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Process Note Library GP Book 1

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Great Plains (GP) Book 1 Process Notes Contents Page 1. Add shortcut to FDRIVE and SQL reports on GP Approving Bank Payments – NatWest 2. Adding a New Inventory item 3. Adding a currency to a Nominal Account 4. Adding Notes to Creditor Accounts 5. Batch Recovery 6. Cash Posting - Remittance contains a reduction due to a Credit/Return 7. Checking Collection Main 8. Checking when the bank was last reconciled 9. Create a batch ID for lockbox entry 10. Create a recurring journal batch 11. Creating a Creditor card in a Hive Up Company 12. Creating a New Bank Account on GP 13. Creating a New Creditor Card 14. Creating a New Debtor Card 15. Creating a new nominal account 16. Direct Debit process – Upload to L&Z 17. Downloading a trial balance for balance sheets 18. Downloading a Trial Balance for Handovers 19. Failures on Expense Connector 20. Failures on Invoice Connector 21. Financial Summary – Look Up Various Accounts, open a Nominal and Switch Through Nominals (arrows bottom left) 22. GP - Journal enquiry 23. How To Access F Drive 24. How to add the concur connectors to GP screen 25. How to attach additional documents to forms printer

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 26. How to Copy a Contract 27. How to Create a multi company Smartlist 28. How to Create a Multiple Cash Posting Batch 29. How to create a new smart list - Does not exist in current smartlists 30. How to create a personalised smartlist - *Vesta xxxxx 31. How to Create an Intercompany Journal 32. How to Create the File for Lockbox Entry 33. How to do the Aging routine on the Sales Ledger 34. How to Fast Create an invoice from the contract module 35. How to move Funds between Debtor Accounts - (Debit & Credit Notes) 36. How to set up deferral profile groups 37. How to set up intercompany relationships for interco journals 38. How to use Deferral enquiry screen 39. How to Use Lockbox Entry 40. How to use the Apply sales Documents Screen 41. How to use the Enter/Match Invoices 42. How to Use the Master Post Function 43. How to use the Subscription billing Create SOP Documents screen 44. How to use the transaction entry screen - Purchases (invoices and Credits) 45. How to view Edit Lists 46. How to view what a customer invoice/credit is applied to on debtor’s accounts 47. Log into GP 48. Logging into CSTRAP 49. Looking for a purchases document via the Transaction by document screen 50. Looking for a sales document via the Transaction by document screen 51. Multi company vesta AP SQL - To confirm funds required for payment runs 52. Opening the bank reconciliation and data needed on first screen 53. Performing a Bank Reconciliation

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 54. Post International Payment 55. Posting Receipts Directly to Nominal 56. Posting a bank transaction 57. Posting a bank transfer 58. Posting a Cash Extraction Transaction 59. Posting a deferral correction batch 60. Posting a Deferral Correction for a RTN – Deferring Revenue as expected (Not Done Previously) 61. Posting a deferral correction for an invoice – Deferring Revenue as expected (not done previously) - Closed Periods 62. Posting a Deferral Correction for an Invoice – Reversing an Incorrect Posting 63. Posting a deferral correction for an invoice 64. Posting a deferral correction for an RTN – reversing a posting 65. Posting a Foreign Currency Journal 66. Posting a PAYE Bank Transaction 67. Posting a Payroll Bank Transaction 68. Posting Aviva Transaction 69. Posting Bank Charges Transaction 70. Posting IC and EC Batches in GP 71. Posting Refunds made to customer in GP 72. Posting various financial batches (series post) 73. Print sales document screen - Historic Documents 74. Print sales document screen - Unposted Documents 75. Raising a manual payment via GP EFT Function 76. Raising EFT payments in GP (Payment Run) 77. Reconcile to GL report 78. Request bank details to be added to GP 79. Run the Expense Connector 80. Run the Invoice Connector

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Add shortcut to FDRIVE and SQL reports on GP home screen Process Scope In this process note we will show you how to add the shortcut to F: Drive and SQL in GP. Process Steps 1. Log in to GP 2. On GP, select the home screen 3. Right click in the blank section above ‘Home’ right click, Select Add & select Add External shortcut. Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Below screen will pop up. 5. On the Name bit Type in the name for example FDRIVE for FDRIVE Shortcut 6. After that copy the link/address from the F: Drive

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. This will add the shortcut to your GP where you can click on the FDrive and it will take you straight to it, you do not need to login. 8. To add a shortcut to SQL on GP jump back to step 1 and 2 and keep your mouse arrow in the Home bracket and right click, Select Add & select Add Web Page. The below screen will appear

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 9. In the Name section we recommend using SQL Reporting and add the address below to the Address section http://1050578-sqlrpt/Reports_JONASEUROPE_RS/browse/

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 10. Click Add 11. This will add the shortcut to your GP where you can click on the SQL and it will take you straight to it, you do not need to login. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Adding a New Inventory Item Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This function is used to add a new inventory item. Process Steps 1. Log into GP 2. Select ‘Inventory’ 3. Select ‘Item’ under Cards

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Select a previous item that has the same class ID: example below Hardware. This will keep the preselected options. 5. Click on Save

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. Fill in the blank item details, example below TEST 1 HARDWARE Once you have selected the HARDWARE class ID, it will populate the Sale Tax option &Purchase tax option for you based on the previous item you viewed. Click on Go To and work through the below options: 7. This screen will pop up, click on the looking glass and select Z-GBP and click Save

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Select the next option Price list 9. This screen will pop up Select EACH under Default Selling U of M Select STD under Default Price Level Under Price Level click on the looking glass and select STD Under U 0f M click on the looking glass and select EACH Click in the box to tick it Under Currency Level click on the looking glass and select Z-GBP Click on Save

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 10. Select the next option Quantities/Sites 11. This screen will pop up. Make sure that “ALL” is ticked & click on Save.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 12. Select the next option Purchasing 13. This screen will pop up Click on the looking glass and select EACH and click on Save.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 14. Click on Save and close the window by clicking on the red cross. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Adding a currency to a Nominal Account Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This feature is used to add multiple currencies to a nominal account. Process Steps 1. Log into GP 2. Select the Financial Tab 3. Select the cards block – financial – account

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The below screen will appear 4. Enter the nominal account you want to update and select currency

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The below screen will appear 5. Select the currencies you want to activate on this nominal and select save Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Adding Notes to Creditor Accounts Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This allows for notes relating to the supplier for anyone who accesses the note can see. Process Steps 1. Log into GP 2. Go to the Purchasing tab and select “Creditors” which can be founds under Cards.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Enter the Creditor ID of the given company and hit TAB to bring up their details 4. Select the white/Yellow page next to the Creditor ID

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Once this is done the following page will appear, from here you are able to add your comments. 6. When you are done, close the window and the following message will appear. Click save. Tips, Tricks and Troubleshooting Ensure that you are logged into the correct company on GP.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Batch recovery Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This function is used when a batch has an issue and won’t deliver or post, it will move the batch to the batch recovery window. Process Steps 1. Log into GP 2. Select Microsoft Dynamics GP/ Tools / Routines and then Batch recovery

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. This screen will appear make sure that All is selected You will then need to select the batch by ticking in the box next to the batch you want and click on continue. This will put the batch back into the sales batch / purchase batch section for you to then view the Edit list to see what the error is. Tips, Tricks and Troubleshooting See notes on how to view the Edit list.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Cash Posting – Remittance contains a reduction due to a Credit/Return Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This function is used when posting a cash receipt and there are credits / returns on the account relating to these invoices that need to be offset as well. Process Steps 1. Log into GP 2. Select Sales / Transactions / Cash Receipts 3. The below screen will open up • Amend Receipt Name = PYMNT (Date)(Customer). • Amend Date. • Add Debtor ID. • Amount = Amount received. • Chequebook ID – Select correct Bank. • Select Apply. • Apply Payment against the invoices.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. The Unapplied Amount will reduce as the cash receipt is applied to invoices.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Go to the Look up by the Document Number 6. And select the credit in the remittance

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. This will then change the document number in the apply section. Please then apply the credit to the remaining invoice/invoices. There will then be a zero-value remaining against the invoice. 8. Select OK

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 9. Then click on Post Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Checking Collection Main Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This function is used to check any amounts that are outstanding on customer accounts. This can be used to check funds are available on a customer’s account to enable a refund or checking outstanding debt for cash posting purposes. Process Steps 1. Log into GP 2. Open the Sales tab in GP by selecting Sales on the left-hand side of the main screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Under Transactions you will find Collection main. 4. The below screen will appear, if you know the Debtor ID of the account you wish to view. If you do not know this then use the look up glass next to that highlighted cell. Scroll through the list and select the account you require. You can select this by either double clicking on the account or highlighting the account and clicking Select in the top right hand corner.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. The account will appear with the bucket breakdown of any outstanding balances on account (debits and credits). For further analysis, you can highlight the aging bucket and value then select Display. The below screen will now open.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 You can then view the invoice by pressing on the invoice number line and then select Document Number. Now press Document Inquiry from the pop out.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. The invoice line item detail will then appear as below, you can also select the arrow highlighted below to view any comments included on the invoice. Tips, Tricks and Troubleshooting • Yor GP home screen may be set to a different view to the one used in these process notes – you may need to scroll down within the Transactions section to find what you are looking for

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Checking when the bank was last reconciled Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process enables you to find the date that the bank was last reconciled as well as the last reconciled balance. You will need this when doing a bank reconciliation as you will need to know where to start reconciling from. Process Steps 1. Log Into GP 2. Click on ‘Financial’ as shown below to open the Financial Tab in GP. 3. Under the Cards tab, click on ‘Chequebook’ to open up that screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Click on the magnifying glass as indicated below to select the bank account that you would like to reconcile. 5. The below screen will then open. Select the bank that you are completing the reconciliation for by clicking on the name and then click ‘Select’ in the top left hand corner.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. As indicated on the below screen, you will then be able to see the last reconciled date as well as the last reconciled balance. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Create a Batch ID for Lockbox Entry Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This function shows you how to create a batch ID for Lockbox entry. Process Steps 1. Log into GP 2. Select sales section.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Then Select the Sales Transaction Section 4. Under Transactions – select Lockbox Entry 5. Select Lockbox ID (using the lookup glass)

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. Select your File from the F Drive – Using the folder icon 7a) \\675113-FDRIVE\CompanyData\Jonas\Company you are working on\Cash Receipt Imports\NatWest 7. Input your batch ID

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Type in your batch ID 9. Hit Tab on your keyboard and the below will appear – please select ADD

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 10. Select the bank you are uploading for. 11. Press Save. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Create a recurring journal batch Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This option is used on journals that need to be posted frequently. Process Steps 1. Log into GP 2. Select the finance tab 3. Under the transaction block – Financial – Batches

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The below screen will appear 4. Populate a batch name in the BATCH ID block and click tab on your keyboard. On the dropdown for Origin select General Entry.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Select your frequency required and click save. Tips, Tricks and Troubleshooting A recurring journal cannot be set up for foreign intercompany journals due to the exchange rate changing monthly.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Creating a Creditor card in a Hive Up Company Version Number 1.0 Section GP Date of implementation 31/10/2022 Date of Last Review 31/10/2022 Process Scope This is how to create a new supplier/creditor in the GP instances of Motion & Tucasi. These are slightly different to the normal process as CSAM & AMI are companies within these GP instances and the correct class ID needs to be selected for reporting purposes. Process Steps 1. Log into GP 2. Select Purchasing / Cards & Creditor This screen will open

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. You will need to create an ID Code that will refer to the supplier’s name. For example, below, we have created a code CSAM-ADO001, for the creditor Adobe Systems *NB for CSAM suppliers the creditor ID must begin with “CSAM-” then the first three letters of the supplier’s name followed by three numbers. (Generally, 001, but there may be multiple suppliers CSAM-ADO so you may end up with CSAM-ADO015, you will need to check before creating the vendor ID by clicking on the looking glass) Fill in the supplier address details (Do not fill in the phone number) Under Tax schedule select P-VAT 20% or P-VAT 0% depending on if the supplier is VAT registered. Shipping Method – Select Local Delivery

