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. You also use this screen to enable vendor approval in Costpoint, which prevents employees from making payments to unapproved vendors and segregates employees authorized to create vendor records from those authorized to approve vendors.
Use this screen to initialize Accounts Payable configuration options and preferences. If you change the settings in this screen after initialization, you should save them, exit Costpoint Web, and then return to the system.
Use this group box to establish default aging values in the Open A/P Report screen (Accounting\Review\Accounts Payable). The preset aging criteria consist of the following five columns and days to age: 0, 1-30, 31-60, 61-90, and 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 (Accounting\Review\Accounts Payable). The preset column headings consist of 0, 1-30, 31-60, 61-90, and 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 (Accounting\Review\Accounts Payable).
The Days From columns are non-editable. The first field in the Days From column is automatically set to zero. The system 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 fields in this block to enhance payment security by recording
information each time a user creates an Electronic Funds Transfer (EFT)
file or print checks. In addition, you can require a user to enter a password
before making any changes to vendor information.
If you enable payment or vendor update security, the system writes information
to tables that require SQL to access them.
Select this check box to record any updates or changes users make to vendor information. Selecting this box enables the Vendor Update Password field. The system records original and amended vendor information in the VEND_INFO_AUDIT_HS (Vendor Information Audit History) table. This 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. The system records this data in the AP_CHKS_AUDIT_HS (A/P Checks Audit History) table. This check box is unchecked by default.
Select this check box to record detailed information about the creation of Electronic Funds Transfer (EFT) files. The system 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, the system records the data in the first paragraph of the AP_EFT_AUDIT_HS (EFT Audit History) table.
This check box is unchecked by default.
Use this case-sensitive field to set up the valid vendor update password. The system requires you to enter this password before allowing you to update or change vendor information. The system 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, the system requires you to enter the correct password and click the OK button before it saves changes to vendor information.
Use the options in this block to change the printing order of the address lines on A/P checks and 1099 self-mailers.
This block 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 block to specify the printing resolution of A/P checks and the 1099 report.
The Low option is selected by default
Use the fields in this block to limit the value of checks that the system automatically selects for payment.
Select this check box to limit the value of A/P checks that the system automatically selects for payment. If you select this check box, the system prevents the automatic approval of checks above the limit you specify in Limit Amount.
Enter the check amount above which the system prevents automatic payment approval. Authorized users must manually select any checks over this limit amount to approve them for payment. You select these checks in the Approve Checks (Accounting\Accounts Payable\Prepare/Approve Checks) screen before printing checks.
Use the options in this block to specify what to print in the 3rd, or lower, section of the preprinted laser check.
If you select Address, the system prints the address in the 3rd section of the check.
If you select Stub, the system 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".
The default selection is Address.
Use the check box in this block as part of your organization's responsibility in maintaining compliance with the Sarbanes-Oxley Act of 2002.
Select this check box to activate the vendor approval process. This feature implements the segregation of employees authorized to create vendor records from employees authorized to approve vendors for your organization. You must select this check box to use the Approve Vendors screen.
Use the fields in this block to specify signatures to print on checks, a check amount that limits signature printing, and a signature requirement message.
Select this check box to print the signature on the first or only line of the check. This check box is unchecked by default.
Select this check box to print a second signature on checks. This check box is unchecked by default.
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Note: You must select the Primary Signature check box to enable the Secondary Signature check box. |
Enter the payment amount above which the system limits the signatures it prints on A/P checks. If you choose to print signatures on checks, the system compares the amount of each check to the amount you enter in this field. You choose to print signatures on checks and set up signatures in the Print/Void A/P Checks screen. The system prints signatures on those checks that do not exceed this amount.
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Note: When you set up a primary signature but no secondary signature, the system prints no signature on checks for amounts greater than the Signature Limit. When you set up both primary and secondary signatures, the system prints only the primary signature on checks for amounts greater than the Signature Limit. |
The system enables this field when you select the Secondary 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."
* A red asterisk denotes a required field.
Changes in this screen update the AP_SETTINGS (A/P Settings) table.
