When using Open Items, the Fee Code and Financial Aid Period options are available. You can also view all the transactions with a credit balance by right-clicking and selecting Select Open Item window. This option can be used to refund an amount to a single ID Number. For example, if a student has dropped out of school and requests a refund of tuition, that refund can be generated via the Select Open Item window. If a row is selected from the Select Open Item window, the row is returned with a Transaction Description of Refund of XXX (XXX being the Transaction Description of the row in the Select Open Item window).

If a student drops out of school and requests a tuition refund, the refund can be generated from the Select Open Item window. If an item is selected on the Select Open Item window, it returns with a Transaction Description of Refund of XXX (XXX represents the Transaction Description on the Select Open Item window).

If you are using the Fixed Asset module, the following options are available.

• Asset Number can be used to assign fixed assets to line items on the invoice. When used, the asset's cost is updated in Fixed Asset when the invoice is saved. An audit trail is also established between the asset updated and the invoice, and can be reviewed from the Asset Maintenance window in Fixed Asset.

• Access the Asset Master Lookup window (right-click in the Asset Number column) to view all previously created assets. This can be useful when you are invoicing an asset you have purchased and want to see if there is an existing asset tow which you can assign the invoice. For example, if you have a large construction project, you may be assigning many invoices to the same asset. This feature allows you to look up and select the appropriate asset number.

• Access the Create New Asset window (right-click and select Create New Asset). New assets will automatically be created in Fixed Asset and will have an audit trail associated with the invoice. TIP: Review new assets using the Review New Assets from AP window to ensure it can be capitalized under GAAP.

New assets created using the Create New Asset window are not available in the Fixed Asset module until the invoice detail tab is saved. Also, invoices can only be assigned to assets that are not in service. Once an asset is in service and being depreciated, additional costs should not be assigned to it in order to ensure there is no disruption in the depreciation calculations.

When your system is configured to operate in foreign currencies, all detail rows created on the Detail tab will have the same value in the Currency Code column as the Currency Code column of the A/P subsidiary used in the Header tab of the Invoices window. If the A/P subsidiary code on the Header tab is a foreign currency, additional columns will appear on the Detail tab and how some existing columns will change. The Foreign Currency Transaction Amount will be a function of the percentage, and the sum of these columns must match the Amount on the Header tab.

When your system is configured to operate in foreign currencies and the A/P subsidiary code on the Header tab is for a foreign currency, these changes will apply to the Detail tab on the Invoices window:

• Percent of Total: The value in this column is multiplied by the Invoice Amount and the Invoice Discount on the Header tab of the Invoices window. The results are displayed respectively in the Foreign Currency Transaction Amount and the Foreign Currency Discount columns on the Detail tab.

• Foreign Currency Transaction Amount: This column will be displayed, and the total of this column for all rows must equal the Invoice Amount on the Header tab of the Invoices window.

• Currency Description: This column will be displayed, and the value in this column will default from the Currency Code value of the Subsidiary Code entered on the Header tab of the Invoices window. Currency Codes are entered on the Currency Master window and stored on the Currency Master table in the General Ledger Module.

• Exchange Rate: This column will be displayed, and the value in this column will default from the Accounts Payable Exchange Rate column on the Currency Master window, which is stored on the Currency Master table in the General Ledger module.

• Transaction Amount: The value in this column will be calculated by multiplying the Foreign Currency Transaction Amount by the Exchange Rate .  Note that When your system is configured to operate in foreign currencies and the A/P subsidiary code on the Header tab of the Invoices window is for a foreign currency, you cannot edit the Transaction Amount . However, it will recalculate each time the value in the Foreign Currency Transaction Amount changes.

• Discount: The value in this column will be calculated by multiplying the Foreign Currency Discount by the Exchange Rate .  Note that when your system is configured to operate in foreign currencies and the A/P subsidiary code on the Header tab of the Invoices window is for a foreign currency, you cannot edit the Discount amount. It will, however, recalculate each time the value in the Foreign Currency Discount changes.

• Foreign Currency Discount: This column will be displayed, and the total of this column for all rows must equal the value in the Invoice Discount column on the Header tab of the Invoices window.

·       Feedback ·       Partial Order This checkbox is only available if a PO Number was defined on the Header tab. Select this checkbox if the invoice is only covering part of the Purchase Order amount. This ensures the correct funds are unencumbered, leaving an amount remaining open on the PO for future invoicing. Review this option carefully to ensure the line items on the selected PO are correctly unencumbered by the invoice. ·       PO Transactions to Include ·       Percent of Total ·       Transaction Amount ·       Discount ·       Foreign Amount* ·       Foreign Discount* ·       Currency Description* ·       Account Code

·       Account Description ·       Transaction Description ·       Project Code ·       Folio ·       ID Number ·       Subsidiary Code ·       Financial Aid Period ·       Update 1099* ·       Fee Code* ·       A/P Subsidiary Code

