Vendor Invoice Template

Prerequisites for this topic: Workflow: Setting Up and Using Vendor Payables and Business Unit Allocation.

As part of your agency's vendor payables workflow, a Vendor Invoice Template can minimize the amount of time required for you to enter transaction-specific invoice information. An invoice template pre-defines much of the data that you would otherwise have to enter manually for each invoice (e.g., payment division details, allocation amounts, etc.).

You can also use this form to set up a list of multiple invoice templates for specific vendors. If different business units within your agency have separate accounts with the same vendor, you can create a separate template for each account.

Before you can use the Vendor Invoice Template, you must assign a General Ledger Account Number to the vendor in Vendor Setup.

  1. Open the Vendor Center.
  2. To add a new vendor, click New Vendor.

- or -

Select an existing vendor. On the Actions menu, click Overview, and then click Edit Vendor.

  1. On the Vendor data entry form, click Vendor Invoice Template.
Field Name/Group What is this?
Template Name

Enter a meaningful title for the template. This title must be unique to the vendor and can be no longer than 52 characters.

Example "Account - Water - Seattle office."

 

You can create more than one Template per vendor.
Allocation Type
Option What is this?
Business Unit Allocation

Select a pre-defined Business Unit Allocation for this vendor.

  • Only those Business Unit Allocations that include business units for which you have security access appear in the list.
  • Selections in this list are maintained in the Business Unit Allocation setup form.
Manual Split

The Manual Split option allows you to define a Business Unit Allocation, and assign a general ledger account number split for only this specific Vendor Invoice Template. When you select this option, two subsections appear:

  • Division Splits
  • Business Unit Breakout
Payment Division
Field What is this?
Division

From the list, select the agency division associated with the bank account from which you will pay the vendor invoice.

  • You see in the list only those divisions for which you have security access.
  • The division controlling the vendor payment does not always necessarily share in the division allocation.
Bank

Select the bank account from which you will pay the vendor invoice.

The following data entry sections only appear if you select Manual Split under Allocation Type.

Fields What is this?

Division

Select the Division to which you will allocate all (e.g., 100%) or a portion of the allocation (e.g., 10%, 20%, 50%). Continue making these divisional allocations until your Division Splits equal 100%.

Division Split Percentage

For each Division enter a Division Split Percent (e.g., 10%, 20%, 50%, etc.). This represents the total percent of a vendor's invoice that you want allocated to this particular division. Continue adding divisional allocations until the Division Splits equal 100%.

Example

You want to split your water utility bill proportionally among your agency's locations, Seattle and Tacoma. In the Division Split Percent field, enter 60 for the Seattle division and 40 for the Tacoma division in two separate entries. The total for the grid is now 100%.

If the total Division Split Percentage amount for the grid does not equal 100%, you will receive an error message.

Split Type

From the list, select the Split Type (measure) by which this division's expense portion is determined.

Your choices are:

  • # of Employees
  • # of Sq. Feet
  • Percent

The selection you make i this field applies to all of the division's sub-units in the Business Unit Breakout grid.

If you have entered data in the Division Splits section that equals 100%, then click the Get Business Units button to enter sub-unit data in the Business Unit Breakout grid.

Use the grid to enter Split Value amounts for each sub-unit, based on the Split Type for that specific division. The system automatically calculates the division's sub-unit Split Value Percent and the Total Alloc Pct for all divisions in the allocation.

Column What's this?

Division

The division name.

Branch

The branch name.

Department

The department name.

Group

The group name.

Split Type

The Split Type is the measure by which this division's expense portion is determined. This was originally selected in the Division Splits section of the form.

Possible Split Types:

  • # of Employees
  • # of Sq. Feet
  • Percent

Split Value

For each row, assign a portion of the division's Split Type to the sub-unit by entering data in the column.

Example

The Split Type assigned to an agency's Seattle division is # of Employees. The Seattle division has a Commercial Lines department, Personal Lines department, and an Administration department. Enter the number of employees in each department in the Split Value column of the Business Unit Breakout grid.

Split Value Pct

For each row, the system calculates the sub-unit Split Value Percentage based on each sub-unit's split value amount in proportion to a total of 100% for the overall division.

Example

  • The Split Type assigned to an agency's Seattle division is # of Employees. The Seattle division has a Commercial Lines department, Personal Lines department, and an Administrative department.
  • Under Split Value in the grid, enter 40 employees for the Commercial Lines department, 30 employees for the Personal Lines department, and 10 employees for the Administrative department.
  • In the Split Value Pct (percent) column, the system calculates the percentage automatically: 50.000 for the Commercial Lines department, 37.500 for the Personal Lines department, and 12.500 for the Administrative department. This is a total of 100% for all departments in the Seattle division.
 

If you select Percent as a division's Split Type, then the sub-unit data entered in the Business Unit Breakout grid, Split Value column for that division should total to 100% and the calculated values in the Split Value Percent column should be exactly the same.

Total Allocation Pct

For each row, the system calculates the sub-unit Total Allocation Pct based on each division's, Division Split. If Division A = 40% and Division B = 60% then all of the allocations to Division A's sub-units equal 40% and all of the allocations to Division B's sub-units equal 60%. The total for both Division A and Division B's subunits equal 100%.

Using the section menu options (e.g., copy, edit, delete) on the Business Unit Breakout grid it is possible to allocate expenses to different general ledger accounts or to assign 1099 properties to some or all of the expenses.

If appropriate, you can Edit a row in the grid, or Copy a row in the grid and modify it, and Add it as a new row. This is useful when dividing an invoice into multiple expense categories. In either case, when you click the Edit or Copy section menu options, additional fields open below the grid.

You can also delete a row from the grid by selecting the row and clicking Delete on the section menu.

Example Your copier service's monthly maintenance invoice also includes a charge for supplies.

  • Use Manual Split to build the template for the GL # defaulted from Vendor Setup (in this example, GL #63500 – Repairs and Maintenance).
  • Highlight an existing row and click Copy. The data entry fields open.
  • Edit the GL # for the row: change it to GL #63100 – Office Supplies.
  • Update the row in the grid.
  • Repeat this process for each business unit requiring an expense allocation for Office Supplies.
  • You must have security access to all the business units represented in the grid in order to edit any row in the grid.
Field What's this?

GL #

To assign this portion of the expense allocation to the appropriate General Ledger Account, select the account's GL # from the list.

 

The default selection is the number that you assigned to the vendor expense in the Vendor Setup form.

Business Unit

View-only group box: data defaults from the row that you selected in the grid.

Field Name What is this?

Division

Division associated with this specific allocation.

Branch

Branch associated with this allocation.

Department

Department associated with this allocation.

Group

Group associated with this allocation.

Split Type

View-only data field: Data defaults from the row you selected in the grid.

This is the measure by which this division's expense portion is determined. Your choices are:

  • # of Employees
  • # of Sq. Feet
  • Percent

Split Value

Data defaults from the row you selected. You can assign a new or different portion of the division's Split Type to the sub-unit by entering data in this field.

Split Value Percentage

View-only data field: Default data from the row you selected in the grid.

The system calculates the sub-unit Split Value Percentage based on each sub-unit's Split Value amount in proportion to a total of 100% for the overall business unit division.

 

If you modified the default data in the Split Value field by entering a new amount, the system does not recalculate the Split Value Percentage until after you Add it to the grid.

GL# Required Fields

The GL # Required Fields is a list of subledger entities (Insurance Co, Brokerage Co, Finance Co, Vendor, etc.).

If the selected GL account # is subledgered, its subledger entity is enabled. The other fields are disabled.

Example Under GL # 63100 Office Supplies and Printing, the Vendor selection list is enabled, with the current vendor as the default selection.

1099

If this allocation is a 1099 expense, select the appropriate Category and Type.

 

Questions as to whether this is a qualified 1099 expense should be directed to your agency accountant.

If this is not a 1099 transaction, delete the Category and Type.

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