The Accounts Payable Setup section sets the Accounts Payable defaults.

1. The Current Period is the current accounting period. You will need to change this the first of every month.

2 - 4. There are three Accounts Payable Accounts that must be entered. The Accounts Payable Account number is the AP Liability Account number. The Discount Account number is used for the purchase discounts. The Accounts Payable Variance Account number will cause a prompt to be displayed in “Voucher Entry”  in ACCOUNTS PAYABLE (7.1.1),  when the Gross Amount is changed. The prompt will ask if you want to record the difference between the previous amount and the new amount as a variance in this General Ledger Account number. If left blank, this feature is disabled.

5. If there are Multiple Accounts Payable accounts the cursor will stop at the “Credit GL Account Number” prompt when creating a "Voucher Entry" in ACCOUNTS PAYABLE (7.1.1). This will allow you to change the default, if necessary.

6. The Create Detail from Accounts Payable to General Ledger field allows you to view more information on the "General Ledger Report" (8.3.1) and the "Journal Entries" in GENERAL LEDGER (8.1.1), when a "Voucher Entry" in ACCOUNTS PAYABLE (7.1.1) is posted. When set to <Y>es, each entry on an Account in the General Ledger will create a line item in "Journal Entries" in GENERAL LEDGER (8.1.1). When the "General Ledger Report" in GENERAL LEDGER (8.3.1) is printed in Detail, the description will be changed to print the Vendor, Payable Number, Check Number, and the Check Date. When viewed from "Journal Entries" in ACCOUNTS PAYABLE (7.1.1), the Additional Description field will contain the Payable Number and the Check Number.

7. For added security and privacy, you may set the system so that Payroll information would not be displayed on any report in ACCOUNTS PAYABLE. Only the Check Number and Date would be displayed. The description would read Payroll.Auto or Payroll.Manual and the amount of any Payroll check would be zero (0). The amounts of the Payroll checks would not be added in any total in ACCOUNTS PAYABLE. The PAYROLL program must then be used if Payroll information is needed.

8. For 1099-Misc printing, 1099 Minimum Compensation Amt can be setup here. Enter the Minimum 1099 compensation amount. When printing 1099's, if the total amount of checks written for the period selected is less than this amount the vendor will be skipped. The current default is $600.00.

9 & 10. The Variance Maximum Percentage and Variance Maximum Amount fields are used when automatically calculating the Variance in “Voucher Entry” in ACCOUNTS PAYABLE (7.1.1). This is used if there is an AP Variance Account Entered (field 4). When the Variance is exceeded in "Voucher Entry" in ACCOUNTS PAYABLE (7.1.1), there will be prompts for Salesperson Code and Explanation for the Variance which will be recorded. If left blank, the Variance will not be recorded. The report that shows the Variance reasons is available from TCL.

11. The Dated Payable Sequence Flag if set to <Y>es, will allow you to have a sequential letter (ex. A, B, C…) automatically displayed in the Invoice Number field for Dated Payables created in “Voucher Entry” in ACCOUNTS PAYABLE (7.1.1).  If this flag is on, then the Invoice Number field in the entire Accounts Payable system will display the dated payable sequence letter so that each payable can be distinguished from one another. The AP Check Print programs will also print the sequence letter if there was an invoice number printing already.

12. The Print Bar Code Flag if set to <Y>es, will enable you to Print a Bar Code representation of the Voucher or Payable Number on the Voucher/Payable Printout.

13. The Bar Code Prefix Flag allows you to enter a prefix to be added to the Bar Code representation of the Voucher or Payable Number.

Note: Setups 12 and 13, apply to both Vouchers and Payables, printing a bar code representation of the Voucher or Payable number. The <PR> = Print option in Voucher Entry and Payable Review will utilize this feature.

                                                                             

14. Print Voucher Sheet when Posting, set to <Y> to Automatically Print Voucher Sheet(s) when Posting Vouchers via the Menu Option or from within Voucher Entry.

15. Vendor Fed ID #/SSN Protection - This feature is similar to other security, where the user must know the existing ID number to be able to edit and change the data. Enter <Y> to Prevent Display of the Federal ID/Social Security Number in Vendor Entry and the Vendor Listing.

16. Disallow Duplicate Invoice Numbers - Enter <Y> to prevent users from entering a Duplicate Invoice Number in Voucher Entry and Receive Merchandise Entry. This option will effect recurring vouchers by appending letters to the end of the invoice number (i.e. A, B, C...).

A warning message is displayed when a duplicate invoice number is entered while receiving or editing a voucher. This option will completely disallow the duplicate from being entered. It will also prevent extension letters to the end of the invoice number.