AP Module Setup

2 Complete the General tab.

The Process drop-down menu is used to select how you will process accounts payable and will determine what palette options are available in the AP module. This drop-down menu will not be enabled after the module has been set up.

Invoices & Checks – Invoices are input and committed using the Invoices process (AP> Invoices). After the invoices have been committed, they can be paid using the Computer Checks process (AP> Computer Checks). This is the most common way to process accounts payable and is an accrual-based process that allows invoices to be entered and then paid at any time. Encumbrances from purchase orders are relieved when invoices are entered (AP> Invoices> Enter Invoices).
Vouchers & Warrants – Invoices are input; an approval list, vouchers, warrants, and a warrant register are then produced. This process is contained on a single menu. The verbiage on the approval list, voucher and warrant register are created on the Voucher tab found on the Account Payable Setup window. This is a cash-based process that allows invoices to be entered into the system and checks/warrants printed in the same batch. It relieves encumbrances when the checks/warrants are printed.
Vouchers & Checks – Invoices are input and committed. When the computer check process is run, a voucher approval register and vouchers are produced after the checks are processed. The verbiage on the voucher approval register and vouchers are created on the Voucher tab found on the Account Payable Setup window. This is an accrual-based process that allows invoices to be entered and then paid at any time. It relieves encumbrances when invoices are entered.
Vouchers Only – This process is contained on a single menu. Invoices are input then the approval list and vouchers are printed. The verbiage on the approval register and vouchers are created on the Vouchers tab found on the Accounts Payable Setup window. This is a cash-basis process. Encumbrances are relieved when the invoices are entered into the system. There is no capability to print checks (this process assumes a different agency is responsible for printing the checks).
Multi-Fund Vouchers – This is a two-step process. Invoices are entered and committed. The Computer checks process produces a voucher approval document after the checks and check register have been printed. This is an accrual-based process that allows invoices to be entered and then paid at any time. It relieves encumbrances when invoices are entered.
Indiana Vouchers – This process is identical to the Invoices and Checks process except for a field on the Enter Invoices for the Voucher number. The Reports menu has a Voucher Approval Document that is printed out after the process is complete. This is an accrual-based process that allows invoices to be entered and then paid at any time. It relieves encumbrances when invoices are entered.

The Mode drop-down menu is used to set up multi-bank checking or reimbursements.

Select Standard if you do not use multi-bank checking or reimbursements. Standard MUST be selected if you plan on using interfund transfers.
Select Multi-bank checking if you want to write AP checks out of multiple banks. GL accounts are associated with specific bank accounts using the Associate Reimbursements window (SS> Maintenance> Associate Reimbursements). When those GL accounts are attached to invoice line items and paid using the Computer Checks process, the checks will be cut from the bank accounts attached to the GL accounts on the invoice line items.
Select Reimbursements if you want to create additional checks that reimburse the clearing bank. These additional checks are cleared when the reimbursement check is committed in cash receipts. You can turn this setting off from the computer checks batch process (AP> Computer Checks> Select Invoices) if you have a batch that won’t have reimbursements.

The Receivable Account, Clearing Bank and Clearing Fund fields will be enabled if you select Reimbursements in the Mode field.
Enter the reimbursement liability account in the Receivable Account field. The fund is not added in the Receivable Account field because it comes from the fund number entered in the Clearing Fund field. This is the account that the liability resides in until the reimbursement checks are processed through cash receipts. Only enter a reimbursement liability account if you are processing accounts payable checks through multiple banks in a single check run.
Enter a Clearing Bank if you are using reimbursements. The clearing bank is the primary bank that is used for issuing checks, and is the bank that the other bank accounts will reimburse.
Enter a clearing account fund in the Clearing Fund field. If the reimbursement clearing bank is in a single fund such as a clearing fund, enter the clearing fund number. This is the fund that the checks to vendors are issued out of.

When attaching general ledger accounts to bank accounts (SS> Maintenance> Bank Account), you do not specify a fund. The fund number of the bank account GL cash account if defined by this field.
If you leave this field blank, the fund number of the bank account cash account will be pulled from the GL account attached AP invoice that the cash is paying. This means you will have to set up a GL account in every fund the cash account will be expensed from.
When AP invoices are paid, the fund of the cash account could be different than the fund of the general ledger account attached to the AP invoice, which could create a journal entry that is not balanced by fund.

The Payable Account field is used to enter the Accounts Payable account.

The payable account is the GL account that the liability resides in until the checks or warrants have been processed and committed. When invoices are created in the AP module Invoices process, the Account Payable GL account will be credited, and the GL account on the invoice line items (generally an expense account), will be debited.
The Accounts Payable GL account must be set up in each fund you will use to expense invoice line items. When you process invoices in the AP module (AP> Invoices), the fund of the Accounts Payable GL account will be pulled from the GL account attached to the invoice line item. For example, if the Accounts Payable GL account is set up as X-0-001 and the GL account on an invoice line item is 6-0-400, fund 6 will be pulled from the GL account on the invoice line item and GL account 6-0-001 will be credited in the transaction.
If you are using Vouchers and Warrants or Vouchers Only, you will not use the GL account in this field.

