Accounts Payable Tab of Company AP Settings

Field	Description
Default Payment Terms	This field indicates how `DPS` calculates the number of days from the invoice date until the date of payment. `DPS` populates the payment terms and date fields in new Firms hub records and in transaction data entry with this calculated value. You can modify the prefilled payment terms in the Firms hub and Transaction Center. Enter the payment terms that you want to use as the default value. The options are: Enter the number of days in which vouchers are typically paid after the invoice date. The vouchers are included in the payment run on or after the number of days specified. This number must be between 0 and 1,000 days. For example, to pay a voucher after 30 days, enter 30 in the Number of Days field. For a voucher with the invoice date 06/30/17, the payment date is 07/30/17, which is 30 days after the invoice date. Next: Select this option from the drop-down list to schedule all vouchers with a payment date of Next. Vouchers are included in the next payment run. For example, if you enter a voucher on 6/30/19 and the next Automatic AP Payment Processing run is performed on 7/15/19, the voucher is included in the run. Hold: Select this option from the drop-down list if you do not want a payment date assigned to vouchers. The vouchers are on hold until you manually switch the payment terms from Hold to one of the other three options. PWP: Select this option from the drop-down list for all vouchers to be scheduled with a payment date of PWP (pay when paid). The vouchers are in the payment run immediately following payment in full to your enterprise of the invoice that included the voucher.
Start Voucher	This field displays if you use multiple companies and you selected the Require entry of voucher numbers check box on the Accounts Payable tab in Settings > Advanced Accounting > System AP. Enter a starting voucher number for the active company if you want users to manually enter voucher numbers, but you want to prevent the same voucher number from being used across companies. You can enter up to seven numeric characters in this field. Each company has a different range of voucher numbers. You can use the Require entry of voucher numbers feature and nevertheless enter alphanumeric voucher numbers for vouchers that are created in Transaction > Transaction Entry and in Accounting > Accounts Payable > Create Voucher from PO. Alphanumeric voucher numbers are susceptible to duplication across companies.
End Voucher	This field displays if you use multiple companies and you selected Require entry of voucher numbers on the Accounts Payable tab in Settings > Advanced Accounting > System AP. Enter an ending voucher number if you want users in the current company to manually enter voucher numbers, but you want to prevent the same voucher number from being used across companies. You can enter up to seven numeric characters in this field. Each company has a different range of voucher numbers. You can use the Require entry of voucher numbers feature and nevertheless enter alphanumeric voucher numbers for vouchers created in Transaction > Transaction Entry and in Accounting > Accounts Payable > Create Voucher from PO. Alphanumeric voucher numbers are susceptible to duplication across companies.

This field indicates how DPS calculates the number of days from the invoice date until the date of payment. DPS populates the payment terms and date fields in new Firms hub records and in transaction data entry with this calculated value. You can modify the prefilled payment terms in the Firms hub and Transaction Center.

Enter the payment terms that you want to use as the default value. The options are:

Enter the number of days in which vouchers are typically paid after the invoice date. The vouchers are included in the payment run on or after the number of days specified. This number must be between 0 and 1,000 days. For example, to pay a voucher after 30 days, enter 30 in the Number of Days field. For a voucher with the invoice date 06/30/17, the payment date is 07/30/17, which is 30 days after the invoice date.
Next: Select this option from the drop-down list to schedule all vouchers with a payment date of Next. Vouchers are included in the next payment run. For example, if you enter a voucher on 6/30/19 and the next Automatic AP Payment Processing run is performed on 7/15/19, the voucher is included in the run.
Hold: Select this option from the drop-down list if you do not want a payment date assigned to vouchers. The vouchers are on hold until you manually switch the payment terms from Hold to one of the other three options.
PWP: Select this option from the drop-down list for all vouchers to be scheduled with a payment date of PWP (pay when paid). The vouchers are in the payment run immediately following payment in full to your enterprise of the invoice that included the voucher.

Start Voucher

This field displays if you use multiple companies and you selected the Require entry of voucher numbers check box on the Accounts Payable tab in Settings > Advanced Accounting > System AP.

Enter a starting voucher number for the active company if you want users to manually enter voucher numbers, but you want to prevent the same voucher number from being used across companies. You can enter up to seven numeric characters in this field. Each company has a different range of voucher numbers.

