Use this screen:
To control the A/P system-related features for default aging criteria, address printing order, check limit for auto-approval, payment security, and signature requirements.
To enable the Vendor Approval feature, which prevents employees from making payments to unapproved vendors. The Vendor Approval feature implements the segregation of employees in your organization authorized to create vendor records from employees authorized to approve vendors. It also creates an audit trail each time a user saves changes.
The feature consists of these screens in the Accounts Payable application:
Controls » A/P Settings
Controls » Vendor Approver Settings
Vendor Info » Approve Vendors
Vendor Info » Maintain Vendors
Vendor Reports » Print Vendor Information
When initializing Costpoint. If you change the settings in this screen after initialization, you must save them, exit Costpoint, and then return to the application and continue your work.
Use this group box to establish default aging values in the Open A/P Report screen. The preset aging criteria consist of the following five columns and days to age:
0
1-30
31-60
61-90
Over 90
You can change both the column headings and the number of days to age. Be careful to match the column headings to the number of days to age or the Open A/P Report will be misleading. If necessary, you can change the default column headings and days to age in the Open A/P Report screen.
Use these fields to define the default column headings in the Open A/P Report screen. The preset column headings are:
0
1-30
31-60
61-90
Over 90
You can change the preset column headings to reflect the aging your company requires. The headings should correspond with the aging criteria you define in Days From/To or the Open A/P Report will be misleading. If necessary, you can change the default column headings in the Open A/P Report screen.
Use these fields to specify the default number of days to age A/P invoices in the Open A/P Report screen.
The Days From columns are non-editable. The first field in the Days From column is automatically set to zero. Costpoint calculates the second through fifth Days From aging criteria by increasing the previous Days To field by one.
Enter the upper limit for the number of days to age A/P invoices in the Days To field for each column. Ensure the Column Heading corresponds with the range of days specified in the Days From and Days To fields for each column or the Open A/P Report will be misleading. If necessary, you can change the default days to age in the Open A/P Report screen.
Use the options in this group box to change the printing order of address lines on A/P checks and 1099 self-mailers. This group box helps you comply with U.S. postal regulations. You must also select the 1099-MISC Self-Mailer option in the Print 1099s/Create Magnetic Media screen to print self-mailers. The default selection is Line 1/2/3.
Use the options in this group box to specify the printing resolution of A/P checks and the 1099 report. The Low option is selected by default.
Select this check box to limit the value of A/P checks that Costpoint automatically approves for payment. If you select this check box, Costpoint prevents the automatic approval of checks above the limit you specify in Limit Amount.
Enter the check amount above which Costpoint prevents automatic payment approval. Authorized users must manually select any checks over this amount to approve them for payment. You select these checks in the Approve Checks screen before printing checks.
Use the options in this group box to specify what to print in the 3rd or lower section of preprinted laser checks:
If you select Address, Costpoint prints the address in the 3rd section of the check. This is the default.
If you select Stub, Costpoint prints the voucher detail in the 3rd section of the check as an additional stub. You can retain this additional stub as a "file copy."
An organization's internal accounting operations procedures, together with its internal documentation, could require that the organization use a segregation of duties feature, an audit trail feature, or both, to comply with the Sarbanes-Oxley Act of 2002.
Select this check box to enable the Vendor Approval feature in the Approve Vendors and Vendor Approver Settings screens. This feature implements the segregation of employees authorized to create vendor records from employees authorized to approve vendors for your organization. It also enables your organization to create an audit trail of these activities.
Select this check box to record any updates or changes users make to vendor information. Selecting this box enables the Vendor Update Password field. Costpoint records original and amended vendor information in the VEND_INFO_AUDIT_HS (Vendor Information Audit History) table. This box is cleared by default.
Select this check box to record detailed information about the creation of Electronic Funds Transfer (EFT) files. Costpoint records the date and time that a user created an EFT file, the total amount of the EFT, and the user ID associated with the file's creation.
Each time you create an EFT file, Costpoint records the data in the first paragraph of the AP_EFT_AUDIT_HS (EFT Audit History) table.
This check box is unchecked by default.
Select this check box to record information when a user prints A/P checks. This information includes the user ID, date, and time associated with the check printing. Costpoint records this data in the AP_CHKS_AUDIT_HS (A/P Checks Audit History) table. This check box is unchecked by default.
Use this case-sensitive field to set up the valid vendor update password. Costpoint requires you to enter this password before allowing you to update or change vendor information. Costpoint records original and amended vendor information in the VEND_INFO_AUDIT_HS (Vendor Information Audit History) table.
If this field is not blank when you enter the screen, then the password feature is enabled. When the password feature is enabled, Costpoint requires you to enter the correct password and click the OK button before it saves changes to vendor information.
Select this check box to print a signature on the first or only line of the check. This check box is cleared by default.
Enter the network location of the bitmap file that contains your primary signature. The signature bitmap can be no larger than 150,000 bytes.
Select this check box to print a second signature on the check. This check box is cleared by default. You must select the Primary Signature check box to enable the Second Signature check box.
Enter the network location of the bitmap file that contains your second signature. The signature bitmap can be no larger than 150,000 bytes.
Enter the payment amount above which Costpoint limits the signatures it prints on A/P checks. If you choose to print signatures on checks, Costpoint compares the amount of each check to the amount you enter in this field. You choose to print signatures on checks in the Print/Void Checks screen. Costpoint uses the bitmap file you specify in Location to print signatures on those checks that do not exceed this amount.
Costpoint enables this field when you select the Second Signature check box. The text you enter here prints above the primary signature on every check.
The following are examples of possible signature requirement messages:
"Amounts above 1000.00 require two signatures."
"Check amounts over 2000.00 require two signatures."
"Two signatures required for check amounts over 5000.00."
Enter the network location of the bitmap file that contains your company logo. Costpoint prints the logo in a 1" x 1" square in the upper left area of the check. The logo bitmap file size cannot exceed 150,000 bytes.
If Costpoint cannot find the logo file on the network, Costpoint prompts you with an error message when you attempt to print checks.
Changes to this screen update the AP_SETTINGS (A/P Settings) table.