ACCT AP Entry

The following control maintenance records belong to the AP (Accounts Payable) area within the ACCT (Accounting) category and apply to A/P Entry.

A/P Entry Sort By

Select whether to display open purchase orders on the A/P Entry window by purchase order number or received date.

Allow Posting To Over/Short On Zero Dollar Payables

Indicate whether users can post to the over/short account for zero dollar payables in A/P Entry.

Auto Approve Payable For Invoices Tagged to P/O

You can set the system to automatically approve purchase orders that you mark as Applied.

When you activate this control record and then on the A/P Entry window, select the Applied check box for a purchase order. The system automatically changes the Approved field to Yes for that purchase order.

Default To Quick Mode If # Of Unbilled Transactions Is Great

Use this record to define the parameters for putting the A/P Entry window in quick mode for entering new payables. More:

Options	In the Default to Quick Mode if # of Unbilled Transactions is Greater Than field, enter one of the following: ### - The maximum number of unbilled transactions a vendor can have before the A/P Entry window defaults to quick mode. 0 - All vendors default to quick entry mode for a new payable. Blank - The A/P Entry screen displays in normal mode, showing all unbilled transactions. If quick mode is in effect, the following views of A/P Entry no longer display unbilled transactions for this vendor: P/O, Freight, & BOL P/O & Terms P/O & Order Id Enter each purchase order to reconcile in the blank scrolling region. This feature uses all searching criteria in effect, including purchase order number, receive date, and invoice amount. In the Default to Quick Mode if Payable is Reconciled field, indicate whether to put the A/P Entry window in quick mode when displaying a reconciled payable. When in this mode, the window only displays the transactions reconciled on the payable. In the Default to Quick Mode if Payable is Paid or in View Only field, indicate whether to put the A/P Entry window in quick mode when displaying a paid payable or any view-only payable. When in this mode, the window only displays the transactions reconciled on the payable.
Outcome of setting this control record	When in quick mode, the system does not display unbilled transactions for the vendor. Use quick mode to improve system performance.
Default Value(s)	Default to Quick Mode if # of Unbilled Transactions is Greater Than - 0 Default to Quick Mode if Payable is Reconciled - No Default to Quick Mode if Payable is Paid or in View Only - No
Action if set to Null	Uses the system defaults defined above.
Additional Information	Setting this control maintenance record sets the parameters for which quick mode is the default mode in A/P Entry. You can switch to the quick mode while in A/P Entry by selecting Quick Mode from the Options menu. For more information about using A/P Entry to reconcile payables, see Reconciling Purchase Orders to Invoices.

Disable A/P Auto-Reenter Feature

Indicate whether to populate a new A/P Entry window with the vendor name used on the previous entry. More:

Options	Yes - Disables the auto-reenter functionality and displays the new A/P Entry window with no vendor name. No - The system populates the new A/P Entry window with the previous vendor name
Outcome of setting this control record	If set to No, when you select the Next Item option in A/P entry, the new A/P Entry window is populated with the vendor from the previous entry, saving time in creating payables.
Default Value(s)	No
Action if set to Null	Same as if set to No.

Disable Reconciliation Of Duplicate BOL Numbers In A/P Entry

Indicate whether to prevent the system from reconciling duplicate bill of lading (BOL) numbers on the same payable. More:

Options	Yes - The system reconciles only the selected BOL transaction on a payable. No - When a user reconciles one BOL, the system reconciles all duplicate BOL numbers on the same payable.
Outcome of setting this control record	Determines whether duplicate bill of lading numbers can be reconciled using the same account payable record.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	Select Yes if your company uses the same BOL number on transactions that span multiple branches over multiple accounting periods and the transactions should not be combined on the same payable. Select No if one freight vendor invoice spans multiple shipments or purchase orders and these shipments all had the same BOL number.

