Accounting AP

2:16

Create a Manual Voucher

Create a Manual Voucher (used if a Vendor needs to be paid, but a Purchase Order was not created)

1. Open a Customer record of Type VENDOR or CUSTVEND and open the Vouchers tab
2. Click the ADD button on the Vouchers grid and select either “Create Vendor Voucher” or “Create Vendor Deposit” depending on your needs.  A new Voucher form will open.
3. Complete all fields for which you have information
4. Add a Vendinvoice No.
5. Open the Line Items tab and click on the Find Product icon in the grid.  Note:  Q and A Type Items are not available when creating a Manual Voucher
6. Select Items to add to the Voucher by highlighting Items in the Find Product grid and clicking the Add icon
7. On the Detail sub tab, confirm the Cost is correct (edit if needed).  Alternatively, this may be edited directly in the Line Items grid.
8. If the Account field is blank, a GL Account will need to be selected by clicking drilling into this field.  Alternatively, an Expense Account may be assigned on the Customer record > Customer/Vendor tab > Vendor sub tab
9.  Click the form SAVE icon
10. Go to form Extended Menu > Post Voucher or Post Voucher and Release For Payment

2:48

Create a Voucher for Received PO Items

1. Go to Workflow Main Menu > Accounts Payable > Received POs to Voucher bucket OR Accounting Main Menu > Accounts Payable > Work Queues > PO Voucher Q.  Note: Alternatively, POs may be opened independently and a Voucher may be created following steps 3-7 below
2. Drill into a PO from the P.O.’s To Be Vouchered grid.  The PO will open in a new window.
3. From the Extended Menu of the PO, select Create Vendor Voucher.  An Items to Voucher window will open.
4. Use the checkboxes in the grid (or highlight if you have enabled the Drag to Select Rows user preference) to select the Items for which you wish to create a Voucher and click the Save icon.  A Voucher of Invoice Type “Voucher” will open.
5. Click the EDIT icon and fill in any missing data, such as the Vendinvoice No..  Note: if you do not have a Vendinvoice No., you may use the checkmark next to this field to Set Vendor Invoice No.
6. On the Line Items tab, enter the Vendor Order Reference Number if desired
7. Click the form SAVE icon

On the PO Order/Voucher Info sub tab, the Voucher will be referenced and on the Voucher P.O. Info sub tab, the PO will be referenced

Note: POs will only drop off the POs to be Vouchered Queue when all Items on the PO have been vouchered

A Recurring Purchase Order (PO) in Q360 is not sent directly to a Vendor; rather, it serves as a template that automatically generates Vendor Vouchers on a defined schedule.

Benefits

• Automate regular expenses – set up non-varying, routine spend (e.g., monthly software subscriptions, office lease payments) once and let Q360 generate Vouchers for you
• Ensure timely coverage for Service Contracts – automatically bill for third-party service coverage under Customer Service Contracts without manual entry each period
• Maintain consistent records – by using a template, you ensure Line Item structure and GL allocations remain uniform, reducing data-entry errors
• Flexible amounts when needed – if amounts vary by period, leave Auto Release off so you can review and adjust before release

Create a Recurring PO

1. Open a Vendor Record in Q360 and click on the PO Tab
2. To add a new Purchase Order, click the ADD icon on the Purchase Orders grid.  A new PO Record will open in DATAENTRY Status
3. Select RECURRING from the PO Type drop down menu
4. Define your schedule:
   • Billing Period Start / End Dates: enter the first and last dates of the template’s period
   • Duration Name: select Frequency such as Monthly, Quarterly, etc.
   • Renewal Type: Select “Auto” to extend the End Date each cycle, or “None” to stop at End Date
5. Auto Release Checkbox:
   • Checked: Vouchers auto-post and release when generated
   • Unchecked: Vouchers generate in Un-Posted / Un-Released Vouchers Queue for review
6. Complete Header Details – fill in additional PO Header fields such as Branch, Department, Payment Terms, etc.
7. Add Line Items:
   1. On the Line Items Tab, click the ADD icon
   2. Enter Quantity, Description and Cost
   3. Search for and select a Master No. to default the GL Account, Cost and Part No.
   4. Link the Line Item to a specific Q360 Item such as a Service Contract, to associate Costs directly for reporting purposes
8. Click the SAVE icon, then use the PO’s PROCESS icon to Confirm PO.  This activates the schedule

Generate Vouchers from Recurring POs

• Automatic Nightly Scan (ResQ Daily) – Q360 scans CONFIRMED Recurring POs each night and generates due Vouchers
• Manual Trigger
  • From the Accounts Payable Workflow, click “Generate Recurring Vouchers” (which opens the Bill Recurring POs form) to run on-demand
  • From Accounting menu > Accounts Payable > Bill Recurring POs

