delete button can be used to remove an entry from the drop down list. Once all of the information has been entered and verified simply click the SAVE button to save the changes. Each time an invoice is entered and saved into the BankTEL s Accounts Payable, users will be prompted with the screen below after scanning the invoice image or browsing and attaching an image. To create the XML file with this information simply select the button titled Yes. Please note that if the NO option is selected you will not be able to send this information over at a later time.

139 INVOICES editing / deleting Editing or deleting an invoice that has not been paid can be done with just a few clicks of the mouse. From the Invoice Entry screen simply click the tab labeled Pending. Right click the invoice and select the applicable option. The invoice information will be populated into the appropriate fields. Simply make any necessary changes and save the invoice as normal or delete the invoice as desired. The option titled Documents can be used to either scan or browse & attach an image to the invoice.

140 REPORTS invoices (pending) When the Invoices (Pending) report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created. The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be seen by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same. The available data fields for Invoices(Pending) reports are seen below.

141 REPORTS invoices (pending)

142 PAYMENTS Main Menu BankTEL s Accounts Payable offers the ability to make payments using three methods. Check Direct Deposit ACH (Preliminary setup required) These payment options are available to all clients as a basic functionality of BankTEL s Accounts Payable.

143 PAYMENTS processing BankTEL s Accounts Payable offers users the ability to make payments using one of three methods: Check Direct Deposit ACH Payments can be processed by selecting the option titled Process Payments from the Accounts Payable Main Menu. Users will then be prompted with a listing of all pending invoices. Invoices will be shown based on their status. There are four possible status s available for an invoice. These are: Pending (Invoices) Unapproved On Hold Declined PROCESS ALL This option can be used to pay all pending invoices when processing payments without having to select each individual invoice.

144 PAYMENTS processing PROCESS SELECTED This option is used only when paying invoices selected when processing payments. CHECK - This option can be used to select invoices being paid via check. DIRECT DEPOSIT - The processing of Direct Deposit payments to vendors is only one of three payment types available in BankTEL s Accounts Payable. ACH - payment option ACH is typically only used for payments to accounts at another financial institution however it can be used for internal accounts if needed. CLEARING ACCOUNT -The Clearing / Offset Account is the account (DDA or GL) in which Expense Checks will be cleared through. In most situations transactions would involve this account being credited to offset debit(s) to the general ledger account(s) selected when invoices are entered into BankTEL s Accounts Payable. VENDOR This field allows the user to filter by a certain vendor to process invoices specifically for that vendor. CENTER This field allows the user to filter for invoices under a specific center. USER This field allows the user to filter and process all invoices keyed by a selected user. DUE DATE This field allows the user to filter and process invoices that have a due date on or before the specified date. INVOICES All invoices listed in this tab are pending and approved ready to be processed. UNAPPROVED Invoices listed within this tab cannot be processed because they have yet to be approved by the approval officer assigned. ON HOLD ON HOLD invoices are those which have been put on hold by the approver. DECLINED These invoices have been declined by the approver assigned. These invoices must be approved before they can be processed. Payments can be processed by many different available options. The payment type check boxes (Check / Direct Deposit / ACH) can be used to only view and process a particular type of payment. The Clearing Account drop down list can be used to only view and/or process payments for a particular clearing account (only applicable if multiple clearing accounts are used). The Vendor drop down list can be used to only view and/or process payments for a particular vendor. The Center drop down list can be used to only view and/or process payment for a particular center (Wording for this option may vary). The User drop down list can be used to only view and/or process payments entered by a particular user. The Due Date calendar range can be used to only view and/or process payments with a Due Date equal to or prior to the date selected. By double clicking on an invoice users are able to view the Invoice Details associated with the invoice. (See: Invoice Details) To only process selected payments users can select the button titled Process Selected. To process all available invoices the button titled Process All can be selected. Regardless of the selection used the user will be prompted to verify the information shown below. Once this is completed the user will select the button titled Print.

145 PAYMENTS processing NEXT CHECK # - This number represents the next available check number to be printed. This number is incremented automatically by BankTEL s Accounts Payable when checks are printed. NEXT RECEIPT # - The first receipt number used for ACH payments should be entered here. Most clients print ACH payments on plain paper or notification so typically this number is never altered. CHECK DATE o This date is referenced in various applicable historical reports. o This date is also printed on expense checks. o Lastly, this date can also be used to indicate the date in which entries post if settings in BankTEL s Accounts Payable are setup to do so. (See : Bank Master Defaults) PRINT MEMO o Users have the ability to print the MEMO field on the expense checks. o This option is selected when printing checks. CHECK INTERFACE - This option is only used in special circumstances and should not be checked unless instructed by a member of the BankTEL Support Staff. Users will then be prompted to review the invoices prior to processing the payments. Payments will be listed in the following order (Checks / Direct Deposits / ACH). From this screen users have the ability to view what invoices will make up the checks as well as what check numbers will be printed. If any incorrect information for any invoice is noticed the user should click the button titled Cancel to avoid the processing of the payments. If the information seen is correct the button titled OK should be selected to continue the processing of the payments. Users will then be prompted to load check stock into the printer as well as select a printer in which to print the checks.

146 PAYMENTS processing Once checks are printed the user will have the ability to reprint any necessary checks. If checks needed to be reprinted the user would simply select the check box beside each check that needed to be reprinted. The NEXT AVAILABLE CHECK # TO BEGIN REPRINTING ON should be changed to the next available check number. The user would then click the button titled REPRINT. These steps would be repeated until the checks were printed correctly. Once it is confirmed that all checks were printed correctly the button titled UPDATE should be selected. Users will then receive one last prompt to verify their checks. Once YES is selected on this prompt checks can only be reprinted by being voided and then reprinted. If Direct Deposit payments were selected for processing the user will be prompted to process their Direct Deposit payments.

147 PAYMENTS processing For these payments users will also have the ability to send notification for payments as opposed to the printing of a receipt. If selected this option will generate an for all vendors who have an address entered into their vendor information. Vendors that do not have an address entered will receive a printed receipt. A receipt which the bank can keep for their copy will also be printed for each payment. After receipts and/or s are generated users will be prompted with the option to reprint any necessary receipts. Due to the fact that receipts are normally printed on plain paper it is not typical for this option to be used. If selected ACH payments would be processed last. For these payments users will also have the ability to send notification for payments as opposed to the printing of a receipt. If selected this option will generate an for all vendors who have an address

148 PAYMENTS processing entered into their vendor information. Vendors that do not have an address entered will receive a printed receipt. A receipt which the bank can keep for their copy will also be printed for each payment. After receipts and/or s are generated users will be prompted with the option to reprint any necessary receipts. Due to the fact that receipts are normally printed on plain paper it is not typical for this option to be used. Users would then be prompted to create the ACH NACHA file for processing.

149 PAYMENTS processing If YES is selected the screen shown below will be seen. The option titled Build NACHA should be selected to create the ACH file for processing. This file would normally then be uploaded/processed by an employee of the financial institution. After all payments of all types have been processed users will receive a Payment Listing Report as well as an Allocations Report. These reports can be printed to show pertinent Invoice and General Ledger information.

150 INTERFACE After processing has been completed, users will select this option to transmit entries from BankTEL s Accounts Payable to the users core vendor/system. Interface File Work is typically the last step in a day of processing payments. This option is used to create some type of file for uploading to the Core System. BankTEL interfaces to multiple Core Systems. In some instances files are uploaded automatically by BankTEL and in others there is a need for client employees to complete the upload process. Details of how files are uploaded to the Core System are something that would have been covered when a client first began using BankTEL s Accounts Payable. The key point to remember when dealing with Interface File Work is that this option generates a file(s) that contain entries for posting to the General Ledger and DDA (Demand Deposit Account(s)). Another key to remember is that this option must be selected for entries to post to the Core System being used. If there are questions as to how an interface works then the BankTEL support staff should be consulted.

151 GLOSSARY (CONTRACT DATES) START DATE END DATE RENEWAL DATE When not using BankTEL s Enhanced Vendor Management users have the ability to keep track of one contract per vendor. In these situations the Contract Dates shown on the tab titled Management should be used to record contract information. For users who have purchased BankTEL s Enhanced Vendor Management Contract Dates should be recorded using the tab titled Contract when setting up / editing vendors. This option allows for multiple contracts to be tracked for a single vendor. notifications can also be sent to the Notification User as Contract Dates arrive / end. These settings can be altered using the option titled Vendor Management Setup beneath the menu bar option Activities on the Accounts Payable Main Menu. (MISC. CONTRACT INFO.) FINANCIAL INFO. ON FILE PRIVACY STATEMENT ON FILE INSURANCE COVERAGE PERFORMS CRITICAL FUNCTION DISASTER RECOVERY PLAN These options are used to record miscellaneous management information for a vendor. These options should only be flagged if applicable for the vendor. All of these options should be able to be answered as Yes/No other than the option titled Performs Critical Function. This is a determination that would need to be made by the user. (RISK RATINGS) STRATEGIC RISK REPUTATION RISK OPERATION RISK TRANSACTION RISK CREDIT RISK COMPLIANCE RISK OTHER RISK This information is available on various reports in BankTEL s Accounts Payable. The following Risk Ratings are used to indicate how high / low of a risk a vendor is in each area. Each of these areas of risk are in relation to the risk categories listed by the FDIC. The value/importance of each risk is defined by settings configured in BankTEL s Enhanced Vendor Management. These settings can be altered using the option titled Vendor Management Setup beneath the menu bar option Activities on the Accounts Payable Main Menu. If using BankTEL s Enhanced Vendor Management each of these risk are used in calculating a vendor s Overall Risk Rating AMOUNT This field in Invoice Entry will take the place of the previous taxable flag that was used in previous versions of the BankTEL Accounts Payable software. Any amount entered in the 1099 Amount field will be added to the vendor s YTD Taxable Amount, which will be reported on the 1099 MISC for that tax year CLASS 1099 Classes are a listing of boxes reported on the form 1099-MISC. When a vendor is setup as 1099 applicable the appropriate 1099 Class should be selected in order for the vendor s total amount of payments to be reported in the appropriate location when printing on the form MISC from BankTEL s Accounts Payable, filing electronically via the IRS FIRE System or when interfacing 1099-MISC to the core system used by the client.