Disable User Branch Authorization In A/P Entry

Indicate whether the system ignores user branch authorization when users view payables in A/P entry. More:

Options	Yes - Users can view payables for any branch. No - Users can view payables only for branches for which they are authorized.
Outcome of setting this control record	If set to Yes, your accounting clerks can view and post to all branches. If set to No, your accounting clerks can only view and post payables and receivables to the branch locations to which they are authorized in User Maintenance.
Default Value(s)	No
Examples	For example, your customer buys electrical parts from branch 1 and plumbing parts from branch 2. Set this record to Yes if your accounts receivable clerk in branch 1 should only use electrical branch 1 invoices when posting a cash receipt for the sale. Set this record to No if your accounts receivable clerk in branch 1 should be able to post a cash receipt against all invoices in branch 1 and branch 2.
Action if set to Null	Same as if set to No.
Additional Information	To control branch authorization settings in other parts of A/P, set the Respect Auth Br For A/R/A/P Inq/Ledger, Aging Rpts & Cash Receipts control maintenance record.

Disable Vendor Branch Authorization In A/P Entry

Options	Yes - Users can enter any branch and vendor combination. No - If the user enters an A/P branch for which the vendor is not authorized, the system displays the following message: Entity #XXXXX is not active in branch XXXX. Action : Do Not Activate.
Outcome of setting this control record	If set to Yes, your accounting personnel can enter payables for vendors regardless of their branch access. If set to No, the system respects the vendor branch access as it is defined in Vendor Maintenance.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	For information about assigning accessible branches to a vendor, see Assigning Branch Access to Vendors.

Display P/O Internal Notes In A/P Entry

Indicate whether to display a purchase order's internal notes in a scrolling window when the cursor is positioned on the P/O # in A/P Entry. More:

Options	Yes - When internal notes exist, they display in a scrolling window. No - Internal notes do not display.
Outcome of setting this control record	If you set this record to Yes, the message displays when your cursor is in or over the P/O# field in A/P Entry.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	In the Vendor field in the initial A/P Entry window, if you enter a purchase order that contains an internal note, and this control maintenance record is set to Yes, the note displays.

Display Short Description For G/L Accounts In A/P Entry

Indicate whether to display the short description for a G/L account when a payment is applied on the A/P Entry window. More:

Options	Yes - The short description of the account displays in the G/L Account field. No - The first 30 characters of the Full Description of the selected G/L account display in the G/L Account field.
Outcome of setting this control record	If set to No, the description of the G/L account could be cut off in such a fashion that the description does not make sense. If set to Yes, the system displays the short description you set up in G/L Account Maintenance, which is likely a more identifiable version of the account name.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	None

Enable Auto Display Of A/P Expense Distribution

Use this record to enable the automatic display of expense distribution codes in A/P Entry. More:

Options	Yes - Enables the automatic display. No - Disables the automatic display.
Outcome of setting this control record	If set to Yes, when a user enters an invoice amount in A/P Entry for a vendor for which expense distribution codes are defined, the system displays these codes in a selection list. This speeds up the payable collection process.
Default Value(s)	No
Action if set to Null	The same as if set to No.
Additional Information	Expense distribution codes define the distribution of a vendor's invoice to G/L accounts based on a determined percentage. For more information, see Creating Vendor Expense Distribution Codes in the Entity Maintenance documentation.

Freight Audit Queue Setup

Use to enable the Freight Audit Queue and set default products by branch to use for freight invoices through the Freight Audit Queue. More:

Options - Enable as of Date	Enter the date after which you want payables listed in the Freight Audit Queue. If you leave this field blank, the Freight Audit Queue does not populate. This means, if this field is populated and you clear it, the Freight Audit Queue records are also cleared. If you change this date to a date prior to the existing entry, Eclipse populates the Freight Audit Queue with payables for direct and tagged orders that contain incoming freight costs. If you change this date to a future date, Eclipse clears the Freight Audit Queue records for all payables prior to that date. Eclipse populates the queue with payables posted on or after this date for direct and tagged orders that contain incoming freight costs.
Options - Offset Freight Markup to Freight In Expense	Indicate at a global level if you want the markup amount used to be populated as a negative amount in the Incoming Freight Expense field and displayed in the Freight Audit Queue. By selecting this option, the system automatically calculates the Freight In Billable, Freight GP% and Freight In Expense columns in the Freight Markup view in the Freight Audit Queue.
Options - Branch/Territory	Indicate by branch which product you want to use as a default when creating freight invoices from the Freight Audit Queue. The product is associated to the Ship Branch field of the order. Note: If not all branches display, the user may not have authorization for all branches. Use the User Accessible Branches for the user's ID to see the assigned authorization.
Options - Freight
Outcome of setting this control record	The Freight Audit Queue populates with the appropriate records and creates freight invoices using the default product entered for the associated branch.
Default Value(s)	Enable As of Date: Blank Offset Freight Markup to Freight In Expense: Deselected Branch/Territory: All
Action if set to Null	Same if blank.
Additional Information	You must enter a date in the Enable As of Date field to populate the queue.

