Accounts Payable - Application Parameters
Function
The application parameters must be defined as part of the module installation, and generally these are not modified later. The parameters are used throughout the Accounts Payable tasks to control how the module functions. The AP Parameters form has four tabs - Application Parameters, Labels, Payment Authorization and ACH Payments.
=> To access this task... Select Application Parameters from the Parameters menu.
Application Parameters tab Application Parameters tab
About the FieldsTo enable edits to the form select .
In the Current Period field...
This number represents the current fiscal period in which the Accounts Payable module is operating. During the conversion process, it is first set to the accounting period for the Accounts Payable module to begin operation. This number is incremented by the Period End Update task. It is not normally changed after the module is in live operation.
In the Current Year field...
NOTE: The accounting year is not necessarily the same as the calendar year.
When the General Ledger module is installed, the Accounts Payable current year should coincide with the parameter in the General Ledger module. The only exception occurs when the year-end process has been run for Accounts Payable and not for the General Ledger.
In the Form 1099 Year field...
NOTE: The 1099 year is used to determine what bucket check payment amounts should accumulate into when AP Check Register and Manual Check Register updates are run. If it is incorrect, the system cannot create accurate 1099's or include accurate calendar year information in Vendor Detail History.
Multiple A/P Types checkbox... This parameter provides a way to segregate accounts payable invoices into multiple types used in payment selection and processing. Accounts payable types can be used to indicate separate divisions, departments or categories of vendors.
NOTE: When this parameter is checked, you may also set a parameter to print accounts payable checks in accounts payable type sequence (refer to the Print Checks in AP Type Seq field).
In the Single AP Type field... Required when the Multiple A/P Types box is unmarked. Defines the AP Type code to be used.
Multiple Distributions checkbox... Use this parameter to quickly post invoices to separate accounts payable liability accounts and to post payments to specific cash accounts. This is accomplished by creating multiple accounts payable distribution codes and associating them with each invoice and payment processed by the module
In the Single Distribution Code field... Required when the Multiple Distribution box is unmarked. Entry defines the distribution code to be used.
Retention Account checkbox...
The amount withheld is called retention. This amount is separated from the primary amount into a retention account when invoices are updated during the Invoice Register update process. The retention amount (if present) is displayed in the Payment Selection and Manual Check tasks and excluded from payment until the original amount of the invoice is paid.
Payment may be withheld for a specific amount on a vendors invoice, as in the case of a job-cost environment where the subcontractors on a job are not completely paid until the job is complete. The amount withheld is called retention. This amount is separated from the primary amount in a retention account when invoices are updated during the Invoice Register update process. The retention amount (if present) is displayed in the Payment Selection and Manual Check tasks and excluded from payment until the original amount of the invoice is paid.
From the Default Check Part Order dropdown... Controls the default value of the "Form Part Order" ListButton on the AP Check Printing option entry form. User's can still select whatever they want from the ListButton. Checks print in three parts: vendor stub, vendor check, and accounting (in-house) stub. Use this field to match the printing of the three parts to the parts on the check stock. Select:
Print Check Signature? checkbox...
In the Check Signature File field... Required for AP check signature when Print Check Signature checkbox is marked. Disabled when the checkbox is not marked.
Cash Basis checkbox...
When operating the module on a cash basis and the General Ledger module is installed, the general ledger is posted during the Check Register update process (for both computer printed and manual checks). All the functions of the Accounts Payable module are available for use regardless of the Cash Basis setting.
Print Checks In AP Type Seq checkbox... Available to be used if you have marked the Multiple AP Types parameter. It is designed to allow printing to separate check stock when there are separate banks for each Accounts Payable Type.
Print Memo On Check Stub checkbox...
Print Dist On Check Stub checkbox...
Check this parameter when the General Ledger module is installed and you want to print distribution on checks. If the General Ledger is not installed, or not interfaced with AP, this field is defaulted to unchecked and cannot be changed.
Miscellaneous Entry checkbox...
Bank Reconciliation checkbox... This field is accessible when the General Ledger module is installed.
Post to General Ledger checkbox...
Post to Closed Periods checkbox... This field is accessible when the General Ledger module is installed.
Replenishment Processing checkbox...
The automatic replenishment feature helps the purchasing department purchase more efficiently, improve sales margins, decrease paper and reduce inventory levels.
Portions of the automatic replenishment feature are set up in several different AddonSoftware modules, because the feature draws information from a variety of sources. When you choose to use automatic replenishment, enter buyer code and stocking vendor information into the Inventory Maintenance, Purchase Order Processing Vendor Maintenance, and Accounts Payable Vendor Maintenance tasks.
When changes to the fields are completed...
Labels tabApplication Parameters - Labels tab
About the Fields
To enable edits to the form select .
In the Labels Up field...
The Labels parameters allow formatting vendor mailing labels to match existing label stock. The Labels Up quantity multiplied by the Labels Width quantity must not exceed 130.
In the Label Width field...
In the Label Length field... The standard width is ten characters per inch. The Labels Up quantity multiplied by the Labels Width quantity must not exceed 130.
When changes to the fields are completed...
Payment Authorization tab
This form controls whether to use and how to use the Payment Authorization feature. Here, you can specify whether to send notification emails, and whether two signatures are required and at what payment threshold the second signature is needed. It also controls where to store the invoice images, which can include Google Drive and the Barista Document Archive system. The system can require that each invoice has an associated stored image. If so, the system blocks the invoice data entry update if an invoice is missing a stored image. You can also set the background colors to visually identify the approval status of an invoice on the ‘Payment Selection Entry’ form.
Application Parameters - Payment Authorization tab
About the Fields
To enable edits to the form select .
Use Payment Authorization checkbox...
Send notification email checkbox...
Two signatures required checkbox...
In the Above Check Amt field...
From the Scan Invoices To dropdown...
Warn on Invoice Register checkbox...
Allow Invoice Register update checkbox...
From the Authorization Needed dropdown...
From the 2nd Authorization dropdown...
From the Authorized dropdown...
When changes to the fields are completed...
Closing an unsaved record will issue the prompt:
ACH Payments tab
AP Parameters - ACH Payments tab
About the FieldsTo enable edits to the form select .
In the Bank Account Code field... Bank Account Codes are maintained in AddonSoftware Administration ->Settings ->Bank Account Codes task.
In the Bank Name field...
In the Bank Address field...
In the Account Name field...
In the Account Type selector...
In the Bank Routing Number field...
In the Bank Account Number field...
Total Record Required checkbox...
In the Firm Name field...
In the Federal ID field...
In the ACH File Export Directory field...
In the ACH Check Image Directory field...
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