How To: Setting Up A/P General Preferences (11-90-01)

Overview

This tutorial describes how to set up or change General Preferences for Accounts Payable (11-90-01).

Step-by-Step

Click image to enlarge.

  1. From the ‘Preferred Bank GL Account’ drop-down list, select the bank account you want to set up or change.

  1. Complete the fields as described below.

    2. Preference
    Description

    Allow Same Chargeback # On Multiple Invoices
    (Yes, No, Ask)

    This preference applies when the user enters multiple invoices for a vendor using the same chargeback number, in Invoice Entry (11-01).

    Select ‘Yes – Allow Don’t Ask’ to allow the same chargeback number to be entered for multiple invoices without prompting for approval first.

    Select ‘No – Don’t Allow Don’t’ Ask to not allow the same chargeback number to be entered on multiple invoices. Attempting to do so will display an error message and you will not be able to continue without changing the chargeback number.

    Select ‘Ask – Ask to Allow’ to require approval (at a prompt) before allowing the same chargeback number to be entered for multiple invoices.

    NOTE: DM invoices do not follow this rule.

    Enable (1) Key Transmit
    If checked, the Tab or Enter key will not be required after entry to record the keystrokes made.

    If unchecked, the Tab or Enter key will be required after entry to record the keystrokes made.

    NOTE: In Transaction Maintenance, one key transmit will not currently work for numbers. When maintaining a transaction, you must enter the number and Tab.

    Allow One Step Payment
    Click the checkbox if invoices are paid and entered through manual disbursement.

    Uncheck the checkbox if invoices must be entered before being paid.

    Preferred Bank GL Number
    Select a Bank G/L number from the drop-down menu. This number pre-prompts whenever the entry of a Bank G/L number is required in the A/P system.

    Transaction Inquiry Preferences
    The next three preferences apply only to printed reports produced through the Transaction Inquiry selection (11-31). When viewing reports on the screen, you can control the display of information by using the buttons on the screen (Summary tab, Expand/Detail buttons).

    NOTE: If the following preferences are changed while a vendor account is accessed, you will need to exit the vendor account and re-access it before the changes are applied.

    Transaction Summary
    If checked, only summary information for a vendor’s transactions appears on the printed report.

    If unchecked, detailed information for a vendor’s transactions appears on the printed report.

    Display Zero Balance Tran
    If checked, the zero balance transactions are shown on the printed report.

    Display Comments
    If checked, comments are displayed for applicable transactions on the printed report.

    Multiple Corp
    (Yes, No, Report)

    Select Yes if you are maintaining separate A/P Control Accounts.

    Select No if there is only one A/P control account.

    Select Report if you are using the 4th character of the Vendor Code to define different corporations.

    Validate Batch ID
    If the box is checked, entry of an employee number is required for Invoice Entry.

    If unchecked, the system accepts any Batch ID.

    1099 Form Type Sheet Or Continuous
    (Sheet or Continuous)

    Select Sheet to print 1099 forms on a laser printer.

    Select Continuous to print 1099 forms on a dot matrix printer.

    Last Used Auto Close
    This field is maintained by the system. These are dummy check numbers to close out zero balance reference numbers not closed by Auto Disbursements or Manual Disbursements.

    Print 1 Check for Each 1-Time Vendor
    Click the checkbox to combine all invoices for a one-time vendor on a single check.

    Uncheck the box to process all one-time vendor invoices as separate checks. The system will uncheck the checkbox as the default if this preference is left blank.

    Auto Update to GL?
    If checked, you have the option to update invoices to the General Ledger immediately following Invoice Entry (11-01) or P/O-A/P Entry (04-20). In this case, it is not necessary to run the Audit/Update selections (11-03 and 04-21). Additionally, with this preference set to checked, you have the option to update disbursements (auto or manual) without running the Audit/Update selections (11-12-03 and 13-03).

    If the box is unchecked, you must run the Audit/Update selections to update invoices and checks.

  1. Click ‘Update’ to save the changes.
    • Click ‘Cancel’ to close without saving the changes.
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