University of St Andrews...University of St Andrews 3 Aptos User Notes Sales Invoicing for...

University of

St Andrews

Aptos10 User Notes

Sales Invoicing for non-finance staff

University of St Andrews1

Aptos User NotesSales Invoicing for non-finance staff

ContentsRevision History ..................................................................................................................... 2

1. Overview of External Sales Invoicing ................................................................... 3

1.1. Terminology ............................................................................................... 3

1.2. Aptos Customer Codes ............................................................................. 3

1.3. Aptos General Ledger (GL) Codes.......................................................... 4

1.4. Accessing Core Aptos ............................................................................... 4

2. Entering a Sales Invoice........................................................................................... 5

2.1. General Tab................................................................................................. 5

2.2. Accounts tab ............................................................................................... 8

2.3. Tax & Currency Tab ................................................................................ 10

2.4. Addresses Tab .......................................................................................... 11

2.5. Print Notes Tab ........................................................................................ 12

3. Entering Credit Notes............................................................................................ 13

4. Amending or Cancelling Invoices / Credit Notes ............................................ 14

4.1. If the invoice is not yet batched ............................................................. 14

4.2. If an invoice is already batched ............................................................. 14

5. Special Cases – AR Invoice Entry ........................................................................ 15

5.1. Recurring Invoices................................................................................... 15

5.2. Non-Aptos Currency Invoices ............................................................... 16

6. Batching Invoices ................................................................................................... 17

7. Authorising / Printing and Committing Customer Invoices .......................... 19



Revision History

Version Date Author Comments

1 16/08/2004 Karen Porteous



4 18/04/2006 Mary Woodcock-Kroble


6 16/11/2007 Ian Fowler

7 13/05/2011 Yvonne Laird

Neil Sinclair

8 Karen Porteous Updated for Aptos v10



1. Overview of External Sales InvoicingThe University provides goods or services to customers and it is necessary to raise a sales

invoice to receive payment for these goods or services.

The invoice should be raised as soon as is practicable after the completion of delivery of

goods or services. For non-students, the invoice should be entered onto Aptos by the

department with the Sales Invoicing team at Finance completing the process; for students,

the details should be sent to the Student Finance team at Finance to be entered onto SAM.

The Sales Invoicing team sends the invoice to the customer (or back to the department if this

was stipulated). Normal payment terms are 30 days from the date of the invoice.

All invoice payments should be sent to the Cash Office to be matched with the invoice and

banked.

If an invoice remains unpaid, the debt will be passed to the Credit Control department and

could ultimately be passed to the University’s debt collection agency.

For members of staff who have an unpaid invoice, the Credit Control department will inform

the Salaries department who will deduct accordingly from the employee’s wages.

Sales invoices can also be imported to Aptos from other systems such as Kinetics

(Conference and Group Services) and Xn Leisure (Sports Centre).

1.1. Terminology

Invoice Types – refers in part to the department wanting to make the charge and whether

the charge is recurring or not. There are several of these types set up on Aptos, falling into

two categories – recurring and ‘normal’.

Invoice entry – both the process of entering a sales invoice onto Aptos and the screen used

to do this

Invoice – an invoice is created from an invoice entry when a batch is authorised, printed and

committed.

Batching - collects all invoice entries for a particular invoice type together in a batch, ready

to be processed further.

Authorising – checking details of invoice entries in a batch, then approving the batch if

everything is ok

Committing – produces a voucher for each invoice batch, which is automatically posted. This

generates the invoice onto the customer account, to await payment.

1.2. Aptos Customer Codes

Before an invoice can be raised against a customer, that customer must exist on Aptos. Each

Customer is allocated a unique code against which its details are held.



More details about customers – including the process for requesting a new customer – can

be found on the Money Matters section of the university web site. There is also a customer

listing available via Qlikview to assist with finding customer codes.

1.3. Aptos General Ledger (GL) Codes

This relates to your cost centre, analysis code and detail code. More details about GL codes

can be found on the Money Matters section of the university web site.

1.4. Accessing Core Aptos

For further information, including information on reporting problems, please see the

separate document ‘An Introduction to Aptos’.



2. Entering a Sales InvoiceAccounts Receivable → Customer Invoices →Update → Invoice Entry

The process for entering a single invoice may be summarised by:

Enter the invoice header and line details on the general tab (see section 2.1)

If appropriate, amend details on the accounts tab (section 2.2)

If appropriate, amend details on the tax & currency tab (section 2.3)

Check the invoice address on the addresses tab (section 2.4)

Enter notes as appropriate using the print notes tab (section 2.5)

Return to the General tab and note the entry number onto the invoice request

To enter another Invoice, select New… from the FILE Menu and proceed from the

start of section Error! Reference source not found.

After all invoices have been entered they need to be batched (see section 6),

authorised, printed and committed (see section 7)

2.1. General Tab

Select New... from the FILE menu

Enter the correct invoice type



If you don’t know the code:

o Press F1 to bring up the ‘Invoice Types’ screen..