The Local Tax Percentage field is used in conjunction with the Use Tax Report (AP> Reports> Use Tax Report). The tax amount entered in this field will populate in the Use Tax window when the report is generated.
Check the Enable Project Management interface toggle to enter Project Management module task and type codes on AP invoices.
Check the Enable Inventory Control interface toggle to enter IC module items on AP invoices.
Check the Enable Interfund Transfers toggle to use interfund transfers instead of reimbursements. Click here for information on Interfund Transfers.
- If this toggle is checked, the Mode field above must be set to Standard.
Check the Overwrite voucher number with check number toggle if you want to overwrite the voucher number with the check number during the checks process. This toggle will only apply if the Process you selected involves vouchers.
Check the Auto number vendors toggle to automatically create vendor numbers. The system will begin auto numbering from the highest existing vendor number. This functionality will not work if any existing vendors have non-numeric characters in their vendor numbers.
The NIGP Code Length field is used to establish the NIGP code format.
- NIGP codes are used when establishing Commodity Codes used to classify procured items. Commodity codes are created and maintained on the Commodity Code Maintenance window (AP> Maintenance> Commodity Code). Click here for information on Commodity Code maintenance.
- NIGP codes can be 5, 7, or 11 characters long.

3 Complete the Checks tab.

The Check Type drop-down menu is used to select long or standard check stub format.

Standard check stubs will create two separate check stubs. Each check stub can display up to 17 line items on the check stub.

A line item is a unique invoice being paid on the receipt.

Long check stubs will create one check stub but the single check stub can display up to 30 line items.

If you select long check stub a Long Check Stub tab will be added to the Checks step of the AP Computer Checks process. The Long Check Stub tab allows you to enter a check stub or void message.
Long checks can contain up to 30 check detail line items.

The Check Signature field is used to select an image file that contains a check signature. Only one electronic signature file can be attached at a time. Click here for information on creating and uploading an electronic signature.

Click the Check Signature field label to open the Attachment Selection window.
Click the Create icon to open the Attachments Maintenance window. From this window, you will be able to browse to your electronic signature file.
- Click the Original File Name field label and browse to the electronic signature file.
- The File Name and File Type fields will automatically populate with the file information.
- The Destination Folder field will automatically populate with the path to the archive folder created when the application was installed.
- Enter an optional Description for the signature file. This field can be up to 500 characters.
- The Location Reference and Tracking Number fields are optional fields that can be used to keep track of your electronic signatures.
- Click the Save icon to return the electronic signature file to the Attachments Selection window.
Click the Attachment Action icon drop-down menu and select Save Locally to save a copy of the file to your workstation or select View Attachment to open the attached file.
Highlight the new electronic signature file and click the Confirm icon to attach that file to the AP module.

The Long Stub Void Message field is used to enter the number of days associated with your void process. This message will display on all Accounts Payable module checks that are generated in long check stub format.
The Check Line Description drop-down menu is used to select the line item description that will display on the check stub.

Select Last line item description if you would like the invoice line item description to display on the check stub line items.
Select Line item reference if you would the reference number attached to the invoice to display on the check stub line item.

Use the Check Offset field to adjust the top margin on printed checks. Increase the value in the field to print the checks lower on the page.
Check the Use Interfund Transfers for Manual checks toggle if you want to enable interfund transfers in the Manual Checks process. The selection in this field will affect the journal entry generated in the Manual Checks process (AP> Manual Checks> GL Distribution).

If you do not check this toggle, the journal entry created by the process will debit the GL expense account on the invoice line item, and credit the cash account attached to the bank account the manual check is being drawn from. A fund is not attached to the GL account on the bank account record (SS> Maintenance> Bank Account> Cash Account field), so the fund will be pulled from the GL account on the invoice line item.

Description	Debit	Credit
GL expense account on the invoice line item	XXX
GL account on the bank account (fund is pulled from the GL expense account on the invoice line item)		XXX

If you check the Interfund Transfers for manual checks toggle, the journal entry will be the same as above, but a debit and credit to the cash account attached to the bank account will be added. The fund used in these two line items will be pulled from the Clearing Fund field on the AP module Setup window.