152 GLOSSARY ACCESS TO CRITICAL BANK DATA This option should be used when it has been determined that a vendor does indeed have Access to Critical Bank Data. The (notes) box should be used to enter in information such as what type of access the vendor has and the type of data it is that they have access to. This area can also be used to record any other type of user defined information that is applicable. ACCESS TO CRITICAL CUSTOMER DATA This option should be used when it has been determined that a vendor does indeed have Access to Critical Customer Data. The (notes) box should be used to enter in information such as what type of access the vendor has and the type of data it is that they have access to. This area can also be used to record any other type of user defined information that is applicable. ACCOUNT NUMBER ACCOUNT TYPE When making payments via ACH or Direct Deposit this field should be used to enter the vendor s account in which the payment should be made to. BankTEL s Accounts Payable offers users the ability to make ACH and Direct Deposit payments to three different types of accounts. DDA (Demand Deposit Account) Accounts Savings Accounts General Ledger Accounts. Please note that if a general ledger account is used that the center/branch should NOT be included when entering the account. ACH The processing of ACH payments to vendors is only one of three payment types available in BankTEL s Accounts Payable. (Printing of Expense Checks / Direct Deposit) Please note that payment option ACH is typically only used for payments to accounts at another financial institution however it can be used for internal accounts if needed. (Deposit Account / Savings Account / GL) ACH AUTHORIZATION This button allows an ACH/Direct Deposit authorization letter to be printed for the vendor. Upon clicking this button a new screen will be shown that will allow a user to edit the letter prior to printing. Users can change the verbiage on the letter for a one time occurrence or they can select to save the changes. Users can also create a mass printing for vendors by selecting Activities / Print Vendor ACH Authorization Letters from the menu bar on the Accounts Payable Main Menu. ACH PAYMENT This option is used when paying vendors via ACH. Invoices will

153 GLOSSARY automatically be flagged as ACH if a vendor has been setup to be paid via ACH. Otherwise this option will not be available. This option can be unselected at the invoice level if payment via check were ever desired. ACH Route ACTIVITIES When making payments via ACH this field should be used to enter the routing number of the financial institution in which the vendor s account is held. This menu bar option located on the Accounts Payable Main Menu contains options such as : Manual Checks Void Payments Year End Enter Cleared Checks ADD BACK TO PENDING TX (Add Back to Pending Transactions) ADD USE TAX RECORD This option can be used when voiding payments and there is a need to add the invoice back to Pending Transactions for reprinting/reprocessing. This is a very valuable option that can be used in situations such as a check being lost in the mail or a payment being entered to an incorrect vendor. This option can be used to make an invoice Use Tax Applicable. (See: Glossary - Use Tax) ADDRESS 1 ADDRESS 2 CITY STATE ZIP ADMINISTRATOR (ALL AUTHORITY) These fields are used for the printing of Vendor Address information on Expense Checks. Address 1, City, State and Zip are also used for 1099-MISC reporting if no 1099 Name/Address information is entered for the vendor on the tab titled 1099 Setup. This permission allows a user to have unlimited authority to all options in BankTEL s Accounts Payable. Multiple administrators are allowed. AMOUNT (GENERAL LEDGER) This is the amount keyed by the user when the invoice was entered that indicates the amount to be allocated to the general ledger when the payment was processed. This information is also visible when viewing Invoice Details (See: Invoice Details). AMOUNT DUE This is the total amount due for an invoice. Credit (negative amounts) invoice(s) are supported for check and direct deposit payments only. Credit invoices for check payments must be offset by a positive invoice of greater value. Credit invoices for direct deposit payments do not require an offsetting

154 GLOSSARY positive invoice. However, settings in BankTEL s Accounts Payable must be configured to allow for the processing of credit (negative amounts) direct deposit invoices. (See Bank Master Direct Deposits) APPROVAL ADMIN If flagged as an Approval Admin users will have the ability to approve, place on hold or decline all invoices in BankTEL s Accounts Payable. They will be able to change the status not only of invoices flagged for their approval but also invoices flagged for approval by other Approval Officers. This is only applicable if BankTEL s Invoice Approval Module has been purchased. APPROVAL LIMIT APPROVAL OFFICER APPROVAL PROCESS If an Approval Officer should only be allowed to approve invoices for certain dollar amounts this amount should be entered here. This is only applicable if BankTEL s Invoice Approval Module has been purchased. If flagged as an Approval Officer users will then have access to BankTEL s Invoice Approval Module. This is only applicable if BankTEL s Invoice Approval Module has been purchased. The levels of the Approval Process in which an invoice has passed can also be seen when viewing Invoice Details (See: Invoice Details). (See : Approval Process) APPROVER Use this drop down selection to apply either an Approval Officer or an Approval Process to an invoice. (Only available when using BankTEL s Invoice Approval) This information is also visible when viewing Invoice Details (See: Invoice Details). ASSOCIATED APPROVER (EXPENSE REIMBURSEMENT) ASSOCIATED APPROVER (Purchase Orders) ASSOCIATED VENDOR (EXPENSE REIMBURSEMENT) The selection here determines what approver or approval process must approve an employee s reimbursement request prior to this request being turned into an invoice in BankTEL s Accounts Payable system. If no approver or approval process is associated with the user the invoice can still be approved by selecting an approver or approval process when the invoice is turned into an invoice in BankTEL s Accounts Payable system. The selection here determines what approver or approval process must approve any purchase orders created by the user. If no approver or approval process is associated with the user all purchase orders created by the user would not require approval. The selection here determines what vendor will be associated with any reimbursements entered by the user. Meaning the vendor that will be paid when the reimbursement is turned into an invoice in BankTEL s Accounts Payable system. This should normally be a vendor that represents the user (employee). If no vendor is associated with the user then no vendor will be shown in the vendor drop down when the reimbursement is turned into an invoice in BankTEL s Accounts Payable system.

155 GLOSSARY AUTO APPLY BRANCH SCANNING (TAB) BRANCH SCANNING CENTER / BRANCH CHANGE OTHER USERS INVOICES CHANGE PASSWORD CHECK (CHECK BOX) CHECK DATE Selecting this option allows users to be prompted to apply a scheduled transaction upon logging into BankTEL s Accounts Payable. Branch Scanning is a module offered by BankTEL Systems that works in conjunction with the BankTEL Invoice Approval module. This module allows users in remote locations to be able to enter invoices. For more information on this product contact BankTEL Systems. This user permission allows a user to access BankTEL Systems Branch Scanning module and enter invoices. If this permission is disabled then you have not purchased this module. For more information on this product contact BankTEL Systems. Branches / Centers are a second tier of accounting that is used by all clients. Since BankTEL s Accounts Payable offers users the ability to customize data element titles the term branch or center may show differently on each client s settings. Also, be sure as not to confuse branches/centers with a cost center. Some core systems refer to branches/centers using the term cost center, however, BankTEL s Accounts Payable does not. This permission allows a user to edit invoices that have been entered by another user. This option is only applicable for invoices that have been entered but not yet paid. This option can be used to allow a user to change their password quickly and easily. This option can be used to select invoices being paid via check. This date is referenced in various applicable historical reports. This date is also printed on expense checks. Lastly, this date can also be used to indicate the date in which entries post if settings in BankTEL s Accounts Payable are setup to do so. (See : Bank Master Defaults) This information is also visible when viewing Invoice Details (See: Invoice Details). CHECK INTERFACE CHECK NAME This option is only used in special circumstances and should not be checked unless instructed by a member of the BankTEL Support Staff. The Vendor Check Name is the name that is printed on Expense Checks for vendors as well as Direct Deposit and ACH receipts. The Vendor Check Name and Vendor Name can be different. CHECK NUMBER This field indicates the check number that was assigned to a payment when checks were printed.

156 GLOSSARY When entering Manual Checks users have the ability to change the number when entering invoices. This information is also visible when viewing Invoice Details (See: Invoice Details) CHECK RECON CHECKS (EXPENSE CHECKS) CLEARING / OFFSET ACCOUNT This permission allows user to Enter Cleared Checks into BankTEL s Accounts Payable. This allows user to add or remove checks from the outstanding check report. View the help topic concerning Entering of Cleared Checks to learn more. The printing of Expense Checks for payments to vendors is only one of three payment types available in BankTEL s Accounts Payable. (Direct Deposit / ACH) The Clearing / Offset Account is the account (DDA or GL) in which Expense Checks will be cleared through. In most situations transactions would involve this account being credited to offset debit(s) to the general ledger account(s) selected when invoices are entered into BankTEL s Accounts Payable. Multiple Clearing/Offset Accounts can be used in BankTEL s Accounts Payable. The various Clearing/Offset Accounts are selected as invoices are entered and are then associated with that invoice. Checks can also be printed by Clearing/Offset Account. This information is also visible when viewing Invoice Details (See: Invoice Details). COMMENT (CONTRACT) This area can be used to include any information desired by the user. CONFIGURE This menu bar option located on the Accounts Payable Main Menu contains options such as : Edit Users Setup CONTRACT NAME / ID COST CENTER / DEPTARTMENT Use this area to assign a name/id to a contract so that other users can quickly identify what type of contract has been associated with the vendor. Cost Centers / Departments are an optional third tier of accounting that is not used by all clients. Since BankTEL s Accounts Payable offers users the ability to customize data element titles the term cost center or department may show differently on each client s settings. Also, be sure as not to confuse branches/centers with a cost center. Some core systems refer to branches/centers using the term cost center, however, BankTEL s Accounts Payable does not.