This brings up a detail screen with the ‘Invoice Type’ code and an associated

description. The description clearly identifies whether the type is recurring or normal.

o Highlight the invoice type you want

o Click ‘OK’

Click ‘OK’

The ‘Sales Invoice’ screen re-appears with the Invoice type now prefilled.

Sales Invoice Header

Tab through the fields, entering all the information marked in bold:

Currency The correct currency is automatically populated for the customer

Note: a requirement to amend the currency is an indication of an

incorrect vendor being entered

Reference Enter FAO name

Invoice a/c Enter ‘AR’ in the first field

If known, enter the customer code to be invoiced in the

second field

If unknown, drill ( ) to search

○ Alternatively, use the Qlikview customer dashboard

Close the ‘account enquiry by name and address’ screen to

give

Enter ‘1’ in the company field

Enter the first few letter of the customer code followed by

an asterisk in the customer field (do not remove the dot

Aptos puts in front of the asterisk)

Drill ( ) to see all matches

ACCEPT (or click OK) the appropriate customer code

Click OK to return to the invoice entry screen

If departmental addressing is enabled the ‘department’ box

will appear showing any active departments for selection:



Select the appropriate department from the drop-down list

Def Line a/c Enter GL in the first field

Enter the appropriate general ledger income account in the

second field.

Due Date If appropriate, enter the due date of the invoice

○ Click the drill to the ‘receipt schedule’ to save this due

date

Sales Invoice Lines

Enter the fields marked in bold below:

Product Ignore

Description Enter a description for the line including the customer order

number if applicable

○ Do NOT use the ‘ or , characters

○ Use ZOOM (F2) to see all of the description (it can

contain a lot more than it looks like it can)

UOM Select either:

○ UTS for whole numbers

○ DEC for decimals

Qty Enter quantity

Price Enter price per item

Net Amount This is calculated based on Qty and Price.

The final small square box is prefilled with ‘Dr’, as this is an

invoice

When you have entered a line, click ADD OCCURRENCE (F3) to create a new line and

continue in this way until you have entered all the lines on the Sales Invoice.

Either

Move to the appropriate tab to amend line details

Or

Batch the invoice (see section 6)



2.2. Accounts tab

By default, all lines of the invoice are coded to the general ledger code entered on the

header. The charge code for any line can be changed by clicking on the Accounts tab and

amending the coding of the line in question. An individual invoice line can be credited to

multiple general ledger codes if required.

Split Coding an Invoice Line

In the items section of the Accounts tab screen, the lines of the invoice can be seen.

To split an invoice line, click on the drill ( ) for that line underneath the ‘Split’

heading.

The Split Distribution window will appear.

It is only possible to split the invoice credit by amount, allowing partial net amounts to be

credited to each account.

Amend the line in the Split Distribution section to the amount you wish to credit to

that GL code.

ADD OCCURRENCE and another line will appear.



Enter the coding and amount for the next line

Continue until all lines have been entered, so the target amount matches the total

amount,

ACCEPT (F5) out of the screen.

This then returns to the Accounts tab.

o The line you’ve just split is highlighted.

o The ledger, Account, description and type are blank, as the line’s been split.

o The split details for the highlighted line appear in the bottom part of the screen.

When all account lines have been amended

Either

Move to the next tab for which details need to be amended

Or

Click on the General tab to return to the main invoice entry screen

STORE your changes.

The invoice can now be batched (see section 6)



2.3. Tax & Currency Tab

Aptos assumes VAT will be charged at the default rate for the customer usually this is tax

code S. This can be viewed and changed as necessary by clicking on the Tax & Currency tab

and using the ‘invoice lines’ section of the screen.

It is vital that the correct VAT codes are used when raising the invoice to ensure the VAT is

posted correctly. If unsure please refer to VAT Guidelines on Money Matters Web page.

To amend the default VAT code:

Highlight the code in the ‘Tax Spec’ column

Enter required code referring to the VAT Guidelines if necessary.

Tab off the ‘Tax Spec’ field

The ‘Tax Amount’ is automatically amended in line with the code entered

Eg if the code is entered as Z the amount becomes 0.

DO NOT tick the ‘Exempt’ checkbox

When all VAT information has been amended

Either




Or


STORE your changes.


2.4. Addresses Tab

The address displayed on this screen will be picked up from the CUS address type on the

account maintenance screen or from the departmental address as appropriate.

Check the address is correct

If it is not, and the department field appeared on the general tab:

Return to the general tab

Select the correct address from the department field drop-down.

If it is not and there is only one address available for the account:

Amend the address details as described in the AR Customer Maintenance document.



2.5. Print Notes Tab

Notes which apply to the entire invoice

It is only possible to print notes in one position on the invoice, so it is only worth entering

notes that apply to the entire invoice.

Click in the ‘notes’ field in the header section.

Type the required print note in the ‘print notes’ field at the bottom of the screen.

o This must include ‘enquiries to’ information

STORE your changes

These print notes will be printed on the invoice and refer to the whole invoice.

When the notes have been entered

Either


Or


STORE your changes.