You can use the Require entry of voucher numbers feature and nevertheless enter alphanumeric voucher numbers for vouchers that are created in Transaction > Transaction Entry and in Accounting > Accounts Payable > Create Voucher from PO. Alphanumeric voucher numbers are susceptible to duplication across companies.

End Voucher

This field displays if you use multiple companies and you selected Require entry of voucher numbers on the Accounts Payable tab in Settings > Advanced Accounting > System AP.

Enter an ending voucher number if you want users in the current company to manually enter voucher numbers, but you want to prevent the same voucher number from being used across companies. You can enter up to seven numeric characters in this field. Each company has a different range of voucher numbers.

You can use the Require entry of voucher numbers feature and nevertheless enter alphanumeric voucher numbers for vouchers created in Transaction > Transaction Entry and in Accounting > Accounts Payable > Create Voucher from PO. Alphanumeric voucher numbers are susceptible to duplication across companies.

Payments Section

Use the fields in the Payments section to determine the layout, formatting, and contents for accounts payable checks.

Field	Description
Format	Select the country whose check format most closely matches the accounts payable format that you use. The country that you choose here and the template that you choose in the Template field determine how your accounts payable checks print. The settings that you enter in the Format and Template fields must be suited to the check stock that you use. The options are: Canada: When you select this format, you can use the Payment Face Date field and the Print date format indicator on payment face check box on this tab to choose the payment date format and determine whether or not the date format indicator prints on the check face. United Kingdom: This format is designed for use with A4-sized paper. United States
Print date format indicator on payment face	This check box applies to Canadian checks and is enabled when you select Canada in the Format field. Select this check box if your check stock does not have the required date format indicator preprinted on the check stock. `DPS` prints the format indicator on the check face according to the settings that you enter in the Date order and Display four digit year fields in the Format Date/Time dialog box. This dialog box displays when you click in the Payment Face Date field on this tab.
Template	Select the template to use for your accounts payable payments: Deltek two-part: The check face prints on the top third, and the stub prints on the bottom two thirds of the check stock. Deltek three-part: The check face prints on the top third, and two complete (duplicate) stubs print on the bottom two thirds of the check stock. Deltek check on bottom: The check face prints on the bottom third, and the stub prints on the top two thirds of the check stock. This option displays only if you select United Kingdom in the Format field on this tab. This template is formatted to fit A4-sized paper. <Custom template>: If you create custom templates for accounts payable payments, they are included in this drop-down list with their actual file names. For all of the templates: The payment date prints on each check stub. The vendor's address prints on the check stub based on the address format that is selected for the vendor's country in the Country code table in Settings > General > Labels and Lists. The payee (vendor) address includes the country if the vendor's country is different than your company's country. User-defined field tables are available so that you can easily add them if you customize the payment templates with Microsoft SQL Server Reporting Services.
Vouchers on Stub	Enter the number of paid vouchers to print on the check stub. The check stub provides a list of paid items. If you selected the Deltek two-part or Deltek check on bottom template, the maximum number is 30. If you selected the Deltek three-part template, the maximum number is15. If a payment contains more than the number of vouchers allowed for a stub, multiple checks that add up to the full payment amount are generated. The first check is printed for the first 30 or 15 vouchers. Additional checks are printed for each additional set of 30 or 15 vouchers. If you prefer to have one check print when a payment contains more than the number of vouchers allowed for a stub, select the If more than # vouchers in the Remittance Advice field.
Remittance Advice	A remittance advice prints a list of paid vouchers on a separate form when you pay vendors by check. Select one of the following remittance advice options: Never Print: `DPS` never prints a remittance advice, and voucher information is always printed on the check stub. Always Print: `DPS` always prints a remittance advice for your vendors, and voucher information is not printed on the check stub. "See Remittance Advice" is printed on the check stub. If more than # vouchers: This option displays with the number of vouchers that you entered in the Vouchers on Stub field. For example, if you entered 30 in the Vouchers on Stub field, this option is labeled If more than 30 vouchers. Select this option if you want the following to happen when one payment includes more vouchers than the number of vouchers that you entered in the Vouchers on Stubs field: One check is generated for the total amount of all vouchers. "See Remittance Advice" is printed on the check stub. The stub does not list paid vouchers. The remittance advice lists all the paid vouchers. When you select the If more than # vouchers option, if the number of vouchers for a payment is less than the number that you entered in the Vouchers on Stubs field, `DPS` prints all voucher information on the check stub.
Currency	Click in this field to open the Format Currency dialog box, and enter currency format information to apply to the check face and stub. This formatting applies to any selected check format and template, including custom templates.
Payment Face Date	Click in this field to open the Format Date/Time dialog box, and enter date format information for the date that prints on the check face. This formatting applies to any selected check format and template, including custom templates. Check stub date format: For the Deltek two-part and Deltek three-part check templates, the date on the check stub uses the Short Date format specified in your computer's Regional and Language settings. For the Deltek check on bottom check template, the settings that you enter in the Payment Face Date field apply to the date on the check stub. Voucher details date format: The date for voucher details on the check stub uses the Short Date format that is currently specified in your computer's Regional and Language settings.