Description	Debit	Credit
GL expense account on the invoice line item	XXX
GL account on the bank account (fund is pulled from the GL expense account on the invoice line item)		XXX
GL account attached to bank account (fund is pulled from the Clearing Fund in the AP module Setup window)	XXX
Same GL account as above		XXX

Check the Print Titles on Checks toggle to add two lines of information at the top of the checks. This will enable the Check Title 1 and Check Title 2 fields on the Checks field on the Computer Checks process (AP> Computer Checks> Checks). The Check Title 1 and Check Title 2 fields are generally used to inform vendors of an address change.
- Check titles will only be displayed on standard check stubs. When printing long check stubs, check titles will not be displayed.
Check the Long check stub include fund line toggle if you would like the fund number and description of the GL expense account associated with the check to display in the memo field on the check. A list of fund numbers will display if there is more than one fund being expensed on the check.
Check the Long check stub prints DBA information toggle if you would like the doing business as name on the vendor record (AP> Maintenance> Vendor> General tab> DBA field) to display on the check. This will add the doing business as vendor name to the check just below the vendor name (Last Name field on the General tab of the Vendor Maintenance window).
Check the Export positive pay file toggle if you would like to use the positive pay feature. Positive pay is a bank service where organizations send their bank a list of checks they have generated. As checks are drawn on their account, the bank verifies that the checks drawn on the account match the checks on the list. Changes to the selection in this toggle will not take effect until you log out and then log back into the application since it involves menu options that display on the palette.
- When this toggle is checked, an Export option will be added to the Computer Checks palette. The Export step is used to generate the positive pay file, and must be completed before a Computer Checks batch can be committed.
- If you do not check this toggle, the Export step will not display on the Computer Checks palette and you will not be able to generate a positive pay file.
- If you change the selection in this toggle, if will not take effect until you log out and log back into the application. If there are other users that process AP module Computer Checks batches, you should have them log out and log back in after you change the selection in this toggle (if you do not, they will get an error message during the Export step, or the Export step will not display on their Computer Checks palette).
Check the Use Blank Check Stock toggle if you would like MICR numbers to print on AP checks.

This will add a Check Numbers tab to the print checks step of the Computer Checks process in the Accounts Payable module.
The bank name will only print on a check if the Use Bank Check Stock toggle is checked.

Check the Allow zero balance checks toggle if zero balance checks can be generated in the Computer Checks process. This allows you to select two off-setting invoices in the Select Invoices step (AP> Computer Checks> Select Invoices) that create a zero dollar check.

If you do not check this toggle, you cannot select a group of invoices that creates a zero dollar check for an AP module vendor. You will receive a validation error in the window.

Check the Do not print check numbers toggle if the check numbers should not be printed on the checks (this only applies when the Use Blank Check Stock toggle is checked). For example, if your check stock already includes check numbers, you would check this toggle.

If you do not check this toggle, check numbers will print on the checks when the Use Blank Check Stock toggle is checked. If the Use Blank Check toggle is not checked, check numbers will not print on checks.

Check the Print Date/Amount Headers toggle if your pre-printed check stock does not include field labels. When the checks are printed the field labels will be added.
Check the Create uncleared BR for CH toggle to automatically send all ACH checks to the BR module as uncleared.

4 Complete the Invoices tab.

The Current Batch and Other Batch Duplicate Invoice fields are used to set the criteria that will be used to determine which invoices are duplicates. A warning message will display if a duplicate invoice is being entered, but users will have the option to click through the warning message and create the invoice.

Check the toggle of the criteria you would like to use to define which invoices are duplicates. The Vendor Number and Invoice Number toggles are hard-coded and cannot be unselected.

The Enable Budget Warning toggle is used to add budget validation to the Invoices process. If the GL accounts on an invoice are expensed for an amount that exceeds the budgeted amount, an information window will open warning users that the budget has been exceeded. Users will be able to accept the budget overage and create the invoice, or decline the overage and either reduce the amount of expense or select another GL account to expense.

The invoice line item amount will be added to the current budget amount on the GL account. You can view the current budget on a GL account using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Balance tab> Budget field).

Check the Overwrite line item descriptions with project identifiers toggle to replace the description of the invoice entry with the task code description selected for the line. This toggle is only enabled if project management is enabled in accounts payable.
Check the Overwrite blank descriptions with reference on commit toggle to populate blank Description fields on new invoice line items with the value in the Reference field.
Check the Force Receiving toggle if a purchase order line item should be received in the Purchase Orders module Receiving process (PO> Receiving) before it can be invoiced in the Accounts Payable module (AP> Invoices).

If you check this toggle, you should also check the Receive orders through Purchase Orders toggle on the Purchase Order module Setup window (PO> Utilities> Setup) to enable the Receiving process.
If the Receive orders through Purchase Orders toggle is checked but the Force Receiving toggle is not checked, you will have the option of receiving purchase orders in the PO module, but you will be able to invoice purchase order line items that have not be received.

The Validate Variance toggle is used to add a variance validation to invoices created in the Invoices process (AP> Invoices). For example, if invoices generated from purchase order line items should only be 15% greater or less than the PO line item amount, check the Validate Variance toggle and enter 15 in the Maximum Variance Percentage field. When invoices are saved, the variance validation will be applied and users will not be able to save the invoice.
- If a portion of the PO line item has already been invoiced, that portion will be included in the variance calculation.

5 Complete the Vouchers tab.

Enter you specific legal verbiage to print on the individual vouchers and on the blanket voucher.
The individual vouchers list invoices for only one vendor, while blanket vouchers list all the invoices and vendors on one page.
Use the Extra space for blanket voucher heading toggle to align the heading on the blanket voucher.
Click the Save icon when complete.

AP> Utilities> Setup

AP Setup