batch file inventory – finalized by audit · 2014-02-05 · batch file inventory – finalized by...

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atrieveFinance Enhancements

Batch File Inventory – Finalized By Audit

This report now shows the User ID who finalized the batch as an addit ional audit measure.

Dictionary Additions – Future Year Update

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When working in two f iscal years during the year- end transit ion, when adding a new dict ionary code and descript ion,this new feature will prompt to ‘Add Dict ionary Entry in Next Year?’ if the new fiscal year dict ionary has been created.This feature will update two years (eg. current year and next year).

EFT Notifications – Selection Options

When re- sending an EFT Notif icat ion from ‘History’, you will now have the ability to Select / Select ALL. The programwill automatically unselect all not if icat ions listed upon entry into the screen allowing you to specify which not i-f icat ions to re- send.

Accounts Payable Register Selection – Include EFT Payments

During the Accounts Payable Register Select ion, you will now have the ability to Include EFT Payments [Y/ N/ O]. Selec-t ions are Yes – Include EFT Payments, No – Do Not Include EFT Payments, and Only – Only Include EFT Payments.

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GL Browse – Excel Export

The addit ion of a direct export to ‘Excel’ button has been added to the GL Browse screen. The f ields exported toExcel include: Account, GL Descript ion, Commitments, Expenses, Actual Budget, and Budget Available.

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Invoice Entry / Purchasing Card Interface – FIA Screen

The FIA screen now loads the vendor number and associated vendor name.

Invoice Inquiry – Last Cheque/ MICR

After MICR Processing has been completed, the inquiry screen will now show the ‘Last Cheque and MICR’ number.

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Invoice Inquiry – Search by Invoice Number

At the Vendor# prompt a new icon has been added to init iate a “Search for Invoice”. Pressing this search buttonskips the Vendor Number prompt and allows entry of the Invoice Number to search for.

The program searches all invoice history, f inds all exact matching invoice numbers and displays a list of matches forselect ion.

Three search result condit ions can occur:

l No matches found

l One match, auto- returns and displays it

l Two or more matches, displays a list of matching invoices for user to select, with most recent at the top

Note: This feature is also available for non- atrieve users, by using the Insert key in the Vender# f ield. (A help mes-sage is displayed on the screen to let them know this is available)

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Invoice Templates

This feature lets you save a template of a complex invoice entry to an individual vendor. This template can be savedwith descript ions, GL’s, FIA, tax allocat ion and amounts, so that it can be loaded again on a regular (i.e. monthly)basis to quicken entry. An example would be a ut il ity bil l that is usually expensed to the same GL and the amountsare similar each month.

The creat ion and updat ing of the invoice templates is completed from the Invoice Entry Menu. Enter the invoice asper the usual process, before select ing ‘Accept ’, click on the ‘Create Template’ icon.

You will be prompted for the template name and descript ion.

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Accept ing the ‘Create Invoice Template’ will save the template and detail records of all information to reproduce thisinvoice at a later date. The f inal step in this process is to create the Invoice by clicking the “Accept” button whichwill create the invoice in the batch for payment. Alternately, you can choose to “Cancel” the invoice while st i l l cre-at ing the template in the system for future use.

To load the invoice template, enter the vendor number, which will invoke the ‘TPL’. Click on the ‘TPL’ to select thesaved Invoice Template.

Note: To invoke this opt ion in host mode, use < GOLD> < T> (Eg. < F1> < T> ).

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The invoice template will load with the saved information allowing you to make any necessary changes. Changes tothe template can be saved by select ing the ‘Update Template’ opt ion from the GL Distribut ion Screen.

General Ledger Additions/ Changes –Lock GL Descriptions (Field 20)

Within GL Addit ions/ Changes, Descript ion Field #3 allows the ability to either enter user def ined GL Descript ions, orby entering on this f ield the system will automatically construct a descript ion for the account based on the abbre-viated descript ion from the general ledger dict ionary.

Eg. GL Descript ion

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Eg. Abbreviated GL Descript ion

Development was completed in the current release that allows you to def ine a symbol of [REBUILD] in the CommentField #19. The presence of this symbol will stop the General Ledger Dict ionary Rebuild from overwrit ing the GLdescript ions with abbreviated descript ions from the general ledger data dict ionary.

In the Spring 2014- 1 Release, Field 20 = Lock GL Descript ion has been created to replace the comment f ield symbolof [REBUILD]. An answer of ‘Y’ to this f ield will stop the General Ledger Dict ionary Rebuild from overwrit ing the GLdescript ions with abbreviated descript ions from the general ledger data dict ionary. An answer of ‘N’ will allow theGeneral Ledger Dict ionary Rebuild to overwrite the GL descript ions with abbreviated descript ions from the generalledger data dict ionary.

Mass GL Description Lock / Unlock

This program provides the ability to update the GL Addit ions/ Changes Field 20 = Lock GL Descript ions with the lockor unlock f lag for many GL accounts at one t ime. This program uses GL select ion criteria to determine the accountsthat are to be processed.

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A select ion of ‘Lock’ will update Field 20 = Lock GL Descript ions with a f lag of ‘Y’.

A select ion of ‘Unlock’ will update Field 20 = Lock GL Descript ions with a f lag of ‘N’, and will automatically removeany exist ing [REBUILD] comment tags from comment Field #19. Addit ional information in the comment f ield will notbe impacted.