• Review Queue
  If Auto Release was left unchecked, Vouchers appear in the Un-Posted / Un-Released Vouchers bucket for AP Team to review and post

Tips and Considerations

• Deferring Costs – to spread a Line Item Cost over time, point its GL to the Prepaid Expense Account and link to an M-Type Master with COGS configured. When Vouchers are created, Q360 will prompt you to set Deferral Periods
• Pushing the Recurring PO Status to RECEIVED will prevent automatic Vouchers from being created
• Audit and Reporting – use Live Data Reports like “Un-Posted / Un-Released Vouchers” and “Generate Recurring Vouchers” bucket filters to track pending and processed recurring payments

3:08

Create Vouchers for Recurring POs

Voucher Recurring POs

1. Go to Workflow Main Menu > Accounts Payable > Generate Recurring Vouchers bucket OR Accounting Main Menu > Accounts Payable > Bill Recurring POs.  The Bill Recurring POs Queue will open
2. Click the Process button
3. Confirm this action by clicking the OK button.  Vouchers will be created for all Recurring POs that are in Confirmed Status and the Un-Released Vouchers Queue window will automatically open
4. If Auto-Release checkbox was checked on the Recurring Purchase Order, this window may be closed – the Vouchers have already been posted and released
5. If the Auto-Release checkbox was not checked on the Recurring Purchase Order, Vouchers may be released by selecting the “Release Selected” option on the Extended Menu

3:31

Post and Release Voucher for Payment

Post and Release Voucher for Payment:

1. Workflow Main Menu > Accounts Payable > Un-Posted / Un-Released Vouchers bucket OR Accounting Main Menu > Accounts Payable > Work Queues > Un-Released Voucher Q
2.  From the Un-Released Voucher Queue grid, highlight or use the checkboxes to select the Voucher that you would like to post and / release for payment
3. From the Extended Menu, select “Post Selected,” “Release Selected,” or “Post and Release Selected.”  Note, if your system requires Voucher approval, the Voucher must be approved and posted before being released for payment.  The Extended Menu also includes an option to Approve / Rescind Approval
4. Click OK
5. After posting and releasing, Vouchers will move to either the Direct Payment Queue, or the Print Checks Queue

2:55

Approve a Posted Voucher Before Release for Payment

Your system or process may require that a posted Voucher be approved prior to release for payment.

Approve Posted Voucher Prerequisites:

1. Set Approver on Customer record – this will flow through to Purchase Orders, and then to Vouchers created from those Purchase Orders
2. If no Purchase Order is created, the Approver field contents will flow directly to the Voucher
3. Note: you may set one or two Approvers, but if you set two, they must both approve payment

When a Voucher is posted, the Approver will receive an email advising that there is a Voucher awaiting approval.  This Voucher may be found by the Approver in Workflow Main Menu > Accounts Payable > Un-Posted / Un-Released Vouchers bucket.  Vouchers may not be released for payment until the Approver(s) have approved the Voucher.

Approver may highlight the Voucher in the Un-Posted / Un-Released Vouchers grid and select Approve (or Rescind Approval) from the grid Extended Menu, or approve the Voucher directly from the Voucher Extended Menu.

2:45

Post Direct Payment for a Voucher

Post Direct Payment for a Voucher

From the Direct Payment Queue:

• Note: Only Vouchers with a payment method other than blank or ‘Check’ will appear in the Direct Payment Queue

1. Navigate to Workflow Main Menu > Accounts Payable > Direct Payments bucket OR Accounting Main Menu > Accounts Payable > Direct Payments.  The Direct Payments Queue will open
2. Use the Filters icon to narrow search results as needed
3. Highlight the Voucher you would like to pay directly (or use the checkboxes in the grid) and from the Extended Menu, select Pay Selected
4. A confirmation window will open.  Click OK or No
5. A Make a Payment window will open.  Select a Date and enter a Reference Number if you have one.
6. Click the Okay button
7. If this process is successful, a Success window will pop up.  Click the OK button
8. The processed Voucher will no longer appear in the Direct Payment Queue

From the Voucher:

1. Open a Voucher
2. From the Extended Menu, select the Post Direct Payment option.  Note:  this option will not be selectable if the Voucher Payment Method field is blank or ‘Check’
3. In the Direct Payment Comments window that appears, choose a Payment Date, Early Payment Discount (if applicable), Amount (if needed), Ref No., and Payment Type.
4. When you have completed the above, click the OK button
5. On the Voucher > AP Journal tab, you may drill into the DIRECTPAY line to see the Journal Entries confirming the Direct Payment

