Contents
January 2025
Updated
by Caroline Buckland
New search field in Accounts Payable enquiry screens to retrieve unauthorised transactions
Accounts Payable Enquiry selection screens have been updated with a new status drop down menu that allows the selection of the following Authorisation Status:
· All
· Not Required
· Unauthorised
· Authorised
The list retrieved will then be filtered by the chosen option.
This new field is available from the following menu options.
Accounts Payable>AP Enquiries
- Transactions by Supplier
- Transactions by Order
- Transactions by Reference
- Transactions by GRN
- Transactions by System Ref Number
- Transactions by GL Account
Accounts Receivable Direct Debit Mandates and Rejection Letters Batch Printing
Direct Debit mandates and Rejection letters from those mandates are now available to be batched printed, this new feature will create a PDF file of the mandates via the Direct Debit processing routine. The file will automatically be sent to the Files Management area.
There is a new setting on the customer file that you can select to send the mandates in PDF format to the files management area, where the mandate and rejection files for that customer can be downloaded and printed.
Folder setup within Files Management
We recommend you set up the following folders beforehand or only systems administrator will be able to access the file.
Access Files Management, select the option Folders.
You will need to create the following folder Hierarchy – please ensure that you create as shown below with lower and upper case when specified.
Select the Add New Folder button.
interface
outputs
DirectDebit
Xx (where xx is your company code)
Once the Direct Debit process has been completed the file will be available in the folder to be download.
The rejection letters folder should be named.
DebitRejection
Financials Setup
Access the following menus: Accounts Receivable>AR Processes>Customers>Maintain Customers
Search for your customer and select the Amend action.
Navigate to the Address format and then the E-mail/Phone/Web tab.
There is a Transmission Mechanism field.
The three options are
- Default – will email the invoice as an attachment (if the circulation code is set to print)
- Email as attachment – as above
- Batch Reports to Files Management – select this option for the new batch printing, however if you do not use batch printing currently the invoices will be separate files in the file management area.
Select Save.
When the Direct Debit mandate process is run the files will be sent to the Files Management area, and not automatically emailed to the customer.
Access the Files Management area.
Select Folders from the menu followed by Interface, Outputs, Direct Debit
Fixed Assets Mass Processing Improvements
There may be circumstances when a valuation, disposal or transfer is to be carried out for a number of assets using the same processing details. For these instances, Financials accommodates this requirement by providing the facility to create and maintain mass processing requests.
These are the types of mass processing requests available:
- Revaluation
- Re-life
- Transfer
- Disposal
- Impairment
Currently Mass Requests you must build the list of Assets that the request is going to action against. This list of Assets is then processed in the background processing. There is no way for an external list of specific assets that need to be actioned on the mass request to be created. After this list of Assets is built online, users can remove Assets from the list, that they do not wish to action. However currently if a user mistakenly removes an Asset, it cannot be re-added and the whole list must be removed and rebuilt, thus requiring any previous removals to be redone.
This new feature includes:
- An ITK and csv file, that will validate and populate those Assets on to an already existing Mass Request.
· Ability to add into the Mass Request Assets any valid asset without the list having to be built or rebuilt if removed. When the mass processing list has been built and the amend action has been used the prompt action on the new line is available to select more assets to add to the mass processing list.