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Due to our connector issues, we leave the Phone number section blank and put the phone number in the Comment box 1.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. You will need to choose the class ID. Click on the looking glass and select the appropriate ID. NB – Please see below what the suppliers class ID prefix will start with CSAM Suppliers class ID’s will start with C/ for third party suppliers & I.CO/C for Intercompany Motion class ID’s will start with M/ for third party suppliers & I.CO/M for Intercompany Likewise, on Tucasi and AMI AMI Suppliers class ID’s will start with A/ for third party suppliers & I.CO/A for Intercompany Tucasi class ID’s will start with T/ for third party suppliers & I.CO/T for Intercompany

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. It will take you to the previous screen, to add the supplier email address please click on the Earth symbol beside Address ID.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Please fill in the supplier email address on the Internet Information tab and click save and then close. 8. It will take you back to the original screen, double check the information and click on Save.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting 1. CSAM Suppliers- Prefix starts with CSAM- 2. AMI Suppliers- Prefix starts with AMI-

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Creating a New Bank Account on Great Plains (GP) Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process explains how to add a new bank account in Great Plains (GP). Process Steps 1. Log into GP 2. Refer to Creating a new nominal account 3. Go to the financial tab on the left-hand side of the GP screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Under Cards – Please select chequebook 5. Input Chequebook ID – This is the short name the bank will be known as on GP

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. Input the description – this will be the bank name and the account number 7. Select the bank currency using the look up glass

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Select the Payment Rate Type ID using the look up glass - This is always Average 9. Select the Deposit Rate Type ID using the look up glass - This is always Average

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 10. Input the Cash Account nominal – (See point 2 as mentioned in the notes section at the beginning of these process notes) 11. Click on Save

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting Please make sure you are logged into the correct GP company instance. Please review Creating a new nominal account process notes (a bank nominal will need to be completed before the bank account is set up. This must begin with 1010-xx-x-000)

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Creating a New Creditor Card Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This will enable you to create a new creditor card for suppliers in GP. Process Steps 1. Log into GP 2. Select the Purchasing tab on the left-hand side of the page. Under the Cards tab, select Creditor.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. The below screen will then open. 4. You will need to create a creditor ID code with three letters and 3 numbers that should refer to the supplier’s name. For example, below we have created the code CAR001 for the creditor ‘The Career Boutique’. Enter that full creditor name and then click TAB on your keyboard to auto populate the next two fields. The address ID must always be filled in as

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 PRIMARY and the contact always be Finance Department. Fill in the address fields as well as the phone number fields. 5. Click on the Earth symbol next to Address ID The below screen will pop up. Fill in the supplier’s email address as show below, save and then close this screen

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. Click on the looking glass next to Class ID.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Select the appropriate option from the list below. Then click select, yes and continue.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Click on the looking glass next to Tax Schedule and select the correct VAT option. If the company is VAT registered select P-VAT 20%, if not select P-VAT 0%. Local Delivery should always be selected for the Shipping Method as shown above.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Once complete, click save. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Creating a New Debtor Card Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process will assist you in creating a new debtor card in Great Plains (GP) for a new customer, with all the necessary information that is required. Process Steps 1. Log into GP 2. Select Sales on the left-hand side of the home screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Under the Cards section, click on Debtor. 4. The debtor ID usually consists of the first three letters of the debtor’s name (not including THE) and then ‘001’. The system will not allow you to use an ID that has already been assigned to a debtor. If the code you enter has already been used, once you tab out of the cell, the details for the existing debtor will appear. You will then need to try another ID. In order to make sure that the debtor ID that you would like to use and create does not exist already, type in the first three letters of the name in the debtor ID field as highlighted below and then press ‘CTRL L’ on your keyboard.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. The following screen will then pop up with the current list of debtors with similar names that have already been set up on GP within this company. As shown in this example, there is no other debtor ID that starts with ‘ANG’ and therefore this ID would take ‘001’, you can proceed and create the debtor ID and debtor card. Close the below screen. 6. Enter the Debtor ID ‘ANG001’ Then type the full name of the debtor in the field next to ‘Name’ and press the ‘Tab’ key on your keyboard twice and it will auto-populate the next two blank fields. Click on the magnifying glass as shown below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. The following screen will pop up. The list of options can vary across the different companies. The format for the class ID’s is as follows; Company Prefix – Payment Method – Currency. Select the class ID that matches the payment method for the Debtor. Then click on Select as highlighted below. 8. Leave the priority section as None. Type PRIMARY in Address ID field then type in Finance Department in the Contact field.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 9. Fill in the address provided to you on by typing the information ensuring that we are using the correct fields for the information. 10. Include a telephone number in the blank field next to Phone 1. The shipping method selected should always be LOCAL DELIVERY. Select the correct Tax Schedule ID for the specific debtor. In most cases this should be S-VAT 20%. 11. Select the agreed payment terms by selecting the look up below. The below screen will open and you can select the required payment term. Standard payment terms are usually 30 days net – the terminology can differ by company.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 12. Click on the world symbol as highlighted below in order to enter the email address for the debtor. The following screen will then pop up. Type in the email address provided to you in E-mail field highlighted below. It is important that the correct email field is used as this is the address that the customers invoices will be delivered to. Once entered, click Save and then close this screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 13. The debtor ID should look like the example provided below. Once you have completed all the required fields, click on Save. Once saved, the data will clear from the cells and you can add the next debtor card if you need to raise multiple. If there are no more to add, you can close the screen using the X in the top right-hand corner.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting • If none of the existing Class ID’s match the Payment Method/Currency of the new debtor, please refer to the process How to Create a Class ID • If the payment terms required for the new debtor are not already listed in the selection, please refer to the process Requesting New Payment Terms to be Added to GP

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Creating a New Nominal Account Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This screen is used to create new nominal accounts in the GP system. Process Steps 1. Log into GP 2. Got to the financial tab

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. In the Cards block – Under financial select Account 4. The below screen will appear.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Type the account number in that you need to create. 6. Add a description – What the account is know as.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Select a Category – select the look up glass and find the category required and double click to select it. 8. Select posting type and typical balance. (The MA’s can confirm this information) 9. Select the currency/s required for this account – The account will always have the functional currency selected in the background; you will use this option to select extra currencies as required. Then click save.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting If a new intercompany account is created, we need to let the management accountants know so this can be mapped.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Direct Debit Process – Upload to L&Z Version Number 1.0 Section GP Date of implementation 31/10/2022 Date of Last Review 31/10/2022 Process Scope This document will cover the process of running the import data for the outstanding amounts per customer that gets loaded into L&Z for fund collection Process Steps *Make sure that you are in the correct company in GP. *Roll Forward Previous month spreadsheet - X:\Accounts Receivable\2022\EPOS\DD Uploads – delete the data on each tab but keep Tabs *Note down the date the contract billing was raised. E.G 2 months in advance 1. Log into GP 2. Click on Microsoft Dynamics GP dropdown at the top left-hand side of the screen and select SmartList.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. The below screen will pop up. Click on the little plus sign next to Sales 4. Under Sales – Select the plus sign next to Sales Transactions

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Under Sales transactions – please select the smart list “EPOS Invoices for DD*” 6. Press Search at the top of screen

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Insert the document date you noted down mentioned at the top of this process note.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Press Ok 9. Once the smart list has finished running, it will say completed in the bottom left-hand corner. Once completed, click on the Excel symbol to export this data to an Excel document. 10. Copy this Data to the “Contract Billing” tab on your DD working file mentioned in the notes section at the beginning of this process note.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 11. Go Back into GP and follow steps 1 & 2 as above 12. Under Sales – Select the plus sign next to Receivables Transactions

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 13. Under Receivables Transactions – please select the smart list “os debtor report”. 14. Once the smart list has finished running, it will say completed in the bottom left-hand corner. Once completed, click on the Excel symbol to export this data to an Excel document. 15. Copy this Data to the “OS report” tab on your DD working file mentioned in the notes section at the beginning of this process note.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 16. Do a VLOOKUP using the contract Billing and OS report tab – this is to illustrate if the invoice is still outstanding on the ledger

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 17. Put a sum calculation to check the outstanding amount against the original documents amount. This is to make sure there has been no partial payment or credit against the invoice and we are claiming the correct amount. As shown below #N/A means the invoice is no longer outstanding on the ledger and we have a difference of 1.34 to investigate. 18. Once all the differences have been investigated, please copy the invoices we are claiming across to Invoice to Upload tab. Please make sure we are pulling through the correct amount to claim if a partial payment or credit has already been applied.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 19. Using the data on the invoice to Upload, create a pivot – this is due to us only being able to claim one value for the DD and the data may have multiple invoices for one customer. a) Select/Highlight all data b) Press Insert c) Press Pivot Table d) Select Existing Worksheet

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 e) Select “Pivot for Upload” tab and click into cell B2 and press OK f) In Rows input Customer Number and Customer Name In Values input Document Amount.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 20. Right click on Pivot – select PivotTable Options 21. Select Display Click Classic PivotTable Layout Press OK

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 22. Right click Pivot Table and untick Subtotal “Customer Number” 23. Send to the credit controller to review and approve. 24. Once approved copy the pivot data into a new CSV file X:\Accounts Receivable\2022\EPOS\DD Uploads\CSV Uploads In Column D put a 0; this is a requirement of the import layout. In column E put that date we are getting the payments to clear – this should be the 18th of each month unless this lands on a weekend. 25. Once Approval has been received, upload into L&Z. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Downloading a Trial Balance for Balance Sheets Version Number 1.0 Section GP Date of implementation 05.10.2022 Date of Last Review 05.10.2022 Process Scope This process will enable you to download a Trial Balance. Process Steps 1. Click on Financial as shown below to open the Financial Tab in GP.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 2. Under Reports you will find Trial Balance. Click on trial balance to open that screen. 3. Click on the drop-down arrow as indicated below and select Summary. Then select TB Summary (if you do not have this option please refer to ‘How to create a summary TB report’ process note (this is still being created)) in the options section below that. Once completed, click on Modify at the bottom of the screen. 4. Ensure that the correct date is selected according to the month that the handover is being completed for. It should have the first and last day of the respective month. If it is correct already, click on Destination and skip to step 6. If the dates are incorrect, complete step 5 before proceeding to step 6.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. To change the date, select the current date range displayed and the click remove. Click on the calendar symbol to the right of the ‘From’ and ‘To’ dates and select the first and then the last day of that month. Then click on Insert.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 You will then see that the new dates that you have selected will be inserted as per below. Once completed, click on Destination to proceed.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. Click on the folder as shown and then select the folder that you would like to save the trial balance document in the F Drive. Click on the drop down at the top of the screen to select the folder you would like to use, name the file as required by typing in the name next to file name, then click the drop down next to Save as type and select Comma-delimited file and then click save.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Ensure that only File is ticked and that a Comma-delimited file has also been selected on this screen for the file format before clicking OK. Then click on Print.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 You will then be able to access this document with the downloaded trial balance in the F drive. Tips, Tricks and Troubleshooting Ensure that you are logged into the correct company on GP and that you have the F Drive open.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Downloading a Trial Balance for Handovers Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process will enable you to download a trial balance required to complete the handovers at month end for each business. Process Steps 1. Log into GP 2. Go to the financial tab in GP.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Under Reports, click on Trial Balance to open that screen. 4. Click on the drop-down arrow as indicated below and select Summary. Then select Handover in the options section below that. Once completed, click on Modify at the bottom of the screen. 5. Ensure that the correct date is selected according to the month that the handover is being completed for. It should have the first and last day of the respective month. If it is correct already, click on Destination and skip to step 6. If the dates are incorrect, complete step 6