·       Tax Refund Code ·       Tax Refund Amt ·       Government Form Code ·       Government Label Code ·       Credit Memo ·        Procurement Code** Dropdown field allows you to choose from the State Procurement Codes defined in the new State Procurement Code Definition window. You can use the icon beside this field to access the State Procurement Code Definition window. **This field will only be visible and available to customers with C3 Arkansas State Reporting licensing. ·        State Account Code** Dropdown field allows you to choose from the State Account Codes (AASIS code) defined in G/L Accounts window. Icon allows you to access the State Account Code Definition window. **This field will only be visible and available to customers with C3 Arkansas State Reporting licensing. ·       Vendor Contract Number** All of the associated contracts for the selected vendor will display in this Dropdown. **This field will only be visible and available to customers with C3 Arkansas State Reporting licensing. ·       Asset Number

If an ID Number is entered for a student and the invoice is 1098-T Eligible, the 1098-T Academic Year and Term fields are required.

 

1.    Access the Create Vendor Invoices window.

2.    Click the New button. The Invoices window appears.

3.    Enter the date of the invoice in the Transaction Date column. This is typically the date you are entering the invoice. It may or may not differ from the date on the actual invoice form from the vendor.

4.    From the ID Number drop-down options, select the vendor you are invoicing.

To search for a vendor, right-click and select Advanced Search or LookUp. The Name Search or Lookup for ID #/Subsidiary Code window appears where you can select the appropriate vendor.

5.    In the Received Date, enter the date the items were received. This column is optional.

6.    From the Subsidiary Code drop-down options, select the subsidiary code to be associated with the invoice. This determines the general ledger accounts to be debited and/or credited.

7.    If you are entering two invoices for a vendor that will be in the same check run, but want to generate separate checks, enter a unique number in the Payment Group Number.

8.    From the PO Number drop-down options, select the purchase order to be paid by this invoice.

9.    In the Default Account Number, enter the account number to automatically be used for all invoice transactions entered on the Detail tab.

10.  From the PO Transactions to Include options, select All Received or Select.

11.  In the Invoice Number column, enter the number or code for the invoice.

The same invoice number cannot be used more than once for a vendor.

12.  In the Amount column, enter the total amount of the invoice.

13.  In the Invoice Date column, enter the date of the vendor invoice.

14.  In the Discount column, enter the total amount of any discounts being applied to the invoice.

15.  In the Payable Date column, enter the date the invoice should be paid.

16.  From the Default Project Code drop-down options, select the project associated with the invoice. The project number is automatically used for the invoice transactions entered on the Detail tab.

You can update the project code for individual transactions.

17.  In the Reference Number column, enter a number or code that can be used to refer to an invoice at a later time.

This number is only connected with the invoice and is not with the purchase order or requisition.

18.  In the Summarize on Payment Stub column, enter any brief summary description you want to appear on the invoice or check stub.

This replaces the Transaction Description for the invoice detail line items when processing the check and is the description that prints on the check stub.

19.  In the Tax Refund Code column, enter the tax refund percentage used to indicate the type of refund or rebate your organization claims for taxes paid.

20.  When you select a vendor's ID, the address on file for that vendor automatically appears. You can update the payment address information as needed.

Updates to the payment address only apply to this invoice. To make permanent changes to the vendor's address, use the Address Master (Maintain Addresses) window.

21.  Click the Save button.

22.  Click the Detail tab.

23.  Select the Partial Order checkbox if the invoice you are entering is only partially paying for a PO. This ensures that the correct funds are unencumbered/reduced from the general ledger account.

24.  In the Percent of Total column, enter the percent of the total invoice amount for this line item to have the amount of the invoice automatically split between line items.

OR

In the Transaction Amount column, enter the amount of the transaction.

25.  In the Discount column, enter the total amount of any discounts being applied to the invoice.

26.  In the Account Code column, update the account to credit for an individual invoice transaction, if necessary.

To search for an account number, right-click and select Account Number List. The GL Master Account Codes window appears where you can select the appropriate account.

27.  In the Transaction Description column, enter a brief overview of the individual invoice transaction.

28.  To update the Project Code for an individual invoice transaction, select the project associated with the transaction.

29.  The Folio column is an optional column used to store additional information regarding the invoice that may be specific to each organization.

30.  The ID Number column is populated with the student ID number when the invoice being entered is a refund check to the student.

To search for a student, right-click and select Advanced Search. The Name Search window appears where you can select the appropriate student.

31.  From the Subsidiary Code drop-down options, select the subsidiary control account for the student???s refund transaction.

32.  The Financial Aid Period drop-down options are displayed only when the customer has ???Open Items??? configuration turned on. This column is required when a student ID Number is populated on the invoice detail tab and is the period of time to which the student???s refund transaction is related.

33.  From the AP Subsidiary Code drop-down options, update or select Accounts Payable subsidiary code to which the line item will be applied.

