Account Payable Setting
One Account Payable Setting per company. It decides what the invoice and payment screens show, names the journals used when the system makes documents by itself, and lets a consultant make any Payables field mandatory, hidden or disabled for this company.
What it is for
The screens read this record as they open. Without it, every tick counts as off.
Every field in plain words
Controlling
| Field | What it does |
|---|---|
| Taxzone | Makes Tax Zone editable on invoice lines |
| Discount | Meant to show the discount columns on invoice lines. It is configured but never shown, so it cannot be ticked, and the discount columns stay hidden |
| Sequence Required On Line | Shows the Sequence column on invoice lines |
| Required LineText On Payment | Shows Line Text on the payment's clearings |
| Copy Header Text to Line on Payment | Copies the payment's Notes into the voucher line texts |
| Required Item In Free Text Invoice | Shows Purchase, Purchase No and Name on free-text invoice lines |
| Allow Non-Bridge Bank Transaction | Recorded only |
| Bind Instrument Number | Payment Through's Instrument No picks from the cheque books |
| Is Price Can Enable | Lets the price be changed on an invoice against a receipt |
| Modify Payee | Ticks Modify Payee by default on new Payment Through lines |
Required Balance On Transaction
| Field | What it does |
|---|---|
| Required Weighted Average Days | Recorded only |
| Required Auto Knock | Recorded only |
| Required Aging Period | Recorded only for Payables |
Default Parameters
| Field | What it does |
|---|---|
| Auto Invoice on Receiving | Makes a vendor invoice when goods are received against a purchase order. Requires Transaction Journal |
| Transaction Journal | The vendor invoice journal for automatic invoices. It must allow several purchase orders, or no invoice is made |
| Memo Journal | The memo journal for debit notes made by purchase returns |
| Cost Revaluation Journal | Needed to post extra costs and price differences of invoices against receipts onto the item cost |
Validation
- Field Values grid: Process Code (a Payables screen), Object No (a field), Value (a default), Mandatory, Disable, Hidden. Changes how that field behaves in this company.
- Special Validations grid: Process Code and a Special Validation to run on that screen.
How to configure it
Create one per company. Set the Cost Revaluation Journal before the first invoice with extra costs.
Scenarios
- A trader wants every receipt invoiced at once. Tick Auto Invoice on Receiving and pick the journal.
- Only the order price may be invoiced. Leave Is Price Can Enable off.
- Vendor bill number must not be typed by clerks. Add a Field Values line for the invoice screen's field with Disable.
What it is connected to
- Vendor Invoice, Vendor Invoice Memo, Payment.
- Receipts and returns: Item Receipt for Purchase Order and Purchase Return in Inventory, against Purchase Order in Purchasing.
- Bank Transactions - the bank movements that clear payments and collections posted to a clearing account.
If something looks wrong
- "Auto Invoice Transactional Journal cannot be empty" Pick the journal or untick Auto Invoice on Receiving.
- "Already exists" The company already has a setting.
- Receipts are posted but no invoice appears. The journal does not allow several purchase orders, or a quality setting of the item blocks invoicing.