Force A/P Entry Branch To Match Reconciled P/O Branch

Indicate whether to force the A/P entry branch to match the purchase order branch when a user reconciles a purchase order from a branch that is different from the A/P entry branch.

Include Freight In Discount Calculation For Payables

Indicate whether to include freight in the calculation of the discount amount for a payable. More:

Options	Yes - Does not subtract the freight from the invoice amount before calculating the discount. No - Subtracts freight from the invoice amount before calculating the discount.
Outcome of setting this control record	If set to Yes, when freight is added to a payable, the system includes the freight amount when calculating the discount amount. If set to No, the system subtracts the freight amount from the invoice amount prior to calculating the discount.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	The discount calculation is based upon the terms code assigned to the vendor or purchase order to which the payable is applied.

Limit P/O List In A/P Entry By A/P Branch

Indicate whether to limit the items listed in the payable to only open unbilled accounts payable items that are from the same branch as the A/P branch. More:

Options	Yes - Limits the items listed to only display unbilled transactions for vendors that have the same branch as the A/P branch the user entered. No - The system displays all unbilled transactions for all branches in which the vendor has activity. The system overwrites the A/P branch the user enters with the branch of the first transaction the user reconciles
Outcome of setting this control record	If set to Yes, only unbilled transactions within the A/P branch display in A/P Entry. This helps speed up the A/P entry process.
Default Value(s)	No
Dependencies	If this record is set to Yes and the Disable Vendor Branch Authorization In A/P Entry control maintenance record is set to No, and the user enters an A/P branch for which the vendor is not authorized, the system does not display any transactions, even though the vendor has unbilled transactions in other branches.
Action if set to Null	Same as if set to No.
Additional Information	None

Pass Along Freight To Direct Sales Orders

Prompt For Image In A/P Entry

For each branch, indicate whether the system prompts the user to attach an image of the invoice, if none currently exists, when they save a payable. More:

Options	N - Never prompt. A - Always prompt. O - Only prompt on new.
Outcome of setting this control record	Determines if the user is prompted for an invoice image before they save a payable. If you require that each payable have an attached invoice image, set this control maintenance record accordingly.
Default Value(s)	N - Never prompt.
Action if set to Null	Same as if set to N.
Additional Information	None

Require Batch ID In A/P Entry

Options	Yes - If your company enters payables in batches, select this option to require a batch ID prior to entering a vendor when creating payables in A/P Entry. No - A/P Entry does not require a batch ID.
Outcome of setting this control record	Your account personnel are required to enter a batch ID in the initial A/P Entry window prior to selecting a vendor when they are creating payables.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	The batch ID number is available as a selector on a variety of payables reports.

Set All New A/P Entries To Not Approved

For each branch, indicate whether to override automatic approvals and set all A/P entries to Not Approved. More:

Options	Yes - The system sets the Approved flag for all new A/P entries to No, even if the payment amount matches the invoice amount. No - If the payment amount is different from the invoice amount, the system sets the Approved flag to No. If the amounts are identical, it sets the flag to Yes.
Outcome of setting this control record	If set to Yes, payables whose payment amount matches the invoice amount are not automatically approved, requiring your accounting personnel to classify the payable as Unapproved, Disputed, Unreceived, or A/P Over/Short. If set to No, the payable is approved if the invoice amount and the payable amount are the same.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	None

ACCT AP Entry Control Maintenance Records