Setup/Settings
Do all Bidders have to be vendors? in .NET?
No
If I want to see a label on a PO on the list view, how do I do that in Cloud?
Open the specific record> add label (on the side panel)> choose what you want. Also need to have the label column displayed on the PO list view.
Is it possible to allocate more than 1 GL number to single line on a PO? If so, how?
Yes – On the requisition line, click on the “D” button on the detail line and then you can add multiple GL numbers and allocate what percentage of the total belongs to each one
Can I remove lines from a posted AR invoice?
No, but you can adjust them down to zero
How can a customer delete an asset that has not been capitalized, depreciated, or disposed?
Pull up the asset to screen> click the red trashcan to delete.
What tool may need to be run on records in an invalid approval state after the workflow has been properly updated in Cloud?
The Reset Approval Tool
Do I normally need to manually journalize Change Orders? in .NET?
The system should journalize this automatically
What AR reports commonly have a barcode printed on them?
Invoices. It is less likely to have the statement include the barcode, as usually the invoice number is what the barcode actually reads.
If I place a requisition on hold what will happen?
It will not advance to the next level in the Approval Group
How do you inactivate a customer?
Change the status drop down on the Customer Information to inactive
If a customer disposed an asset on accident, can this be undone?
A disposal can be undone if it has not been journalized
What is an asset Sub Type used for in.NET?
This can further classify an existing type of asset. It also has additional options to allow different distribution or life amounts per subtype
Do the assets on the Transferred Assets table have their distribution updated when a transfer is done in .NET?
No this table just tracks changes in their physical location
To which module do receivers belong?
Inventory Management
How do I move invoices and receipts to a different customer?
Tools > Move Invoices/Receipts to a different customer
What does updating the in-service date on an asset do?
Does nothing other than affect reporting on in-service dates or filtering by the in-service date.
How can I print invoice attachments in mass in .NET?
Invoice Entry > Locate any invoice > Tools > Print Invoice Attachments
I applied a payment to the wrong invoice for a customer. Is there a way to get that payment on the correct invoice for the customer? in .NET?
You would need to void the receipt and re enter it associated to the correct invoice
If a customer wants to see estimated depreciation for their current/next upcoming fiscal year, which report would you recommend?
Custom asset report using the column estimate depreciation (Current year) or estimated depreciation (Next year).
Does a bid have to be marked as "received" before it can be accepted?
Yes
How do I apply an unapplied amount to an existing invoice?
Locate the invoice and click "Pay this invoice" > "Use Unapplied Payments for Current Receipt"
If a customer has an invoice that was exported from AP and wants to add it to an existing asset, how can this be done?
Choose the option to Import as Improvement to Existing Asset
How do I determine what types of records need to use bidding in Cloud?
Price Sources - These are set up in Setup>Price Sources and that is combined with the bidding rules found in settings> bidding area.
How do I pin an AR account in Cloud?
In the record view click the pin in top right corner above the workspace
Can I edit a change order after it is created?
You cannot edit a change order after it is created. The customer would need to deny the change order and create a new one. If the change order is already approved, would need to create a new Change Order on the PO.
How can I transfer an unapplied credit between accounts?
Pull up the customer with the credit> tools> transfer unapplied amount to different account
I created an asset but forgot to import it from some AP invoices that I wanted to associate with the asset. How can I get those associated?
Go to the purchasing information tab> add the invoice in the invoice area.
How can a user control if a receipt item type is posted in Detail or Summary in Cloud?
The journal code that the receipt item uses will control if the receipt is posted in detail or summary.
Can you run through the PO year-end wrap up multiple times?
Yes, it can be ran as many times as a customer wants up until they close the fiscal year in general ledger
What report is used to balance encumbrances?
Typically the PO Balances by GL report in PO is compared to the encumbrance activity report in GL for balancing
What is the difference between cancelling/liquidating?
Cancelling can only be done on Open POs, and sets a cancelled status. Liquidations have to be used when the PO is partial
I created a duplicate customer. Can I merge them?
Pull up the duplicate customer> tools> move invoices receipts to a different customer
Can an asset be split into multiple different assets?