157 GLOSSARY CREATE ACH PRENOTIFICATION DATA ENTRY ITEMS This button allows a user to create an ACH prenote for potential ACH vendor. Clicking this option will create the entry in BankTEL s Accounts Payable system. After using this option users would then need to create an ACH file using normal procedures in BankTEL s Accounts Payable system. (See: Payments / Processing) Changes to this area should first be discussed with the BankTEL Support Staff. DATE LAST PAID This date cannot be edited and is reflective of the last date in which a vendor was paid whether it be by Check / ACH / Direct Deposit. DAYS IN ADVANCE TO APPLY DECLINED DESCRIPTION (CONTRACT) This value represents the number of days prior to the NEXT DAY TO APPLY in which a scheduled transaction should be applied. Declined invoices have been flagged as such by an Approval Officer. These invoices are not available for payment until flagged as being approved by an Approval Officer. Use this area to give a detailed description of what type of contract is associated with the vendor as well as all pertinent details. DESCRIPTION (GENERAL LEDGER) This description field is populated by the user when invoices are entered. The option is also available to have this description post with the general ledger entries that are made. This information is also visible when viewing Invoice Details (See: Invoice Details). DESCRIPTION (INVOICE) This description field is printed on the stub/office copy portions of the expense checks. This description is also visible when viewing applicable historical reports. This field is 30 characters in length. DIRECT DEPOSIT DISABLE SCHEDULED This option is used when paying vendors via Direct Deposit and will automatically be flagged if a vendor has been setup to be paid via Direct Deposit. Otherwise this option will not be available for selection. This option can be unselected at invoice level if payment via check were ever desired. This option disables a scheduled transaction. Users will not be prompted to apply a disabled scheduled transaction upon logging into BankTEL s Accounts Payable.

158 GLOSSARY DIRECT DEPOSIT (PROCESSING) The processing of Direct Deposit payments to vendors is only one of three payment types available in BankTEL s Accounts Payable. (Printing of Expense Checks / ACH) Please note that the payment option Direct Deposit is used only for payments made to customers of the institution or internal accounts (Deposit Account / Savings Account / GL) This information is also visible when viewing Invoice Details (See: Invoice Details). DO NOT INTERFACE DO NOT PRINT ACH RECEIPTS This option should only be used when electing to NOT have entries transferred from BankTEL s Accounts Payable to your core system. This option is available when Voiding Payments as well as when processing Manual Checks. This flag can be used when a paper receipt for the vendor is not desired when making payments via ACH. DOCUMENTS DUE DATE (See : Scanning) This date indicates the date in which an invoice is due by. This date is also visible when viewing applicable historical reports. If BankTEL s Invoice Approval is not being used then this date can also be used when printing checks. This information is also visible when viewing Invoice Details (See: Invoice Details). EDIT This menu bar option located on the Accounts Payable Main Menu contains options such as : Editing of Branches/Centers Editing of General Ledger Accounts Editing of Memorized Transactions Editing of Schedule Transactions EDIT ALLOCATION TABLES EDIT BANK This permission allows users to setup / edit or delete Allocation Tables. To learn more about Allocation Tables. View the help topic concerning Allocation Tables. This permission allows users to edit bank wide settings which will affect all users. EDIT CLASS This permission allows user to edit / delete or add Classes in BankTEL s Accounts Payable. View the help topic concerning Classes to learn more.

159 GLOSSARY EDIT DATA ENTRY ITEMS EDIT G/L ACCOUNTS This permission allows users to edit the titles of data entry items such as Centers/Branches and General Ledger Accounts. It also gives the ability to remove usage of these items. This permission allows users to edit / delete or add General Ledger Accounts in BankTEL s Accounts Payable. EDIT G/L CENTERS This permission allows users to edit / delete or add Centers/ Branches in BankTEL s Accounts Payable. EDIT G/L DEPTS This permission allows users to edit / delete or add Departments/Cost Centers in BankTEL s Accounts Payable. EDIT USERS This permission allows users to setup / edit or delete user profiles. This also allows a user to edit their own permissions. EDIT VENDORS This permission allows users to edit / delete / add or merge vendors in BankTEL s Accounts Payable. When setting up vendors the field can be very important. Aside from being included on various Vendor reports this field is also used when making payments via ACH and Direct Deposit. When making these types of payments users will be prompted to send notification of the payment via to the vendor as opposed to printing a paper receipt. ADDRESS ENTER INVOICES This field would be used when sending notification to Notification Users. Notification Users are alerted in regards to contract dates when using BankTEL s Enhanced Vendor Management Module. This permission allows users to enter invoices of all payment types (Check/ACH/Direct Deposit) into BankTEL s Accounts Payable. ENTER MANUAL CHECKS This permission allows users to enter and process manual checks payments. View the help topic concerning Manual Checks to learn more. EXIT EXPENSES (TAB) Use this option to completely exit BankTEL s Accounts Payable. The tab titled Expenses can be found in two locations in BankTEL s Accounts Payable. These locations are : Invoice Entry

160 GLOSSARY Manual Checks This tab is used to allocate an invoice to the appropriate general ledger account(s), branch(s) and cost center(s). If an invoice is to be allocated to multiple accounts, branches and/or cost centers then a user would simply tab to the next available line and continue to enter the allocation. Each line item amount should be entered accordingly. Each location verifies the total amount of allocations to the total Amount Due for an invoice. If each total amount does not match then the invoice cannot be saved. EXPENSE REPORTS (TAB) EXPENSE REPORTS FILE FIXED ASSET Expense Reports is a module offered by BankTEL Systems that works in conjunction with the BankTEL Invoice Approval module. This module allows employees to enter reimbursements from remote locations. For more information on this product contact BankTEL Systems. This user permission allows a user to access BankTEL Systems Expense Report Managment module and enter reimbursements. If this permission is disabled then you have not purchased this module. For more information on this product contact BankTEL Systems. This menu bar option located on the Accounts Payable Main Menu contain options that would normally only be used by the BankTEL support staff. Use this option when an invoice should be transferred to BankTEL s Fixed Asset Module. Information such as the following will be transferred which will save the Fixed Asset user a great deal of time : Vendor Invoice Date Amount Branch Account Description If set to YES when viewing Invoice Details this indicates that an invoice was flagged as a Fixed Asset item (See: Invoice Details). FREIGHT/OTHER Freight/Other can be entered here and applied to all invoice allocations by selecting the button titled Apply Taxes. Please note that the amount of Freight/Other entered is added to each general ledger allocation based on that allocations percentage of the total invoice amount due. The Freight/Other amount entered is visible when viewing applicable historical reports. This information is also visible when viewing Invoice Details (See: Invoice Details).

161 GLOSSARY GENERAL LEDGER ACCOUNT GL (TAB) GL SETUP General Ledger Accounts are the first tier of accounting that is used by all clients. Since BankTEL s Accounts Payable offers users have the ability to customize data element titles the term general ledger account may show differently on each client s settings. This tab can be used to view allocations associated with an invoices. Changes to this area should first be discussed with the BankTEL Support Staff. HISTORICAL (TAB) This tab, located in Invoice Entry, can be used to view all historical transactions for a vendor without having to create a report. This tab will show historical transactions for the currently selected Invoice on Invoice Entry. Information on this tab can be sorted by clicking on a column header. Invoice Details can be seen by double clicking an invoice. This option will show pertinent invoice information as well as images. (See : Invoice Details) HISTORY ID (VENDOR) IGNORE W/H EXEMPTION INACTIVE When viewing Invoice Details this tab can be used to view major milestones in the life of an invoice. This includes when an invoice was entered and by whom as well when an invoice was paid. The Vendor ID/Number in BankTEL s Accounts Payable is a six digit numerical field. This information cannot be edited by a user and is incremented each time a new vendor is added. If the IGNORE W/H EXEMPTION flag is selected, then all invoices up to the exemption amount will not be subject to withholding. Only the payments made after the threshold is met will be subject to the percentage of withholding entered in the W/H % field. The withholding threshold may be entered in the Bank Master. Please contact BankTEL Support for more details. Using this option disallows usage of the item marked as such. This flag can be used on Vendors as well as Allocation Tables. This keeps both from being used while entering invoices. If either were selected as being Inactive then they would not appear in their related drop downs when invoices were entered. INACTIVE USER If flagged as inactive a user will not be able to access BankTEL s Accounts Payable using their login.

162 GLOSSARY INTERFACE This permission allows user to interface transactions from BankTEL s Accounts Payable to the core system/vendor. INTERFACE FILE WORK This option is used to transmit entries from BankTEL s Accounts Payable to the users core vendor/system. INTERFACE FILE WORK (MENU OPTION) Interface File Work is typically the last step in a day of processing payments. This option is used to create some type of file for uploading to the Core System. BankTEL interfaces to multiple Core Systems. In some instances files are uploaded automatically by BankTEL and in others there is a need for client employees to complete the upload process. Details of how files are uploaded to the Core System are something that would have been covered when a client first began using BankTEL s Accounts Payable. The key point to remember when dealing with Interface File Work is that this option generates a file(s) that contain entries for posting to the General Ledger and DDA (Demand Deposit Account(s)). Another key to remember is that this option but be selected for entries to post to the Core System being used. If there are questions as to how an interface works then the BankTEL support staff should be consulted. INTERFACE SETUP INTERNET UPDATES This permission allows users to edit settings that control how entries post to the core system/vendor. Incorrect alterations to this setup can result in the non-posting of entries. This permission allows a user to download updates to BankTEL s Accounts Payable and/or BankTEL s OFAC Scanning. INVOICE DATE This date indicates the date in which an invoice was issued. This date is also visible when viewing applicable historical reports. This date will also print on the Stub/Office Copy portions of the expense checks if the settings in BankTEL s Accounts Payable are setup to do so. (See : Bank Master Defaults) Lastly, this date can also be used to indicate the date in which entries post if settings in BankTEL s Accounts Payable are setup to do so. (See : Bank Master Defaults) This information is also visible when viewing Invoice Details (See: Invoice Details).

