ACCT AP General

The following control maintenance records belong to the AP (Accounts Payable) area within the ACCT (Accounting) category.

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

Indicate how to handle over/short postings if they are within a particular variance.

A/P Distribution Freight Difference %

Enter the percentage of over/short difference the system allows during freight reconciliation before prompting the user to redistribute the amount.

A/P Over/Short Maximum Parameters

Enter the maximum percentage and dollar amount of difference to allow for vendor invoices that do not match a reconciled purchase order when posting payables.

Allow Editing of Paid Payables In A/P Entry

Indicate whether users can edit the date, invoice number, invoice amount, discount amount or deduction amount fields of paid payables.

Always Post A/P Discount To A/P Branch

Indicate whether to post the discount for a payable to the A/P branch, even if it is not the branch printing the check.

Auto Approve Payable For P/O Receiver Within Over/Short Parameters

Options	Yes - The system respects the over/short parameters if any change in cost occurs after the transaction is reconciled on the purchase order receiver. No - The system does not use the over/short parameters.
Outcome of setting this control record	If set to Yes, and the cost on the purchase order or direct sales order changes after the invoice has been reconciled and the new total falls within the limits on the over/short control parameters or those set at the vendor level, the system automatically approves the payable and posts the difference to the Over and Short Accounts Payable GL account.
Default Value(s)	No
Dependencies	Values must be set in the A/P Over/Short Maximum Parameterscontrol maintenance record. If the Over/Short Accounts Payable - Rebate G/L Posting is populated, the system posts variances to the G/L account you select to apply variances to for rebated purchase orders created through the Book Letter of Credit process.
Action if set to Null	Same as if set to No.
Additional Information	If a payable is auto-approved, the system adds a message to the change log of the payable, referencing the transaction that allowed the automatic approval. Note: If the approval status of a payable has already been overridden with a No, the system does not change the approval status if the difference between the payable amount and the total invoice amount is within the limits of the over/short parameters. If there are multiple payables posted to a single purchase order receiver, the system still does not change any general ledger posting on the existing payables. Any amount over/short is left as an open amount in A/P entry as available for reconciliation. The system does not refer to over/short parameters at all for multiple payables.

Automated Debit Memo Setup

Define how you want to handle the A/P debit memo details, such as cost, quantities and payback reasons.

Do Not Take Discount If Pay Date Is Past Discount Date

Indicate whether the A/P Preview Queue ignores a vendor discount if the pay date is past the discount date.

Number Of Days Before Duplicate Invoice Numbers Are Allowed

Enter the number of days after the creation of the first payable that duplicate invoice numbers are allowed. This setting changes how the system checks for duplicate invoices.

Options	Enter a value from zero (0) to 9999.
Outcome of setting this control record	Tells the system to use the invoice date when determining duplicate invoices.
	For example, you receive invoice #123 from Vendor A today and this control maintenance record is set to 365. The system then checks to see if you received another invoice #123 from Vendor A sometime within the last 365 days. If it finds one, it alerts you that it is a duplicate invoice. If you received it more than365 days ago, then the system allows the invoice to be created.
	If the user enters zero (0) for this control maintenance record, then that tells the system to always allow duplicate invoice number and only reject true duplicates. In this case, the system check the vendor, invoice number, invoice date, and the invoice amount to see if they are all equal before considering it a duplicate invoice.
Default Value(s)	Zero
Action if set to Null	Same if set to zero.
Additional Information	The system checks the number of days you enter both before and after the invoice date. For example, if your invoice date is July 15, 2015 and you enter 30 in the control maintenance record, the system checks for a duplicate invoice from June 15, 2015 to August 14, 2015.

Payable Variance Queue Assign To Users/Departments

Print Status On Direct When Payable Approved

Enter the print status to assign to the sales order generation of a direct order when the system approves a payable that has been applied to that order.

Options	P - Detailed Invoice Preview Report B - Batch Print Q - Invoice Preview Queue H - Hold - No Batch Print
Outcome of setting this control record	When a payable is approved in A/P Entry or through the A/P Preview Queue that applies to a generation on a direct order, the system changes the print status to the setting in this record, saving the step of having to manually update the print status. If this record is set, the system does not replace a C print status (Credit Card Authorization) if that exists on the order.
Default Value(s)	Blank
Action if set to Null	The system does not change the print status.
Additional Information	If the print status for the order generation is N or H, the system does not change it when the payable is approved, regardless of the setting in this control maintenance record.

Require Direct Invoices Upon Reconciliation

Indicate whether to bill a customer when a direct purchase order is reconciled in A/P entry.

Valid Payable Invoice Statuses

Define payable invoice statuses to assign to payable invoices in the A/P Preview Queue, in addition to the three system-defined statuses.

Valid P/O Payment Statuses

Define the payment statuses you want to use for the P/O Reconciliation Queue.

New in Eclipse Release 8.7.8.

