Accounts Payable Authorization Keys

Job Roles	Accounts Payable
Levels	Level 1 - Allows access to accounts payable records in view-only mode and use of the Notes and Advice options. Level 2 - Allows access to create and edit accounts payable records, except for amounts in the P/O Total column in the A/P Entry window.
Dependencies	To allow users to edit the P/O Total column, assign the AP.PARTIAL.OK authorization key.
Additional Information	When you display a payable in a closed period, the Manual Check option is still active to offset invoices against credit memos and to manually post the check. For information about posting manual checks, see Posting Manual Checks. Assign this key to allow users to drill into payables from the A/P Preview Queue, Purchase Order Entry, and Work Order Entry.
Required For:	A/P Entry A/P Recurring Entry POE Inquiry Work Order Inquiry

AP.CHANGE.CHECK.POST.DATE

Job Roles	Accounts Payable
Levels	None
Dependencies	None
Additional Information	This authorization key does not affect the date for checks that you post manually.
Required for:	Printing Single Checks Printing Multiple Checks

AP.EDIT.CLOSED.PERIOD

Allows users that have a the AP.ALLOWED authorization key, Level 2 to edit the following fields in A/P Entry after a closed period: Invoice Date, Due Date, Pay Date, Batch ID, Payment Terms, Invoice Number, and Remittance Advice.

AP.EDIT.REC.PO

Allows access to edit a purchase order that has been reconciled to a payable, approved or not approved, as long as it has not been paid. More

Job Roles	Accounts Payable
Dependencies	None
Additional Information	If the user is assigned this key and AP.EDIT.REC.PO.UNAP, the AP.EDIT.REC.PO key takes precedence. If the payable has been paid, the purchase order displays as view only, regardless of the authorization setting.
Required For:	Entering and Editing Lot Item Material Details Itemizing Material Prices and Costs Order Entry Scheduling Changing Order Entry Statuses

AP.EDIT.REC.PO.UNAP

Allows access to edit a purchase order that has been reconciled to an unapproved payable. More

Job Roles

Accounts Payable

Dependencies

None

Additional Information

If the payable is approved, then the purchase order displays as view-only.

If the user has this key and AP.EDIT.REC.PO, the AP.EDIT.REC.PO setting takes precedence. If the payable has been paid, the purchase order displays as view only, regardless of the authorization setting.

AP.EDIT.VIEW.ONLY.NOTES

Allows access from A/P Entry to edit notes in the A/P Notes window, even if the payable is view-only. More

Job Roles	Accounts Payable
Levels	None.
Dependencies	AP.ALLOWED must be set to Level 1 or higher.
Examples	Assign this authorization key to give a user who only has view access in A/P Entry the opportunity to make notes about the payable, even those they do not have access to edit the payable directly.
Additional Information	Notes entered in the detail note mode are included in the General Ledger Report. For information about notes in payables, see Entering Payables.
Required For:	A/P Entry

AP.GEN.VDR.INFO.EDIT

Allows access to update the payee and address information when entering payables for customer refunds or other one-time vendor payments. More

Job Roles	Accounts Payable
Levels	None
Dependencies	AP.ALLOWED set to Level 2.
Examples	Users with this authorization key can use a single generic vendor for refunds and one-time payments and override the vendor's name and address in the Remit-to field in A/P Entry. Without this authorization key, users can add the generic vendor to the payable, view, and edit existing payables, but are unable to override the remit-to information.
Additional Information	Remit-to information on a payable is only editable for generic vendors, as defined in Vendor Maintenance. For more information about using generic vendors for refunds and other one-time payments, see Printing Customer Refund Checks or Making One-Time Payments.
Required For:	A/P Entry

AP.MANUAL.APPROVE

Allows access to override the Approved flag to Yes in A/P Entry and the A/P Preview Queue even if the invoice reconciliation difference is outside the allowable variance for the vendor. More

Job Roles	Accounts Payable
Levels	None
Dependencies	AP.ALLOWED set to Level 2.
Examples	A vendor sends you an invoice that exceeds the allowable over or short percentages or dollar variance set at the system level or for the vendor. Therefore, the system does not approve the invoice. Assign your senior A/P personnel or your A/P manager this authorization key to authorize payments on a case-by-case basis where the invoice is outside the allowed variance for the vendor.
Additional Information	The A/P Over/Short Maximum Parameters control maintenance record determines the percentage or dollar amount a purchase order can be over or less than the invoice amount when reconciling the purchase order in A/P. The Over/Short Percentage and Over/Short Dollars fields in a vendor's record override the settings in the control maintenance record.
Required For:	A/P Entry A/P Recurring Entry

AP.PARTIAL.OK

Job Roles	Accounts Payable
Levels	None
Dependencies	AP.ALLOWED set to Level 2.
Required For:	A/P Entry

AP.PREVIEW.PRINT.CHECK

Allows access to print checks from the A/P Preview Queue using the Print Check option. More

Job Roles	Accounts Payable
Levels	None
Dependencies	AP.ALLOWED
Additional Information	Setting this authorization key allows the user to print all the checks for all the approved payables for a vendor on one check, or to print single checks for payables. To include a signature on the printed checks, also assign AP.SIGNATURE.PRINT. To allow a user to change the posting date for a check, assign AP.CHANGE.CHECK.POST.DATE in addition to this key.
Required For:	A/P Preview Queue

AP.PREVIEW.QUEUE.EDIT

Allows access to change an invoice's due date and approval status using the Pay On Date and Approved columns in the A/P Preview Queue. More

Job Roles	Accounts Payable
Levels	None
Dependencies	None
Additional Information	Users who do not have this authorization key assigned can view the A/P Preview Queue, but cannot update the due date or approval status. To allow users to drill into payables from the A/P Preview Queue, also assign AP.ALLOWED.
Required For:	A/P Preview Queue

AP.SIGNATURE.PRINT

Job Roles	Accounts Payable
Levels	None
Dependencies	None
Additional Information	During A/P check printing, the system checks to see if this authorization key is assigned to the user running the program. If the authorization key is not assigned, the system prompts the user for a password. If the user does not enter a password, the checks print without the signature. Superuser authorization does not include this authorization key. To allow a superuser to print an imaged signature on checks, assign this authorization key in addition to the SUPERUSER authorization key.
Required For:	Printing Single Checks Printing Multiple Checks

CD.REUSE.CHECK.NO

Allows access to reuse check numbers in the Cash Disbursement, Check Printing, and Void Check programs. More

Job Roles	Accounts Payable
Levels	None
Dependencies	None
Examples	If you are printing checks and the printer destroys a number of checks in a row you might want to reprint the checks using the same check number.
Additional Information	If you reverse a check in a closed accounting period, you cannot reuse the check number when you cut a new check.
Required For:	Printing Single Checks Printing Multiple Checks

CD.VOID.EFT

Allows access to delete an electronic funds transfer disbursement (EFT check) that has already been released. More

Job Roles	Accounts Payable
Levels	None
Dependencies	None
Additional Information	Voiding an EFT check requires that you contact the bank to void the electronic transfer of funds to the vendor. The system only undoes the application of the EFT check to the associated payables in Eclipse. For information about voiding checks, see Voiding Checks.
Required For:	Voiding Checks

INVOICE.PROCESS.ENTRY

Note: You must have the Electronic Data Interchange (EDI) companion product to use this feature.

Accounts Payable (A/P) Authorization Keys

AP.ALLOWED