3. Entering Credit NotesA credit note should only be raised if an invoice has already been raised and committed.

All Credit Notes are processed by the Sales Invoicing team. If you require a credit note to be

raised

Email [email protected] with all of the following:

o Customer code

o Amount to be credited to the customer

o Invoice number(s) the credit note refers to

o Reason for credit note



4. Amending or Cancelling Invoices / Credit Notes

4.1. If the invoice is not yet batched

Accounts Receivable → Customer Invoices →Update → Invoice Entry

Amending an Invoice

Enter the invoice entry number you want to look at

Hit RETREIVE (F8)

Make any necessary amendments

o Check the Accounts tab for split coding, as any changes to amounts will affect

the split distribution

o Check the Tax & Currency tab to ensure VAT is set at the correct rate. Refer to

VAT Guidelines on Money Matters Web page for latest VAT codes.

STORE your changes

Cancelling an Invoice

Enter the invoice entry number you want to look at

Hit RETREIVE (F8)

Choose Cancel Invoice … from the ACTIONS menu.

4.2. If an invoice is already batched

Contact [email protected] for advice as the process to be followed will

depend on the stage the invoice has reached

You may be asked to raise a new invoice



5. Special Cases – AR Invoice Entry

5.1. Recurring Invoices

Recurring invoices can be used to simplify the process of raising regular invoices – such as

monthly rent invoices or quarterly contract payments. The value does not have to be the

same on all invoices.

Accounts Receivable → Customer Invoices →Update → Invoice Entry

Select New... from the FILE menu

Select a recurring invoice type:

e.g FIRINV, RGRINV, SARINV, EBRINV

If you don’t know the code:

o Press F1 to bring up the Invoice Types screen..

This brings up a detail screen with the ‘Invoice Type’ code and an associated

description. The description clearly identifies whether the type is recurring or normal.

o Highlight the invoice type you want

o Click ‘OK’

Click ‘OK’

Enter the first invoice using the process detailed in section 2

Once you’ve completed the first invoice

Select recurring invoice schedule from the ACTIONS menu.

Enter the number and frequency in the ‘Schedule’ section

Select apply schedule from ACTIONS to see the entries to be created.



Note: these two steps can be repeated until the schedule criteria and invoice dates are

correct.

When the schedule is correct:

Select generate invoices from the ACTIONS menu to obtain entry numbers

Write all the entry numbers on the invoice request.

ACCEPT (F5) out of the screen

Once these entries exist they can be changed later by retrieving the entry in the invoice

entry screen.

The invoices will need to be batched at the appropriate time (see section 6)

5.2. Non-Aptos Currency Invoices

Non-Aptos currency invoices are processed by Accounts Receivable.

Email [email protected] with all of the following:

o Customer code

o Currency amount to be charged to the customer

o Currency that the invoice is to be issued in.

The Sales invoice team will then

Obtain the exchange rate

Create a sterling equivalent invoice on Aptos

This will not be issued to the customer

Once the sterling equivalent invoice has been raised

Create and issue the non-Aptos currency invoice to the customer using the exchange

rate previously obtained.

This will need to be done on through a MSWord template.

When payment is received, there may be a difference due to exchange rate fluctuations. In

these cases, the staff dealing with the income will raise a journal – between the customer

account and the internal GL account credited when the invoice was raised – to balance the

customer account.



6. Batching InvoicesWhen creating a batch of invoices, only one type of invoice entry is included on that batch.

Separate batches have to be created for each invoice type. It is particularly important to run

the batch process regularly for recurring invoice types, to pick up the entries as they become

available for batching and printing.

Accounts Receivable → Customer Invoices →Update → Invoice Batch

Enter all the information marked in bold below:

Entered by Defaults to your user id

Invoice type Select the invoice type, e.g. FININV

Run date Enter the run date – this determines the period the invoices

will be posted to

○ Defaults to current date

Batch status Ensure the default ‘UNC’ appears

SBE type Enter ‘CO’

SBE Value Enter ‘1’

Currency Select/Enter ‘GBP’

Click on the invoices tab to see the ‘select invoices’ screen.



Select the invoice entries to be included in the batch by ticking the checkbox at the

start of each relevant line

ACCEPT out of the screen.

The invoices tab now shows the batch number and invoice entry numbers together.

Note the batch number,

ACCEPT out of the screen.

E-mail [email protected] to say there is a batch ready for processing

Remember to include the batch number in the email

Run this batch process regularly for all invoice entry types, up to a maximum of once

per day, per submitting School or Unit.

Note: in all cases, a batch should be created on the last working day of the month to

clear down all invoice entries not yet batched.



7. Authorising / Printing and Committing Customer InvoicesThe Sales Invoicing team authorise, print and commit all invoices regardless of who keyed

the invoice. Remote users email [email protected] to say that a batch of

invoices is ready for authorisation. When sending the email, remote users need to state the

batch number and any other relevant information (for example exchange rates / currency

for any foreign currency invoices). The email is also used to request the printed invoice be

returned to the user rather than sent out to the customer.

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