Setup Accounts Payable |
Previous Top Next |
Menu Navigation
Setup ... Application ... Accounts Payable
About Topic
Use this screen to set up A/P information for your business. The Setup Accounts Payable screen has been divided into several categories, each containing important settings. Select the category on the left side of the screen, and the settings for that section will appear on the right.
Keep in mind that not all sections may apply to your business. In addition, the sections in the setup list may be hidden based on the features included with your license and/or general options not chosen.
In this Topic
Field by Field Help - Setup Accounts Payable Screen
Related Topics
10.1 Vendors
10.4 Vendor RMAs
10.5 Purchase Receipts and Credits
10.6 Disbursements
10.9 Vendor Care
13.1 Bank Accounts
Field by Field Help - Setup Accounts Payable screen
Show the Accounts Payable features of the application
When checked, the A/P features of the application will be enabled. Uncheck to hide these features and any others dependent upon accounts payable capabilites. You must close and re-open the software to have these changes take effect.
Default Bank Account for Disbursements
Select the default bank account to be used for entering disbursements. This setting is not applicable if disbursements are allowed to be made directly from the cash drawer (see setting below).
Bank Account for Customer Check Refunds
Select the bank account to be used for refund checks. This setting will only apply if the Allow automatic check printing for customer refunds setting is chosen.
Default Purchase Location
Enter the default location to be used for centralized purchases. This value will be used when creating new inventory items, only if the option to use centralized purchasing is enabled.
Reinstate purchase order quantities when issuing purchase credits
Choose whether the original purchase order will be reinstated when a purchase credit transaction is created.
| Always | Will always reinstate the purchase order |
| Ask | Will prompt you with choice to reinstate the purchase order or not |
| Never | Never reinstate a purchase order |
Allow tax calculations on purchases for VAT/GST
If checked, will allow taxes to be computed on purchase receipts and disbursements. These purchase (input) taxes will reduce the amount owed when using the pay taxes wizard. This checkbox will be visible only when a country is selected in the General Options area of Setup Company that uses VAT or GST.
Allow automatic check printing for customer refunds when using check tender
If checked, a check to be printed will be created when:
| 1) A customer refund is created, AND |
| 2) The refund is paid with a check tender type, AND |
| 3) The refund is not on the same day as the original transaction. |
Allow disbursements to have the option of being paid directly from the cash drawer
Select whether to allow the bank account field on the disbursement transaction to be left blank, thereby indicating the disbursement was made from the cash drawer. This field is mostly used by small businesses that do not set up a petty cash account and withdraw money from the drawer periodically (e.g. pay for employee lunch, miscellaneous office supplies).
Automatically apply purchase credits to bills on a First-In First-Out basis
If checked, when a purchase credit is created, the credit amount is automatically applied to any purchase receipts which contain balances, starting with the oldest. Otherwise, the program leaves the credit as an outstanding balance, which may be taken when creating a disbursement.
Allow centralized purchasing of inventory
This option allows an advanced feature whereby all inventory is ordered by one central location and then transferred to individual locations. When this option is checked, the auto fill feature on the purchase order will reflect all locations with need. You can then auto fill transfers to the other locations. (See Chapter 8 - Centralized Purchasing)
Allow purchase receipts to auto-fill quantities from pending purchase orders
If checked, the program fills the purchase receipt automatically with the pending quantity(ies) when a purchase order is chosen. If unchecked, the transaction is filled with zero quantities, and the user must enter the quantity received, which is an important control measure for some businesses.
Allow creation of new items while entering purchase documents
If checked, the program allows the user to create a new inventory item "on the fly" during the creation of a purchase quote, purchase order, or purchase receipt.
Force purchase orders to be used when receiving items
If checked, the program requires users to create a purchase order prior to receiving items on a purchase receipt. If this option is used, all purchase receipts must reference a valid purchase order transaction number, and quantities received cannot be greater than the original purchase order. This setting is considered an important control for some businesses.
Confirm saving of purchase transaction when completed
If checked, ManageMore will confirm that you are finished with a purchase transaction before actually saving it. This applies to purchase orders, receipts, and disbursements.
Main GL Account for Posting A/P Balances
Enter or select the General Ledger account where purchases will be credited and disbursements will be debited. The GL account entered here is normally a liability account called "Accounts Payable."
Account for Discounts from Vendors
Enter or select the General Ledger account for any unallocated discounts taken on purchase receipts. When a discount is entered on a purchase receipt, allocation of the discount is made to tangible inventory items, based on the pro-rata dollar amounts of each item. This allocation decreases the cost of the item(s) purchased. However, if there are rounding errors, or the receipt contains no tangible items, the account entered here will be credited for the excess/total discount. The GL account entered here should normally be a cost of goods sold or other expense account.
Account for Freight charged by Vendors
Enter or select the General Ledger account for any unallocated freight charged on purchase receipts. When a freight amount is entered on a purchase receipt, allocation of the freight is made to tangible inventory items, based on the pro-rata weight or quantity of each item (see the Inventory section for the setting which controls the allocation method). This allocation increases the cost of the item(s) purchased. However, if there are rounding errors, or the receipt contains no tangible items, the account entered here will be debited for the excess/total freight amount. The GL account entered here should normally be a cost of goods sold or other expense account.
Account for Tax Charged by Vendors
Enter or select the General Ledger account where purchase taxes are debited. The GL account entered here should normally be a liability account.
Preview
Click this button to preview the selected form on-screen with the settings as displayed.
Document Type
Select the type of A/P document you wish to change/view settings on.
Header
The title to be used when printing/displaying the various A/P documents.
Print Logo Image
If checked the program will print the company logo on the upper left of the document. The company logo is set in the General section of this screen.
Print Company Name
If checked, the program will print the company name and address on the upper left of the document. Leave this value unchecked for pre-printed forms.
Hide all Graphics
If checked, the program will not print any graphic items on the document. Select this option for pre-printed forms.
Force Automatic Printing
If checked, a copy of the transaction of this type will print automatically without prompting the user. The user can then print additional copies if desired. This option only appears on the Purchase Order and Purchase Receipt.
Workstation Setup
These settings are saved for each workstation
Form Type to Use
The form to use when printing the transactions. Selecting a form number causes its description to appear to the right.
Printer to Use
Select the printer to use when printing documents of the selected document type on this workstation. If blank, ManageMore will print to the default printer.
Document Type
Select the type of A/P document you wish to change/view settings on.
[Document Type] Policy Message
Enter the message that will print on the bottom of each document of the selected document type.
 |
|
| © 2015 - Intellisoft Solutions, Inc. All rights reserved. | |
| Other Related Links | |
| Business Software | Cellular Software | Pager Software | Business Management Software |