1:19

Post Employee Expense Claim Items

Post Employee Expense Claims

1. Navigate to Expenses Review Queue (File Main Menu > Expenses > Review Queue tab).  Note: you must have permission to approve / post Expenses in order for this tab to be visible
2. Use the form filters to narrow your Expense Review grid results
3. Highlight the Expense line(s) you wish to post and from the Extended Menu, select Post Selected Items
4.  A Date selection window will open.  If you wish, edit the Date and click the Okay button
5. Both the Debit and Credit for the Expense are automatically written to the GL Journal

2:43

Voucher Reimbursable Expense Claim Items

Pay Reimbursable Expense Claims – Expenses that require reimbursement will need to be posted and vouchered

Post Expense

1. Navigate to Expenses Review Queue (File Main Menu > Expenses > Review Queue tab).  Note: you must have permission to approve / post Expenses in order for this tab to be visible
2. Use the form filters to narrow your Expense Review grid results
3. Highlight the Expense line(s) you wish to post and from the Extended Menu, select Post Selected Items
4.  A Date selection window will open.  If you wish, edit the Date and click the OK button
5. Both the Debit and Credit for the Expense are automatically written to the GL Journal

Voucher Expense

1. On the Review Queue tab, use the form filters to limit grid results to Unpaid but Posted items
2. Select the desired Expense(s) and from the Extended Menu, select Voucher Selected Items.  A new Unposted Voucher will be created based on the Expense claim.  The Voucher Number will now be listed in the appropriate column in the Expense Review Q grid
3. Open the Voucher that requires reimbursement
4. Click on the Payee / User tab – confirm that the Payee field has been auto-populated with the Payee’s name
5. On the Header tab, put the form in EDIT mode
6. Click the checkmark next to the VendInvoice No. field.  The field will auto-populate with today’s date
7. Save the form, and from the form Extended Menu select Post Voucher.  All associated Journal Entries will appear on the AP Journal tab
8. From the form Extended Menu, select Release for Payment.  Note: Post and Release for Payment may also be completed in a single step by selecting Post and Release for Payment in step 7

Set up a Vendor Prepaid Expense on a Voucher

2:36

Set Up a Vendor Prepaid Expense on a Voucher

Set Up a Vendor Prepaid Expense on a Voucher

1. On a Customer record, click on the Vouchers tab.  Click on the Vouchers grid ADD icon.  From the drop down menu, select Create Vendor Voucher.  A “Voucher: Add” form will open
2. Click the EDIT icon and complete any fields for which you have information including Payment Method and the mandatory VendInvoice No. field
3. On the Line Items tab click the Find Products icon and search for the Prepaid Insurance Master.  Highlight the Item in the Parts grid and click the Parts grid ADD icon.  This will add the Prepaid Item to the Line Items grid
4. Enter the Cost directly in the Line Items grid
5. On the Line Items > Detail sub tab, change the Account to the PREPAID EXPENSES Account
6. On the Line Items > Prepaid Expense sub tab, select a Begin Date and End Date
7. Click the Voucher form SAVE icon
8. From the Extended Menu, select Post Voucher and Release For Payment.  Review transactions on the AP Journal tab

Recognize Monthly Prepaid Expenses

2:36

Recognize Monthly Pre-Paid Expenses

Recognize Monthly Prepaid Expenses

1. On a Posted Voucher that has been set up for a Prepaid Expense, review the AP Journal tab.  There should already be a Payment listed in the Grid
2. Navigate to Accounting Main Menu > Month End > Post Pre-Paid Expense.  A Post Prepaid Expense pop up window will open.  Note: Post Date defaults to the end of the current month.  Select a Company (in a multi-Company setup) and click the OK button
3. On the Posted Voucher, refresh the AP Journal tab to view the Prepaid Expense positive and negative lines
4. On the Voucher > Line Items tab > Prepaid Expense sub tab, note the Prepaid Exp Period number has auto-populated
5. To verify entries, go to Live Data Main Menu > Accounting > Prepaid Expense Journal Entries.  Select your data set using the Filters icon.  Note: you may also view entries on the Live Data Main Menu > Accounting > Prepaid Expense Listing

