MANAGE ACCOUNTS PAYABLE ACCOUNTS

Use this screen to establish valid Accounts Payable account, organization, reference 1, and reference 2 numbers. Each unique combination is given a description that you can use instead of the Account/Organization/ Reference 1/Reference 2 combination, thus speeding data entry. This also allows you to prevent vouchers from being credited to accounts other than those specified for the accrual of vouchers.

The Accounts Payable account/organization/reference 1/reference 2 combinations set up on this screen are used when setting up vendors (to default into vouchers), entering vouchers, posting vouchers, and selecting vouchers for payment. You can set up a combination to default into the Vendor tables automatically by entering a valid Accounts Payable account description on the Configure Vendor Settings screen. This is useful if you have only one A/P account description.

Initialize this screen after setting up the Configure Accounts Payable Settings screen and maintain it when you add new Accounts Payable accounts.

After you save this screen, Costpoint validates that the Accounts Payable account and organization combination exists in the Account/Organization table. If any rows fail the validation, they are highlighted. Costpoint also displays a message with two options: select OK to save only valid rows; select Cancel to save nothing and return to the screen to make changes.

Location

A/P Account Description

Enter the description that you want to assign to the Account/Organization/Reference 1/Reference 2 combination. For example, you might enter "Accounts Payable" or "Trade Payables," or any description that uniquely identifies the combination. Costpoint uses this description to look up the Account/Organization/ Reference 1/Reference 2 combination associated with it, thus saving you time during data entry.

Account

Enter, or click to select, a valid Accounts Payable account to be used on the vouchers. After you enter an account, Costpoint validates that the account is chargeable and active.

Organization

Enter the valid organization associated with the Accounts Payable account for entering vouchers. Costpoint displays the top-level organizational structure from the Configure General Ledger Settings screen. You can use the lookup to display valid organizations from the Organization table. After you enter an organization, Costpoint validates that the organization is active.

Ref 1

Enter, or click to select, the reference 1 number associated with the Accounts Payable account and organization for entering vouchers. The reference label from the Configure General Ledger Settings screen displays as the column heading.

Ref2

Enter, or click to select, the reference 2 number associated with the Accounts Payable account and organization for entering vouchers. The reference label from the Configure General Ledger Settings screen displays as the column heading.

Account Name

This non-editable field displays the account name for the Accounts Payable account from the Account table.

Organization Name

This non-editable field displays the organization description from the Organization table.

Reference 1 Name

This non-editable field displays the reference 1 description from the Reference table.

Reference 2 Name

This non-editable field displays the reference 2 description from the Reference table.