163 GLOSSARY INVOICE NUMBER The invoice number keyed is visible when viewing applicable historical reports. The invoice number is also used when comparing invoices for duplicates if the settings in BankTEL s Accounts Payable are setup to do so (See : Bank Master). This field is 25 characters in length. This information is also visible when viewing Invoice Details (See: Invoice Details). INVOICES (TAB) LAST AUDIT DATE This tab list all invoices that have been entered as not requiring approval or have already been approved. This field can be used to record the last date of any audit desired (internal, state, etc.). LAST FINANCIAL REVIEW This field can be used to record the last date that a vendor went through a financial review. LAST SSAE16 REVIEW This field can be used to record the last date that the vendor went through a SSAE16 review. LOG OFF This option located on the Accounts Payable Main Menu can be used to exit BankTEL s Accounts Payable without return back to the Main Menu (the menu that list all BankTEL products). This option is especially useful if multiple companies are setup in BankTEL s Accounts Payable because it returns users to the Log In screen where they can simply sign in and then select another company to access. LOGIN ATTEMPTS BEFORE ACCOUNT IS LOCKED This option is located in the Bank Master (See : Bank Master ) and is used to lock out a user after X amount of invalid login attempts. MANAGEMENT REPORTS MANUAL CHECK This user permission allows a user to access BankTEL Systems Management Reports module and create reports. If this permission is disabled then you have not purchased this module. For more information on this product contact BankTEL Systems. (See: Payments Manual Checks) If set to YES when viewing Invoice Details this indicates that an invoice was entered as a Manual check (See: Invoice Details) MEMO The MEMO field is used for a variety of purposes for different clients.

164 GLOSSARY Users have the ability to print the MEMO field on the expense checks. This option is selected when printing checks. Note that if multiple invoices are processed for a single vendor then the MEMO printed on the check will be the MEMO entered on the first invoice keyed. This information is also visible when viewing applicable historical reports. This field is 20 characters in length. This information is also visible when viewing Invoice Details (See: Invoice Details). MIN 1099 AMOUNT NAME / VENDOR NAME If the normal minimum payment amount of $ is not desired when reporting the form 1099-MISC then this field can be used to set the desired MIN 1099 AMOUNT. The Vendor Name field is used to reference the vendor throughout BankTEL s Accounts Payable. When entering invoices the Vendor Name is what is used to search vendors. This field is also used for 1099-MISC reporting if no 1099 Name/Address information is entered for the vendor on the tab titled 1099 Setup. This field is 35 characters in length. NAME (IRS NAME 1) NAME (IRS NAME 2) ADDRESS (IRS) CITY (IRS) STATE (IRS) ZIP (IRS) If filled out by a user this information will be used when reporting MISC information. If not completed the vendor information contained on the tab titled Information will be used. Please note that one IRS Address is used because the IRS only allows for a single address when reporting 1099-MISC information. This information is also visible when viewing Invoice Details (See: Invoice Details). NAME CONTROL This field is assigned to each vendor by the IRS and can be edited as needed. NET AMOUNT This amount represents the total invoice amount less the amount that was withheld from the invoice. When using the backup withholding option in Accounts Payable, users may enter a percentage to be withheld within the vendor 1099 setup. If users entered a withholding percentage, the invoices that are keyed will

165 GLOSSARY NEXT CHECK # NEXT DATE TO APPLY have that percentage withheld. Once the payment is processed, the NET AMOUNT will reflect the total invoice amount less the amount withheld. This NET AMOUNT appears in: Invoice Details, Invoice Reports, and Payments Reprots. This number represents the next available check number to be printed. This number is incremented automatically by BankTEL s Accounts Payable when checks are printed. The data selected here determines the next date in which a scheduled transaction should be applied. NEXT RECEIPT # NOTIFICATION USER The first receipt number used for ACH payments should be entered here. Most clients print ACH payments on plain paper or notification so typically this number is never altered. When using BankTEL s Enhanced Vendor Management users have the ability to send notification via to this users as Contract Dates arrive/end. These settings can be altered using the option titled Vendor Management Setup beneath the menu bar option Activities on the Accounts Payable Main Menu. The address for this user is setup beneath the user s account in BankTEL s Accounts Payable. NUMBER OF TRANSACTIONS OFAC SCANNING This value represents the number of times a scheduled transaction should be applied over its life. This permission allows users to scan vendors against the OFAC SDN list. View the help topic concerning OFAC SDN Scanning to learn more. ON HOLD OVERALL RISK RATING These are invoices that have been put on hold by an Approval Officer. These invoices are not available for payment until they are approved by an Approval Officer. If using BankTEL s Enhanced Vendor Management this rating is automatically calculated using settings found using the option titled Vendor Management Setup beneath the menu bar option Activities on the Accounts Payable Main Menu. If not using BankTEL s Enhanced Vendor Management then this rating is selected and determined by the user as vendor s are added / edited. PENDING (TAB) The tab titled Pending can be found in two locations in BankTEL s Accounts Payable. These locations are : Invoice Entry Manual Checks This tab is used to view invoices that have yet to be paid. If used from

166 GLOSSARY Invoice Entry this tab can be filtered by the following: Payment Type (Check / Direct Deposit / ACH) Payment Status (Pending / Approved, Unapproved, On-Hold, Declined) User Information on this tab can be sorted by clicking on a column header. Current column headers include the following : Status Vendor Invoice Date Invoice Number Description Amount Invoice Details can be seen by clicking the option to the left of each invoice titled Details. This option will show pertinent invoice information as well as images. Click here to view information on Invoice Details. PHONE FAX CONTACT COMMENTS PHYSICAL ADDRESS 1 PHYSICAL ADDRESS 2 CITY STATE ZIP PO REQUEST ITEM POST ACCRUED PAYABLES These fields are for information purposes only when viewing various Vendor reports. These fields are used for information purposes only and can reviewed on various reports in BankTEL s Accounts Payable. This flag is used in conjunction with the Purchase Orders module. Here, users may assign the account that is being created as a Purchase Orders expense account. When this box is flagged, the account will appear in the Purchase Orders module for employees to choose from. This permission allows users to run an option in BankTEL s Accounts Payable that is referred to as Post Accrued Payables. This option is rarely used by clients. The purpose of Post Accrued Payables is to allow a client to post entries to General Ledger Expense Accounts prior to the cutting of Expense Checks and the processing of Direct Deposits.

167 GLOSSARY POST DATE (Applicable to the following : Expense Entries Post Date, Payment Entries Post Date, Void Expense Post Date, Void Payment Post Date) The Post Date options located in the Bank Master are used to indicate what dates should be used for the posting of entries. Available options for each type of entry include : Expense Entries : Payment Entries : Void Expense : Void Payments : Interface Date Interface Date Interface Date Interface Date Actual Date Actual Date Actual Date Actual Date Invoice Date Check Date Invoice Date Check Date Check Date Void Date Void Date PREPAID INTERFACE DATE : Date transactions are interfaced to your core system ACTUAL DATE : Date payments are processed (Ex : date checks are printed ) INVOICE DATE : Invoice Date selected by user when invoices are entered CHECK DATE : Check Date selected when payments are processed (Default is current day s date) VOID DATE : Void Date selected when payments are voided (Default is current day s date) Use this option when an invoice should be transferred to BankTEL s Prepaids & Accruals. Information such as the following will be transferred which will save the Prepaid user a great deal of time : Vendor Invoice Date Amount Branch Account Description PROCESS If set to YES when viewing Invoice Details this indicates that an invoice was flagged as a Prepaid item (See: Invoice Details). Use the checkboxes located beneath this label to select invoices that should be paid. PROCESS ACH PAYMENTS This permission allows users to process the payment of invoices that are being paid via ACH. PROCESS ALL This option can be used to pay all pending invoices when processing payments without having to select each payment.

