How To: Running Transaction Maintenance (11-33-01)

Overview

This selection is used to make minor corrections to records in the A/P Transaction File.

This includes:

  • correcting the invoice number in the file
  • attaching debit/credit memos against specific invoices
  • moving an invoice to a different vendor code
  • changing the pay status from ‘P’ to ‘H’ or vice versa
  • changing due dates and add or remove discounts

Special Notes

  • Invoices with a status of ‘X’ have been updated in Disbursement Update (11-12-01) and Manual Disbursement Update (11-13-03). You can add comments to these invoices, but no other changes are allowed.
  • Transaction Maintenance Audit (11-33-02) can be run directly from this selection. Click the ‘Print Audit’ button to print an audit trail of your invoice updates.

Step-by-Step

Click image to enlarge.

  1. Enter your Employee ID in the ‘Employee Number’ field.

Click image to enlarge.

  1. In the ‘Vendor #’ field, enter the vendor for which you are making changes. Click the Search icon to the right of the field to look up a vendor number.

  1. In the ‘Invoice #’ field, enter the invoice being changed. Click the search icon to the right of the field to look up existing invoice numbers for the selected vendor.
    • This process is skipped if there is only one transaction on file for the vendor.

  1. If there is more than one transaction code entered for the invoice number, enter the transaction code in the ‘Trans Code’ field. Click the search icon to the right of the field to look up existing transaction codes for the selected invoice number.
    • This process is skipped if there is only one transaction code on file for the invoice number.

  1. Press the Enter key and the invoice information appears.

Click image to enlarge.

  1. Make the necessary changes to the following fields:

    2. Fields
    Description

    New Vendor #
    Enter a new vendor number.

    Click the Search icon to the right of the field to look up a vendor number.

    New Invoice #
    Enter a new invoice number.

    NOTE: If you enter an invoice number for a transaction that is already on file, you will not be able to update your changes.

    New Due Date
    Enter a new due date for the invoice or select one from the calendar.

    Hold/Pay
    From the drop-down menu, select ‘Hold’ or ‘Pay’ for the pay status.

    REMEMBER: Invoices with a status of ‘X’ have been updated in Disbursement Update (11-12-01) and Manual Disbursement Update (11-13-03). You can add comments to these invoices, but no other changes are allowed.

    Invoice Date
    Enter a new invoice date (MMDDYY) or select one from the calendar.

    Discount Date
    Enter a new discount date (MMDDYY) or select one from the calendar.

    Discount Amt
    Enter a new discount amount.

    P.O. Number
    Enter the purchase order number.

    Credit Number
    Enter a credit number.

    NOTE: This field is only available when a credit invoice is being maintained.

    A/R Ref #
    Enter a A/R Ref number.

    NOTE: This field is only available when contra accounts are being maintained.

    Comments
    Enter any comments here.

    1. Click the ‘Update’ button to save your changes.

      Click the ‘Abort’ button to clear the fields without saving your changes and return to the ‘Vendor #’ field.

    1. Click ‘Print Audit’ to print the Transaction Maintenance Audit (11-33-02) for all invoice changes that you entered. At the prompt, enter the ID of a physical printer, or enter “PDF” to save the report to a PDF file. If printing to PDF, accept or modify the filename and click ‘Ok.’
      IMPORTANT: When printing to PDF, you must have a ‘Miscellaneous’ folder specified in Company PDF/Export Directory (30-04) or By Term PDF/Export Directory (30-05) in order for the PDF to save successfully to your computer.
      • Click ‘Exit’ to return to the Transaction Maintenance menu.
Tags: