Accounts Payable Administration Tables

Transcription

1 Contents Finance Payables Administration Payables Codes... 1 Finance Payables Administration Bank Codes... 2 General Ledger Account Numbers... 3 Finance Payables Administration Funds Codes... 5 Finance Payables Administration Payables Codes Payables Code: - Manually enter the Code to be added. - If the Code is already saved in the system, manually enter or click the Underlined link to choose from the Table. Payables Description: - Enter a description of the Code. Bank Code: - From Finance Payables Administration Bank Codes. - Choose the appropriate Bank from the dropdown. - Default Bank set up for Vendors. - Can be overridden on the Vendor s Profile. Payables GL Account: - Liability Account. - Accounts Payable Control Account. Page 1 of 5

2 Exchange GL Account: - If the Bank is a foreign Bank with a foreign currency. - Liability Account. - Not a Control Account. - The system will look at the current exchange rate, covert to domestic currency and put the difference in this account. Discount GL Account: - If giving a discount to a Vendor for paying early, the difference between the amount of the Payable and the amount actually paid. - Expense Account. Finance Payables Administration Bank Codes Bank Code: Mandatory - Set up for every Bank the Dealership deals with. - Can also set up for Credit Cards. - If adding Credit Cards here, do not set up AP Codes. - If adding, manually enter the code. - If bringing up a Code already in the system, manually enter or click on the Underlined link and choose from the Table. Name: - Name of the Bank. Bank Address: - Address of the Bank. Page 2 of 5

3 Bank Number: - Number of the Bank. Transit Number: Bank Account: - Bank Account to be used. Funds Code: - From Finance Payables Administration Funds Codes. General Ledger Account Numbers Bank Deposit GL Account: Mandatory - Actual Bank Account. - Used to balance Bank Statement. - Account used when paying the Vendor. - Account used when doing a Bank Deposit. - Account used for Direct Deposit payment from a customer. Bank Exchange GL Account: - If a foreign currency. - Exchange account to be used. Currency Variance GL Account: - Used if the Exchange Rate has changed from the time the Invoice was entered in the system to the time it was paid. - Reverses the Invoice, reverses the original Exchange Rate, enters in Payables as the current Exchange Rate and amount. This is the difference between the two. - If a foreign currency. - Variance account to be used. - Liability or Expense account. Page 3 of 5

4 Bank Clearing GL Account: - Un-deposited Funds. Cheque Number Prefix: - Used of there is more than one Bank Code. - Prefix added before the cheque number. - Used if there is a possibility the cheques may cross. - Cannot have two cheques with the same number in the system. - Letter only or will receive an Error message. Next Cheque No: - Next cheque to be printed in the system. - Can be edited. - Numeric only or will receive an Error message. Print MICR Number: - Number pre-printed on the cheque. - Banks go by MICR Number not cheque number. - Enable to Print. AP Cheque Template: - Specifies the format. - Three choices: Top, Middle or Bottom. - Three sections: Two Receipt stubs and a cashable cheque. - Determines where the cashable cheque prints on the 8 ½ x 11 sized paper. Payroll Cheque Template: - Three choices: Top, Middle or Bottom. Page 4 of 5

5 Finance Payables Administration Funds Codes Funds Code: - Code needs to be set up for every currency to be used in the system. - If adding, manually enter the code. - If bringing up a Code already in the system, manually enter or click on the Underlined link and choose from the Table. Funds Description: - Unlimited. Domestic To Foreign Exchange Rate: - If Domestic Currency, enter If not Domestic currency, enter to exchange rate for this particular currency. Foreign To Domestic Exchange Rate: - System automatically calculates using the Domestic To Foreign Exchange Rate. Domestic Currency: - Must specify which currency is domestic. Page 5 of 5