168 GLOSSARY PROCESS CHECKS / DIRECT DEPOSITS This permission allows users to process the payment of invoices that are being paid using via check or direct deposit. PROCESS SELECTED This option can be used to pay only the pending invoices selected when processing payments. PRODUCT CODE PURCHASE ORDER PURCHASE ORDERS REBUILD G/L FILE RECALCULATE ALLOCATIONS RECALCULATE AMOUNT DUE REIMBURSEMENT EXPENSE TYPE REPRINT RENEW TERMS (days) Product Codes are an optional fourth tier of accounting that is not used by all clients. Since BankTEL s Accounts Payable offers users the ability to customize data element titles the term product code may show differently on each client s settings. Refers to the BankTEL Purchase Order module. If this product is has been activated, Accounts Payable users will be allowed to Load Purchase Orders that have been submitted and approved. Once selected, these Purchase orders are converted to invoices to be paid. This user permission allows a user to access BankTEL Systems Purchase Order module. If this permission is disabled then you have not purchased this module. For more information on this product contact BankTEL Systems. This permission allows users to rebuild entries from a prior day in order to interface these transactions. Be aware that incorrect usage of this option can result in the double posting of transactions. This option is located on the Invoice Entry screen and can be used to allocate the total amount of the invoice to the various general ledger account(s), branch(s) and cost center(s) located in the Expense tab. The percentage of allocations are based on the line item amount on each allocation. This option is located on the Invoice Entry screen and can be used to change the total Amount Due of the invoice to the total amount of the allocations located in the Expense tab. This section is used in conjunction with the Expense Reimbursements module. Here, users may assign the account that is being created to any of the following expense types: Travel Expenses, Meals/Entertainment, and/or Other Expenses. Accounts that are flagged as Reimbursement Expense Types will appear in the Expense Reports web portal for employees to choose from. This option can be used to reprint Expense Checks, Direct Deposits Receipts and/or ACH Receipts. This option will appear on each applicable reprint screen. This option can either be used simply for information purposes or it can also be used to calculate the Renewal Date associated with a contract. If no Renewal Date is entered BankTEL s Accounts Payable will automatically deduct the numbers of days entering in the Renew Terms

169 GLOSSARY field from the Contract End Date in calculating the Renewal Date. RENEWAL NOTES REPORTS Any information pertaining to the renewal of the contracts can be placed into this location. Renewal Notes are available on various Vendor Contract reports. This permission allows users to run, view and print/export all reports in BankTEL s Accounts Payable. REPRINT (CHECK BOXES) If an Expense Check needs to be reprinted then this checkbox should be selected prior to clicking the button titled REPRINT. RESET/CLEAR GL FILE SALES TAX This permission allows users to reset previously created transactions to the current day s date if needed. This option would only be used in a situation in which a user needed to resend transactions from a prior date that had not posted. These transactions would be sent as a whole (an entire days work/check run) and not individually. Sales Tax can be entered here and applied to all invoice allocations by selecting the button titled Apply Taxes. Please note that the amount of Sales Tax entered is added to each general ledger allocation based on that allocations percentage of the total invoice amount due. The Sales Tax amount entered is visible when viewing applicable historical reports. This information is also visible when viewing Invoice Details (See: Invoice Details). SSAE16 CERTIFICATION This option can be used to indicate if a vendor is SSAE16 applicable and, if applicable, that the appropriate SSAE16 information has been received from the vendor. SEND 1099 This option should be set to YES when a vendor is 1099-MISC applicable and set to NO when a vendor is not. In order to determine what payments are 1099 applicable the following IRS publication should be referenced ( SINGLE CHECK SINGLE CREDIT This option can be used when a vendor request to receive one check per invoice being paid. Be default BankTEL s Accounts Payable will combine multiple invoices for a single vendor onto one check. This option can also be setup as a default for a vendor if desired. This option can be used when a vendor requests to receive one ACH credit per invoice being paid. The default will combine all ACH invoices

170 GLOSSARY into a single payment if this box is not selected. SORT NAME The vendor Sort Name is, by default, the first ten characters of the vendor s name when new vendors are added. However, this field can be edited at any time. Users have the option to enter invoices using the vendor Sort Name by selecting the menu bar option View / Vendors / By Sort Name on the Invoice Entry screen. Unless using this option then the vendor sort name is only useful when searching vendors in a list or for viewing on various reports. SPECIAL STATUS (INVOICES) This permission is only necessary in a situation in which a client uses specialty programs. An example of a specialty program would be the interfacing of information to Moneygram/Travelers. Usage of these programs would have been discussed during the software installation if applicable. An invoices status is indicated by any of the following descriptions. PAID PENDING APPROVED ON HOLD DECLINED VOIDED STATUS (VENDORS) Use this field to indicate if a completed W9 has been received from a vendor. Certified indicates that a completed form has been received and Not Certified indicates that a completed form has not been received. When printing W9 request from BankTEL s Accounts Payable forms can be printed only for all vendors, Certified vendors or Non-Certified vendors. STUB OPTIONS Stub Options allow users to choose what information prints on the stub AND office copy portions of their expense checks. This selection can be altered in the BankTEL Accounts Payable Bank Master (See : Bank Master - Defaults). The options available are : Dates/Item# s This includes the Invoice Date selected by the user when the invoice was entered as well a system generated Item#. Center/GL # s This includes the first general ledger/branch line item that an invoice was allocated to. If an invoice was allocated to multiple general ledger accounts and/or branches only the first allocation would be printed. SUBJECT TO USE TAX Use Tax is applicable in situations in which an item was purchased and sales tax was not included in the amount of the invoice. If an invoice is selected to be Use Tax applicable then users will be prompted to enter tax rates upon saving the invoice. These tax rates can also be setup at

171 GLOSSARY branch level to prevent having to enter them for each invoice. SUBMIT REQUISITION TAXABLE PAYMENT TEST CHECK TIN TRANSACTION FREQUENCY TYPE Users with this flag selected in their user profile will have the ability to submit requisitions and review requisitions in the Purchase Orders module. Users may only have access to Approve/Decline requisitions if they are setup as an approver. This option should be selected when an invoice is being paid to a vendor that is 1099-MISC applicable. If a vendor has previously been flagged as 1099-MISC applicable this option will be flagged by default. This information is also visible when viewing Invoice Details (See: Invoice Details). This option is used to print an example check to ensure alignment with the printer being used. (Tax ID Number). This is the 9 digit identifier provided to the vendor by the IRS for tax reporting. This information should have been provided by the vendor in a completed W9 form. This drop down selection allows a user to determine how often a scheduled transaction should be applied. This includes weekly, biweekly, monthly, etc. This field is used to identify that type of TIN (Tax ID Number) is being used by a vendor. The three applicable types are : Social Security Number EIN (Employee Identification Number) Other UNAPPROVED UNDER CONTRACT Unapproved invoices are invoices that were flagged as requiring approval by a single Approval Officer or completion of an Approval Process. Until these invoices are approved they are not available for payment. However, they can be edited or deleted. When not using BankTEL s Enhanced Vendor Management users have the ability to keep track of one contract per vendor. This is done by selecting the Under Contract Flag. This allows users to enter associated contract dates (Start Date, End Date, Renewal Date). For users who have purchased BankTEL s Enhanced Vendor Management contract information should be recorded using the tab titled Contract when setting up / editing vendors. This option allows for multiple contracts to be tracked for a single vendor.

172 GLOSSARY UPDATE USE AMOUNT DUE for 1099 AMOUNT (flag) USE TAX This option is used to confirm that Expense Checks printed correctly and that the information should be updated in BankTEL s Accounts Payable. Once this option is selected a second confirmation will appear. Please note that once a user passes the second confirmation that checks will be updated and they can only be reprinted by voided them and then reprinting. If this flag is selected, the whole amount of the invoice will be taxable. If a W/H % is entered in the vendor setup with this box flagged, the total amount of the invoice will be subject to backup withholding. This option should be used when an invoice should be flagged as Use Tax applicable. Use Tax should be calculated when a purchase was made and no applicable sales tax was charged. If set to YES when viewing Invoice Details this indicates that Use Tax was applied to an invoice (See: Invoice Details). USER NAME (ID) This field always defaults to caps and can be a maximum of 10 characters. There is no minimum length. USER PASSWORD VERIFY PASSWORD VOID CHECKS / ACH VOIDED W9-REQUEST This field must have a length within 6 and 10 characters. It must also contain at least one number and one special character (Ex : etc.). This field is not case sensitive and by default will never expire. However, if desired a password expiration can be set at the bank level. Contact BankTEL s Support Staff if it is desired to activate password expirations. The user s password should be entered here as well as to verify that the password entered was the password desired. This permission allows user to void payments including those made by Check / ACH / Direct Deposit. If set to YES this indicates that a payment was voided. This information is also visible when viewing Invoice Details (See: Invoice Details). Use this option to print a W9 request. This can be done for a single vendor when used from the Vendor Maintenance screen or for multiple vendors when using the option Activities / Print Vendor W9 Request Forms. W/H % If the vendor is subject to backup withholding, users may enter the percentage to be withheld. This percentage will be withheld from all invoice payments. If the IGNORE W/H EXEMPTION flag is selected, then all invoices up to the exemption amount will not be subject to withholding. Only the payments made after the threshold is met will be subject to the percentage of withholding entered in this field.

173 GLOSSARY YEAR END This permission gives users access to task such as : YTD Purchases YTD Taxable LYR Purchases LYR Taxable Printing of 1099-MISC s Printing of W9 Request in mass Creating of the 1099 IRS FIRE File Updating Vendor YTD (year to date) or LYR (last year) purchases from historical transactions in mass The following fields are typically used for information purposes only however if needed these fields can be altered when editing vendors. These fields are increased / decreased as payments are processed / voided. YTD (Year to Date) Purchases is a total of all payments that have been made to the vendor in the current year. LYR (Last Year ) Purchases is a total of all payments that were made to the vendor in the previous year. YTD (Year to Date) Taxable is a total of all payments that were made to the vendor and flagged as a Taxable Payment (1099-MISC) in the current year. Payments are flagged as a Taxable Payment as invoices are entered into BankTEL s Accounts Payable. LYR (Last Year) Taxable is a total of all payments that were made to the vendor and flagged as a Taxable Payment (1099-MISC) in the previous yeard. Payments are flagged as a Taxable Payment as invoices are entered into BankTEL s Accounts Payable.

174 GLOSSARY REVISIONS AMOUNT This field in Invoice Entry will take the place of the previous taxable flag that was used in previous versions of the BankTEL Accounts Payable software. Any amount entered in the 1099 Amount field will be added to the vendor s YTD Taxable Amount, which will be reported on the 1099 MISC for that tax year. PURCHASE ORDER Refers to the BankTEL Purchase Order module. If this product is has been activated, Accounts Payable users will be allowed to Load Purchase Orders that have been submitted and approved. Once selected, these Purchase orders are converted to invoices to be paid.