Approvals Section

Field	Description
Use Approval Workflow for AP Invoice Approvals	Select this check box if you want accounts payable vendor invoices to go through a review and approval process. After you select this check box: Select an approval workflow in the Approval Workflow field. The AP Invoice Approval application displays on the Accounting menu in the Navigation pane. Use this application to upload AP vendor invoices into `DPS`, submit them for approval, approve or reject them, and then create an AP voucher from the AP invoice or create a voucher from a purchase order for an AP invoice. If you clear this check box after it was selected and there are AP invoice approvals in progress: You will receive a message informing you that the in-progress AP invoice approvals will be canceled if you clear the check box. For any in-progress approvals, a row is added on the Approval History dialog box. The row displays a comment in the Comment field to indicate that the approval workflow was disabled. (To see this dialog box, click the History button on the Progress tab on the AP Invoice Approvals form in Accounting > AP Invoice Approvals.) If you select this check box to re-enable approvals after you have used approvals and then disabled them, when you reselect the check box again, any in-progress approvals will have a row added on the Approval History dialog box. The row displays a comment in the Comment field to indicate that the approval workflow is now enabled.
Approval Workflow	If you selected the Use Approval Workflow for AP Invoice Approvals check box, select the approval workflow to use. Only AP Invoice approval workflows that have an Active status display in the drop-down list. You set up approval workflows in Settings > Workflow > Approval Workflows. If you change the approval workflow and there are AP invoice approvals in progress: You will receive a message informing you that any in-progress AP invoice approvals will be restarted, using the new approval workflow. For any in-progress approvals, a row is added on the Approval History dialog box. The row displays a comment in the Comment field to indicate that the approval workflow was restarted. (To see this dialog box, click the History button on the Progress tab on the AP Invoice Approvals form in Accounting > AP Invoice Approvals.)

Field

Description

Use Approval Workflow for AP Invoice Approvals

Select this check box if you want accounts payable vendor invoices to go through a review and approval process.

After you select this check box:

Select an approval workflow in the Approval Workflow field.
The AP Invoice Approval application displays on the Accounting menu in the Navigation pane. Use this application to upload AP vendor invoices into DPS, submit them for approval, approve or reject them, and then create an AP voucher from the AP invoice or create a voucher from a purchase order for an AP invoice.

If you clear this check box after it was selected and there are AP invoice approvals in progress:

You will receive a message informing you that the in-progress AP invoice approvals will be canceled if you clear the check box.
For any in-progress approvals, a row is added on the Approval History dialog box. The row displays a comment in the Comment field to indicate that the approval workflow was disabled. (To see this dialog box, click the History button on the Progress tab on the AP Invoice Approvals form in Accounting > AP Invoice Approvals.)

If you select this check box to re-enable approvals after you have used approvals and then disabled them, when you reselect the check box again, any in-progress approvals will have a row added on the Approval History dialog box. The row displays a comment in the Comment field to indicate that the approval workflow is now enabled.

Approval Workflow

If you selected the Use Approval Workflow for AP Invoice Approvals check box, select the approval workflow to use. Only AP Invoice approval workflows that have an Active status display in the drop-down list.

You set up approval workflows in Settings > Workflow > Approval Workflows.

If you change the approval workflow and there are AP invoice approvals in progress:

You will receive a message informing you that any in-progress AP invoice approvals will be restarted, using the new approval workflow.
For any in-progress approvals, a row is added on the Approval History dialog box. The row displays a comment in the Comment field to indicate that the approval workflow was restarted. (To see this dialog box, click the History button on the Progress tab on the AP Invoice Approvals form in Accounting > AP Invoice Approvals.)

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Accounts Payable Tab of Company AP Settings

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Payments Section

Approvals Section