A/P Setup

Overview of AP01

The AP System Setup screen allows you to customize how DDI-Connect uses its accounts-payable system to track amounts due to outside vendors.

• From the DDI Connect main menu, double-click Accounts Payable
• Double-click Setup
• Double-click A/P Setup. You will see this screen:

If your organization does not have multiple entities, you will only see one tab at the bottom of this screen. Organizations with multiple entities will see a tab for each entity.

The following fields are available on this screen:

Field	Description
Use Name/Address system to maintain vendors	Option indicating that new vendor records are accessible via the Name/Address Inquiry for this organization. If this checkbox is selected, vendor records are grouped together with all Name/Address records for purposes of voucher entry. If this checkbox is de-selected, vendor records are segregated from all other Name/Address records for purposes of voucher entry
Omit name prefix	This option is ONLY available if "Use Name/Address system to maintain vendors" is selected. If you wish to omit name prefix from the vendor name when checks are generated
Vendor address types	This field is only enabled if you check the box for "Use Name/Address System to maintain vendors". No clients currently have this enabled. Field allowing an organization to specify which address type or types should be used to determine the vendor’s default address. Only enabled if Use Name/Address System to maintain vendors box has been selected. Vendor address types are maintained in the Name/Address code set Address Type Codes
Transaction posting method	Options indicating how (or whether) accounts-payable transactions are to post to the general ledger. The following methods are available: Batch – Indicates that AP transactions are to post in a consolidated fashion by batch Do not post – Indicates that AP transactions are not to post to the general ledger
Posting consolidation method	Options indicating how (or whether) voucher postings are to be consolidated. The following methods are available: None – Indicates that voucher postings are not to be consolidated. Posts each voucher transaction individually; Expense – Indicates that all expenses within the same voucher batch are to be consolidated for posting purposes; A/P – Indicates that all accounts-payable amounts within the same voucher batch are to be consolidated for posting purposes; Both – Indicates that all expenses and accounts-payable amounts within the same voucher batch are to be consolidated for posting purposes
Memo type	Click the drop down arrow to select the memo type that you wish to use
Maintain voucher batches	When this option is selected, each of this organization’s subsequent new vouchers is assigned to a batch in Voucher Entry (AP10). Note: If you de-select this option when voucher batches already exist or select this option when vouchers without batches exist, batches that do not conform to the selected rule are not accessible through Voucher Entry
Reset voucher numbers to 1 at the start of each year	Option indicating that automatic voucher numbering for this organization should revert to 1 at the beginning of each new fiscal year. If this option is de-selected, sequential voucher numbers continue in the new fiscal year
Include discount/credit details on check stubs	Option indicating that detail of any applicable discounts or credits in the AP transaction should display as a separate line item on the check’s top stub
Show vendor contact on vendor checks	If selected, the vendor's contact name will appear on checks generated for vendors
Load account number for vendor into voucher memo field	Option indicating that the vendor’s account number (shown under the contact name, phone, and fax number in Vendor Entry) should display in the memo field of a new voucher record
Allow manual voucher number entry	Option that makes the Voucher # field editable for manual assignment of a voucher number in Voucher Entry. Voucher Entry does not allow the selection of a previously used voucher number
Include payment type with voucher # on posting report	When this option is enabled, the posting report (FW20) replaces the initial character of the voucher number (normally displayed as “V#12345” in the Reference column) with one of the following characters: C – Check A – ACH wire S – SWIFT wire
Apply general ledger date for approval	Option that selects the Apply G/L date checkbox by default in Voucher Approval (AP13) and Credit Memo Approval (AP14). This prevents the user from forgetting to toggle this option on when approving individual vouchers or credit memos. The Apply G/L date checkbox is a means of assigning the same transaction date to all records approved within the same session
Discount G/L account	General-ledger account credited by discounts given by this entity. Type the G/L number or click the list icon to select from a list of active GL account numbers
Default checking account	Checking account selected by default for new vouchers. May be modified if desired
Default A/P account	Accounts-payable account selected by default for new vouchers. Click the drop down arrow to select from a list of active accounts
Voucher approval required	Option indicating that the entity’s vouchers must receive approval by authorized personnel before checks can be generated from them. Entities for which approval is required must have their vouchers approved through Voucher Approval (AP13) before DDI-Connect will allow generation of a check. Selecting this box enables the field "Top approval level". Highest approval level through which a voucher would need to be routed. The greater the top approval level, the more extensive the approval channel for a voucher. A top approval level of 5, for example, means that each voucher could potentially need to be routed through five approval levels
Email payment notices automatically for ACH payments	If selected, ACH payment notifications will automatically be emailed to vendors. In order for this function to work properly, vendors must have valid email address in Vendor Entry
Default terms	The default payment terms displayed in the Terms field in Vendor Entry (AP04). The vendor’s terms are used to set the due date when entering a voucher, based on the voucher’s invoice date

If you make any adjustments to this screen, click Save to retain the changes.