Outcome of setting this control record	Options set up in this control maintenance records are the only statuses available in the P/O Reconciliation Queue. The queue validates entry selections with this control maintenance record.
Default Value(s)	Blank
Action if set to Null	If left blank, the Payment Status column remains blank and inactive.
Additional Information	Entries are free form, but depend on your business needs for the P/O Reconciliation Queue. Entries can include statuses such as: CC called in, Waiting on Invoice, or Reconciled.
Example:	You have three invoices to Benjamin Electric. You want to pay with your Visa™ credit card. You use the Credit Card Payments program and mark the Benjamin Electric invoices paid. The system creates a received purchase order for your vendor Visa™ card. The received purchase order lists the purchase orders you are paying. You call Benjamin Electric and provide the credit card information. Then, you use the P/O Reconciliation Queue to display purchase orders for Visa™ payments and change the status to reflect that payment has occurred. For more information about the P/O Reconciliation Queue, see Reconciling Purchase Orders by Vendor in the Accounts Payable help documentation.

Valid Signature Files For Checks

Use to list the files containing the valid signatures for authorized check signer’s signatures on a thumb drive that is fingerprint protected.

Wells Fargo Payment Manager®

Use to define the payment restrictions and parameters for Wells Fargo Payment Manager ® protocols.

Select the Enable Wells Fargo Payment Manager® to begin using payment through Wells Fargo.

Select one of the following for more information about the tabs available:

Payment Types Tab

Column	Description
Payment Type	Pre-set payment types accepted by Wells Fargo. These cannot be changed. CHK - Check CSH - Cash DAC - Domestic Automatic Clearing House (ACH).
Payment Code	The payment code for the payment type indicated. Only enable those codes used in your company for Wells Fargo transactions.
Enable	Select to enable the payment type.
Wells Fargo Vendor	Select the Wells Fargo Vendor ID for the payment type.
Misc. Product	The product being used to move the liability from a vendor to Wells Fargo for the payment type.

CCER AP Control Setup Tab

For each question, enter the parameter for which you want a vendor to verify information for the Commercial Card Expense Reporting (CCER) settings:

Field		Description
Description	PIN	By default the first question is populated by the Vendor PIN Number. You cannot change the entry.
	Vendor ID	Enter the ID you want to use for the vendor. Enter the description you want to verify.
	Zip Code	Enter the ZIP code for the vendor's shipping address. This field is restricted to five digits.
File		(View Only) This is the Eclipse ENTITY file to validate the information.
Dictionary		The corresponding Eclipse dictionary file to validate the entry.

AP Control Contact Information Area

Complete the following contact information for the person or user who is the primary contact for the Wells Fargo information.

Contact Name - Full name, User ID, or department information, for example this could Account Payable if anyone in the AP department has this information.
Contact Phone Number - Enter the contact number to use when questions or concerns arise for the Wells Fargo details.

SAFE Transmission Credentials Tab

Eclipse uses the following security setup.

Internet protocol: https with automation
Security: ID, password, and Wells Fargo-issued digital certificate
Fees: Application-specific fees may apply
PGP encryption: Yes
Bank-provided client software: Yes

Complete the following credential fields with your company's setup:

Field	Description
URL	The website address for Wells Fargo verification, such as https://safetransvalidate.wellsfargo.com.
Digital Certificate	The valid certificate to pass information as provided by Wells Fargo.
User ID	The indicated user ID number required for the certificate authorization.
Passphrase	The pass phrase required for the certificate authorization.
Password	The password required for the certificate authorization.
CEO Company ID	The company number required for transmissions.
Test Connection	Click to verify that all entries are valid and the connection parameters work.

Wells Fargo Account Information tab

Field	Description
Territory	Enter the territory for which the payment type is valid. These entries are validated by Territory Maintenance.
Payment Type	Enter the payment type that are valid for the selected territory. These payment types are provided by Wells Fargo and enabled on the Payment Types tab in this control maintenance record.
Branch	The branches included in the selected territory with the selected Payment Type display. Any branches with associated values display those values in the Division and MAN columns.
Division*	Provided by Wells Fargo. This column is limited to five numeric characters.
Master Account Number (MAN)*	Provided by Wells Fargo. This column is limited to 16 numeric characters.

* Click 'Set All' to apply settings in the active column to the entire column's branches. If there is no value in the active column, the system clears the entire column's values.

Note: The Wells Fargo module is not intended to be used in conjunction with the Outbound EDI Payment Order/Remittance Advice (820) transactions.

Wells Fargo Payment Types

Use to define the payment types accepted by Wells Fargo Payment Manager®. This is for Eclipse internal use only and may likely be unavailable in your control maintenance window.