34.  The Fee Code column is displayed only when the customer has "Open Items" configuration turned on. In the Fee Code column, enter the charge fee code to which this invoice should be applied.

35.  From the Tax Refund Code drop-down options, select the type of refund or rebate your organization claims for taxes paid.

36.  In the Tax Refund Amount column is automatically calculated based on the Tax Refund Code.  

You can update the amount, but the update only applies to this invoice.

37.  From the Government Form Code drop-down options, select the 1099 form related to this transaction.

38.  From the Government Label Code drop-down options, select the 1099-MISC form related to this transaction.

39.  If you have a license for the Fixed Asset module, enter the asset associated with this transaction.

To search for an asset, right-click and select Asset Number Lookup. The Asset Master Lookup window appears where you can select the appropriate asset.

40.  Click the Save button.

If the number of Excel rows is greater than the number of rows in the grid, the additional rows are automatically added to the grid. To keep from pasting over existing row(s), add a new row before pasting.

1.    Access the Excel spreadsheet that contains the cells you want to copy and paste into J1 Desktop.

2.    Select the cells you want to copy.

To select multiple rows, press the Ctrl key and click each row.

3.    Right-click and select Copy or press the Ctrl + C keys.

4.    In the grid, click where you want to paste.

5.    Select Paste from the right-click or Edit toolbar menus. The information is pasted into the grid.

6.    Click the Save button.

 

1.    Click the Export to Excel button. The Export to Excel window appears.

2.    To export the information as one Excel file with one tab, select the One Excel file, One Tab option.

3.    To export the information as one Excel file with several tabs, select the One Excel File, Multiple Tabs option. The tab names for the information are automatically displayed. To change a tab name, enter it in the Excel Tab Name column.

4.    To modify the location where the Excel spreadsheet(s) will be stored, click the Browse button and navigate to the location where you want the spreadsheet(s) stored.

5.    To create a link to the exported file on your workspace Home page, select the Create Link to File(s) on My Home Page checkbox.

6.    Click the Export Files button. The Export Status window appears.

7.    Once the export is complete, the exported file opens in Excel and the Export to Excel window closes.

1.    Click the Export to Excel button. The Export to Excel window appears.

2.    Select the Multiple Excel Files option. The Excel file names for the information are automatically displayed.

3.    To change a file name, enter it in the Excel File Name column.

4.    The spreadsheets are automatically exported to the folder displayed in the Export Folder column. To modify the location where all the spreadsheets will be stored, click the Browse button next to the Default Folder displayed and navigate to the location where you want all the spreadsheets stored.

5.    To modify a location where a specific Excel spreadsheet(s) will be stored, click the Browse button next to the specific spreadsheet and navigate to the location where you want that spreadsheet stored.

6.    If you updated the file name and/or export location and want to use the same name and location each time you export, select the Automatically use the same file names/locations for the next multi-file export checkbox.

Even if you select the Automatically use the same file names/locations for the next multi-file export checkbox, you can still update the file name or location the next time you export the files.

7.    Click the Export Files button. The Export Status window appears.

8.    Once the export is complete, the exported file opens in Excel and the Export to Excel window closes.

1.    Click the Add Feedback icon or Review Feedback icon. The Review/Add Comments and Attachments window appears.

2.    To add a comment, enter it in the Comment box and click the Add button.

3.    To edit a comment:

a.    Hover over the comment and click the Edit icon. The Edit Comment window appears.

b.    Make your update and click the Update comment button. The Edit Comment window closes and the comment automatically appears on the Review/Add Comments and Attachments window.

You can only edit comments you have added and before they have been read by other users. This helps maintain the overall conversation as comments are often made referring to a previous comment.

4.    To delete a comment, hover over the comment and click the Delete icon. The comment is deleted.

You can only delete comments you have added and before they have been read by other users. This helps maintain the overall conversation as comments are often made referring to a previous comment.

5.    To e-mail the author of another comment:

a.    Click the E-mail icon. The Send Email window appears.

b.    In the From column, enter your e-mail address.

c.     Use the remaining e-mail options to enter your message.

d.    To include an e-mail attachment, click the Attachment button. The Select File window appears. Locate the file, select it, and click the Open button. The Select File window closes and the file is attached.

e.    To remove an e-mail attachment, click the Remove Attachment button. The attachment is automatically removed.

f.     Click the Send button. Your e-mail message is sent.

6.    To add an attachment:

a.    Click the Select a file to attach button. The Select the File to Attach window appears.

b.    Locate the file and select it.

c.     Click the Open button. The Select the File to Attach window closes and the file is selected.

d.    Click the Add button and the selected attachment appears on the Review/Add Comments and Attachments window.

7.    To print the comments:

a.    Click the Print button. The Print window appears.

b.    Select the appropriate printer and settings.

c.     Click the Print button. The comments are printed.

d.    To close the Print window, click the X icon.

8.    To close the Review/Add Comments and Attachments window, click the Close button or X icon.