With OGSYS, you may enter unapproved AP invoices. This custom feature handles A/P invoices prior to their approved-for-payment status. While unapproved invoices may lack approval- required information - such as the distribution coding - they may be useful in the database for such things as cash forecasting.

Use AP Routing Master Maintenance to define the different routes an invoice may take - such as to a department or an individual.

Life Cycle of an AP Invoice

Use the AP invoice entry program to enter an AP invoice as “unapproved,” but remember to leave the Approved field unchecked. Enter only one unapproved invoice per voucher. Remember, on an unapproved invoice, complete distribution detail lines of the invoice are not required. Multi-currency rate codes are not edited to be verified rates. However, you must specify the next route of the invoice in the approval process the first time an unapproved invoice is accepted.

That routing point (department or person) picks up the task of approving the invoice, performs additional work on it, then supplies a new route. Typically, each person or department serving as a routing point must periodically run the A/P Entry program and scan for any unapproved vouchers. The A/P Entry program will show the candidates for their route.

Anytime you view an invoice on screen, the program automatically displays a pop-up message with notes that were appended to the most recent route.

· The last stop in the route path will be for approval. Accomplish this by changing the flag on the invoice to “Approved.” Once the system accepts the approved invoice, all the edits are performed for distribution, reconciliation, and verified rates.

· At this point, the invoice is approved but unposted. Next, perform the trial/final posting. Once final posted, an invoice cannot be changed back to prior conditions.

You may view the history of an invoice (with all the dates and notes) any time during the invoice life cycle. To view invoice history after retrieving the voucher, click Route History on the A/P Invoice Entry screen.

You may print this history on any version of the A/P Detail (Report 340) or the Cash Requirements (Report 350) according to user setup choices at report run time.

Note that entering an invoice that has already been paid does not apply to unapproved invoices. The system assumes that - if the invoice has not been approved - it certainly has not been paid. Therefore, the system accepts no prepaid-check-number until the invoice is approved.
If you would like to purchase this option, please contact OGSYS support,

Saving Report Data to Excel Is a Snap

One of the most useful OGwin features allows you to save selected reports to an XLS format for use with Excel. This feature can provide relevant data as a basis for the simplest or most intricate spreadsheet.

OGwin reports that allow XLS output include:
· General Ledger (Report 210)
· Trial Balance (Report 212)
· Financial (Report 230)
· Property Sub-ledger (Report 240)
· Property (Report 250)
· A/P Check Register (Report 330)
· A/P Detail Listing (Report 340)
· Revenue Check Register (Report 430)
· Revenue Suspense (Report 440)
· Production Reporting (Report 520)
· Aged A/R Listing (Report 640)
· Delinquency Analysis (Report 650)
· Owner Master Listing (Report OWM)
· Purchaser Master Listing (Report PUM)
· Vendor Master Listing (Report VNM)

Use the Output Options tab for “Send to,” then select “XLS.” Specify the File Location and Name to be used for this file. Use the default extension of XLS so that Excel will recognize the file as in the proper format.

You can further customize the resulting output file, using the selections found on the “Customize XLS File” tab. These customizing selections allow you to convert the data while removing items that can become superfluous in an XLS file.

Use a check mark to enable the desired option:
· Remove Empty Lines - generates the report without empty lines
· Remove Total Lines - generates the report without total lines
· Remove Report Headings - generates the report without the usual report headings
· Change Categories to Columns - (use only with Report 230) causes the lines of data to be preceded by columns containing the category title
· Ignore Page Breaks - generates the report without page breaks
· Remove Text Lines - generates the report without text lines

When you generate a report as an XLS file, OGSYS holds a copy of that file in the Output Manager. If you double-click the file from the Output Manager, Windows will open that file, using Excel. However, if Excel has not been installed on your computer, your system will not recognize an XLS file. Use the Send Mail button from the Output Manager to send these XLS files via your email program (if available on your system).

Answers to Key Questions

Q: What happened to the GL Screen display?

A: The GL Screen display feature is still available in OGwin, but it’s been relocated. Look for it in Report 210 (General Ledger) as one of the report versions.

Q: Whenever I post vouchers, I get a new message that says “All vouchers were selected for posting.” What does this mean?

A: OGwin now displays this warning whenever you select all vouchers for posting. This warning is designed to reduce mistakes of posting all vouchers rather than tagged vouchers. We recommend you post only tagged vouchers to reduce the possibility of final posting vouchers that belong to someone else or vouchers not ready for posting. OGwin defaults to all vouchers on the posting setup screen.

Q: When I run the netting as a part of my Revenue Summary Statements, the netting is recorded in the GL, according to the production month instead of the current accounting month. This causes a problem when reconciling my 1099s. How can I get the netting to be recorded as of the current month?

A: The Statement Date on the Revenue Summary Statements is the date that the system uses as the journal date for the netting. While some users use the Production Month as the Statement Date, it can be more beneficial to use the current accounting month as the Statement Date. In this case, the owner will still be able to see the true production month in the detail of the statement. Use of the accounting month as the Statement Date posts the netting transaction in the same month as the revenue payment and makes it easier to keep track of the current date, since the Statement Date, Revenue Month, and GL accounting month would match.

It is especially important to match the netting date with the payment date at the end of the year. That’s because the netting and payment are recorded in the same 1099 year, rather than being split between two years.

If you prefer the production month as the statement date, do not include the netting with the Revenue Summary Statement run. Instead, run the Cross-Clear/Netting program by itself with a current voucher date before running the statements.

Q: My toolbars disappear every time I exit the database.

A: Once you select your toolbars, make sure to use Exit on the System menu to save your toolbar settings. Clicking X in the top right corner to “Close” will not save the settings.

Voicemail Speaks to OGSYS

For your convenience, we’ve added a voicemail feature to the OGSYS phone system. Use this feature to leave a message for any OGSYS employee. For best results, speak clearly and distinctly as you record your first and last name, company name, telephone number, and extension. You’ll also have ample time for a detailed message. So, next time you call and find a busy extension at OGSYS, speak up . . . to our voicemail. You’ll get a fast and efficient response.

New Feature

For several years, OGSYS has provided you the ability to scan for a particular voucher when modeling, but recently, we have enhanced this feature. Now, when you scan for a voucher number, OGSYS will display a Find button that will allow you to filter the search for the voucher. A/P Invoice Entry allows a filtering by vendor number and invoice number, while Purchaser Check Entry allows a filtering by purchaser number and check number in addition to the voucher information.