1. Create the Vendor record, if it does not exist already:
   • Go to File Main Menu > Customers
   • Click on ADD button to add a new Company record
2. Define and / or review the Vendor Details, paying attention to the following:
   • Customer/Vendor tab
     • Type: should be set to a Vendor, i.e. VENDOR or CUSTVEND (in the case of being both a Customer AND a Vendor)
     • Company sub tab for Default Currency with which you do business with this Vendor
     • Vendor sub tab for Attributes, such as: Payment Terms, Discount Days / Discount %, Credit Limit, Bank Payment Account to pay Vendor from, Tax Applicable Code, Voucher Approver 1 / 2, Default Expense Account and Segment, your Account Number with this Vendor, the Check Memo Text to add to your Check payment, 1099 Flag, Number, and Type, ACH Routing Number and Account Number, Swift Code, and IBAN
3. Define and / or review the Default Site Location for where to remit your payments to this Vendor
   • Identify the Site record where to remit the payment and fill out at a minimum.  This should be one of the Sites listed on the Sites tab:
     • Default Payee checkbox (checked).  Note:  select only one Default Site per Vendor record), and
     • Main Contact Name (pre-requisite: Contact record exists)

7:50

Vendor Deposit

Follow this procedure if you need to prepay a Vendor in advance, or record a Vendor Deposit for a purchase

Method 1: Linked directly to a Purchase Order

1. Confirm that a Vendor Deposit Asset Account exists (Accounting Main Menu > Admin > Company Setup > Asset tab
2. Create a Purchase Order on the POs tab of a Customer record (or open existing PO)
3. Process the PO through the Approval stage and then from the Extended Menu, select “Create Vendor Deposit.”  A Deposit Amount pop up window will appear.
4. Enter the Deposit Amount and then click the OK button
5. A new Vendor Invoice (a Voucher) will be created and open in a new window.  The Voucher Invoice Type will be “Deposit.”
6. Complete all necessary fields, including Payment Method.  Note: the VendInvoice No. field must be filled in to process posting / payment of this Voucher
7. At this point, you may either Post the Voucher, or Post the Voucher and Release for Payment (Extended Menu options).  Depending on your process, you may need to Post, then Approve, then Release for Payment.
8. Once you have released this Voucher for payment, the Deposit Paid field on the Purchase Order will display the amount of your Deposit.  You may need to click the Refresh icon to see this change.
9. Back on the Voucher, from the Extended Menu, select Post Direct Payment (Note: this will only work if you set an option other than Blank or Check as the Payment Method).  A Direct Payment Comments window will open.
10. Complete all the fields and click the OK button
11. Back on the PO record, click the Process icon and in the Process Record window that opens, click the Receive PO button.  A Receive Purchase Order form will open in a new window
12. Change the Q/Rec (Quantity Received) if necessary.  This may be done directly in the Receive grid.  Click the Save button.
13. Alternatively, you may click the Receive All button to receive all Items listed in the Receive grid.
14. Click OK in the confirmation window that appears.
15. Click OK (or No) in the “Print PO Receipt” window that appears.
16. Back on the Purchase Order, from the Extended Menu, select “Create Vendor Voucher.”  The Items to Voucher window will open.
17.  Highlight your Item(s) in the grid and click the Select button.  An Unposted Voucher will open in a new window.
18. From the Extended Menu, select Post Voucher.
19. Approve the Voucher from the Extended Menu if required, depending on your process
20. From the Extended Menu, select Release for Payment
21. If you created a Vendor Deposit using the steps above, a pop up window will appear advising you that you have a Deposit Balance available.  You will be asked if you would like to apply that balance against this Voucher.  Click OK to apply balance.

Method 2: Not linked directly to a Purchase Order (from a Stand Alone Voucher)

1. Open a Customer record and navigate to the Vouchers tab
2. In the Vouchers grid, click the ADD icon and select Create Vendor Deposit.  A Deposit pop up window will appear.
3. Enter a Deposit value and click the OK button
4. A Voucher of Invoice Type “DEPOSIT” will open in a new window
5. Put the Voucher in EDIT mode
6. Complete or edit fields as needed.  Note: a VendInvoice No. is required.
7. Click the SAVE icon
8. From the Extended Menu, select Post Voucher, Approve Voucher (if required by your process), and Release for Payment
9. From the Extended Menu, select Apply Deposit.  A Select a Voucher window will open
10. Highlight a Voucher and click the Select button

3:29

Print Checks

Print Checks

From the Checks to Print Queue:

1. Navigate to either Workflow Main Menu > Accounts Payable > Checks to Print bucket OR Accounting Main Menu > Accounts Payable > Print Checks.  The Checks to Print Queue will open in a new window
2. Use the filter fields to limit returned results.  Note the Next Check No field and the Bank Balance
3. Highlight the Check(s) you would like to print and from the Print icon menu, select “Print Selected Checks”
4. The Select a Date window will open.  Select a Check Date and click OK.  The Print Options window will open
5. Choose your Report No., Destination and Format.  Click the OK button
6. The Check(s) will print including the Invoice Number(s), Invoice Date and Check Amount
7. A confirmation window will open asking if the Check printed correctly.  Select “Yes – Post Run” or “No – Void Run.”  If you select No, an Adjust Check Run window will open.   You may use the fields on this form to make any corrections to data that may have caused the Check(s) to print incorrectly.  Make any necessary adjustments and click the Save button
8. Once correct printing has been confirmed, the Voucher will be removed from the Checks to Print Queue.  The Next Check No and Bank Balance fields will auto-update

From a Voucher:

1. Open a Voucher
2. Click on the Print icon and select Print Check from the menu.  The Check form will open
3. You may edit the Date, Company or Site by clicking in the fields, and you may edit the Pay Amount directly in the Vouchers grid
4. Click the Print Check button.  The Print Options window will open
5. Choose your Print Form, Print Destination and Print Format.  Click the OK button
6. The Check(s) will print including the Invoice Number(s), Invoice Date and Check Amount
7. A confirmation window will open asking if the Check printed correctly.  Select “Yes – Post Run” or “No – Void Run.”  If you select No, an Adjust Check Run window will open.   You may use the fields on this form to make any corrections to data that may have caused the Check(s) to print incorrectly.  Make any necessary adjustments and click the Save button
8. Once correct printing has been confirmed, the Paid Amount and Balance Outstanding fields on the Voucher will auto-update

Optional Positive Pay List:

The positive pay option in Q360 allow you to download a list of issued checks (check numbers and amounts) that can be given to your bank* to match presented checks against this list to detect and prevent unauthorized or altered checks from clearing.

1. Navigate to the Checks to Print Queue (Accounting Menu > Accounts Payable > Print Checks).  The Checks to Print Queue will open.
2. Select a Bank Account in the Bank Account field, and from the Extended Menu, select Create Positive Pay File.  A Select File Format Window will open.
3. Select Output Format from drop down list (each supported bank has their own required format), name your file, and click OK.  File will appear in your recent downloads as a comma delimited .txt file.

*Note: currently supported banks are Bank of America, BBT, Chase Bank, and Eastern Bank.

4:33

Find and View AR, AP, GL Journal Entries

Accounting Main Menu > General Ledger > View GL Journal

1. Go to Accounting Main Menu > General Ledger > View GL Journal
2. Click the Filters icon
3. Choose filters:
   1. Journal
   2. Account No.
   3. Company
   4. Journal Type
   5. Time period
4. Drill into entry to see further details

Accounting Main Menu> Accounts Receivable > View AR Journal

1. Accounting Main Menu > Accounts Receivable > Find AR Journal
2. Click the Filters icon
3. Choose filters:
   1. Journal
   2. Account No.
   3. Company
   4. Journal Type
   5. Time period
4. Drill into entry to see further details

Accounting Main Menu > Accounts Payable > View AP Journal

1. Accounting Main Menu > Accounts Payable > Find Journal
2. Click the Filters icon
3. Choose filters:
   1. Journal
   2. Account No.
   3. Company
   4. Journal Type
   5. Time period
4. Drill into entry to see further details

Accounting Main Menu > Quick Views > Account Detail

1. Accounting Main Menu > Quick Views > Account Detail
2. Click the Filters icon
3. Choose filters:
   1. Company No
   2. Start Date
   3. End Date
   4. Account
   5. Sub Account
4. Drill into entry to see further details

Accounting Main Menu> Accounts Receivable >Find AR Journal Entry

1. Go to Accounting Main Menu > Accounts Receivable > Find AR Journal Entry
2. If you know the Entry Number, enter it in the search field. If you do NOT know the Entry
   Number, click on the search button in the search field
3. Drill into entry to see further details

Accounting Main Menu > Accounts Payable >Find AP Journal Entry

1. Go to Accounting Main Menu > Accounts Payable > Find AP Journal Entry
2. If you know the Entry Number enter it in the search field. If you do NOT know the Entry
   Number, click on the search button in the search field
3. Drill into entry to see further details

0:50

View AP Quick View, Reports, Live Data

View AP Quick Views, Reports and Live Data Locations

• Quick Views:
  • Accounting Menu > Accounts Payable > Quick Views
  • Accounting Menu > Quick Views

   

• Reports:
  • Accounting Menu > Accounts Payable > Reports
  • Accounting Menu > Reports

   

• Live Data:
  • Live Data Menu > Accounting > AP