175 GLOSSARY REVISIONS ID (VENDOR) RENEWAL NOTES PROCESS ALL The Vendor ID/Number in BankTEL s Accounts Payable is a six digit numerical field. This information cannot be edited by a user and is incremented each time a new vendor is added. Any information pertaining to the renewal of the contracts can be placed into this location. Renewal Notes are available on various Vendor Contract reports. This option can be used to pay all pending invoices when processing payments without having to select each payment. PROCESS SELECTED This option can be used to pay only the pending invoices selected when processing payments. NEXT RECEIPT # REPRINT UPDATE REPRINT (CHECK BOXES) The first receipt number used for ACH payments should be entered here. Most clients print ACH payments on plain paper or notification so typically this number is never altered. This option can be used to reprint Expense Checks, Direct Deposits Receipts and/or ACH Receipts. This option will appear on each applicable reprint screen. This option is used to confirm that Expense Checks printed correctly and that the information should be updated in BankTEL s Accounts Payable. Once this option is selected a second confirmation will appear. Please note that once a user passes the second confirmation that checks will be updated and they can only be reprinted by voided them and then reprinting. If an Expense Check needs to be reprinted then this checkbox should be selected prior to clicking the button titled REPRINT. TRANSACTION FREQUENCY NEXT DATE TO APPLY This drop down selection allows a user to determine how often a scheduled transaction should be applied. This includes weekly, biweekly, monthly, etc. The data selected here determines the next date in which a scheduled transaction should be applied.

176 GLOSSARY REVISIONS NUMBER OF TRANSACTIONS This value represents the number of times a scheduled transaction should be applied over its life. DAYS IN ADVANCE TO APPLY This value represents the number of days prior to the NEXT DAY TO APPLY in which a scheduled transaction should be applied. AUTO APPLY Selecting this option allows users to be prompted to apply a scheduled transaction upon logging into BankTEL s Accounts Payable. DISABLE SCHEDULED CHECK (CHECK BOX) PROCESS GL (TAB) This option disables a scheduled transaction. Users will not be prompted to apply a disabled scheduled transaction upon logging into BankTEL s Accounts Payable. This option can be used to select invoices being paid via check. Use the checkboxes located beneath this label to select invoices that should be paid. This tab can be used to view allocations associated with an invoices. REVISIONS LOGIN ATTEMPTS BEFORE ACCOUNT IS LOCKED This option is located in the Bank Master (See : Bank Master ) and is used to lock out a user after X amount of invalid login attempts.

177 GLOSSARY REVISIONS BRANCH SCANNING (TAB) EXPENSE REPORTS (TAB) BRANCH SCANNING EXPENSE REPORTS PURCHASE ORDERS MANAGEMENT REPORTS Branch Scanning is a module offered by BankTEL Systems that works in conjunction with the BankTEL Invoice Approval module. This module allows users in remote locations to be able to enter invoices. For more information on this product contact BankTEL Systems. Expense Reports is a module offered by BankTEL Systems that works in conjunction with the BankTEL Invoice Approval module. This module allows employees to enter reimbursements from remote locations. For more information on this product contact BankTEL Systems. This user permission allows a user to access BankTEL Systems Branch Scanning module and enter invoices. If this permission is disabled then you have not purchased this module. For more information on this product contact BankTEL Systems. This user permission allows a user to access BankTEL Systems Expense Report Managment module and enter reimbursements. If this permission is disabled then you have not purchased this module. For more information on this product contact BankTEL Systems. This user permission allows a user to access BankTEL Systems Purchase Order module. If this permission is disabled then you have not purchased this module. For more information on this product contact BankTEL Systems. This user permission allows a user to access BankTEL Systems Management Reports module and create reports. If this permission is disabled then you have not purchased this module. For more information on this product contact BankTEL Systems.

178 GLOSSARY REVISIONS ACH AUTHORIZATION ASSOCIATED APPROVER (EXPENSE REIMBURSEMENT) ASSOCIATED APPROVER (Purchase Orders) ASSOCIATED VENDOR (EXPENSE REIMBURSEMENT) CREATE ACH PRENOTIFICATION This button allows an ACH/Direct Deposit authorization letter to be printed for the vendor. Upon clicking this button a new screen will be shown that will allow a user to edit the letter prior to printing. Users can change the verbiage on the letter for a one time occurrence or they can select to save the changes. Users can also create a mass printing for vendors by selecting Activities / Print Vendor ACH Authorization Letters from the menu bar on the Accounts Payable Main Menu. The selection here determines what approver or approval process must approve an employee s reimbursement request prior to this request being turned into an invoice in BankTEL s Accounts Payable system. If no approver or approval process is associated with the user the invoice can still be approved by selecting an approver or approval process when the invoice is turned into an invoice in BankTEL s Accounts Payable system. The selection here determines what approver or approval process must approve any purchase orders created by the user. If no approver or approval process is associated with the user all purchase orders created by the user would not require approval. The selection here determines what vendor will be associated with any reimbursements entered by the user. Meaning the vendor that will be paid when the reimbursement is turned into an invoice in BankTEL s Accounts Payable system. This should normally be a vendor that represents the user (employee). If no vendor is associated with the user then no vendor will be shown in the vendor drop down when the reimbursement is turned into an invoice in BankTEL s Accounts Payable system. This button allows a user to create an ACH prenote for potential ACH vendor. Clicking this option will create the entry in BankTEL s Accounts Payable system. After using this option users would then need to create an ACH file using normal procedures in BankTEL s Accounts Payable system. (See: Payments / Processing)

179 GLOSSARY REVISIONS SINGLE CREDIT SUBMIT REQUISITION This option can be used when a vendor requests to receive one ACH credit per invoice being paid. The default will combine all ACH invoices into a single payment if this box is not selected. Users with this flag selected in their user profile will have the ability to submit requisitions and review requisitions in the Purchase Orders module. Users may only have access to Approve/Decline requisitions if they are setup as an approver.

180 Latest Update Document Accounts Payable Version The following updates are included in this document: Backup Withholding Option to Print or Not Print Direct Deposit Reciepts Option to Print or Not Print ACH Reciepts Single Credit ACH Payments G/L Corrections 1099 Classes All Classes Added to Vendor 1099 Setup View Attached Images with Default Viewer Additional Permissions Regarding Purchase Orders For a quick review on any of the above options, scroll down to review the desired update in this latest updates document. Backup Withholding: Additional functionality has been added to incorporate backup withholding within the system. There are several locations that include backup withholding in the new version: Overall Bank Setup In order to use backup withholding, an institution must first setup the account where all withholding entries will post. o o o o o G/L Account Enter the account number that the backup withholding entry will credit when the invoice is paid in Accounts Payable. G/L Center - This is the branch/center that the backup withholding entries will credit. G/L Cost Center This field is only available for institutions that use COST CENTERS in Accounts Payable. This is the cost center that the backup withholding entries will credit. G/L Misc. 3 This is a user-defined field. For questions about this field, please contact BankTEL Support. Minimum W/H Amount Enter the threshold of backup withholding here. If vendors are subject to backup withholding, they may be subject to withholding of invoices once the total YTD amounts have reached this threshold. Any invoices paid before the vendor reached this threshold will not have any amount withheld. Latest Update Document Accounts Payable Version

181 Vendor 1099 Setup o o W/H % - Enter the percentage to be withheld from each invoice paid to the vendor here. Ignore W/H Exemption If this box is flagged, all invoices that are paid to this vendor will be withheld from. If this box is not flagged, then no withholding will take place until the YTD total for the vendor exceeds the Minimum W/H Amount listed above. Vendor Information See total backup withholding accumulate per year, and also see last year s backup withholding for review o o YTD W/H This represents the total withheld from the vendor for the current year. LYR W/H This represents the total withheld from the vendor for last year. Latest Update Document Accounts Payable Version

182 Process Payments Review the withheld amount on check register o o Net Amount This total represents the amount that is being paid to the vendor. This is the total 1099 amount on the invoice net the W/H amount. W/H Amount This total represents the total amount withheld from the invoice. This amount is calculated by using the percentage to be withheld that was assigned to the vendor times the total invoice amount. Invoice Details Review the NET AMOUNT on invoice details screen o Net Amount Users may review the net amount that was paid to the vendor on the invoice details screen. This net amount can be reviewed once the payment has been made. The invoice details screen may be viewed from any of the following places: Invoice Reports GL History Reports Inquiry Invoice History (Invoice entry screen history tab) o W/H Amount Users may review the withheld amount on specific invoices when reviewing the invoice details screen. Latest Update Document Accounts Payable Version

183 Reports Users have the ability to add the NET AMOUNT and WITHHELD AMOUNT to specific reports o Invoice GL Details Report Within this report, users may add the withholding fields in the report. See the field selections below: Direct Deposit Receipts: Functionality has been added to allow the financial institution to print or not print direct deposit receipts on a global level. Print With this option selected, the system will prompt the user to print direct deposit receipts during the payment process. Do Not Print If this option is selected, the system will not prompt the user to print direct deposit receipts during payment processing. ACH Receipts: Functionality has been added to allow the financial institution to choose to print or not print ACH receipts globally. ACH Single Credit: ACH payments may be flagged as a Single Credit item if desired. Additional functionality has been added that requires the Single Credit option to be flagged if the user would like the invoice to appear as a Latest Update Document Accounts Payable Version

