Accounts Payable > Set Up AP Module Parameters > AP Module Setup

The Information Page automatically opens when you access the AP Module Setup function. This page allows you to set up a variety of parameters including the accounts payable period-end closing, charge transaction number, and transfer of check distribution to GL options. It also allows you to set up the default values when creating new vendor records. In any case, you can amend the values for your new vendor records in the Vendor Maintenance function, if necessary.

To set up parameters in this page, perform the following steps:

1.In the Period-End Closing area, perform the following, if necessary:

1.1. Click the List box button to select the applicable period (year and month). The values in these fields are automatically incremented by the system every time period-end closing is performed in the Accounts Payable module. Note that these fields become inaccessible after the initial setup.

1.2. Mark the Update Vendor YTD Purchase Amount when closing last period of the fiscal year checkbox if you want the vendors' year-to-date purchase amounts to be automatically recalculated when performing Period-End Closing for the last period of the fiscal year.

2.In the Default Values for New Vendor area, set up the parameters that will be the default values when you create new vendor records.

2.1. Enter the appropriate values in the following fields:

oBank #

This will be the default bank account from which checks to new vendors will be issued.

oPay Class

Pay Class codes are used to facilitate timely payments to invoices. Pay class codes from 0 to 9 are available and can represent whatever degrees of pay urgency you want.

oPay Code

Pay codes indicate the terms of payment granted by the vendor (e.g., cash, credit card or terms). The pay code you enter in this field must be defined in the Pay Code Maintenance function.

oReference

References are any key words by which you may want to sort records. For example, you may indicate here whether the vendor provides “Office Supplies,” “Maintenance Supplies,” “Shipping” services, etc.

oYTD Start Date

Year-To-Date (YTD) is used as a basis of when to start accumulating purchase transactions for vendors. Having ready information on YTD purchases for each vendor assists you when negotiating extended credit terms and higher credit lines with your vendors.

2.2. Mark the following checkboxes, if necessary:

oAuthorize Full Amount Automatically

This option will direct the system to automatically authorize and apply payments to invoices at the time they are created.

oWarn if Post Date Differs from Invoice Date

This option will configure AccountMate to verify and display a warning message upon saving the AP invoice when the AP invoice date is different from its post date.

oHold Payment Authorization

This option will direct the system to hold off payment authorizations on specific invoices.

oHold Print Check

This option will direct the system to hold printing checks for the vendor. Even if the invoice has been applied payment, they will not be displayed in the Print AP Check function, if this option is marked.

oSuppress Check Stub

This option will direct the system not to print invoice details such as invoice numbers, amounts paid and finance charges paid, on the check stubs.

oPrint One Check per Invoice

This option will direct the system to print only one check per invoice. However, marking this option in the AP Module Setup only sets the system to make this option as default when creating new vendor record(s). This option applies to computer checks only and not to handwritten checks. This will facilitate reconciliation of check payments against paid invoices but will not be practical if you have many invoices for a particular vendor and the invoice amounts of which are very minimal.

oRequire PO # for AP Invoice

This option will direct the system to require purchase order number to be entered in the PO # field when posting AP invoices.

oVerify PO #

This option will direct the system to validate the purchase order number entered in the PO # field when posting AP invoices. The system will automatically compare the purchase order number you enter in AP invoices to the Purchase Order file. This option is applicable only if you mark the Require PO # for AP Invoice option discussed earlier.

oShow Notepad First in Transactions

This option will direct the system to show the Notes Page first whenever a new transaction is created for the vendor with this feature activated. Mark this checkbox if you want that the same checkbox be marked by default in the Customer Maintenance function during creation of a customer record.

3.In the Vendor Activity section, enter in the View Last Days' Activity field the last number of days whose vendor activity records you want to be displayed in the various functions' Activity Page.

4.Mark the following checkboxes, if applicable:

oUse System-Generated Charge Transaction #

Mark this checkbox if you want the system to automatically apply a charge transaction number to AP invoices paid using credit cards; otherwise, you can manually assign a charge transaction number for each AP invoice paid using credit cards.

oUse Multi-Currency

Mark this checkbox if your company is engaged in multi-currency transactions.

5.In the Invoice Transaction Controls area, perform the following:

5.1. Choose one of the following options in the Invoice Post Date Based On section:

oInvoice Date

Choose this option if you want the Invoice Date to become the default Post Date in AP Invoice Transactions, Record Credit Card Transaction, Record Check Payment and Record Non-Check Payment functions.

oSystem Date

Choose this option if you want the System Date to become the default Post Date in AP Invoice Transaction, Record Credit Card Transaction, Record Check Payment and Record Non-Check Payment functions.

Note: Once you have amended the default Post Date in the AP Invoice Transactions and Record Credit Card Transaction functions, it will not be affected by any changes to the Invoice Date or System Date regardless of the setting in the Invoice Post Date Based On area in AP Module Setup.

5.2. Mark the Display Voucher # if you want to display the voucher number when creating AP invoices and recording prepayments.

5.3. Mark the Enable Nonpayment option, if you want the system to display the Nonpayment field in the AP Invoice Transactions function. The Nonpayment feature allows you to book an unpaid portion of an invoice to a designated account, such as a non-trade liability account and to match that liability amount with a separate transaction, such as an expense report.

5.4. Mark the Enable Expense Amortization checkbox to activate the feature that facilitates deferred expense recognition. Activating this feature allows users to create AP invoices with deferred expense recognition of GL distribution. This feature allows users to schedule the expense amortization and amortize the deferred expenses over time.

6.Perform the following in the Payment Transaction Controls area:

6.1. Mark the Require Payment Authorization checkbox if you want that invoices, prepayments and charge transactions must first be authorized for payment prior to the application of payment.

6.2. Mark the Require Payment to Complete Application of Discount/Adjustment checkbox if you want that payment is made in order to claim invoice discounts or adjustments.

6.3. In the Post Check Distribution to GL section, choose from the following options:

oIn Detail

Choose this option if you want the check data to be transferred in detail to GL during Period-end Closing or Transfer to GL. This will transfer all the information found in the check.

oIn Summary

Choose this option if you want the system to transfer check data to GL in summary during Period-end Closing or Transfer to GL. The system will transfer the total amount per check.

7.In the Landed Cost Transaction Controls area, perform the following:

7.1. Mark the Enable Landed Cost checkbox to activate the Landed Cost feature.

7.2. Mark the Allow Multiple Landed Cost for Same Vendor and Receipt checkbox to configure AccountMate to allow recording of landed cost accruals for the same vendor and PO receipt more than once.

7.3. In the Allocate Landed Cost by area, choose from the following options:

oCubic Volume

Select this option to allocate landed cost by cubic volume.

oReceived Cost

Select this option to allocate landed cost by the received cost.

oWeight

Select this option to allocate landed cost by weight.

oUser Input (Numeric)

Select this option to allow user input to allocate landed cost .

Q. Can AccountMate handle payment or partial payment of an AP invoice that will be paid in the form of barter?

A. Yes. Simply enter the barter amount in the Nonpayment field of the AP Invoice Transaction function. Note that you have to first mark the Enable Nonpayment checkbox in the Information Page and assign a GL Account ID for the nonpayment in the GL Accounts Selection function for this feature to be activated.

Information Page

Information Page

See Also