Use the Accounts Payable tab to enter system-level Accounts Payable settings related to vouchers and to enable expense codes.
Contents
Field | Description |
Require entry of voucher numbers
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When you select this option, users who enter accounts payable vouchers in Transaction Entry are required to enter the voucher number manually.
If you select this option and you use the Multicompany feature, you must enter starting and ending voucher numbers on the Accounts Payable tab in
for each company.
If you do not select this option, Vision automatically assigns the voucher number at the time of posting the accounts payable voucher.
You also have the option to turn on and configure automatic numbering of vouchers (and payments and reference numbers for other transaction types) on the Transaction Auto Numbering tab in
. If you have multiple companies, you can turn on automatic numbering by company.
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Display warning message for duplicate invoices for a Vendor in AP transaction entry
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Select this option to have a warning message display in each of these areas of Vision when a user enters a duplicate invoice number there (even if the duplicate's invoice date is different):
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Display voucher number leading zeros
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Clear this check box if you do not want leading zeros in a voucher number to display in certain dialog boxes and reports. This may make them easier to read.
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Enable expense codes
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Select this check box if you want to use accounts payable expense codes in Accounts Payable Voucher Transaction Entry and Accounts Payable Disbursement Transaction Entry.
Accounts payable expense codes eliminate the need to know whether or not an expense is billable to the client at the time of accounts payable voucher or accounts payable disbursement entry. The general ledger expense account prefills during data entry based on the default expense code set up for a vendor, a project's charge type (regular, overhead, or promotional), and whether or not a project's expenses are designated as billable.
When you select the
Enable expense codes check box, the following items are enabled throughout Vision:
- An Expense Codes tab in the System AP Configuration form. If you use the Vision Multicompany feature, an Expense Codes Accounting tab also displays.
- A
Default Expense Code field on the Accounting tab of the Vendor Info Center.
- A
Bill by Default section that includes
fields on the Accounting tab of the Project Info Center.
- An
Expense Code Override menu item in
.
- An
Expense Code field in the Accounts Payable Vouchers form and Accounts Payable Disbursements form in
.
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Require expense code in transaction entry for
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If you selected the
Enable expense codes check box on this tab, select from the drop-down list the expense code requirements for accounts payable voucher and accounts payable disbursement entry in the Transaction Center.
Options are:
-
Not Required — You can complete accounts payable voucher and accounts payable disbursement entry without expense codes. If a vendor has a default expense code, it prefills for vouchers and disbursements, but users can delete any prefilled expense code and leave the
Expense Code field blank.
-
Regular
Projects — You are required to enter expense codes only for projects with a regular charge type.
-
All
Projects — You are required to enter expense codes for projects with all charge types (regular, overhead, and promotional). Charge type is entered on the Accounting tab of the Project Info Center.
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Payment Payee
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Use this option to specify the Vendor Info Center field whose data you want to populate the
Payee field in
and the
Recipients Name field in
.
The options are:
-
Name of Vendor (from the Name field in Vendor Info Center)
-
Address 1 of Vendor's Address (from the
Address 1
field in Vendor Info Center)
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Project level to check when determining the paid status of invoices
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In Vision, you must enter receipts against the correct project, phase, or task level. Otherwise, the invoice is not marked as paid.
Use this option to specify the WBS level at which you define an invoice as fully paid.
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