184 separate payment. If the Single Credit is not flagged, all ACH invoices for a specific vendor in one batch will be combined to one ACH credit. G/L Corrections: Additional functionality has been added to allow users to change GL allocations from within the Accounts Payable system after payments have been made. Users will have to have the ability to void payments in order to have access to make GL corrections. Users must go to the invoice details screen of a specified invoice. EDIT Double click this option to make GL corrections. Latest Update Document Accounts Payable Version

185 Adjusting Entry: o Users may change any of the fields listed Branch Account Number Cost Center Misc. 3 Description Save and Interface Selecting this option will save the GL correction and create the entries that can be sent to the core system. The user will have to interface the transactions at the end of the day. Save Selecting this option will change the entries in the Accounts Payable system, but it will not create the entries to be posted to the core system. After a change has been made to an invoice, a record of the change will be listed on the invoice history tab Classes: Additional classes were added to the Vendor 1099 Class selection in vendor 1099 setup. Latest Update Document Accounts Payable Version

186 View Documents: Additional functionality was added to allow users to open attached images with the default program. User Setup: Additional permissions were added to segregate duties in the Purchase Orders module. Institutions would have to have purchased the Purchase Orders module in order to use this feature. Purchase Orders Users with this flag selected in their user profile will have the ability to convert requisitions to Purchase Orders, receive items, and will also have the ability to review submitted Purchase Orders Submit Requisition Users with this flag selected in their user profile will have the ability to submit requisitions and review requisitions in the Purchase Orders module. Users may only have access to Approve/Decline requisitions if they are setup as an approver. Note: If a user is an approver of requisitions, he or she will have to have access to submit requisitions in order to be able to approve/decline requisitions. Latest Update Document Accounts Payable Version

187 Latest Update Document Accounts Payable Version Invoice Entry 1099 Amounts Additional functionality has been for a designated 1099 Amount. If the taxable amount of an invoice varies from the overall amount of the invoice, the amount input into the 1099 Amount field will determine the amount that is reported on the vendor s 1099 for that invoice. Screenshot provided below. Use Amount Due for 1099 Amount this check box (circled below) will take the place of the previous taxable checkbox. If not selected, and a 1099 Amount is necessary, a specified 1099 Amount will be keyed by the user. Screenshot provided below. Latest Update Document Accounts Payable Version

188 User Addition/Maintenance (Copy, Change Password at Next Login) Copy - A copy feature has been added to the User Maintenance screen. This will allow the permission settings from an existing user to be copied to a new user you wish to create in the system. Screenshot provided below. Change on Next Login - Added the checkbox Change on Next Login to require users to change password on next login. This is especially effective for new users, who are being assigned a generic password. Screenshot provided below. Latest Update Document Accounts Payable Version

189 Find Purchase Orders Added support for search, loading and reporting for Purchase Orders (for users of the BankTEL Purchase Order System.) Screenshot provided below. Invoice Reports PO# Added the PO# field selection in Invoice Reports for optional inclusion of the Purchase Order Number in Invoice Reports (for users of the BankTEL Purchase Order System). Screenshot provided below. Latest Update Document Accounts Payable Version

190 Vendor Management Changed verbiage from SAS70 to SSAE on Vendor Maintenance under the Management tab, and in Vendor Reports. Screenshot provided below. Latest Update Document Accounts Payable Version

191 Branch Scanning Auto Approval If the user Branch Scanning input user is also the sole approver of the invoice, the checkbox indicated below, in the Bank Master Defaults tab will allow for automatic approval of the invoice, with no need to send further notification for approval. Please contact BankTEL Support for assistance with activation of this feature. Screenshot provided below. Expanded Number of Allowable GL Allocation Entries The number of GL allocations for a given invoice are now unlimited (previously limited to 99 line items). Please contact BankTEL Support if you would like more information on activation of this feature. This feature is available in the setup (Edit/Allocation Table) of Allocation Tables as well. Latest Update Document Accounts Payable Version

192 SCANNING All clients have the ability to scan images for attachment to invoices and/or vendors in BankTEL s Accounts Payable. Clients also have the ability to browse & attach images as well. Please note that in order to scan invoices a user must have a scanner installed on their workstation. (See : Scanner Requirements) While users have the ability to scan or browse & attach for the sake of simplicity only the term scanning will be used in this help topic. The first step to scanning images is to be sure that a client is configured to scan. If users aren t being prompted to scan upon saving invoices or adding vendors then scanning has not been configured. This can be done by selecting the options shown below from the Menu Bar located on the Accounts Payable Main Menu. On the screen that appears select the tab titled Defaults to view the option shown below. By selecting the option titled Attach Images with Invoices a client will be configured to begin attaching images. However, please note that the Default Image Save Path should be selected carefully. In most situations this path should mirror the Default Server Path shown on the tab titled Demographics. The Default Server Path is shown in the second screen shot below. The Default Image Save Path should never be set to a local drive (C:). This path should also never be altered after scanning is configured unless otherwise notified by BankTEL s support staff. This path indicates the location in which BankTEL will store images.

193 SCANNING After scanning has been configured users will begin to receive prompts to scan images after invoices are entered and also after new vendors are added. An example of this prompt message can be seen below. Upon selecting the button titled Yes users will have the ability to either scan or browse & attach images as seen in the screen shot below. The checkbox option titled DO NOT ASK AGAIN (THIS SESSION ONLY) can be used to avoid the prompt while entering invoices during the current session. The session would be ended once the user exits BankTEL s Accounts Payable or elects to Log Off.

194 SCANNING If the option to Browse is selected users will be prompted to browse to the location of the image and can then attach this image to the invoice / vendor. Files other than images can also be attached (Word, Excel, PDF, etc.) If the option to Scan is selected users will receive a prompt to select scanner settings as well as which location to scan from. Locations include a flatbed or feeder. If the scanner being used doesn t have a feeder or flatbed then obviously the missing location should not be used. Duplex scanning is available as long as the scanner being used is capable of duplex scanning. For the sake of keeping resource usage at a minimum the Duplex Scan option is defaulted to No and should be changed to Yes only when duplex scanning is desired.

195 SCANNING Regardless of the method used whether it be Scan or Browse & Attach users will receive the screen shown below after an image has been attached. From here users have the ability to continue attaching images using the same two methods previously discussed or they can view the previously saved image by double clicking on the image on the screen shown above. Pertinent image information will be seen as shown below. The Invoice, Description and Name fields are available for editing if so desired. The image can be viewed by selecting the button titled View. It can also be deleted or copied by selecting the applicable buttons shown.

196 SCANNING Once an image(s) has been scanned users can then exit by selecting the red (X) button in the top right hand corner of the screen. They will then be returned to the previous screen where they began the scanning process from. These screens include : Invoice Entry Various Invoice Reports Process Payments Vendor Maintenance

197 Image Scanner Requirements and Support Notes: Scanner must communicate to the user s PC via USB interface. Scanner must be TWAIN compatible BankTEL TWAIN interface supports up to 59 different page types, scanners supporting more than 59 page types may not be utilized to full capacity where page size variables are concerned. It is recommended that the scanner contain an auto-feed mechanism, as well as flat bed scanning capabilities. This allows scanning for a wide range of invoice document types. Scanner Recommendations HP PPM (simplex), 50 IPM (duplex) Canon DR3010C - 30 PPM (simplex), 60 IPM (duplex) Fujitsu FI6230 Sheet Feed - 40PPM (simplex), 80 IPM (duplex)

198 Image Scanner TWAIN Interface Scanner must communicate to the user s PC via USB interface. Scanner must be TWAIN compatible BankTEL TWAIN interface supports up to 59 different page types, scanners supporting more than 59 page types may not be utilized to full capacity where page size variables are concerned. It is recommended that the scanner contain an auto-feed mechanism, as well as flat bed scanning capabilities. This allows scanning for a wide range of invoice document types. Note: If you access BankTEL through CITRIX or Terminal Server, the TWAIN interface is not operable without third-party software that is not recommended or supported by BankTEL. BankTEL recommends the Fujitsu family of scanners. Listed below are two models we have had great success with. Fujitsu fi-6240z Sheet-Fed Scanner Fujitsu fi-6140z Sheet-Fed Scanner

199 FREQUENTLY ASKED QUESTIONS Invoice Entry: Q & A : Q Q Q Q Q Q Q Q Q Q Q Q How do I enter a new invoice? A Entering an invoice can be done by selecting INVOICES from the Accounts Payable Main Menu. The details of this task are defined by the ENTERING INVOICES Help Topic on the left side of the screen. What if the invoice is for a new vendor? A If an invoice is being entered for a new vendor, a user may select NEW VENDOR at the top of the invoice entry screen. From there the system will allow you to enter specific information for the new vendor such as the name and address. When you exit the vendor setup screen, the system will take you back to the invoice entry screen where you may complete the invoice. Can I edit an invoice from the invoice entry screen? A Yes. Simply select the Pending tab within the invoice entry screen. Here you may right click on the desired invoice and select edit. Users may also double click on invoices that they wish to edit. How can I delete or edit an invoice? A Select the Pending tab within the invoice entry screen. Here, right click on the desired invoice and choose edit or delete. How do I scan images into BankTEL? A Images may be scanned when entering invoices or when attaching images to vendors. If you are scanning an invoice image, you will be prompted to attach the invoice once it is saved. Please see the SCANNING Help Topic under INVOICES on the left side of the screen for more information. A If you are attaching an image to a vendor, simply select the Documents tab within the vendor profile. Here, you may right click and select add documents to either scan or attach an image. Please see the SCANNING Help Topic under INVOICES on the left side of the screen for more information. How do I know if I am setup to scan images in BankTEL? A Please see the SCANNING IMAGES Help Topic on the left side of the screen. What is an Approval Process? A Approval processes can be setup with one or multiple steps in which approval is required by specific approvers. The steps within the processes can require approval based on an account number, branch, cost center, or amount of an invoice. Please see the APPROVAL PROCESS Help Topic under CONFIGURE for more information. How do I assign an approval officer or approval process to an invoice? A Approval officers and approval processes may be assigned to invoices from the invoice entry screen. Please see the INVOICE APPROVAL Help Topic under INVOICE entry on the left side of the screen for further information. What do I do if I need to setup approvers? A Approvers are setup within the user configuration. Please see the USER SETUP Help topic under CONFIGURATION on the left side of the screen. How do I setup a memorized transaction? A Memorized transactions can be setup by entering an invoice that you wish to memorize and selecting Memorize Transaction on the upper right side of the screen. How do I use a memorized transaction? A To use a memorized transaction, simply enter the vendor name in the invoice entry screen. Once the vendor name is entered, select the Memorized tab and double click on the invoice you wish to use. For further information about setting up memorized transactions, please see the MEMORIZED TRANSACTIONS MAIN MENU Help Topic on the left side of the screen. How can I schedule a payment? A Payments may be scheduled by entering the invoice you wish to schedule in the invoice entry screen. Then, select Schedule Transaction. You will be prompted to fill out the frequency of the item. For further information, please see the SCHEDULED TRANSACTIONS Help Topic on the left side of the screen.