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On- Line A/ P Cheque - Number of Invoices Selected for Payment

The current maximum number of invoices that can be selected for payment on a single cheque has been increasedfrom 499 to 9,999.

Tip: To select invoices from mult iple batches, the invoice batches must be f inalized before they will appear on theon- line A/ P cheque mult iple invoice select ion screen.

Vendor Inquiry – View ‘Ship To’ Name

From Vendor Inquiry> Detail > Orders > All, the screen now shows the ‘Ship- To Vendor Name’ in the lower statusbar for the current ly selected entry.

Purchase Order Email Opt ion – TO recipient with up to 3 CC Copies

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When using the purchase order email output within Purchase Order Entry/ Change/ Copy/ Buyer Processing – the func-t ionality has been modif ied to now send the Email to a single TO recipient with up to 3 CC copies.

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atrieveReceivables Enhancements

Address Compression

This feature can now be act ivated for address compression on accounts receivable invoices, cash receipts and state-ments.

Note: This feature should not be used if you are current ly using an address f ield to apply an attent ion line to theseforms.

Call SRB for assistance on this conf igurat ion.

Batch File Inventory – Finance Batch Audit

This report now references the ‘Interfaced to BAS Batch Number’ for audit purposes and ease of tracking between sys-tems.

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Customer Find

The customer f ind opt ion will now allow you to enter a port ion or full entry of the customer name in the customernumber f ield. If an exact match is found in the customer f i le, it wil l automatically load the customer number andname. A part ial match will load the customer search window. This new customer f ind opt ion has been applied to allapplicable screens in the receivables system.

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Account Inquiry – Cash Receipt Number

The account inquiry detail now references the cash receipt number.

Invoice Print Selection – Reports Totals

A total has been added to the invoice print select ion report .

Invoice Print & Update – Register # Search

The Register # is now available in the ‘Invoice Print & Update’ prompts. The system will auto populate the last reg-ister number processed. To search for the register number, use the lookup opt ion. This feature will generate the full.INV file along with individual PDF’s that can be viewed in Invoice Inquiry.

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Invoice Inquiry – View PDF Invoice or Reprint Invoice

All invoices created in the receivables system will now have the ‘View PDF’ icon available in invoice inquiry for view-ing or reprint ing invoices.

Please contact atrieveFinance support (sr- f inance@srb- es.com) for assistance with set- up for this feature.

mailto:[email protected]?subject=Sent from Release Notes 2014-1 documentation, topic: Invoice Inquiry - View PDF Invoice or Reprint Invoice



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Cash Receipt Inquiry – View PDF Receipt or Reprint Receipt

All cash receipts created in the receivables system will now have the ‘View PDF’ icon available in cash receipt inquiryfor viewing or reprint ing receipts.

Please contact atrieveFinance support (sr- f inance@srb- es.com) for assistance with set- up for this feature.

mailto:[email protected]?subject=Sent from Release Notes 2014-1 documentation, topic: Cash Receipt Inquiry - View PDF Receipt or Reprint Receipt



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Print Receipts – Locking Location

Each user login can be conf igured to restrict the locat ion(s) viewable within the print receipts screen. The locat ionsauthorized for viewing will be displayed on the screen.

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A new menu opt ion of ‘Locat ion’ has been added to allow further f i ltering by locat ion.

A new menu opt ion of ‘Date’ has been added to restrict the receipt dates that are loaded and displayed. The receiptdates loaded will default to one year back from current date.

Call SRB for assistance on this conf igurat ion.

LOG and Report Viewer Menu

The ‘Report Viewer’ icon has been added to the main menus in atrieveFinance and atrieveReceivables. This featurenow allows viewing of all f i le types listed from the most recent, making it easier to look up f iles saved to the user’sdirectory (Eg. .INV,.STM,.LST,.LOG,.ERR, etc).

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Budget Manager Web (BMW) Enhancements

BMW – Integration with Laserfiche & Docushare

BMW is now integrated with the Laserf iche Document Storage Solut ion. Integrat ion with Docushare is current lyscheduled to be completed.

BMW - View Invoice

As in atrieveFinance Invoice Inquiry, if an invoice viewed in BMW has a batch number matching a document in the f ilerepository, the ‘View Invoice’ button will be displayed.

BMW - Suppress PRM Assignment Authorizer Locations

This new feature will now allow you to ignore the PRM Assignment Authorizer Locat ions from the locat ion select iondropdown in Budget Manager Web. An answer of ‘Y’ in this f ield will act ivate this feature.

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Finance Report Writer (FRW) EnhancementsFRW now allows the ability to summarize reports up to the 1st, 2nd, 3rd and 4th digits of any segment or alias. Thisfeature has been expanded to the 3rd and 4th digits.

FRW – Sub- ledger Header Fields

Sub- ledger header f ields can now be pulled into reports to provide addit ional header detail for groupings based onthe second level of the sub- ledger account.

FRW – Sub- ledger Formula Fields

Formula f ields can now be used when creat ing reports from the Sub- Ledger Data Tables.

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Other EnhancementsShortcut Keys (Mnemonics) – Alt + Letter

Shortcut keys are now accessible to you on all screens in the system to allow for ease of entry. You must use the‘ALT’ key and the letter to init iate.

batch file inventory – finalized by audit · 2014-02-05 · batch file inventory – finalized by...

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