Introduction

When using Prendio you are working with two companies. You are working with Prendio, the Software manufacturer, and BioProcure, your Service Provider. BioProcure also uses Prendio.

Help Requests

Whenever you need assistance with either Prendio or an order, please direct your request to:

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On the Prendio Dashboard below the Support Heading is a Link to Help with Orders. This will create an Email Message to help@bioprocure.com. Be as descriptive as possible with your question or request so our Customer Service Team can quickly route it to the appropriate team.


About This Document

This document details the features of the Prendio Accounts Payable role.

Prerequisites

The Prendio Accounts Payable role is required. User roles are assigned by a Company Admin.

Accounts Payable > Scan:

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This is where Scanned Invoices are Uploaded then Matched to the appropriate Purchase Order.

Accounts Payable > Scan > Scan Upload:

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1. Either drag PDF file(s) here or press Add Files to maneuver to and select PDF file(s).

2. Click on these icons to display the PDF files in a thumbnail or list view.

Note: In this example 2 PDF documents were added to the Scan Upload window.

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3. Click on the minus (-) icon in the upper right-hand corner of a thumbnail to delete it if needed.

4. The name and size of the document display here.

5. The combined size of the documents in this window display here.

6. Press Start Upload to upload the PDF file(s).

Note: In this example Start Upload was pressed.

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7. During the upload, a progress bar will appear at the bottom of each thumbnail. When the upload is complete for that thumbnail, a checkmark will appear in the upper right-hand corner.

8. The progress of all the documents being uploaded appears here.

Accounts Payable > Scan > Scan Match:
The Scan Match window is used to match the appropriate Invoice with a PO Number.

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9. Scan Match is selected.

10. The number of scans to review appears here.

11. If there are many scans to review, arrows will display to advance forward and back.

12. When a thumbnail is selected, it will display in a larger view here.

13. These are the fields used when processing an Invoice.

In this example, an Invoice will be matched to a PO.

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14. Check the box below the invoice to be matched to the PO.

Note: Some of the information entered below is obtained from the actual invoice selected. In these examples test invoices were used so fictional information was used.

15. The Invoice #, Inv Date, PO #, Inv Amount, and Tax & Freight are entered.

16. Press Done, Next.

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Additional Fields

17. This field is used when an Invoice was received but there is no Packing Slip or PO Number available. When this occurs, the PO # field is left blank, and this box is checked. Checking this box activates the pulldown menu displaying the names of other Prendio Users. The user believed to be the Requester of this order can then be selected from the pulldown menu and can be sent a Proxy Request to confirm this is his or her order.

18. The Scan Notes field can be used to add a note to the Packing Slip.


Accounts Payable > Vouchers
This window is used to process Scanned Invoices into Vouchers.

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1. The Number of Vouchers is displayed here.

2. The Filter field can be used to search for data in this window and the Refresh button is used to clear the filter and display all receipts.

Note: Checking Include Deleted will display orders that were deleted.

3. The Company, Supplier, PO #, Available Receipts, Inv Date, Inv # Voucher #, Voucher Status, and Notes columns can be sorted using the Arrowhead icons.

4. Clicking on the link in the PO # column will display the PO in another browser tab.

5. The View (eyeball) icon is used to view a Scanned Invoice and create the voucher. The Trash Can icon can be used to delete a Scanned Invoice.

Notes:
The links in the Available Receipts column can be used to view the Receipt or Proxy Packing Slip details.
The Envelope icon in the Available Receipts column can be used to send a Proxy Request to a Prendio User.
If an Invoice was matched, but the Voucher was not yet created, Inv Scanned will display in the Voucher Status column.
If a Note was entered while matching an Invoice, it would display in the Notes column.
Deleting an Invoice will return the Invoice to the Scan Match window.

In this example the Invoice was viewed to process the receipt and create the Voucher.

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6. The Receipt checkbox is checked.

7. Done, OK to Pay is pressed.

Note: When a voucher is created, it is moved from the Vouchers window to the AP Management > AP Push window.

Prendio Flexible Segments:

Prendio uses Flexible Segments which allows your Company to Rename, Increase, or Decrease the number of Segments (aka Coding) to Integrate with your ERP System.

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In this example, the Billscorp Company is using three segments, Department, GL Account, and Project. The number and naming of the segments that display in Accounts Payable are configured in AP Management > General > Accounting by the AP Manager role and Prendio Technical Support. The defaults are selected here, but you may see fewer or more segments and perhaps the names Class and Location.

Accounts Payable > Departments

This window is used to manage the Prendio Departments and the ERP Departments.

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1. Here Prendio Departments is selected, this is where the Prendio Departments are created and saved.

2. The number of Prendio Departments, ERP Departments, and how many are enabled are displayed here.

3. The Filter field can be used to search for data in this window. Download Export File exports the contents of this window to a .CSV file, and the Add Departments button is used to create new Departments.

4. The Order, Prendio Name, Prendio Display Description, Watchers, Approvers, GL Account, ERP Map, and Status columns can be sorted using the Arrowhead icons.

