The Accounts Payable Settings page allows you to configure AP module settings. Only users with the proper permissions have access to the Accounts Payable Settings. The following settings can be configured by selecting EDIT at the top right corner of the AP Settings page.


GL Code for UNASSIGNED Inventory Item: This setting allows you to designate a GL Code assigned to the “(UNASSIGNED)” Inventory Item. Note: In order to view and set this setting, your company must be utilizing the AP module in “Comprehensive” mode. 


Batches 


  • Batch Number Format  -This setting allows you to customize the default naming convention of your batch numbers. The following formats are available: 
    • Use Batch ID 
    • 5 digit MAS90 (LocationIDPeriodIDIncrement) 
    • LocationID_PeriosName_Increment 
    • LocationID_YYYYPxxWx_Increment 
    • 5 Alphanumeric Characters (LocationIDPeriodIDAlphaIncrement) 
    • LocationID (XX) + Increment (YYY) 
    • Location ABBR (XX) + Increment (YYY) 
    • Location ExportID (XX)+ Increment (YYY) 
    • ExportID + MM + DD + [Increment] 
    • LocationName PeriodName Increment 
  • Batch Notes Maximum Length - This allows you to set the maximum number of characters allowed in the ‘Notes’ field of your batches. 
  • Limit Batch Posting Date to - This set the batch posting frequency. For example, if “week” is selected, posting batches will only be allowed on a weekly basis. The following options are available: 
    • None 
    • Week 
    • Period 
    • Quarter 
    • Pay Period 
  • Post Batches with Duplicate Invoices - Select whether or not users can post batches with duplicate invoices. 
  • Batch Posting Date Lockout Period Type (Past)/(Future) - These settings locks users into only being able to post or enter new invoices during the following time ranges: 
    • None 
    • Week 
    • Period 
    • Quarter 
    • Pay Period 
  • Grace Period from the Lockout Period (Past)/(Future) - These settings work in conjunction with the Batch Posting Lockout Period Type setting. They allow additional days to be added to the lockout period. 
  • Print Batch Button Report Detail Level -This determines which report is displayed when a user selects PRINT BATCH on the Invoice Batch Details page. The following options are available: 
    • Batch Summary 
    • Invoice Summary 
    • Invoice Detail 
  • Invoice Dates obey the Batch Posting lockout rules - Enabling this setting will lock users into only being able to create invoices during the time frame selected in the Batch Posting Lockout Period Type. 
  • Do Not Allow Batch Posting when not all Invoices are Reviewed - If this option is selected, users will not be allowed to post a batch if all the invoices in the batch have not been reviewed. 
  • Notify Location when Batch is Posted/Re-Posted - If this option is selected, a notification will be sent stating a batch has been either posted or re-posted. 
  • Invoices Show Invoice Due Date - Selecting this option will cause the invoice due date to be displayed on the Invoice Batch Details page as well as the Invoice Details page. 
  • Default Offset for Invoice Due Dates - If a vendor does not provide a time frame for which their invoices must be paid, this setting allows a generic default date. 
  • Move Invoice Default Week - When creating a new invoice, the default week can be show to display the following date range. 
  • Current Week Next Week Last Week Default Invoice Date - This setting controls the default invoice date. The user may either select current date or the date in which the invoice batch was posted. 
  • Force Invoice Totals - By having this option selected, the invoice total must equal the Invoice Detail Total in order for the invoice to be saved. 
  • Invoice Number Maximum Length - This setting allows you to set the maximum character length of an invoice number. 
  • Allow Bad AP Prices into Price Calculation - This setting allows a price that exceeds the minimum or maximum price for the corresponding Vendor Purchase Item (VPI) into price calculations.
  • Invoice Detail Notes Maximum Length - This setting allows you to set the maximum character length of invoice notes. 
  • Enable Uploading of Vendor Invoices - If this setting is enabled, a user will be able to upload Vendor Invoices.
  • Force Upper Case on Invoice Numbers - This option forces a user to use only capitalized characters when manually entering invoices. 
  • Do Not Allow Saving Duplicate Invoices - Selecting this option will prevent duplicate invoices from being saved.


Ask a Question 


  • Show 'Ask a Question' Link - If this option is selected, an ‘Ask a Question’ link will appear on the Invoice Batch Details page and Invoice Details page. This allows a user to email a question about an invoice directly from the Invoice Batch Details page or the Invoice Details page. 
  • Ask a Question Default Recipient List - Enter the email addresses of the users who will receive questions that are asked by users via the ‘Ask a Question’ link. Separate multiple recipients with a comma.


Purchase Orders 


  • Show 'Link to PO' on Invoices - Selecting this option will give users the ability to link an invoice to a purchase order by selecting the ‘Link to PO’ link. If this option is selected, this link will appear on the Find Invoices page and the Invoice Batch page after selecting NEW INVOICE. 
  • Show Price on Purchase Orders - If this setting is selected, the price and estimated purchase price will be displayed on the Purchase Order Details page. 
  • Show PAR on Purchase Orders - Select whether or not par information is displayed on the Purchase Order Details page. When enabled, you will be able to edit par values on the PO Template Details page. 
  • Do not Require Quantity - If this setting is not enabled, the user will be required to enter in a numerical value into the ‘Quantity’ text field on the Purchase Order Details page in order to save the purchase order. If the setting is enabled, the user will not be required to enter a numerical value; however, upon selecting SAVE, any ‘Quantity’ field without a numerical value will be saved as "0". 
  • PO Number Format- This setting allows you to customize the naming convention of your purchase orders. The following formats are available: 
    • Manual LocationExportID MMDDYYYY VendorCode [Increment] 
    • LocationExportID MMDDYY LEFT(ShortName, 4) [Increment]