Brian Pelletier presents: AP SETTINGS REVIEW

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1 Brian Pelletier presents: AP SETTINGS REVIEW

2 ADMINISTERING USERS Why this? New options continually available Newer staff may not be aware of options Goals Review Settings program and available options Become familiar with other programs in the AP Setup menu 2

3 AP SETTINGS Controls various options in Accounts Payable Keeps track of counters Establish default values Define data entry and processing options Use caution when updating this program. Can lock other programs (next invoice #, vendor # etc.) 3

4 AP SETTINGS 4

5 AP SETTINGS Next fields store the value for the next vendor, document, batch & EFT numbers. Exercise caution in changing these values. Allow duplicate invoice # s: Check here AND the vendor to allow dupe invoice # s Establishes this setting on each new vendor created If checked duplicate invoices can be added however a warning appears Allow blank invoice # s: Works same as duplicate invoice numbers 5

6 AP SETTINGS Display document #: Display/hide document field on invoice entry Default document #: Skips and assigns next document number during invoice entry Allow duplicate vendor FIDs/SSNs: If blank error prevents adding a dupe FID/SSN. If checked a warning box appears to proceed 6

7 AP SETTINGS Display voucher number: Voucher field appears on screen if checked. Allow voucher entry/next voucher number: Accessible if Display Voucher number checked Use entity restrictions: Leave blank Allow use of printing schedules: Used to determine which invoices selected to pay in the Select Items to be Paid program 7

8 AP SETTINGS 8

9 AP SETTINGS Default Cash Account: Always set to your General Fund cash account Check Format: Check print or TylerForms check format. Only change when changing forms. Check Sequence: Printing sequence of checks: A vendor Alpha order N vendor Number order V Voucher T vendor Type 9

10 AP SETTINGS Minimum check amount: Only prints checks that exceed this amount Default invoice status: Approved invoice ready for payment Hold invoice must be updated to pay None Workflow Workflow approval for invoice payment Default imported invoice status: same as above except for imported invoices 10

11 AP SETTINGS Wires/Direct Disbursements subject to workflow: Check to run through workflow Warn if cash account fund differs from detail: Invoice entry warning if the fund of expense account is not same as cash account on batch. If checked this message appears with each Special Revenue invoice. Uncheck! 11

12 AP SETTINGS Warn when liquidating and closing PO s: Use if you typically don t close PO s. Three way match status: Controls PO processing. Use to match invoice, PO and receiving. Seldom used in KY schools. Vendor activity time period: Selects time period of vendor activity for notifications. Used in conjunction w/vendor Activity Notification workflow business rules 12

13 AP SETTINGS DEFAULTS TAB 13

14 AP SETTINGS DEFAULTS TAB W-9 Vendor restriction: Invoice handling for vendors with no W-9 flag set. None No restriction Hold Place invoices on Hold until W-9 Warn Warning during invoice entry Stop Stop invoice entry Liquidate POS by account or PO line: Use account number of PO line number to liquidate 14

15 AP SETTINGS DEFAULTS TAB PO to Invoice max variance percent: Max percent difference between invoice and PO PO to Invoice max variance amount: Max amount difference between invoice and PO Invoice/check grouping label: Name for the grouping of invoices to be paid Print warrant from which table: Open (posted invoices) Proof (unposted invoices) 15

16 AP SETTINGS DEFAULTS TAB Warrant title: Title of report listing invoices to be paid 1099 ID number: Your Federal ID number 3 rd party 1099: Allows designating 1099 pmts to subcontractors paid through a vendor Donation code: Tracks donations made to charities or benefits for employees Re-encumber liquidated POs upon cancellation of an invoice: Reopens/encumbers PO lines when invoice cancelled 16

17 AP SETTINGS DEFAULTS TAB Re-encumber liquidated POs with credit memos: Allows entering a credit memo against a PO and re-encumber PO for amount of credit Include remits on help: Shows remit addresses when click on help to select a vendor Update cash during cash disbursements journal: Leave blank to update cash during check reconciliation Allow use of Self Service Vendors: Self Service Vendor status on Vendor master 17

18 AP SETTINGS DEFAULTS TAB 18

19 AP SETTINGS DEFAULTS TAB Allow use of line items on AP invoices: Displays and allows use of Line item info on invoice entry. Suppress invoice date warning while holding current year open: Eliminates warning on most every invoice entered July 1 until the fiscal year is closed. Days after invoice date to default due date: 19

20 AP SETTINGS DEFAULTS TAB Default PO payment terms on invoices: If checked Days to Discount, Days to Net, and Discount Percent from PO placed on invoice. Default effective date from Receiving record: Pertinent if using receiving Allow AP checks to be run for all cash accounts: Only necessary if have multiple checking accounts 20

21 AP SETTINGS DEFAULTS TAB Liquidate PO s and contracts with recurring invoices: Previously not allowed but now an option. Auto clear EFT checks: If you pay any vendors EFT this will set the EFT check to cleared. Update vendor with employee bank changes: Important if you pay employee vendors via EFT! Changing their bank account in payroll also changes it here!!! Must have emp # on vendor. 21

22 AP SETTINGS DEFAULTS TAB Force vendor information in all capital letters: Great option to ensure no mixed case names and other info Allow use of TCM Invoice Capture: Tyler Content Manager invoice scan/capture Default a blank date when adding an invoice: Forces entry of invoice date P-Card liability account: Create 1 invoice per P-card transaction: 22

23 USER DEFINED FIELDS Additional fields can be added to the: Vendor Master AP Invoice Master AP Invoice Detail Label and track info not available in Munis Client defines the field, type, size, order and possible values 23

24 USER DEFINED FIELDS 24

25 USER DEFINED CODES 25

26 USER DEFINED FIELDS/CODES 26

27 USER DEFINED FIELDS/CODES 27

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