5. The arrowheads next to the Prendio Names can be used to move the Departments up and down in this window. This affects the order in which they appear in the Department pulldown menu in a cart.

6. The Edit (pencil) icon can be used to edit a Departments and the Trash Can icon can be used to delete a Department. In this example a Department was edited, and the General tab is displayed.


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7. The Department Name field is where the name is entered.

8. Active must be selected for the Department to be available for use in an order.

9. The ERP Map pulldown menu is used to select the ERP Department that will be used for this Prendio Department.

Notes:
The Description and Notes fields are optional.
Allowed GL Accounts displays the GL Accounts that are members of this Department.

The Watchers tab is selected. If desired, Watchers (optional) can be added to a Department and one Watcher can be elevated to an Approver.


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10. Press Add to open a window to add Watchers.

The Users tab is then selected. For a Department to be available in a cart the user must be a member of the Department selected in that cart.


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11. The number of available Users displays here.

12. Check this box for all users to be a member of this Department or check individual Users.

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13. ERP Departments is selected, this is where the ERP Departments are imported and stored.

14. The Filter field can be used to search for data in this window and the Refresh button is used to clear the filter.
Synch ERP is used to connect to the ERP System and Synchronize these resources with Prendio. ERP Departments
not in this window prior to the sync will be imported during this process.

15. When the last Sync was completed displays here.

16. The ERP Project ID, ERP Dept Name, Prendio Map, and ERP Type columns can be sorted using the Arrowhead icons.

17. Check the box in the Disregard column for that ERP Department not to display when mapping Prendio Projects.


Accounts Payable > GL Accounts:
This window is used to manage the Prendio GL Accounts and the ERP Accounts.

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1. Here Prendio GL Account is selected, this is where the Prendio GL Accounts are created and saved.

2. The number of Prendio GL Accounts, ERP/Accounting, and how many are enabled are displayed here.

3. The Filter field can be used to search for data in this window. Download Export File exports the contents of this window to a .CSV file, and the Add GL Account button is used to create new GL Accounts.

4. The Order, Prendio Name, Prendio Display Description, Watchers, Approvers, ERP Map, and Status columns can be sorted using the Arrowhead icons.

5. The arrowheads next to the Prendio Names can be used to move the GL Accounts up and down in this window. This affects the order in which they appear in the GL Account pulldown menu in a cart.

6. The Edit (pencil) icon can be used to edit a GL Account and the Trash Can icon can be used to delete a GL Account.

In this example a GL Account was edited, and the General tab is displayed.

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7. The GL Account Name field is where the name is entered.

8. Active must be selected for the GL Account to be available for use in an order.

9. The ERP Account pulldown menu is used to select the ERP Account that will be used for this Prendio  GL Account.

Note: The GL Account Description and Notes fields are optional.

The Watchers tab is selected. If desired, Watchers (optional) can be added to a GL Account and one Watcher can be elevated to an Approver.

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10. Press Add to open a window to add Watchers.

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11. The number of available Departments displays here.

12.  Check this box for this GL Account to be a Member of all departments or check individual Departments.


Tax and Freight Assignment:
How the Tax and Freight expenses are to be paid can be selected here.


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13.  Distributed to Lines is the most frequently used selection. This will divide the expenses evenly among the line items in an order.

14.  Specific Accounts is another option.

15.  This option allows these expenses to be distributed to specific GL Accounts.

Note: Tax and Freight can also be configured in AP Management > General.

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16. Here ERP/Accounting is selected, this is where the ERP Accounts are imported and stored.

17. The Filter field can be used to search for data in this window and the Refresh button is used to clear the filter. Synch ERP is used to connect to the ERP System and Synchronize these resources with Prendio.
ERP Accounts not in this window prior to the sync will be imported during this process.

18. When the last Sync was completed displays here.

19. The ERP Account ID, ERP Account Name, Prendio Map, and Account Type columns can be sorted using the Arrowhead icons.

20. Check the box in the Disregard column for that ERP Account not to display when mapping Prendio GL Accounts.


Accounts Payable > Projects

This window is used to manage the Prendio Projects and the ERP Projects.

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1. Here Prendio Projects is selected this is where the Prendio Projects are created and saved.

2. The number of Prendio Projects, ERP Projects, and how many are enabled are displayed here.

3. The Filter field can be used to search for data in this window. Download Export File exports the contents of this window to a .CSV file, and the Add Project button is used to create new Projects.

4. The Order, Prendio Name, Project Manager, Prendio Display Description, Watchers, Approvers, Time Track, Purchases, ERP Map, and Status columns can be sorted using the Arrowhead icons.

5. The arrowheads next to the Prendio Names can be used to move the Projects up and down in this window. This affects the order in which they appear in the Project pulldown menu in a cart.

6. The Edit (pencil) icon can be used to edit a Project and the Trash Can icon can be used to delete a Project.

In this example a Project was edited, and the General tab is displayed.

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7. The Project Name field is where the name is entered.

