Accounts Payable Control Maintenance

Exit

Click this button to close the Accounts Payable Control Maintenance window.

Update

Click this button to update accounts payable options.

OK

Click this button to accept changes to the accounts payable options. This button is only available after you click the Update button in the ribbon.

Cancel

Click this button to cancel changes to the accounts payable options. This button is only available after you click the Update button in the ribbon.

Current Period

Enter the current period. You can also change the default period in Accounts Payable Period Update.

Current Year

Enter the current year. You can also change the default year in Accounts Payable Year Update

Default Voucher Status

Click the Lookup button, and select the default status for vouchers. The status selected here is used as the default in Voucher Entry. You can select one of the following options:

• On Hold - On hold vouchers must be released in Voucher On Hold Update.

• Ready for Payment

This defaults to Ready for Payment.

Voucher Sanity Amount

Enter the maximum allowed voucher amount. Setting this amount helps guard against typographical errors. If the voucher sanity amount is set to 10,000 and a user enters an amount greater than 10,000, a message alerts the user. This helps eliminate errors that may occur during heads down entry.

Check Sanity Amount

Enter the maximum allowed check amount. Setting this amount helps guard against typographical errors. If the check sanity amount is set to 10,000 and a user enters an amount greater than 10,000, a message alerts the user. This helps eliminate errors that may occur during heads down entry.

Default to Voucher Date

Select this check box if you want the default posting period for each voucher to correspond to the month of the voucher date. For a fiscal year, the month is translated into the appropriate period, i.e., if your year begins in March, and the voucher date is April 24th, the period is 2. This allows you to enter vouchers and have the period adjust to the date entered. If this check box is cleared, the period defaults to the current posting period.

Default to All Account Types

Select this check box to allow users to view and select all account types by default in A/P and Expense Accounts Entry. If this check box is selected, the Account Type field defaults to ALL in A/P and Expense Accounts Entry.

Default to Single G/L Account Entry

Select this check box to select the Single radio button in Voucher Entry by default.

Note Selecting or clearing the Single G/L Account check box in Supplier Maintenance takes precedence over this setting, so that when a supplier is selected in Voucher Entry, the supplier's setting controls whether vouchers use a single or multiple general ledger account.

Allow Remit to Change

Select this check box to allow users to change the name related to a remit-to address. Users can add remit-to addresses in Supplier Maintenance and Remit-To Address. Remit-to addresses define to whom the check is written and where it is sent. If this check box is selected, the remit-to address Name field is enabled in Supplier Maintenance and a remit-to address name can be saved in Remit-To Address, otherwise only the address can be updated. If this check box is cleared, the remit-to address name defaults to the supplier's name. When the name is changed, it is audited and can be viewed in the Voucher Audit Inquiry and Lookup Inquiry.

NOTE If this check box is cleared and you have supplier remit-to name(s) that are not the same as the supplier's name (as defined in Supplier Maintenance), each voucher for that supplier will post on a separate remittance (a separate check will cut for each voucher).

Pre-Pay Overflow Ref #

Enter a reference number to define prepayment overflows.

Maximum Crystal Check Stub Lines

Enter the maximum number of lines that fit on a check stub if you print checks using Crystal Reports. This defaults to 15.

Check Image File

Click the Lookup button to navigate to and select the scanned check image file. Checks that are displayed on the screen use this image file as the backdrop.

Note If a file or image upload directory is set up for the system ID, the file is copied to the Others folder in the file or image upload directory when you select the file. If no file or image upload directory is set up, the file remains in the original location.

View Image

Click this button to view the image file entered in the Check Image File field.

Delete

Click this button to delete the image file entered in the Check Image File field.

Posting Period Defaults to Payment Date

Select whether the payment posting period defaults to the payment date.

Require Check Approval

Select whether checks require approval in Voucher Payment Authorize. The options are:

• Never - Checks do not require approval prior to printing.

• Always - All checks require approval prior to printing.

• Over Amount - Checks over the entered amount require approval. If you select this option, enter the amount in the Amount Limit field.

Amount Limit

Enter an amount over which checks require approval. This field is only available if the Over Amount radio button is selected in the Require Check Approval radio set.

Posting Option

Select a method of posting vouchers and payments in the Accounts Payable module. The options are:

• Direct Post - When vouchers are entered and subsequently paid, these transactions are immediately posted to the general ledger.

• Manual Post - Detail - Detail transactions are manually posted from accounts payable to the general ledger. This enables the drill-down capability of the system, the ability to move from a high-level view of the data and break down these numbers into the transactions where they originated.

Note This option does not affect posting for payments. One journal entry is created for each payment, even if the payment is for multiple vouchers.

• Manual Post - Summary - Transactions are manually posted from accounts payable to the general ledger. During the posting process all similar transactions are summed together and posted as one entry. Individual transactions are not posted. You can still access the detailed information related to the summary transaction, however, through the drill-down capability.

Vouchers

Select whether or not to check differences between the actual and expected voucher amounts of a batch at the time of posting to the general ledger.

Note This option has no effect if you use the Direct Post posting option.

When batches are opened, you have the option to enter an expected amount. This amount is compared to the actual amount entered against a batch. If you select No the posting will not be allowed to be completed for a batch. If you select Warn, you are notified that the batch expected and actual totals are out of sync and given the option to abort the posting.

Payments

Select whether or not to check differences between the actual and expected payment amounts of a batch at the time of posting to the general ledger.

Note This option has no effect if you use the Direct Post posting option.

When batches are opened, you have the option to enter an expected amount. This amount is compared to the actual amount entered against a batch. If you select No the posting will not be allowed to be completed for a batch. If you select Warn, you are notified that the batch expected and actual totals are out of sync and given the option to abort the posting.

Auto Supplier Assignment

Select this check box to automatically assign the supplier code when creating suppliers in Supplier Maintenance. When a new supplier is created, the supplier is assigned the supplier code entered in the Next Supplier Code field in Accounts Payable Control Maintenance.

Next Supplier Code

Enter the next supplier code to use for the next created supplier. This field is only enabled if you select the Auto Supplier Assignment check box.

Allow Duplicate Supplier Names

Select whether duplicate supplier names are allowed. Select one of the following options:

• Yes - Allow duplicate supplier names.

• No - Not allow duplicate supplier names.

• Warn - Display a warning when creating a duplicate supplier name, but allow duplicate supplier names.

Aging Categories

Enter the number of days for aging calculations in the Accounts Payable module. This defaults to 30, 60, 90 and 120 days, which is the standard days used for aging calculations, but you can set any aging periods you want to use.

Automatically reverse unrealized forex entries

Select this check box to automatically create reversing entries for unrealized foreign exchange gain and loss journal entries. If you select this check box, you must enter an account in the AP Unrealized Forex Income Statement Account field.

AP Unrealized Forex Balance Sheet Account

For each company code, enter an account (in the grid) to use when creating accounts payable unrealized foreign exchange gain and loss transactions for the balance sheet.

AP Unrealized Forex Income Statement Account

For each company code, enter an account (in the grid) to use when creating accounts payable unrealized foreign exchange gain and loss transactions for the income statement.