200 FREQUENTLY ASKED QUESTIONS Q Q Q How do I use a scheduled transaction? A Scheduled transactions are setup to automatically apply. However, if you wish to manually apply a scheduled transaction, you can find the Scheduled tab in the invoice entry screen and right click and select to apply the transaction. For further information, please see the USING SCHEDULED TRANSACTIONS Help topic on the left side of the screen. Does Accounts Payable check for duplicate invoices? A Yes. When an invoice is saved, the Accounts Payable system will check to see if the invoice is a duplicate. There are four methods that the system can check for duplicates. If you are unsure how your system is comparing for duplicates, please contact BankTEL Support. What if an invoice should be allocated to multiple general ledger accounts? A If an invoice should be allocated to multiple accounts, users can use two methods: A The first method is to simply key in each allocation. Once the first allocation has been entered and there is a balance remaining on the invoice, if the user selects the TAB key to key over, the next allocation will appear. A The second method is by using allocation tables. For further information on how to setup allocation tables, please see the ALLOCATION TABLE Help Topic under EDIT on the left side of the screen. Vendors: Q & A : Q Q Q Q Q Q Q Q How do I add a New Vendor? A Vendors may be added by selecting the VENDORS menu option in the Accounts Payable Main Menu. Select New Vendor on the screen. For further information on adding vendors, select the ADD VENDORS Help Topic on the left side of the screen. How do I edit a vendor? A Vendors may be edited by going to the vendor listing by selecting VENDORS on the AP main menu. For further information on editing vendors, please select the EDIT VENDORS Help Topic on the left side of the screen. How do I delete a vendor? A Vendors may be deleted under the edit menu. Please note that when a vendor is deleted, all the history associated with that vendor will also be deleted. Only specific users should have access to this permission and it must be used carefully. Please see the DELETE VENDORS Help Topic on the left side of the screen. How do I setup a vendor to be paid via Direct Deposit? A Within the vendor profile on the defaults tab, you will notice a Payment type field. You may select Direct Deposit as the payment type here. The direct deposit account number must be entered. Also, users must specify the payment type: GL, SAVINGS, or DDA. How do I setup a vendor to be paid via ACH? A Within the vendor profile on the defaults tab, you will notice a Payment type field. You may select ACH as the payment type here. The ACH account number and the routing number of the vendor s bank must be entered. Also, users must specify the payment type: GL, SAVINGS, or DDA. How can I attach images / contracts to a vendor? A Within the vendor profile, select the documents tab. Here users may right click within the window and add documents. Please see the SCANNING Help Topic in the Accounts Payable Main Menu. Can I send notification of a payment to a vendor? A Yes. There must be a contact address filled out on the information tab within the vendor profile. Also, the vendors must be paid by ACH or Direct Deposit to receive a payment notification. What if I have multiple contracts with my vendor? A Simply go to the Contracts tab within the vendor profile, right click, and select add contract.

201 FREQUENTLY ASKED QUESTIONS Q Q Here, users may add multiple contracts. Please see the VENDOR Help Topic on the left side of the screen for further information. How do I know if I am setup to scan images in BankTEL? A Please see the SCANNING Help Topic on the left side of the screen for further information. How do I merge multiple vendors into one vendor? A This may be done within the edit menu in Accounts Payable. Please see MERGING VENDORS under EDIT in the Help Topics on the left side of the screen. Payment Processing: Q & A : Q Q Q Q Q How do I process payments (Checks/ACH/Direct Deposit)? A Select the PROCESS PAYMENTS menu item from the Accounts Payable Main Menu to begin this process. For further details on processing, please see the PROCESS PAYMENTS Help Topic on the left side of the screen. Can I process payments more than once a day? A Yes. However, please note that the option titled Interface File Work should normally only be completed once in a day. With some Core Systems this option can be completed multiple times in a single day. Please contact BankTEL s support staff to find out of this is possible. What if I have finished processing my payment and notice an error? A Once an invoice is paid it cannot be edited. If changes are required then the invoice should be voided and a new invoice entered. If the problem is something such as an incorrect General Ledger or Branch coding then instead of printing a new check a user can simply enter a Manual Check and reuse the original check number. If the problem is something such as a payment was made to the wrong vendor then the payment would need to be reentered and processed. Please note that when voiding checks users have the ability to recreate the invoice automatically (click here for details). They can then edit the invoices (click here for details). Do I have to print receipts for ACH payments? A No. You can choose to not print receipts for ACH payments. Simply go into the vendor setup screen, and select the Defaults tab. Beside the Payment Type field, there is a flag to NOT PRINT ACH RECEIPTS. How do I void payments? A Please select the VOID PAYMENTS Help Topic under the ACTIVITIES Help Topic on the left side of the screen. Interface File Work: Q & A : Q What does interface file work do? A This option is used to transmit entries from BankTEL s Accounts Payable to the users core vendor/system. Q Q Q Do I have to select this option after I void payments? A Yes. Anytime transactions are created (Processing Payments, Voiding Payments, Posting Accrued Payable, Posting Manual Checks) the Interface File Work option should be selected at the end of the day. Should I interface when I process payments? A Yes. Anytime transactions are created (Processing Payments, Voiding Payments, Posting Accrued Payable, Posting Manual Checks) the Interface File Work option should be selected at the end of the day. What if I finish processing my payment and notice an error? A Once an invoice is paid it cannot be edited. If changes are required then the invoice should be voided and a new invoice entered. If the problem is something such as an incorrect General Ledger or Branch coding then instead of printing a new check a user can simply enter a

202 FREQUENTLY ASKED QUESTIONS Manual Check and reuse the original check number. If the problem is something such as a payment was made to the wrong vendor then the payment would need to be reentered and processed. Please note that when voiding checks users have the ability to recreate the invoice automatically (click here for details). They can then edit the invoices (click here for details). Reports: Q & A : Q Q Q Q Q Q How do I customize/modify a report? A Please see the HOW TO USE Help Topic under REPORTS on the left side of the screen. How can I view a modified/customized report? A Modified/customized reports are shown once a report type is selected. The modified/customized reports are shown with an X beside them in the list of available reports. How can I sort a report? A Please see the HOW TO USE Help Topic under REPORTS on the left side of the screen. How can I filter a report? A Please see the HOW TO USE Help Topic under REPORTS on the left side of the screen. How can I create a report of all invoices paid during a time period (Current Year, Current Month, etc.)? A Please see the HOW TO USE Help Topic under REPORTS on the left side of the screen. How can I create a report of all checks paid during a time period (Current Year, Current Month, etc.)? A Please see the HOW TO USE Help Topic under REPORTS on the left side of the screen. Setup and Configuration: Q & A : Q Q Q Q Q Q How do I configure BankTEL s Accounts Payable to use SMTP? A The Setup is located within the Configure menu at the top of the main Accounts Payable screen. More details on the options within the setup can be found under the SETUP Help Topic under CONFIGURE. How do I setup an Approval Officer? A Approval officers may be setup by setting up a new user account in Accounts Payable. Each user account has an approval officer flag and approval limit that may be set. Please see the EDIT USERS Help Topic under CONFIGURE. How do I delete an Approval Officer? A Approval officers may be deleted simply by double clicking on the approval officer you wish to delete. At the top of the user setup screen, select the delete option. How do I edit an Approval Officer? A Approval officers may be edited by simply double clicking on the desired approver within the user listing in Accounts Payable. There you may make any necessary changes within the profile. How do I setup an Approval Process? A Approval processes are setup within the configure menu. For further details on setting up approval processes, simply select APPROVAL PROCESS under the CONFIGURE Help Topic on the left side of the screen. How do I delete a Memorized or Scheduled Process? A Memorized and Scheduled transactions may be edited and deleted from the Edit menu. For further information, please see the EDIT Help Topic on the left side of the screen and select the SCHEDULED or MEMORIZED TRANSACTION MAIN MENU as desired.

203 CONTACT BANKTEL From developing software to training users BankTEL strives for perfection in all departments. However, we do realize that corrections are always needed. That is why we encourage our customers to report any inaccurate verbiage in this help documentation. Also please feel free to suggest any additions that would help to make this documentation even better than it currently is. Click the link below to send an to our documentation staff and let them know your findings or suggestions. Please be sure and include your bank name and phone number in case our staff needs to contact you in regards to your .