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 and 7 before proceeding to step 8. 6. To change the date, select the current date range displayed and the click Remove.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Click on the calendar symbol to the right of the ‘From’ and ‘To’ dates and select the first and then the last day of that month. Then click on Insert. 8. The dates should be correct as per below. Once completed, click on Destination to proceed. 9. Click on the folder as shown symbol and then select the folder that you would like to save the trial balance document in the F Drive.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 10. Click on the drop down at the top of the screen to select the folder you would like to use, name the file as required by typing in the name next to file name, then click the drop down next to Save as type and select ‘Comma-delimited file’ and then click save.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 11. Ensure that only ‘File’ is ticked and that a Comma-delimited file has also been selected on this screen for the file format before clicking OK. 12. Then click on Print and close this screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 13. You will then be able to access this document with the downloaded trial balance in the F drive, in the folder you have selected. Tips, Tricks and Troubleshooting Ensure that you are logged into the correct company on GP and that you have the F Drive open before printing.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Failures on Expense Connector Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope The failures on this connector mean they do not pull through to GP, it is crucial these failures are dealt with daily as these need to be settled in a timely manner. Process Steps 1. Log into GP 2. Open expense connector (refer to training manual) 3. Go to the last run by clicking on the far-right arrow in the bottom left corner. 4. Click on Show errors, this will filter all transactions and only show failed items

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Click on the arrow down next to concur batch to see more details. You will see more detail as below 6. Click on Report Details on the line you need to investigate

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 A notepad screen will appear 7. Scroll down to the bottom of the notepad to see the reason for failure Once you see the line Error Description, this will give you an indication of why this expense has failed the connector.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. How to deal with the different errors. (any expenses sent back to an employee to resubmit; the success box must NOT be ticked.) a) The Exchange Table ID does not exist for the Exchange Date specified – the exchange rate already in GP must be added just for the date the expense connector is being ran and then removed once the claim has successfully pulled through. b) Account code does not exist – This must be investigated and if the account code is required you must set this up in GP; Please see “Creating a new nominal account”. If the account is incorrect the claim must be sent back to the employee to resubmit with the relevant amendments. c) Vendor code does not exist - This must be investigated and if the vendor account is required in that GP instance you must set this up in GP. If the account is incorrect the claim must be sent back to the employee to resubmit with the relevant amendments. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Failures on Invoice Connector Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This function is used to check the invoices that have failed the connector batch from Concur to GP & then how to deal with them. Process Steps 1. Log into GP 2. Select Home, then select 3. This screen will open, click on arrow to the far right as highlighted below

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. This screen will open, it will show how many failed requests there are. All the boxes that are unticked are failed invoices that have not come through the connector batch. 5. Click on the down arrow to open the line-item information and then click on the Report Details.xml 6. This message will open and will show the supplier and invoice that has failed. Scroll down on this screen, until you get to where it says Error Description

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Example below: The account does not exist for this expense that has been selected in Concur. Account number: 6430-10-0-662 Part 2: How to deal with them Example 1: The Account number does not exist Setup an account depending on what the account is ie: only G&A department for this account in GP so add a new account 6430-10-0-662 Repairs & Maint – Premises – S&M Check the account number, by going to Financial / Enquiry / Summary & click on the looking glass.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Go to Financial / Cards / Account to setup a new account This window will open, complete the highlighted fields by referring to the nominal account that exists in GP already ie: 6430-10-0-661 (same account different department) ie: account ending 661 (G&A) vs 662 (S&M) Example 2: Duplicate The system has picked up that the invoice is a duplicate. Check the invoice number in GP under that supplier account to see if it is a duplicate or not. If not, a duplicate then resubmit the invoice to Concur. If it is a duplicate, then tick the box on the invoice connector screen next to that line item, and don’t do anything else.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Example 3: Vendor ID does not exist This could happen when the wrong vendor ID has been selected in Concur that is not for that specific company. In this case you would need to check the invoice to see which company the invoice is for, make sure the vendor ID is setup in the correct GP instance and resubmit the invoice to concur to reprocess. Example 4: Exchange Table ID This is when the invoice is in a different currency and the account (nominal account) is not setup in GP and linked to this currency ie: Z-USD Example 5: If the error is none of the above options Find the invoice in Concur, print to PDF and resubmit the invoice to Concur jonasgroup_invoicecapture@concursolutions.com Tips, Tricks and Troubleshooting Once you have dealt with the failures individually, you need to tick the box next to each one and click on OK

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Financial summary – look up various accounts, open a nominal and switch through nominals (arrows bottom left) Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process allows you to view the nominal accounts and transactions within those accounts. Process Steps 1. Log into GP 2. Open the financial tab by clicking on Financial on the left-hand side of the main screen in GP.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Under the Enquiry section, click on Summary to open the Financial Summary tab. 4. Once opened, you can search for the different nominal accounts in the following ways: Option 1: Click on the magnifying glass as indicated below. The below screen will then open. If you click the dropdown arrow as indicated below and then the redisplay icon, it will sort the list according to your selection. You could then use the up and down arrows on the right hand side to scroll through and find the

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 account/nominal you require. Option 2: Furthermore, you can search more specifically for what you are looking for by clicking on Find as indicated below. First click on the dropdown arrow to select what you would like to base your search on, then type in the information you have that will assist your search such as the beginning of the account number you are looking for and then click on Find. It should then bring up information relating to the search information that you have entered.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Option 3: Type in part or all of the account number that you would like to open and then either click on the magnifying glass or press ‘Ctrl’ and ‘L’ simultaneously on your keyboard. It should then bring up information relating to the search information that you have entered.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Option 4: Click on the arrow of the dropdown menu at the bottom of the screen and then select the category you would the information to be sorted by and then first click on the arrow on the far left side to navigate to the beginning of the list.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 It will then navigate to the first account as per the selection. Use the arrows to the left and right to then navigate through all the accounts. 5. Once you have the following screen open in front of you and you have found the nominal account that you are looking for, click on the account line and then click on Select in the top left hand corner to then open that nominal.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. The financial summary of the specific nominal account you have selected will then be displayed as below. 7. To navigate between the nominal accounts, ensure that you have selected the category that you would like the accounts to be sorted by. First click on the arrow on the far left side to navigate to first account at the beginning of the list as per the category selection.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Use the arrows to the left and right to then navigate through all the accounts. Tips, Tricks and Troubleshooting Ensure that you are logged into the correct company on GP.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 GP – Journal Enquiry Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope We use this function to search journals, that have been raised by the MA’s or transactional team. If the journal has been raised by the transactional team, you can view the source document as well. i.e., this function is used when running deferred maintenance or run rates to find out more info on a line item and what it relates to. Process Steps 1. Log into GP 2. Select Financial 3. Select Enquiry & then click on Journal Entry Enquiry

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. This screen will open, type in the journal entry number and hit tab Example below: Journal entry 52000 This shows you how this transaction has been allocated.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Click on Source document to see where the transaction is coming from This transaction relates to the below invoice: *NB .. if the journal is raised by a MA you will not be able to view the Source document Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Access the F Drive Version Number 1.0 Section GP Date of implementation 05/10/2022 Date of Last Review 05/10/2022 Process Scope This process will enable you to open the F Drive. Process Steps 1. Logging into CSTRAP 2. Click on the FDRIVE icon as shown below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. The below screen will then open. For all UK companies, select the Jonas folder and then the relevant companies’ folder. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Add Concur Connectors to GP screen Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This process note will allow you to have easier access to various connectors. Process Steps 1. Log Into GP. 2. Once on the home page, Right click on the empty space between Home and Start up

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Once you right click, hover over “Add” and select “Add Window” 4. You will then be taken to a page where you will be able to choose the Connector you require. After selecting your connector select “Done” Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Attach Additional Documents to Forms Printer Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This function allows you to attach additional documents with the invoices when they are sent out ie: price increase letter from business Process Steps 1. Log into GP 2. Go to Microsoft Dynamics GP - Select Tools / Setup / Company / Forms Printer

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. This screen will open 4. Select the + sign next to Sales, then select the + sign next to SOP Invoices Blank Paper Unposted 5. This will open the list of companies; select the company you want to add the document to ie: AMI by clicking on the name

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. This information will appear, and you can check you are on the right company at the bottom of the screen Tick the box next to Multiple Document Attachments, and then click on Additional Attachments 7. This screen will open, select Add

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. This screen will open, click on Select file 9. This will open the F: Drive, you will need to search for the letter you have saved, click on the pdf document & click on open 10. You will see the file you have selected, select OK

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 11. This screen will open again, select Save 12. Click on Save on the below screen

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 13. Once you have delivered the batch, please remember to remove the attachment Follow the same process up to clicking on the Additional Attachments Select the attachment then Delete Select Save Untick the box next to Multiple attachments & select save

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting 1. Make sure you select the correct company when attaching the additional document 2. Make sure to go back & untick the additional document option before exiting GP

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Copy a Contract Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This function is used when a customer/debtor has changed their debtor ID (account code) and we need to invoice the new debtor ID account. Process Steps 1. Log into GP 2. Select Sales, then select Transactions & Subscription Billing Contract Entry.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 This screen will pop up. *Take note of the contract number (best to copy it as you will need it) At the bottom left hand corner of this screen, you will see these arrows. Click on the one highlighted in yellow as above. This will bring up the last contract that was raised ie: CTR000000000001. Now that you have the last CTR number you are ready to raise the contract.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Click on the looking glass. This screen will pop up , click on the Debtor ID to search for the contract you want to copy. Type in the debtor ID and hit tab. Check this is the correct contract, and make a note of the contract number ie: 15034.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Go back to this screen, by closing the screen above. Click on New and paste the contract number into the contract number field. Fill in the debtor ID, hit tab and then click on Copy.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 This screen will pop up select Save. This screen will pop up, fill in the contract number you want to copy.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Example below and the click on Process (Used different GP instance so number different to above example). This message will pop up, select OK. Check the General & Line items (Total Errors) tabs to check the info is correct and the deferral period is correct.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Click on Save. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Create a multi company Smartlist Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This is to create a smartlist that shows all the data for all Vesta companies Process Steps 1. Log into GP 2. Please work through How to create a new smart list - Does not exist in current SmartList before continuing. 3. Select Options – Summary 4. Select Multicompany Smartlist.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Select relevant companies 6. Select save

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Select save Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Create a Multiple Cash Posting Batch Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This function is used to capture multiple receipts in one batch ie: a batch of cheques for multiple debtors banked as one cash receipt or remittances for multiple schools that fall under a trust. Process Steps 1. Log into GP 2. Select Sales tab, then on the Transactions card, select Cash Receipts. 3. This screen will pop up.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Create the Batch ID by typing in the date and reference on the bank statement, example below: 5. Once you have typed in the Batch ID, this screen will pop up. Click on Add.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. This screen will pop up, click on Save 7. You are now ready to capture the individual receipts in this batch. (NB - The receipt number will be generated by GP, so you don’t need to change this) Complete the following fields: Date / Debtor ID / Amount and make sure the correct Chequebook ID is selected by clicking on the magnifying glass. Then click on apply an allocate the payment against the invoice/s.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Then click on Save and capture the next receipt using the same process. Once you have captured all the receipts close this screen by clicking on the red cross. 9. Then go to Sales tab and Transactions card, select Receivables Batches 10. This screen will open, click on the magnifying glass, the screen to the right will open.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 11. Select the batch you want by clicking on it & then click on Select. Once selected, the batch name will appear under Batch ID. Check the Posting Date / Chequebook ID and Batch Total matches to the bank statement amount. 12. Then click on Post. That is the batch posted and this amount will appear on your bank reconciliation as one line item to be reconciled. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Create a New Smart List - Does not Exist in Current Smartlists Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This process will explain how to create a new Smartlist which can be used by anyone in the team. Process Steps 1. Log Into GP 2. Click on ‘Microsoft Dynamics GP” at the top left hand of the screen 3. Then select Smartlist

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Select “New” 5. Create Smartlist ID, Smartlist Name and Item Number.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. Select Series – What Part of GP the Smartlist will look at. E.g Financial, Sales, Purchasing 7. Select the Fields you require on your SmartList 8. Select Save Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to create a Personalised Smartlist - *Vesta xxxx Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This function is used to personalize a smartlist so that you can just select this smartlist each time, and do not have to edit or add any additional fields each time. This is except for the date just depending on what report is for. *NB … Always remember to make a copy so that you do not over right the original document. Process Steps 1. Log into GP 2. Click on Microsoft Dynamics GP & then select Smartlist Select the smartlist you want to copy & personalise example below: Click on the “+” sign next to Sales and then the “+” sign next to Sales Line Items

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 This drop-down list will appear select the report you want ie: Billing & Credit Sheet Approval This screen will open, click on Favourites This screen will open, change the name to the report name you want it to be

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 ie: *Billing & Credit Sheet Approval TEST as below, then click on Add And then click on Add favourite This will create the smartlist, example below You can then edit it further, Click on Columns

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 This screen will open, scroll through the list to check all the columns you want are there. If there are any missing columns, click on Add This screen will open, type in what you are looking for ie: Tax and click on find next until you find the column you want ie: Tax amount Once you have found it, select the line item by clicking on it and then click on OK

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 It will take you back to this screen, scroll to the bottom of the list to make sure the column has been added and click on OK If you require this column to be next to a certain column you can tick the box next to this line item, and then click on the up arrow to move the field up and vice versa if you need to move a column down.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Once you are happy you have added all the required fields click on OK This will refresh your smartlist and you will now see the Tax amount To change the date or to search a certain definition ie: specific account number click on Search (This depends on what smartlist report you are working with) This screen will open, you can edit and change these search definitions by clicking on the looking glass, then click on the arrow under filter and select if you want the transactions between a certain date or equal to an exact date.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Always make sure the Maximum Records is set as 1,111,111,111 and click on OK This will refresh your data again Click on Favourites again Make sure its is the smartlist you have been working on and click on Modify

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 This will save all the changes you have made, and you can select this smartlist going forward knowing all the required columns, fields have been selected. If you have created the smartlist in error or want to start over, click on favourites, make sure the correct smartlist is selected and click on Remove. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Create an Intercompany Journal Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope Intercompany journals can be used to post an expense into multiple Companies in one go, below shows you how to create this journal. Process Steps 1. Log into GP 2. Select the Financial tab 3. In the Transactions card, under Financial, select General

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The below screen will pop up 4. Tick the Intercompany box 5. A Batch ID needs to be created; intercompany journals cannot be posted without being in a batch.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Type a batch name in the Batch ID and select TAB on your keyboard. The below screen will appear. Select ‘Add’ Select save. To create a recurring batch, please refer to How to Create a Recurring Journal Batch.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. Select the Transaction Type and populate data in the Reference field. 7. Under Co. ID you populate the Company ID that you need that journal line to post to. The journal can be posted across various Companies.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Once you are ready to post your journal click save and refer to Look Up Financial Batches in GP. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Create the File for Lockbox Entry Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This is how to create the file that allows cash posting to be done through an Excel export from the Bank straight into Great Plains (GP) with limited manual input. Process Steps 1. Log into NatWest Bank 2. Download statement to Excel – please refer to Downloading a Bank Statement NatWest to Excel 3. Go to X:\Accounts Receivable\Year\Company\Cash Receipt Imports\NatWest. 4. Here you will find the Cash Receipts Master Sheet. 5. Make a copy and rename for the dates you are working on. 6. From the Excel bank statement download, you must copy the below cells into your new work sheet. Bank Cash Receipts Master sheet.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 (Narrative 1 = Narrative 1, Credit = Cheque Amount, Date = Date) 7. Open F Drive – please refer to How to Access F Drive 8. Go to your Company specific folder \\675113-FDRIVE\CompanyData\Jonas\Company\Cash Receipt Imports 9. Open the master file in the folder 10. Copy your data from your workbook in the X drive and save and rename. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to do the Aging Routine on the Sales Ledger Version Number 1.0 Section GP Date of implementation 16/09/2022 Date of Last Review 31/10/2022 Process Scope This document demonstrates the process to be followed when aging the documents on the sales ledger in Great Plains. Process Steps 1. Log into GP 2. Select sales section.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. In the Routines Section, Select Aging 4. Select Aging Date (todays date) and select Detail

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Select Process 6. Select Cancel

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Select Aging Again 8. Select Aging Date (todays date) and select Summary

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 9. Select Process 10. Select Cancel 11. Move onto next company Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Fast Create an Invoice from the Contract Module Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope We will use this function to create a single SUP invoice that has been setup on a contract module, and that has not been raised in a fast create batch via “Subscription billing Create SOP Documents”. This is used as a once off ie: a contract is setup after the contract billing has been raised. Process Steps 1. Log into GP. 2. Select Sales, then Transactions & Subscription Billing Contract Entry.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 This window will appear. 3. Click on the looking glass. Click on debtor ID.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Type in the debtor ID & hit tab. Click on the contract and click on Select. 4. This screen will open, click on the line items tab.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 It will show what is going to billed, click on Instant Create. This message will pop up, select Add. This screen will open, click Save.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 This screen will go blank, close the screen. Click on Instant Create again. This message will pop up, select Yes. It will show up these screens while it is creating the invoice, you don’t need to do anything.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Once the invoice has been created this screen will show.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. You can now save this invoice in a batch to send to the business for approval. Type in name that relates to the invoice, example below. Then hit tab, this message will pop up, click on Add. This screen will pop up, type “Awaiting approval from business” and click on Save.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. This will take you back to the invoice, then click on Go To and select Distribution. This screen will open, click on the 2600-30 line. Then click on Additional and select Deferral.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 This screen will open, click on the nominal number and then edit existing and check the dates are correct. If it has been deferred correctly click on OK.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Then check all the other line items that begin with 2600-30, that they have been deferred correctly as well. Once completed click on OK. This will take you back to the invoice Click on Save.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 You will get a blank invoice screen; you can click on the cross in the right-hand top corner to close this screen and any other screens still open. 7. Select Sales Batches This screen will open, click on the looking glass. This screen will open, select the batch you want by clicking on it and the click on Select.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Then click on Print. Then change the currency to print from Functional to Originating by dropping down the arrow and tick the box next to Invoices & Reprint previously Printed/ Sent.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 This window will pop up, select Screen and unselect Printer or Delivery Screen. Click on Ok. See notes were to print / save the batch to and what to do once business has approved. 8. Last step is to delete the SB-Instant batch that was created, when you first started as there is nothing in this batch. Select Sales batches. This screen will open, click on the looking glass.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Then click on the batch and then select. This screen will open click on Delete. This message will pop up, select Delete Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to move Funds between Debtor Accounts (Debit & Credit notes) Version Number 1.0 Section GP Date of implementation 05/10/2022 Date of Last Review 05/10/2022 Process Scope This function is used for customer refunds (debit notes) and reallocation of client money from one account to another (credits). Process Steps 1. Log into GP 2. Select Sales, then select Transactions & Transaction Entry 3. This screen will open

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Transaction Entry for a Debit Note (Customer Refund) Process Fill in the following fields: Document Type: Select Debit note by clicking on the down arrow Description: Type in Refund & any other information you think is relevant Date: NB - Make sure it is the correct date as per the bank statement Debtor ID: Select the debtor ID account by clicking on the looking glass or typing it in (You should be able to get this off the Refund & Transfer Sheet) This should populate the below info: Name: The debtor’s name Address ID: Primary

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Currency ID: Z-GBP Terms: Net 30 (could be different depending on the customer) Shipping Method: Local Delivery – If it does not, please select by clicking on the looking glass Tas Schedule: S-VAT 0% - If it does not, please select by clicking on the looking glass Debit Amount: Fill in the amount that is be refunded as per the bank statement Tax: Click on the blue arrow and make sure S-VAT 0% is selected (As below) click on the looking glass Example below of completed debit note transaction:

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Once you have completed this info click on Distribution Make sure the credit amount is allocated to the 2050-60-0-000 Suspense account, as this will contra with the bank transaction. Copy the description from above into this line item as well. Click on OK. It will take you back to this screen where you have completed all the information (Example below)

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Click on post. Transaction for a Credit Note (Reallocation of funds between two debtor ID accounts) Process Start with Step 2 as above Fill in the following fields: Document Type: Select Credit note by clicking on the down arrow Description: Type in the account you are moving the money from to the account it is going to Date: The date you are moving the money NOT the date the money was received Debtor ID: Select the debtor ID account by clicking on the looking glass or typing it in (If this has been asked to be moved by the credit controller, they should supply you with both account numbers) This should populate the below info: Name: The debtor’s name Address ID: Primary Currency ID: Z-GBP Terms: Net 30 (could be different depending on the customer) Shipping Method: Local Deliver – If it does not, please select by clicking on the looking glass Tas Schedule: S-VAT 0% - If it does not, please select by clicking on the looking glass

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Debit Amount: Fill in the amount Tax: Click on the blue arrow and make sure S-VAT 0% is selected (As below) click on the looking glass Example below of what the information should look like: Click on Distribution, allocate the amount to the 2050-60 account as below and copy the description into the line item below the Suspense account

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Click on OK It will take you back to this screen, click on Apply

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 This screen will open You will be able to apply the credit note you have raised against the invoice that is outstanding, by clicking in the box under Type. (This is an example so nothing to allocate to) Once allocated click on OK. Then click on POST Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Set up Deferral Profile Groups Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This process will enable you to setup a deferral profile group which automatically splits the revenue evenly between the period setup in the profile. E.g. Monthly, Quarterly, Annually Process Steps 1. Log into GP 2. Got to the Sales tab on the left-hand side of the GP screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Under the Transaction section – please select Subscription Billing Contract Entry. 4. Then Press on the Deferral Profile Group – highlighted in Blue (all items in GP are in blue and underlined are links to different parts of GP)

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. A) Manually type in the Deferral Profile Group Name (e.g. Annual) B) Manually type in the description (e.g. Annual Revenue) 6. Select the Profile names that relate to Deferral Group using the lookup glass. (e.g. any annual deferral profiles that have been set up) 7. Press Save Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Set Up Intercompany Relationships for Intercompany Journals Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This function illustrates how to set up intercompany relationships in Great plains to enable you to do Intercompany journals. Process Steps 1. Log Into GP 2. Select Great plains – Tools – Setup – System - Intercompany

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Select the Originating Company Id using the Lookup Glass. This is the company you would like to create an intercompany relationship for 4. When you select an originating company ID, other companies you have access to appear in the Destination Company Name list.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Once you've chosen an originating company ID, that field is locked; that is, you must save or clear the intercompany relationship before you can enter another originating company ID. 5. Select a Destination Company Name. This is the company you establish an intercompany relationship with. The Company ID for the company you select appears below the list box. 6. Enter or select Originating Company Due To/Due From accounts.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Enter or select Destination Company Due To/Due From accounts. 8. Mark the Enter Corresponding Company ID option if you enter Corresponding Company IDs when you enter intercompany transactions.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 9. Select Save Tips, Tricks and Troubleshooting 1. You must have admin access to be able to complete this process

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to use Deferral enquiry screen Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This screen can be used to see what deferrals have been performed against a document in the system Process Steps 1. Log Into GP 2. Open the financial tab

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Open the enquiry block – Financial - Deferral The below screen will appear

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Select the module Sales Order Processing Select the search criteria and populate search data and click refresh Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Use Lockbox Entry Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This function allows cash posting to be done through an Excel export from the Bank straight into Great plains with limited manual input. Process Steps 1. Log into GP 2. Select Sales tab.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Then select the Transaction card. 4. On the Transactions card – select Lockbox Entry

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Select the Lockbox ID (using the magnifying glass) 6. Select your file from the F Drive – Using the folder icon \\675113-FDRIVE\CompanyData\Jonas\Company\Cash Receipt Imports\NatWest

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Input your Batch ID – please refer to How to Create a Batch ID for Lockbox Entry 8. Press Transactions

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 9. Press on payment 10. Search/type account number and select

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 11. Assign to invoices on remit or bank statement. 12. Press OK.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 13. Press Save. Then work through the remaining cash receipt. 14. Once all cash receipts have been assigned to a customer account – select Create Batch

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 15. Select Save (this is the same batch from the setup up in step 8. This is us saving the transaction to the batch) 16. Go to Sales tab, Transactions card and Receivables Batches

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 17. Select your batch with the magnifying glass. 18. If happy with batch value and number of transactions – select Post.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 19. If investigation is required or you need to delete a transaction (i.e. should have been part of another batch e.g. Hampshire – select Transactions 20. Look for transaction using magnifying glass or arrows (highlighted below)

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 21. Edit payment value or where the payment is applied or select Delete. 22. Go back to Sales tab, Transactions card, Receivables Batches. 23. Select your batch – using the magnifying glass.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 24. Select Post . Tips, Tricks and Troubleshooting • Make sure you are logged into the correct GP Company instance.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to use the Apply Sales Document Screen Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This function is used to apply payments & credits to the customer/debtor account. Process Steps 1. Log into GP 2. Select Sales, then select Transactions & Apply Sales Documents

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 This screen will open once you have selected this. 3. Type in the debtor ID or click on the looking glass to select the debtor you want to apply a payment or credit against.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 When you use the looking glass function this screen will open Click on find, and this screen will open Change the “by debtor” to “by Name” by dropping the arrow down and selecting this. Type in the debtor’s name. * NB this must be in CAPITAL letters, GP does not search on lower case letters. Click on find. You will go back to this screen . Click on the debtor’s name ie: Abbeywood Community School above and then select

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Click on the looking glass to find the payment or credit you are wanting to apply. 5. This screen will open Select the payment / credit line you want to apply ie: highlighted example above (NB … the amount will be under the amount remaining column if it has not been applied)

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Then click on Select, this screen will open. Click in the box next to the invoice you want to apply the payment / credit to and then click on OK. *NB … the payment could be for multiple invoices and the same with the credits, so check the credit for more info and remittance from the customer if available. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to use the Enter/Match Invoices Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope Enter/match in GP is used to Process the invoices that are PO (Purchase Order) Related. The Stock Team generates the PO number and receipt it once the items have been delivered. So, we will match off the invoice with the PO’s receipted. Example Below: Invoice below, which needs to be processed through Enter/match Invoices process. On the below invoice you could see our PO number on the Customer Order: PO750 This example is for CCR Retail Invoice.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Process Steps 1. Log into GP 2. Select Purchasing / Transactions and click on Enter/match Invoices. 3. The below screen will pop up and you fill in the details from the invoices as highlighted below. The above invoice is a Nov invoice which was processed on Dec. Therefore you will need to create a Batch so we can process the invoices. If we are processing the Invoice for the same month, you do not need to create a batch. Put in the Creditor ID and then Click

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Auto -Invoice. 4. Below screen will Pop up with all the PO’s which have been receipted by the Stock Team. Select the PO from the invoice

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Select the PO’s and click Invoice. 6. Make sure the 20% Vat is added and check the amount matches with the invoice 7. You will also need to attach the copy of the invoice into GP. You will need to save the invoice in the F:Drive.Please see the Step by Step Process Below:

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Click on the blank paper beside looking glass and the Note screen will pop up then click on the Paperclip. 8. Then Click on Attach

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 9. Then look for the invoice in F:Drive, select the invoice and click open 10. Then click OK 11. Click attach

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 12. Double check everything is matched, then click post. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Use the Master Post Function Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This function shows all the batches in the system across all tabs, and the batches can be posted from this screen. Process Steps 1. Log into GP. 2. Select the Microsoft Dynamics GP drop down in the top left corner. Then select Tools, Routines and then Master Posting.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The below screen will appear. 3. Select and tick the batches that can be posted by clicking in the box. Once you have sekevted all the batches, click post. Tips, Tricks and Troubleshooting Ensure you are only posting batches that can be posted. For Sales Trn Entry ensure these batches have been delivered to customers before posting.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Use the Subscription Billing Create SOP Documents Screen Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process will enable you to use this function to create / generate an invoice from the subscription billing contracts. Process Steps 1. Log into GP. 2. Select Sales, then under Transactions select Subscription Billing Create SOP Documents.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. The below screen will open up. Fill in the details below as highlighted in yellow: Doc Type: Invoice Type ID: SUP Billing Due Date: This is the last day of the month the invoices relate to Document Date: This is the date you are raising the invoices on UofM: This is the start date of the month, the invoices relate to Batch Number: The month you are billing ie: APRIL 22 TEST

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Once you have typed in the batch number and hit tab, this screen will pop up. Click on Add. The below screen will pop up. Click on Save and then close this screen on the red cross. Click on Fast Create New.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The below screen will then pop up to show it is running the data. Next to the Profile Name if there is an error with the batch this will have a number in it reflecting how many errors (example above). Click on Exceptions, then select screen only and click OK.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The error message will show as below: Check the error message to see what the issue is. Examples: Invoice created but not posted Contracts have not been raised with “Next Bill Dates” prior to the months billing you are raising If there were no exceptions, you would click on Fast Create and let the batch run. Once all the invoices have been raised, it will open the batch of invoices. Tips, Tricks and Troubleshooting Raising the contract billing this way will defer the invoices automatically but we would suggest spot checking a few invoices in the batch to make sure this has been done correctly.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to Use the Transaction Entry Screen - Purchases (Invoices and Credits) Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope We use Transaction Entry when we process manual invoices like intercompany invoices Process Steps 1. Log into GP 2. Select the Company you are busy in (e.g., MCR Systems ltd), then go to Purchasing and then to Transaction Entry.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. On Payable Transaction Entry Window fill in the details from the invoice. Document Type select invoice for an invoice likewise Credit note for a credit, description on the invoice, Date, select the Credit ID, document number, Shipping method (local Delivery), Tax ID 0% for no VAT and 20% if VAT on the invoice, amount in the Purchases, Tax 0% or 20% (select by clicking the blue arrow) then click on distribution. 4. On distribution window put in the Nominal to allocate the charges, and click OK

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Double check everything matches from the invoice and the entry in GP then click Post. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to View Edit Lists Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process will enable you to view the edit list which would display any errors within a sale or purchasing batch and enable you to determine why the batch will not post. Process Steps 1. Log into GP Sales Batch 2. Open the Sales tab, in GP and then click on ‘Sales Batches’ under Transactions.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Click on the magnifying glass as shown below. 4. Click on the batch you would like to open and then click on ‘Select’. 5. Click on ‘Print’.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. Click on the dropdown arrow besides ‘Form to Print’ as shown below, click on ‘Edit List’ to select it and the click ‘Print’. 7. Click on the box next to ‘Printer’ to unselect it as it will be automatically selected. Then click on the box next to ‘Screen’ to select it and then click on ‘OK’. This will print the ‘Sales Edit List’ report to screen, which will open first.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Do the same as in step 6 for the below screen that pops up if you would like to view the ‘Deferral Ledger Edit List’, which will then open once you have closed the first report. If you do not want to view this edit list, click ‘Cancel’ on this screen. 9. The ‘Sales Edit list’ report will the open as shown below. You will be able to scroll through the report to determine what the error is to correct it and then try to post the batch again. Purchasing Batches

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 1. Open the Purchasing tab in GP and then click on ‘Batches’ under Transactions. 2. Click on the magnifying glass as shown below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Click on the batch you would like to open and then click on ‘Select’. 4. Click on ‘Print’.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Click on the box next to ‘Printer’ to unselect it as it will be automatically selected. 6. Then click on the box next to ‘Screen’ to select it and then click on ‘OK’.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. This will print the ‘Transaction Edit List’ report to a Word Document as shown below which will display the error should there be one. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 How to View What a Customer Invoice/Credit is Applied to on Debtor’s Accounts Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This process will enable you to see how the invoice or credit raised has been applied and what document/payment it has been applied to. Process Steps 1. Refer to How to open a customer invoice or credit on debtor’s accounts. 2. Select the document you would like to view and click on ‘Amount Remaining’ as shown below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. The following screen will pop up. This will display what the document has been applied to as shown below. To see more information of the document it has been applied to, click on the line item and then click on ‘Document No.’ as shown below. 4. The below screen will then pop up which will display more information. (In this example, more information of the payment that has been applied to the invoice is displayed). Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Log into GP Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This is the process on how to log into Great Plains (GP) Process Steps 1. Open Cstrap/CSI Secure Gateway - https://secure2012.csisoftware.com/ 2. This screen will open. Enter your username and password to login. 3. This screen will open, fill in the code generated from the DUO authentication app on your mobile phone.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. This screen will open, click on the GP-UK icon. 5. The below will pop up in the top right-hand corner, click on open.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. This screen will open, click on connect. 7. This screen will open, fill in your Cstrap password and click OK.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. This screen will appear click on ‘Show Details’ when prompted to. 9. This screen will appear, type in the code generated by your phone on your DUO app (*NB - Use the numbers above your letters on the keyboard, the ones in num lock do not work). 10. This screen will then appear, type in your GP User ID and Password.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 11. Then select the company you wish to log into on the screen that opens next. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Logging into CSTRAP Version Number 1.0 Section GP Date of implementation 05/10/2022 Date of Last Review 05/10/2022 Process Scope This process note will explain how to log into CSTRAP Process Steps 1. Login to CSI Secure Gateway https://secure2012.csisoftware.com/RDWeb/Pages/en-US/login.aspx You will have your own unique Domain/User name & Password. Enter these and click sign in.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 2. You will then be asked for an Authentication code through the DUO app. Refresh the code before entering it. (The DUO app, will be an app on your phone that you have downloaded or will get a text message for, depending if your phone supports the app or not) 3. You will be then given access to CSI homepage. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Looking for a Purchases Document via the Transaction by Document Screen Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process enables you to search for and view a supplier invoice by using the document number. Process Steps 1. Log into GP. 2. Go to the purchasing tab. Under Enquiry, select Transaction by Document.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Input the invoice number in the From and To fields and then click Redisplay. 4. Click on the line you would like to select and then click on Document Number.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. The below screen will open. Click on the yellow note (if this note appears as white, this means that there is nothing attached). The below screen will open. Click on the paper clip.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The below screen will then open. Click on Preview to open the invoice. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Looking for a Sales Document via the Transaction by Document Screen Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process allows you to access any previous sales documents on GP, provided you have the correct document number to input. Process Steps 1. Click on the Sales tab in GP. 2. Click on Transaction by Document under the enquiry tab.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Enter the same document number in both fields next to ‘From’ and ‘To’ and then click on Redisplay. 4. Click on the document that you would like to open and then click on Document Number to open the document.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Once open, the document will look like the below. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Multi Company Vesta AP SQL - to Confirm Funds Required for Payment Runs Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This process note will display the SmartList we run to obtain the group payment run value we must provide to the portfolio team, so they are able to take this into consideration before extracting cash to send up to CSI. Process Steps 1. Log into GP 2. Click on ‘Microsoft Dynamics GP’ to dropdown the menu and then click on ‘Smartlist’ as shown below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. The following screen will pop up. Click on the ‘+’ sign next to ‘Purchasing’ to expand the list, then click on the ‘+’ sign next to ‘Vesta Payment Run Value Checker’ to expand that list and then click on ‘Vesta Payment Run Checker’ to start running the SmartList. 4. When the Smartlist has finished running, it will say completed at the bottom of the screen as highlighted below. Click on ‘Excel’ to export this list to an excel document. 5. In the excel spreadsheet remove any intercompany invoices or payments/invoices that will not be included. 6. Sum up the value of the spreadsheet. 7. Email Ester May <EMay@Jonas-Group.co.uk> in the portfolio team “Good afternoon, Ester, The final payment run for this month for the Vesta group including the Greycon companies will be XXX” Kindest Regards” Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Opening the Bank Reconciliation and Data needed on First Screen Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process will enable you to open the bank reconciliation and start the process needed to reconcile the bank account on GP. Process Steps 1. Click on Financial as shown below to open the Financial Tab in GP.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 2. Under Transactions, click on Reconcile Bank Statement. 3. Click on the magnifying glass as indicated below to select the correct bank account that you would like to reconcile (This should be the same bank of the bank statement that you have). Click on the bank account name and then click on Select in the top left-hand corner as indicated below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Enter in the ending balance value from the bank statement that you would like to reconcile up to in the field next to Bank Statement Ending Balance. In the field next to Bank statement Ending date, enter in the corresponding date of the bank statement ending balance that you entered as per the above. (The bank statement ending date would be the date you are working up to, therefore if today, it would be today’s date. See corresponding bank statement and value below as an example). Once completed, click on Transactions.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. The below screen will then open, click on Yes. 6. The bank transactions screen will then open and you will be able to reconcile the bank account.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting Ensure you have downloaded the latest and up to date bank statement required from the bank portal.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Performing a Bank Reconciliation Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This process will enable you to reconcile the bank account in GP using a bank statement. Process Steps 1. Refer to Opening the Bank Rec and Data Needed on First Screen. 2. While referring to the bank statement and the bank reconciliation screen in GP, click on the boxes to select the lines with matching amounts and matching references to the bank statement.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. On the reconciliation screen there are various dropdowns which give you a few options to select/display the data according to: a. Date/Type/Payment/Deposit b. All/Marked/Unmarked c. Ascending/Descending Once you have made your selections, click on Redisplay. Tips, Tricks and Troubleshooting An up-to-date bank statement will have to be download from the bank portal. There are a few transactions on the bank statement that might not appear on the bank reconciliation screen in GP as they may not be straight forward cash postings, such as direct debits, transfers, refunds etc. These examples have various individual manual posting processes.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Post International Payment Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope When making an international payment there will be some difference between the GBP (coming out of the Bank) depending on the foreign exchange rates. Process Steps 1. Log Into GP 2. To post the payment, select purchasing, and then in the Transactions tab, select Manual Payment.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. For example, if there was a payment made to Yonder Nerderland BV (Euro 5846.80) from MCR Systems ltd (money coming out from the bank will be in GBP, so there will be few amounts up or down depending on the exchange rate). • Enter the Date that the money came out of the bank, • Select the Creditor ID, • Select the correct currency (in this case, EURO) • Select the correct bank account in the Chequebook ID, • Enter amount of the payment that was made in Euro in the amount box (not the GBP amount which came out from the bank). • You will not be able to APPLY it to the Document, so please click post. 4. Now you will have to Apply the payment you just posted to the invoice. To do that click on Apply Payable Documents

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. After you’ve applied the invoice, please check your Reconcile Bank Statement (as the Euro monies we have just posted will be setting in the payment side of the bank transaction in GBP). 6. Now you will have to calculate the difference between the converted GP GBP amount and the Natwest GBP amount. 7. After that difference needs to be posted through Bank transaction.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Let’s say there was a difference of £12.50 more, GBP amount which has come out of the bank, we will post this as a foreign exchange difference. 9. Select Enter Transaction (as money out of the bank) Put in the transaction Date, select the Chequebook ID, Put the Ref in the Paid to & Description box, amount, and code it to the foreign exchange nominal & the value and Post Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Posting Receipts Directly to Nominal Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This procedure is done when we need to post entries that are Nominal related. Process Steps 1. Log Into GP 2. Go to Financial, then under Transactions, select Bank Transactions.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. It will take you to the screen below. 4. For example, if there was a £30 Account fee refunded back to our bank account. • Click on option • Select Entry Receipt as it is the money in the Bank • Enter the date from the Bank statement • Select the Bank • Enter the amount • Enter the relevant Nominal to code it to. • Click Post

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Posting a Bank Transaction Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This procedure is done when we need to post entries that are Nominal related. Process Steps 1. Log Into GP 2. Go to Financial, then under Transactions, select Bank Transactions.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. This is the screen it will take you to. 4. For example, if there was a £30 Account fee taken from the Bank. • Click on option • Select Entry Transaction as it is the money out of the Bank • Enter the date from the Bank statement • Select the Bank • Enter the amount • Enter the relevant Nominal to code it to. • Click Post

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022

Vesta Software Group – Finance Process Note Manual  
 Last Amendment Date: 03/11/2022Posting a Bank TransferVersion Number 1.0SectionGPDate of implementation29/09/2022Date of Last Review29/09/2022
Process ScopeThis process is used when customers pay into the wrong companies bank account and we need totransfer from the incorrect bank to the correct companies bank account.  
Process Steps1.   Log into GP
2.   Select Financial / Transactions / Bank Transactions 


3.   Example below of money received in wrong bank account £1000 received into CRB bank account, this will get posted via Enter Receipt, and allocatedto the 2050-50-0-630 (Cash held current account)
These amounts are reflected on the Unposted Cash sheet and then moved onto the Transfer& Refunds sheet once it has been identified which company the cash belongs to. Eachcompany has there own Transfer & refund sheet in that specific year.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Example cash received posting: 4. Once the credit controller has identified who the cash belongs to, they will add this info to the Unposted Cash Log and add this amount to the Transfer & refund sheet and attach the approval email for the request. 5. Transfers are done weekly as per the Vesta Timetable. 6. Once the transfer has been processed through the bank, it gets posted in GP via a bank transaction.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Example below of transfer : This then clears the amount in the 2050-50-0-630 account. Tips, Tricks and Troubleshooting Balances in the 2050-50 (Cash held current) account should not be in there for more than two months. It is the credit controller’s responsibility to follow up to see who the money is for and get it transferred / allocated correctly.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Posting a Cash Extraction Transaction Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope Jonas Software extracts the lump sum from the company’s bank account that are in credit monthly. You will come across this when you will be doing the bank rec. In this process note we will show you how to post these transactions. Process Steps 1. You will see funds coming out of the account with a similar description to the below example. 2. Log into GP 3. To post this you will need to go to the company required in GP, Financial and Bank transaction 4. Below screen will pop up.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Select Enter transaction in Option and complete the below sections. • Enter the date as on bank statement, • Select the bank in Chequebook ID, • Add a comment in Paid to box as on bank statement • Add a Description in the Description Box • Add the Value extracted in Amount.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. Enter the Nominal account on the Debit side of the Transaction Entry. All the cash extractions are coded to 1550-99-0-000 for all our companies. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Posting a Deferral Correction Batch Version Number 1.0 Section GP Date of implementation 05/10/2022 Date of Last Review 05/10/2022 Process Scope This will show the user how to post the deferral correction batch that they have created. Process Steps 1. Open the Financial tab in GP by clicking on ‘Financial’ on the left-hand side of the main screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 2. Under ‘Transactions’ you will find ‘Financial Deferral’ and under this you will find ‘Deferral Batches’ 3. Once opened, click on the magnifying glass as shown below in order to select the batch that you would like to open.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. The below screen will then open. Click on the specific batch you would like to open and then click ‘Select’. 5. The screen will then look like below with some basic information about the batch that has been selected. Once you are happy the information is correct, select Post.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting Ensure that you are logged into the correct company on GP.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Posting a Deferral Correction for a RTN – Deferring Revenue as expected (Not Done Previously) Version Number 1.0 Section GP Date of implementation 05/10/2022 Date of Last Review 05/10/2022 Process Scope This process will enable you defer the revenue over the expected periods for a return that has already been posted but not yet deferred. Process Steps 1. Open the Financial tab in GP by clicking on ‘Financial’ on the left-hand side of the main screen. 2. Under Transactions you will find Financial Deferral and under this you will find Deferral Document Entry – click on this.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. The below screen will open. Complete the below on this screen: • Document number : do not fill in – this will autopopulate • Start of Period : The first month the reduction of revenue relates to • End of Period : The last month the reduction of revenue relates to • Method : Should be Equal Per Period – this makes sure the system releases the same value each month • Reference : Credit/Return Number the deferral correction applies to • Batch ID : Give the bacth any name - for example “def correction”

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. When you input a Batch ID from the above step; you will get a pop up to ask you to create the batch – please press ADD 5. This will then open another pop up – please press Save 6. This will then bring you back to your original processing screen as shown below: • Amount to apportion – This is the net revenue value that needs to be released over the different periods • Recognition Account – This is the revenue nominal code the revenue will be reducing – normally beginning 5020 • Deferral Account – This is the deferral nominal code the revenue is being released from – normally beginning 2600

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Then press the symbol next to the deferral account to change this to CR. This is to make sure the revenue is being reduced correctly. A credit/return must debit the revenue nominal code to be reduce the revenue being recognised. You will then see the breakdown of how the revenue will be reduced in the bottom of the screen. 7. Then press Save and this will start the process again so you can continue to process into the same batch.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Once you have completed all the deferral correction and saved them in the you created, you can then close this screen. 9. Then go and Post your Financial Deferral Batch – Please see process notes “Posting a deferral correction batch”. Tips, Tricks and Troubleshooting If the revenue relates to any previous periods (any month before than the one you are currently in); please use process notes “Posting a deferral correction for an RTN – Deferring Revenue as expected (not done previously) - Closed Periods.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Posting a Deferral Correction for an Invoice – Deferring Revenue as Expected - Closed Periods Version Number 1.0 Section GP Date of implementation 05/10/2022 Date of Last Review 05/10/2022 Process Scope This process note will explain how to defer revenue over the correct period including closed periods. Process Steps 1. Open the Financial tab in GP by clicking on ‘Financial’ on the left-hand side of the main screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 2. Under ‘Transactions’ you will find ‘Financial Deferral’ and under this you will find ‘Deferral Document Entry’ link. 3. Fill in the below fields • Document number : Leave this to autopopulate • Start of Period : The First Month the revenue is meant to be recognised • End of Period : The last Month the revenue is meant to be recognised. • Method : Should be Equal Per Period – this makes sure the system releases the same value each month. • Reference : Invoice Number • Batch ID : for example “def correction”

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. When you input a Batch ID from the above step; you will get a pop up to ask you to create the batch – please press ADD 5. This will then open another pop up – please press Save This will then bring you back to your original processing screen. 6. • Amount to apportion – This is the net revenue value that needs to be released over the different periods • Recognition Account – This is the revenue nominal code the revenue will be recognised – normally beginning 5020. • Deferral Account – This is the deferral nominal code the revenue is being released from – normally beginning 2600. Then press the symbol next to the deferral account to change this to DR. This is to make sure the revenue is being correctly recognised. A sales invoice must credit the revenue nominal code to be recognised. You will then see the breakdown of how the revenue will be recognised in the bottom of the screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. For all the periods prior to the month you are working in please zero where the amount is showing and also zero the month you are in. The difference to then input back into the current month will show at the bottom right of the screen. Example below would be if we were working in March 2022.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Then input the value showing at the bottom into the period you are working in. You will see the difference is now zero. 9. Then press Save and this will start the process again so you can continue to process into the same batch. 10. Continue to process for each deferral correction as above and once complete press the close box.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 11. Then go and Post your Financial Deferral Batch – Refer to Posting a deferral correction batch. Tips, Tricks and Troubleshooting Ensure that you are logged into the correct company on GP.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Posting a Deferral Correction for an Invoice – Reversing an Incorrect Posting Version Number 1.0 Section GP Date of implementation 05/10/2022 Date of Last Review 05/10/2022 Process Scope Ensure that you are logged into the correct company on GP. If the revenue relates to any previous periods (any month before than the one you are currently in); please use process notes “Posting a deferral correction for an invoice – Deferring Revenue as expected (not done previously) - Closed Periods” Process Steps 1. Log into GP 2. Open the Financial tab in GP by clicking on ‘Financial’ on the left-hand side of the main screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Under ‘Transactions’ you will find ‘Financial Deferral” and under this you will find “Deferral Document Entry” link. 4. Fill in the below fields: Document number : you leave to auto autopopulate Start of Period : The First Month the revenue had incorrectly been deferred from End of Period : The last Month the revenue had incorrectly been deferred to Method : Should be Equal Per Period – this makes sure the system releases the same value each month. Reference : Invoice Number that you are doing the correction on Batch ID : for example “def correction”

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. When you input a Batch ID from the above step; you will get a pop up to ask you to create the batch – please press ADD This will then open another pop up – please press Save This will then bring you back to your original processing screen. 6. Complete the below fields: Amount to apportion – This is the net revenue value that had released over the different periods Recognition Account – This is the revenue nominal code the revenue will be recognised –normally beginning 5020. Deferral Account – This is the deferral nominal code the revenue is being released from – normally beginning 2600. Then press the symbol next to the deferral account to change this to CR. This is to make sure the revenue is being correctly being reversed. A sales invoice must credit the revenue nominal code to be recognised so crediting we are reversing the revenue like a credit. You will then see the breakdown of how the revenue will be recognised in the bottom of the screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Then press Save and this will start the process again so you can continue to process into the same batch.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. To post the correct deferral for the the invoice, complete the following fields: Document number : you leave to auto autopopulate Start of Period : The First Month the revenue is meant to be recognised End of Period : The last Month the revenue is meant to be recognised. Method : Should be Equal Per Period – this makes sure the system releases the same value each month. Reference : Invoice Number that you are doing the correction on Amount to apportion – This is the net revenue value that needs to be released over the different periods Recognition Account – This is the revenue nominal code the revenue will be recognised – normally beginning 5020. Deferral Account – This is the deferral nominal code the revenue is being released from – normally beginning 2600. Then press the symbol next to the deferral account to change this to DR. This is to make sure the revenue is being correctly recognised. A sales invoice must credit the revenue nominal code to be recognised. You will then see the breakdown of how the revenue will be recognised in the bottom of the screen. Then press Save and this will start the process again so you can continue to process into the same batch.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 9. Continue to process for each deferral correction as above and once complete press the close box. 10. Then go and Post your Financial Deferral Batch – Please see process notes “Posting a deferral correction batch”. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Posting a Deferral Correction for an Invoice Version Number 1.0 Section GP Date of implementation 05/10/2022 Date of Last Review 05/10/2022 Process Scope This process note will explain how to defer revenue. If the revenue relates to any previous periods (any month before than the one you are currently in); please refer to Posting a deferral correction for an invoice – Deferring Revenue as expected (not done previously) - Closed Periods Process Steps 1. Open the Financial tab in GP by clicking on ‘Financial’ on the left-hand side of the main screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 2. Under ‘Transactions’ you will find ‘Financial Deferral’ and under this you will find ‘Deferral Document Entry’ link. 3. Fill in the below fields: • Document number : This will autopopulate • Start of Period : The First Month the revenue is meant to be recognised • End of Period : The last Month the revenue is meant to be recognised. • Method : Should be Equal Per Period – this makes sure the system releases the same value each month. • Reference : Invoice Number • Batch ID : for example “def correction”

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. When you input a Batch ID from the above step; you will get a pop up to ask you to create the batch – please press ADD 5. This will then open another pop up – please press Save This will then bring you back to your original processing screen. 6. • Amount to apportion – This is the net revenue value that needs to be released over the different periods • Recognition Account – This is the revenue nominal code the revenue will be recognised – normally beginning 5020. • Deferral Account – This is the deferral nominal code the revenue is being released from – normally beginning 2600. Then press the symbol next to the deferral account to change this to DR. This is to make sure the revenue is being correctly recognised. A sales invoice must credit the revenue nominal code to be recognised. You will then see the breakdown of how the revenue will be recognised in the bottom of the screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Then press Save and this will start the process again so you can continue to process into the same batch. 8. Continue to process for each deferral correction as above and once complete press the close box.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 9. Then go and Post your Financial Deferral Batch – Refer to Posting a deferral correction batch Tips, Tricks and Troubleshooting Ensure that you are logged into the correct company on GP.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Posting a Deferral Correction for an RTN – Reversing an Incorrect Posting Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope NB: Ensure that you are logged into the correct company on GP. If the revenue relates to any previous periods (any month before than the one you are currently in); please use process notes “Posting a deferral correction for an invoice – Deferring Revenue as expected (not done previously) - Closed Periods” Process Steps 1. Open the Financial tab in GP by clicking on ‘Financial’ on the left-hand side of the main screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 2. Under ‘Transactions’ you will find ‘Financial Deferral’ and under this you will find ‘Deferral Document Entry’ link. 3. Document number : This will autopopulate Start of Period : The First Month the revenue had incorrectly been deferred from End of Period : The last Month the revenue had incorrectly been deferred to Method : Should be Equal Per Period – this makes sure the system releases the same value each month. Reference : Invoice Number (IMPORTANT) Batch ID : for example “def correction” 4. When you input a Batch ID from the above step; you will get a pop up to ask you to create the batch – please press ADD

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. This will then open another pop up – please press Save This will then bring you back to your original processing screen. 6. Amount to apportion – This is the net revenue value that had released over the different periods. Recognition Account – This is the revenue nominal code the revenue will be recognised – normally beginning 5020. Deferral Account – This is the deferral nominal code the revenue is being released from – normally beginning 2600. Then press the symbol next to the deferral account to change this to DR. This is to make sure the revenue is being correctly released. A sales invoice must credit the revenue nominal code to be recognised so by crediting this nominal we are doing the opposite of the reversal of revenue the original posting for the credit was doing. You will then see the breakdown of how the revenue will be recognised in the bottom of the screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Then press Save and this will start the process again so you can continue to process into the same batch. 8. To post the correct deferral for the return/credit. Document number : you leave to auto autopopulate Start of Period : The First Month the revenue is meant to be reduced. End of Period : The last Month the revenue is meant to be reduced. Method : Should be Equal Per Period – this makes sure the system releases the same value each month. Reference : Invoice Number

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Amount to apportion – This is the net revenue value that needs to be released over the different periods Recognition Account – This is the revenue nominal code the revenue will be recognised – normally beginning 5020. Deferral Account – This is the deferral nominal code the revenue is being released from – normally beginning 2600. Then press the symbol next to the deferral account to change this to CR. This is to make sure the revenue is being correctly reduced/reversed. A return/credit must debit the revenue nominal code to reduce the amount of revenue recognised. You will then see the breakdown of how the revenue will be recognised in the bottom of the screen. 9. Continue to process for each deferral correction as above and once complete press the close box.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 10. Then go and Post your Financial Deferral Batch – Please see process notes Posting a deferral correction batch. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Posting a Foreign Currency Journal Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This option is used to post foreign currency journals Process Steps 1. Log into GP 2. Select the financial Tab 3. In the transactions tab under financial select General

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The below screen will appear 4. Select View – Currency – Select Originating The figures on your journal will now appear in the foreign currency selected in ‘Currency ID’ Tips, Tricks and Troubleshooting If the view is not changed the journal will be posted in the Functional currency set on that companies GP.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Posting a PAYE Bank Transaction Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope On this process note we will show you how we to post the PAYE which gets direct debited from the individual company bank account. This will be posted straight through Financial – Bank transaction in GP Process Steps 1. Payroll sends us the Breakdown of the PAYE which gets Direct debited from the bank account. The break down is sent to the Vestacentral email and it saved in the folder below. 2. The break down will look like below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. For example, if you were doing the Bank rec for R&SS. You will need to post the transaction in GP. Check the amount in the breakdown and the DD from R&SS matches up. On the sheet below it will tell you where to code as well on the Top. Check that the amount on the email also matches to the bank statement, example below: 4. So, to post go to R&SS GP, Financial and Bank Transaction.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Below screen will pop up. 6. Please select Enter Transaction in option as it is the money out of the bank, put in the Date the DD has come out of the bank, Choose the correct bank, put in a comment on Paid To/Description, put in the Value and the nominal from the sheet and the amount.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Double check the Nominal, amount and the difference are Zero in the bottom, once you are happy with everything, please click post.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Posting a Payroll Bank Transaction Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process will enable you to post the payroll transaction on the bank statement. Process Steps 1. You will come across a payroll transaction on the bank statement as shown below when you are completing the bank reconciliation. An email will be sent to the Vesta Central mailbox with a breakdown of the payroll information for the current month. This email will be filed in the ‘Payroll Bacs Emails’ folder as shown below. You will need to access this email before being able to post this bank transaction. 2. Log Into GP

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. In GP, select ‘Financial’ to open the financial tab. Then select on ‘Bank Transactions’ under transactions as shown below. 4. The below screen will then pop up. You will need to complete the following fields:

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 • Option: Leave this as ‘Enter Transaction’ • Type: Leave this as ‘Cheque’ • Transaction date: Enter the same date as shown on the bank for this transaction. In this example it will be 25/01/2022. You can either type this in or you can click on the calendar icon and then select the date accordingly • Chequebook ID: Click on the magnifying glass and click on the name of the bank statement that the payroll transaction is on and then click on ‘Select’ as shown below • Description: Type in ‘Payroll’ in the field provided • Amount: Enter the payroll amount as shown on the bank statement • The first account number will be the bank nominal and this will be automatically populated for you. The whole amount from the bank statement will be on the credit side. • Manually type in the nominal account and value, as per the breakdown table in the email for the specific company that you are posting this payroll bank transaction for. In some cases, the amount could be spilt between 2 different nominals, in which you would then enter both accounts and both values to the bank transaction entry screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 • The difference value at the bottom of the screen should be ‘0.00’ in order to ensure that you have entered in the correct/equal amounts to balance the credit and debit. See example below of completed bank transaction entry. 5. Once you have completed all the required fields as shown above, click on ‘Post’ as shown below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Posting Aviva Transaction Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope On this process note we will show you how we can post the Aviva Pension which gets direct debited from the individual company bank account. Process Steps 1. You will see a Direct Debit coming out of the company Bank Account Ref AVIVA PENSION. For example, please see below the DD from CRB Solution Bank account. 2. Log into GP 3. To post this you will need to go to CRB Solution in GP, Financial & Bank Transactions.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Below screen will pop up. 5. Select Enter transaction in Option • Add the date as on bank statement. • Select the bank in Chequebook ID. • Add a comment in Paid to box as on bank statement. • Add in the relevant comment in the Description Box. • Add the Amount.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. Add in the Nominal account on the Debit side of the Transaction Entry. All the AVIVA PENSION are coded to 2150-12-0-00 nominal for all our companies. Put in the nominal in Distribution Reference, Value in the Originating Debit side, Relevant comment, make sure the Difference is Zero at the bottom and make sure to double check and if you are happy click Post. Ref: screen shot below. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Posting Bank Charges Transaction Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope On this process note we will show you how we can post the Bank Charges which gets direct debited from the individual company bank account. Process Steps 1. You will see a Direct Debit coming out of the company Bank Account (example shown below of the DD from CRB Solution Bank account). The transaction Ref will have the Date & Bank account number (which will be the Bank charges transaction). 2. Log Into GP 3. To post this you will need to open the required company in GP, Financial & Bank Transactions.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Below screen will pop up. 4. Select Enter transaction in Option (as it is money out of the bank), • Enter the date as on bank statement. • Select the bank in Chequebook ID. • Add a comment in Paid to box as on the bank statement. • Add a comment in the Description Box. • Add the amount in. 5. Add in the Nominal on the Debit side of the Transaction Entry. Bank charges nominal starts with 7900, you can type in 7900 and press Ctrl+L which will take you to the list of nominals.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Put in the nominal in Distribution Reference, Value in the Originating Debit side, Relevant comment, make sure the Difference is Zero at the bottom and make sure to double check and if you are happy click Post. Ref: screen shot below. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Posting IC and EC Batches in GP Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process will enable you to post IC and EC batches in GP. EC batches include expense claims and IC batches include invoices from concur. Process Steps 1. Log into GP. 2. Open the Purchasing tab. Select Batches under Transactions.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. The below screen will pop up, click on the looking glass. 4. EC and IC batches that are available to be posted will be listed here. Click on one and then click on Select.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. It will take you back to the below screen which displays more information about the batch. To post this bat, click on Post. If you would like to investigate the batch, click on Transactions. Option 2 This option allows you to post various batches at once. 2.1 Folow step one as above.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 2.2 Open the Purchasing tab. Select Series Post under Transactions. 2.3 The below screen will open. Tick the boxes of the batches you would like to post and then select Post. This will post all your batches at once.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Posting Refunds made to Customer in GP Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This function is used when we have raised a refund to the customer and this process will clear down the credit on their account. Process Steps 1. Log into GP 2. Select Sales, then select Transactions & Transaction Entry 3. Complete the below fields on this screen: Document Type – Use dropdown to change to Debit note The Number will automatically populate Add a Batch ie: TEST (screen above) Input the debtor ID (account number) Shipping Method : Local Delivery Tax Schedule = S-Vat 0% Debit amount – Amount of refund Click on the blue arrow next to Tax and select S – VAT 0% by clicking on the looking glass Then click on distriution Please amend the top nominal to 2050-60-0-000 – this whould be the line with the credit value