Wells Fargo Remote Inbound Data

Use to set up the remote inbound path folders for where store the flat file information in Wells Fargo servers. Also define the prefix added to all filenames in the following format: <ID>.hhmmssnnnCCYYMMDD

Options	Path - Enter the directory path where signature files are stored on your system. File Names - Enter the individual signature files the system should reference. Use the Test button to make sure the path you entered is valid in the system.
Outcome of setting this control record	The system checks these signature files to validate authorized signatures.
Default Value(s)	None.
Action if set to Null	None.
Additional Information	If this control maintenance record is blank, the system looks to the Eclipse Forms Defaults for the authorizing information.
Required for:	Printing Single Checks Printing Multiple Checks

Options	Yes - When a user exits A/P with a variance greater than zero but within the acceptable amount, the system automatically posts to the G/L account defined in the Over/Short Account Payable G/L auto-posting and in Over/Short Account Payable – Rebate G/L auto-posting, if the payable is attached to a purchase order that is defined as a Rebate P/O through the Book Letter of Credit process. No - the system posts to the G/L account defined in the auto-posting Over/Short Accounts Payable G/L auto-posting.
Action if set to Null	The system uses no over/short range.
Additional Information	The system respects this control maintenance record when applying the Auto Approve Payable For P/O Receiver Within Over/Short Parameterscontrol maintenance record.
Additional Information	A/P Entry clearly indicates when a payable is within variance by marking the item with an asterisk and displaying the message: Within over/short tolerance.

Options	Enter the percentage the system allows. If you enter zero (0) percent, the system prompts the user if the invoice amount is different from the BOL freight amounts being reconciled.
Outcome of setting this control record	When the invoice amount for freight distribution charges differs from the bill of lading (BOL) freight amounts being reconciled, the system prompts the user to redistribute the amount if the difference is above or below the percent that you enter here.
Default Value(s)	None
Action if set to Null	The program distributes freight among all the BOLs being reconciled.
Additional Information	None

Options	In the Max Over/Short Percentage Allowed field, enter the maximum percentage of difference. In the Max Over/Short Dollars Allowed field, enter the maximum dollar amount of difference.
Outcome of setting this control record	If the difference between the invoice and the purchase order exceeds either the percentage or dollar amount that you enter here, the system does not approve the invoice.
Default Value(s)	None
Action if set to Null	The system uses no over/short range.
Additional Information	Values entered in the Over/Short% and Over/Short$ fields in Vendor Maintenance override the values entered in this control maintenance record. EDI 810 invoice matching also uses the over/short parameters defined in this record or at the vendor level.

Options	Yes - Users can edit paid payables. No - Users cannot edit paid payables.
Outcome of setting this control record	If set to Yes, a user can edit the date, invoice number, discount amount, or deduction amount of payable that has already been paid. Set this record to Yes if you have a need to "unreconcile" a payable without having to void the check written for the payable.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	The total amount of the payable after the changes must be at least what was already paid, and the transaction selection must be in the scrolling region.

Options	Yes - The discount posts to the A/P branch. No - The discount posts to the branch printing the check.
Outcome of setting this control record	If set to Yes, the system posts the discount to that purchased the material, as opposed to the branch that is writing the check to pay the invoice.
Default Value(s)	Yes
Action if set to Null	Same as if set to Yes.
Additional Information	If set to Yes, f the check is written for multiple payables, then the system prorates the discount for each payable, and posts to each payable's A/P branch. The system posts the discounts to the bank account branch entered in the Print Check window when the control record is set to No and you print checks manually.

Options	Cost Debit Memo G/L Account - The general ledger account to which you want to apply the cost for the debit memo. Quantity Debit Memo G/L Account - The general ledger account to which you want to apply the quantity adjustment. Quantity Debit Memo Reasons - The valid reasons allowed for quantity adjustment debit memos. Pay Back Debit Memo Reasons - The valid reasons allowed for pay back debit memos.
Outcome of setting this control record	The system automatically creates a payable with the options entered when the user selects Create Debit Memo in A/P Entry.
Default Value(s)	None.
Action if set to Null	None.
Additional Information	Using Debit Memos

Options	Yes - The system does not take vendor discounts if the pay date is past the discount date. The discount date is based on the vendor terms and the invoice date. No - Takes vendor discounts, even if the pay date is past the discount date.
Outcome of setting this control record	If set to Yes, the system recalculates a discount if the pay date becomes less than or equal to the discount date and the discount can be taken. When checks are printed, the system does not take discounts if the post date is past the discount date.
Default Value(s)	Yes
Action if set to Null	Same as if set to Yes.
Additional Information	If set to Yes, the system always takes manually overridden discounts, unless set to zero.
Additional Information	This option is used in the A/P Pay Date Reconciliation window. For more information, see Recalculating A/P Pay Dates in the Accounts Payable help documentation.

Outcome of setting this control record	You can select items for display in the A/P Preview Queue based on the statuses listed in this record.
Default Value(s)	Blank
Action if set to Null	The three system statuses below are the only statuses available in the A/P Preview Queue.
Additional Information	The following system-defined statuses do not appear in this control maintenance record: STK - Stock DIR - Direct EXP - Expense

ACCT AP General Control Maintenance Records