Setup Requirements for Accounts Payables

Following are the control maintenance records and authorization keys used for Accounts Payable, along with additional setup requirements.

Control Maintenance Records

Set the following control maintenance records:

ACCT AP Entry

• A/P Entry Sort By

• Allow Posting To Over/Short On Zero Dollar Payables

• Auto Prompt For G/L Account Detail Notes

• Branch That Controls Branch That Receives Credit For The Sale

• Branch That Receives Credit For The Sale

• Create PO Variances For EDI Invoices

• Default To Quick Mode If # Of Unbilled Transactions Is Greater Than

• Disable A/P Auto-Reenter Feature

• Disable User Branch Authorization In A/P Entry

• Disable Vendor Branch Authorization In A/P Entry

• Disallow Creation Of PO Variances For EDI 810

• Display Customers/Vendors Who Are Inactive At A Branch

• Display P/O Internal Notes In A/P Entry

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

• Do Not Display Payables Entered Via EDI In The AP Preview Queue

• Enable Auto Display Of A/P Expense Distribution

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

• Freight Audit Queue Setup

• Include Freight In Discount Amount Calculation

• Limit Bank Selection By Branch

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

• Pass Along Freight To Direct Sales Orders

• P/O Variance Resolution Reasons

• Post A/P Entry Freight To Sales Order G/L Branch

• Print Status On Direct When Payable Approved

• Prompt For Image In A/P Entry

• Require Batch ID In A/P Entry

• Set All New A/P Entries To Not Approved

• Vendor Maintenance Authorization Levels

ACCT AP (Accounts Payable) General

• A/P Auto Post To Over & Short If Within Variance

• A/P Distribution Freight Difference %

• A/P Over/Short Maximum Parameters

• Allow Editing Of Paid Payables In A/P Entry

• Always Post A/P Discount To A/P Branch

• Auto Approve Payable For P/O Receiver within Over/Short Parameters

• Auto Check Reconciliation Administrator User ID

• Auto Check Reconciliation Import Formats

• Disable Vendor Branch Authorization In A/P Entry

• Disable Reconciliation of Duplicate BOL Numbers In A/P Entry

• Do Not Display Payables Entered Via EDI In The A/P Preview Queue

• Do Not Take Discount If Pay Date Is Past Discount Date

• Minimum Check Disbursement Amount

• Require Direct Invoices Upon Reconciliation

• Respect Auth Br For A/R/A/P Inq/Ledger, Aging Rpts & Cash Receipts

• Use Prenumbered Checks

• Valid Payable Invoice Statuses

• Valid Signature Files For Checks

EFT Transmission

• Minimum Check Disbursement Amount

• Valid ACH Formats

• Valid Pull Codes

Other Areas

• Direct COGS Always Vendor Price

• User Defined Vendor Notes

• Valid Vendor Types

• Vendor Freight Terms

• Valid Vendor Credit Card Types

Authorization Keys

Assign the following authorization keys:

• AP.ALLOWED

• AP.CHANGE.CHECK.POST.DATE

• AP.EDIT.CLOSED.PERIOD

• AP.EDIT.REC.PO

• AP.EDIT.REC.PO.UNAP

• AP.EDIT.VIEW.ONLY.NOTES

• AP.MANUAL.APPROVE

• AP.PARTIAL.OK

• AP.PREVIEW.PRINT.CHECK

• AP.PREVIEW.QUEUE.EDIT

• AP.SIGNATURE.PRINT

• CD.REUSE.CHECK.NO

• CD.VOID.EFT

• INVALID.VEN.TYPES

• INVOICE.PROCESS.ENTRY

• PHANTOM.THREAD.COUNT

• POE.EDIT.PAID.MATRL

• POE.POST.DEDUCT

• VALID.VEN.TYPES

• VENDOR.MAINT

To make inactive vendors active:

• CUST.BR.AUTH.ONETIME

• CUST.BR.AUTH.OVRD

• VEN.BR.AUTH.ONETIME

• VEN.BR.AUTH.OVRD

Vendor Maintenance

In addition to setting up your company's vendors, use Vendor Maintenance to define the parameters for the following fields that relate to accounts payables.  For more information, see Vendor Maintenance.

• Pay-To and Ship-From

• Vendor Type

• Over/Short Percentage and Over/Short Dollars

• Default Pay Terms

• Freight

• Expense Distribution codes

See Also:

Accounts Payable Overview