8. Active must be selected for the Project to be available for use in an order.

9. The ERP Map pulldown menu is used to select the ERP Project that will be used for this Prendio Project.

Note: The Project Manager and Available for Time Table pulldown menus are optional, and the Available for Purchases pulldown menu should be set to True. The Project Description and Notes fields are also optional.

The Watchers tab is selected. If desired, Watchers (optional) can be added to a Project and one Watcher can be elevated to an Approver.

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10. Press Add to open a window to add Watchers.

The Users tab is then selected. For a Project to be available in a cart the user must be a member of the Project selected in that cart.

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11. The number of available Users displays here.

12.  Check this box for all users to be a member of this Project or check individual Users.

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13. ERP Projects is selected, this is where the ERP Projects are imported and stored.

14. The Filter field can be used to search for data in this window and the Refresh button is used to clear the filter. Synch ERP is used to connect to the ERP System and Synchronize ERP Projects not in this window prior to the sync will be imported during this process.

15. When the last Sync was completed displays here.

16. The ERP Project ID, ERP Project Name, Prendio Map, and ERP Type columns can be sorted using the Arrowhead icons.

17. Check the box in the Disregard column for that ERP Project not to display when mapping Prendio Projects.


Accounts Payable > Suppliers

This window is used to manage the Prendio Connected Suppliers and the ERP Connected Suppliers.

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1. Here Prendio Connected Suppliers is selected, this is where the Prendio connected Suppliers are created and saved.

2. The number of Prendio Connected Suppliers, and ERP Total Suppliers are displayed here.

3. The Refresh button is used to clear the filter. The Filter field can be used to search for data in this window. Download Export File exports the selected suppliers to a .CSV file (see step 5).

4. The Supplier, Enabled, and ERP Link, and ERP Suppliers columns can be sorted using the Arrowhead icons.

5. The All checkbox can be selected to include all suppliers or Individual Supplier checkbox(es) can be checked to include certain suppliers in the Supplier Export File.

6. Click on the link to the Supplier Name to edit a supplier.

In this example a Supplier was edited, and the General tab is displayed.

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7. The ERP Account field is where the ERP Supplier is selected.

Note: Bills for this supplier will be pushed to this supplier in the ERP System.

8. These fields and boxes are completed by the Prendio Catalog Manager and the Buyer when the supplier was added to Prendio and an Account was established.

9. These fields are also completed by the Prendio Catalog Manager and the Buyer when the supplier was added to Prendio and an Account was established.

Note: These fields can be changed at the customer level.

10. Use this field to add Notes.

11. This is the Email and Remit to Address information for the supplier that will be sent to the ERP System during a Push.

Note: Deselect Use Prendio Default to modify the address to push different address information for the supplier.

12. Banking Information is setup by the Prendio Catalog Manager.

13. The Currency is setup by the Prendio Catalog Manager. Note: This field can be changed at the customer level.

14. These fields and the attached tax document are completed by the Prendio Catalog Manager.

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Account Numbers can be added to this tab when needed.

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As parts are ordered for this supplier, they are added to the Catalog Items tab. The Part Number, Description, UM, Unit Price Range, Date Added, and Status columns can be sorted using the Arrowhead icons.

The Orders tab displays the orders placed for this supplier.

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15. Click on the PO# link in the PO column to open the PO in a new browser tab.

16. Click on the view link in the History column to open the Order History for this PO.


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17. ERP Total Suppliers is selected, this is where the ERP Suppliers are imported and stored.

18. The Filter field can be used to search for data in this window and the Refresh button is used to clear the filter. Synch ERP is used to connect to the ERP System and Synchronize these resources with Prendio. ERP Suppliers not in this window prior to the sync will be imported during this process.

19. When the last Sync was completed displays here.

20. The ERP Supplier ID, ERP Supplier Name, Prendio Map, and ERP Type columns can be sorted using the Arrowhead icons.

21. Check the box in the Disregard column for that ERP Supplier not to display when mapping Prendio Suppliers.

Accounts Payable > Terms

This window is used to manage the Prendio Terms and the ERP Terms.

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1. Terms is selected, this is where the Terms are saved.

2. The number of Prendio Terms, and ERP Terms are displayed here.

3. The Filter field can be used to search for data in this window. Download Export File exports the contents of this window to a .CSV file.

4. The Prendio Name, and ERP Map columns can be sorted using the Arrowhead icons.

5. Click on the edit (pencil) icon to edit a Term.

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In this example the Prendio Net 30 Term was edited in the Prendio Terms Setup window.

The ERP Map pulldown menu is used to map to map this term to the corresponding ERP Term.

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6. Here ERP Terms is selected, this is where the ERP Terms are imported and stored.

7. The Filter field can be used to search for data in this window and the Refresh button is used to clear the filter. Synch ERP is used to connect to the ERP System and Synchronize these resources with Prendio. ERP Termsnot in this window prior to the sync will be imported during this process.

8. When the last Sync was completed displays here.

9. The Term ID, Term Name, Prendio Map, and ERP Type columns can be sorted using the Arrowhead icons.

10. Check the box in the Disregard column for that ERP Term not to display when mapping Prendio Suppliers.