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Leave the ‘RECV’ nominal as this should be your AR nominal ie: should be 1200-10-0-000 or the intercompany AR account Select OK

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Select Save

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Then go to Sales / Transactions / Receivable Batches This screen will pop up, click on the looking glass select your batch and POST

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Then go to Financials – transactions – bank transactions This screen will open up Select the date / Select the bank / Edit number = your reference / Description = what is on the bank statement and enter the amount

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Amend / enter the bottom nominal to 2050-60-0-000 – this whould be the line with the debit value Type in the amount under the debit column & then click on POST. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Posting Various Financial Batches Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process will enable you to post more than one financial batch at once in GP. Process Steps 1. Log into GP. 2. Open the Financial tab in GP. Under Transactions, click on Series Post.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. The below screen will pop up. Click in the boxes to tick each batch that you would like to post at the same time. Once you have selected the bacthes, click on Post. Tips, Tricks and Troubleshooting Only post batches that are yours or you know can be posted – If you are not confident about whether a batch can be posted, speak to your line manager.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Print sales document screen - Historic Documents Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process would enable you to print sales documents to PDF that have already been posted in GP (historic documents). Process Steps 1. Log in to GP 2. Click on ‘Sales’ in GP in the bottom left-hand corner of the screen to open the Sales tab. Then click on ‘Print Sales Documents’ under transactions as shown below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. The below screen will pop up. Complete the steps below: • Document type: click on the dropdown menu arrow to select the most appropriate document type – In this example it will be an invoice. If it was a credit note, select ‘Return’ from the dropdown menu. • Print: Click on the dropdown menu arrow and select ‘Historical Documents’ • Currency to Print: Click on the dropdown menu arrow and select ‘Originating’ always • Under ‘Include’, click on the box next to ‘Document’ in order to select it • Under ‘Documents’, click on the box next to ‘Reprint Previously Printed/Sent’ in order to select it • Ranges: click on the dropdown menu arrow to select the most appropriate range – In this example I will be using the document number of the invoice and therefore I have selected ‘Document Number’. You could select ‘Document Date’ or ‘Batch’, depending on what needs to be posted. o From: Type in the first document number of the range that you would like to print. o To: Type in the last document number of the range that you would like to print. In this example, I will only be print one document and therefore I have entered the same document number as in the ‘From’ field above. 4. Now click on ‘Insert’ as highlighted at the bottom of the screen. .

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Once you have completed the required fields, click on ‘Print’ as shown below.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 The following screen will pop up, click on ‘OK’ When the next screen pops up, click on ‘Deliver’. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Print sales document screen - Unposted Documents Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process would enable you to print sales documents to PDF that have not been posted in GP yet. This could allow you to print/deliver multiple batches at once. Process Steps 1. Log into GP 2. Click on ‘Sales’ in GP in the bottom left-hand corner of the screen to open the Sales tab. Then click on ‘Print Sales Documents’ under transactions as shown below. 3. The below screen will pop up. Complete the steps below: • Document type: click on the dropdown menu arrow to select the most appropriate document type – In this example it will be an invoice. If it was a credit note, select ‘Return’ from the dropdown menu. • Print: Click on the dropdown menu arrow and select ‘Documents’ • Currency to Print: Click on the dropdown menu arrow and select ‘Originating’ always • Under ‘Include’, click on the box next to ‘Document’ to select it • Under ‘Documents’, click on the box next to ‘Reprint Previously Printed/Sent’ to select it • Ranges: click on the dropdown menu arrow to select the most appropriate range – In this example I will be using the batch name and therefore I have selected ‘Batch’. You could select ‘Document Date’ or ‘Document Number’, depending on what needs to be posted.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 o From: Type in the first batch name of the range that you would like to print. o To: Type in the last batch name of the range that you would like to print. In this example, I will only be print one batch and therefore I have entered the same batch name as in the ‘From’ field above. 4. Now click on ‘Insert’ as highlighted at the bottom of the screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Once you have completed the required fields, click on ‘Print’ as shown below. The following screen will pop up, click on ‘OK’ When the next screen pops up, click on ‘Deliver’.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Raising a Manual Payment via GP EFT Function Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope We will use this function for suppliers that have bank details in the GP system. There may be urgent payment requests for suppliers where the supporting documentation (invoice) has not made it into the GP system yet. This function will create an EFT file that can be imported into the bank. This will post the payment to the creditor account and the bank reconciliation; this payment can be matched to the invoice once it is in GP. Process Steps 1. Log into GP 2. Go to Purchasing Tab, Transactions card, Batches.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. The screen below will appear, a Batch ID needs to be created e.g., Pay Run 06/12/2021 4. Open the drop down next to Origin and select Computer Cheque

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Select EFT in Payment Method 6. Select Posting Date and Cheque Date. We generally go for two working days from the day you are raising this transaction, e.g., Todays date is 06/12/2021 so, we should select 08/12/2021 on both fields. Unless this is an urgent payment then you would leave it the same day you are raising this transaction, e.g., we should have 06/12/2021 in both fields. Be mindful of approval cut offs in the bank when raising same day payments. 7. The bank that needs to be selected is the NatWest bank, Currency Z-GBP and File Format Domestic.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 8. Select Transactions

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 9. The below screen will appear. Select Edit Vendor Payment and Go to…. 10. The below screen will appear. The Payment number is auto populated by the system. 11. 1. Change the Apply date to two days later or current date depending on if it is an urgent payment or not. (Refer to Step 6 for clarity) 2. Select the Creditor ID. 3. Add the amount you want to pay in the Unapplied field 4. You can add a comment (Stipulate Invoice Numbers being paid) however we are limited to 30 characters including spaces. Therefore, we would recommend using the Add Note section as well for more in-depth notes regarding this manual payment being raised. (Who requested this, when and why and invoices being paid etc)

Vesta Software Group – Finance Process Note Manual  
 Last Amendment Date: 03/11/2022

Note: If the below message appears when selecting a vendor there are no bank details on thesystem.You need to follow the ‘New Supplier and Current Supplier Bank details Process Notes’ to get these added to the system. We cannot use this function for foreign accounts."X:\Training - Process Notes and Videos\Purchase Ledger\Written\New Supplier and CurrentSupplier Bank details Process Notes.pdf"

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 12. Click Save and Continue on the message that appears. 13. You can continue to add more manual payments, once done select the X in the right corner of screen (shot below)

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 14. Go to Purchasing Tab – Build Payment Batch. The below screen will appear. 15. Select the look up glass next to Batch ID and select your payment batch

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 16. Change the Apply date accordingly (Refer to Step 6) and select Edit Payment Batch

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 17. Click Continue on screen that pops up 18. The below screen will appear. Change the Apply date accordingly (Refer to Step 6)

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 19. You can select other supplier items you want to pay from this screen or just pay your manual item. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Raising EFT payments in GP (Payment Run) Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process shows how we create the EFT payment batch in GP for supplier payments that are on the payment run report. Process Steps 1. After you have Prepped the payment run, please go GP Purchasing and Build Payment Run Batch

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 2. Below screen will Pop up, you need to create a Batch ID, for example payment run was done on 13.01.22 I would name a Batch as PAYRUN 13.01.22 or name it as your preference. 3. It will ask you to Add or cancel the batch, please click ADD

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 4. Below screen will pop up and you will need to select Payment method as EFT, posting date - two days from the date you are raising the payment. For example if you were raising the payment on 13.01.22 you will put in the two working days. 13th was Thursday so you select 17th as a posting and cheque date. Click Save once this is completed.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. It will take you back to the previous screen. Change the apply date to 2 working days from the payment date you are raising and click edit payment batch 6. Then you select the payment from the payment run prep sheet making sure the balance from the sheet and in GP matches off. Then again you will need to change the apply date to 2 working days from the payment date you are raising and click process on the bottom of the screen

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. You change the Cheque date as above and click Process 8. It will take you to the below screen where you select Remittance Form and click Process, select Deliver/print option, and click deliver. This will email remittances to the suppliers that we are paying.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 9. After that it will take you to the same screen and on this you will select Post and click process. 10. After that, you will go to generate EFT File

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 11. In here you will select the Bank on the chequebook ID (from where you are paying the supplier). Select your Batch you created above and change the Transmission Date/Settlement date to 2 working days from the date you are raising and click Generate EFT File. This will create a File and saves it in the F:Drive on the company folder. You can save that file on the X:drive and upload it in the Bank (there will be a process note for this) Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Reconcile to GL Report Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This report can be used to view any differences between the AR/AP Subledgers and the General Ledger. Process Steps 1. Log into GP 2. Got to the financial tab on the left-hand side of the GP screen.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Under Routines – Financial – please select Reconcile to GL 4. Populate the required data Select your Date range – the period you are looking into. Select which module from the dropdown – (Payables – relates to Accounts Payable/purchases, Receivables – relates to Accounts Receivable/Sales, Inventory – relates to inventory, Bank reconciliation – relates to the bank)

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Output file – Select where you would like the file saves by select the folder – this will be on the F drive Accounts – Manually input all the nominals that relate to the module you have selected – in this instance we have chosen Payable Management – I will be included all accounts payable control account nominals and intercompany accounts payable nominals

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Select Process One the report is ready it will open an excel workbook Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Request Bank Details to be Added to GP Version Number 1.0 Section GP Date of implementation 29/09/2022 Date of Last Review 29/09/2022 Process Scope This process note will explain how we request bank details to be added to our financial system GP. Process Steps 1. Refer to New Supplier and Current Supplier Bank Details Process Notes to understand the process for confirming bank details with suppliers. 2. Once bank details have been confirmed with suppliers, the supporting documentation and conversation details need to be sent in an email to the head of finance and this email needs to be saved on the XDRIVE in the specified companies folder example below. X:\Accounts Payable\Bank Detail Imports

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Example of email format expected below 3. A new excel workbook needs to be created weekly and named ‘Import Bank Details Day Month Year’. E.g. Import Bank Details_10-06-2022 12. The excel workbook needs to be completed weekly with the necessary information for this import to be actioned. Refer to Add a Hyperlink into excel process note if you are not familiar with adding hyperlinks to excel. 4. These bank details will be imported weekly by the Head of finance. (Specific Day TBC) Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Run the Expense Connector Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope The expense connector is used to pull through the approved employee expenses from concur through to GP. These connectors should automatically run every morning, however there are times when it does not run on its own. Process Steps 1. Log into GP 2. Open the Expense Connect Tab.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Under the transactions block select ExpenseConnect Batches The below screen will appear 4. Click on the far-right arrow in the bottom left corner This will show the last time the connector was run. The expense connector can be run various times a day, the approved expenses from concur are immediately pulled through to GP, therefore we would rerun these before payment run prep to ensure we have as many expenses on the run as possible.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Click on Process to run the expense connector

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. Once the connector has finished running there will be a new time/date under created at Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Run the Invoice Connector Version Number 1.0 Section GP Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope The invoice connector is used to pull through the approved invoices from concur through to GP. These connectors should automatically run every morning, however there are times when it does not run on its own. Process Steps 1. Log into GP 2. Open the Home Tab.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Select the Payment Batches option above the home tab. 4. The below screen will appear. 5. Click on the far-right arrow in the bottom left corner.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 This will show the last time the connector was run. The invoice connector takes 24/48 hours to pull invoices through to GP, so if it has already successfully run for the day there is no need to rerun this. 6. Click on Process to run the invoice connector.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Once the connector has finished running there will be a new time/date under created at. Tips, Tricks and Troubleshooting • If you do not have access to the connector refer to How to add the concur connectors to GP screen • GP = Great Plains