AP Tips and Tricks

The article below provides tip and tricks within the accounts payable module of Eclipse. Where possible step by step instructions have been provided in another article to demonstrate the different functions possible within this module.

Topic	Notes	Guides

Topic	Notes	Guides
Automatic Batch Moving	The integration of Digital Paper Flow with Eclipse means that all orders will move into the appropriate batch to match the workflow of invoices. This specifically means that when an invoice is drafted and sent to Digital Paper Flow, the invoice can be found in the draft batch in Eclipse, then once the invoice or expense is sent for approval it can be found in the pending batch, and finally once the invoice or expense has been fully approved it will move into the approved batch.
Manually Moving Invoices To New Batch	Move an invoice into a new or existing batch	Move Invoices To New Batch
Quick Cheques	Complete cheque run without posting invoices	Quick Cheque / Quick Payment
Balance Tax Before Saving	Invoices are checked if the tax balances before posting	Auto Create and Balance Tax Lines System Default
Invoice Created From PC entry	Pay petty cash transaction via invoice	Paying Petty Cash by Bank Transfer / PC Invoices
Distribution Change Reflected In Invoice Inquiry	When completing a distribution change, the change will also be reflected in the invoice inquiry. This means that there is an audit trail of the changes so that all modules reflect the reallocations so as not to confuse the transactions allocated account.
Attaching/Viewing/Downloading Invoice Attachments In Eclipse	When a supporting document is added to a transaction it can be viewed at a later date if required within Eclipse. The application also allows for these attachments to be downloaded for safe keeping.	Attaching/ Viewing/Downloading Supporting Documents To Invoice
View Details Of Invoices Raised And Cheques Paid	Within the Vendor Master Maintenance screen a user can search for a vendor and look at the specific invoices raised or the cheques paid.	View Invoices Raised And Cheques Paid In Vendor Master Maintenance
Upload Vendor List Into Eclipse	On the commencement of your production TPH has the ability to add vendors into Vendor Master Maintenance. The vendor list should be in excel format and compatible with our requirements. Simply send us a ticket request and we will action this for you. Email to: support@helpdesk.tphglobal.com
Auto Reconcile Bank Reconciliation	Within Eclipse there is the ability to import transactions directly from the Bank as an excel or csv file and reconcile these transactions. The section “Uploading Transactions From The Bank” explains how to complete this.	Bank Reconciliation
Invoice Attachment File Name	When uploading an attachment into Eclipse it is important to make sure that the file name is kept to the shortest possible amount of characters. Eclipse can only support a file name including the file path on upload of 255 characters.