Yes, but only if the quantity on the asset is more than 1
What is the difference between the disposal proceeds and disposal gain sections of FA” s accounting settings in Cloud?
The proceeds section is the debit GL number used to record proceeds (Cash) made from the sale of an asset. The disposal gain would be the other side of that transaction (either a revenue or an expense if the municipality uses the same GL number for gain and loss)
When looking at the Receipts View in AR will this show me all CR receipts or only receipts that are interfaced with AR?
Only receipts that are interfaced with AR
If I want to require that inventory is received prior to being invoiced, what setting do I change?
AP module> settings> settings> check the box “Disallow Invoicing of Non-Received Items.”
What setting on an account needs to be checked before a penalty can be applied to an invoice on the account?
Pull up the relevant account> options> allow penalty charges on this account
What is the calculation that determines how much an asset is depreciated for a given period?
(Asset’s current book value – salvage value)/remaining life
How can a user associate a journal entry with a grant after it has been posted in .NET
They can't, the journal entry would need to be reversed not associated to the grant and then re-entered associated with the grant
A customer has several invoices that they want to import as improvements onto an existing asset. How can they select to do that in one go through the asset import screen in Cloud?
CTRL + Click on each of the records they want to import> click combine selected assets> check the box to combine selected assets> click yes. That will combine those lines into one line where the customer than click on the “take action” link next to that line> choose to import as repair to existing asset and make sure it is set to add an improvement.
I got an FOIA request from SmartProcure. Does BS&A have a report or export for that?
File>Smartprocure export
Can someone use non-expenditure distributions on a PO?
Yes, if they have access to the security setting "Allow non-expenditure distributions on PO" You have to stock the receiver in IM
Can I refund any receipt payment to Accounts Payable?
No you can only refund overpayments that have gone into unapplied amounts to AP
What is the inventory checkbox for and what does it do?
Assets marked as inventory do not ever depreciate
Is it possible for the post date of an invoice to precede the invoice date in .NET MR?
Yes but the general setting for this needs to be checked on
What is required for a custom PO field to show as a column on the Purchase Orders list view in Cloud?
The custom field needs to be indexed and if it is, can click into the settings/gear wheel on the list view and check the box to show the custom field.
Can I use a change order to set a PO line’s value to $0 if the PO line is partially invoiced?
No, can only reduce the PO line down to the value that has already been invoiced?
If I have partially or fully paid a billing item on an invoice, can I adjust that line down to zero?
Yes, however this will create an overpayment
On an asset created from a CIP asset, why can’t the customer edit the credit general ledger number in the capitalization distributions?
The credit capitalization GL number pulls from the debit capitalization GL number on the CIP asset.
If a user would like to create the same GL#s that are associated with a fund to be in a different fund, what tool can be used in Cloud?
Under Setup > Funds > Double Click a Fund > Tools > Fund GL Builder > Fill in the "Fund to Use" > Add GL#s Associated with Another Fund
What are at least 3 reasons why an invoice wouldn’t pull into the transfer to tax task or are erroring out other than the invoices don’t meet the filtering criteria?
a. Accounts> options> the “Allow Transfer to Tax” box is unchecked on the account
b. On the invoice> options> the box “Classify Invoice as Non-Lienable” is checked
c. Setup> billing items> the billing items> the box “Is Lienable” is not checked.
d. Setup> penalties> the box “is Lienable” is not checked on.
e. The billing item for that invoice is missing its transfer to tax debit number.
f. Account is not classified as parcel based and does not have a parcel number filled out.
If a customer wants to report on assets disposed in a prior year, what could they run?
Could use the custom disposed asset report under the disposed asset reports category.
Why would the Qty field pulls over blank from the PO?
Because the receiver should be recording what is actually received & not necessarily what was ordered. This helps people to intentionally type in the correct quantity
What does an asterisk on the Parcel info tab indicate?
That there is information in the Legal description field.
Customer would like to add manual depreciation to adjust the depreciation on an asset. However, the "Add Manual Depreciation" button doesn't appear. Why is that?
Either the user does not have access or it has never been enabled in their data. (It gets enabled with a TSU). You would first want to check with an EA to make sure the button also does not appear for them, if it doesn't, the TSU likely needs to be ran to enable it