Prerequisites

Set up the following sections:

Administration
Basic
General ledger
- If you plan to use payment journals, you must first set up payment journals under finance ( General ledger> Setup> Journals> Journal names ).
- If you plan to run exchange rate adjustments, you must set up the currency codes ( General ledger> Setup> Exchange rates ).
In the Banksection, set up bank accounts to use with methods of payment.

Main setup forms for Accounts payable

Use the following forms to set up the basic functionality of Accounts payable for each company. The forms are listed in the recommended order of setup.

To make the setup process simpler, you can create company or user templates from the first records that are created. A template typically includes entries in a large number of fields that reflect the features that the company wants to implement for a particular type of vendor.

Define the terms of payment that you assign to sales orders, purchase orders, customers, and vendors, and that determine invoice due dates, in the Terms of payment form.

For complete guidelines, see Terms of payment (form).
Create and maintain information about how the company pays its vendors in the Methods of payment form.

For complete guidelines, see Vendor methods of payment (form).
Create and maintain groups of vendors that share key parameters for posting, settlement and payment, reporting, and forecasting in the Vendor groups form.

For complete guidelines, see Vendor groups (form).
Set up the way in which vendor transactions are posted to the general ledger in the Posting profiles form.

For complete guidelines, see Vendor posting profiles (form).
Set up default settings that are applied if a more specific setting is not specified, parameters for various kinds of functionality, and various number sequences for Accounts payable in the Parameters form.

You can enable or disable functionality by selecting or clearing check boxes; select from system options in drop-down lists (characterized by a downward-pointing arrow); and select from options that are particular to your company in lookup fields (characterized by a small, curved, downward-pointing arrow). If the lookup fields have no options, you need to set up the options for your company: With your cursor in the field, right-click, select Go to the Main Table Form, and create the values that are agreed on for your company in the form that you have opened.

For complete guidelines, see Accounts payable parameters (form).
Define the format of various documents that are related to vendors, and that are used within the company to keep track of receipts from vendors and to enter reasons for the flow of payments to vendors, in the Form setup form.

For complete guidelines, see Purchase form setup (form).
Create and maintain vendor accounts, including the tax authorities to whom your company reports sales taxes, in the Vendors form.

For complete guidelines, see Vendors (form).

Optional setup forms for Accounts payable

The setup of Accounts payable includes a number of other steps beyond the basic functionality.

The additional setup forms are organized by functionality.

Workflow

Set up workflow configurations for journal approvals and purchase requisitions in the Workflow configurationsform.

For complete guidelines, see Workflow configuration (form).

Reasons

Set up reason codes in the Reasonsform to manage financial reason codes.

For complete guidelines, see Reasons (form).

Price/discount

Create and maintain price, line discount, multiline discount, and total discount groups for vendors in the Vendor price/discount groups form.

For complete guidelines, see Price/discount groups (form).
Create and maintain price, line discount, multiline discount, and total discount groups for items in the Item discount groups form.

For complete guidelines, see Price/discount groups (form).
Create and edit the names of trade agreement journals in the Trade agreement journal names form.

For complete guidelines, see Trade agreement journal names (form).
Activate trade agreements by selecting the relevant combination of discount, vendor, and item in the Activate price/discount form.

For complete guidelines, see Activate purchase price/discount (form).
Create and maintain vendor price tolerance groups for invoice matching in the Vendor price tolerance groups form.

For complete guidelines, see Vendor price tolerance groups (form).
Set up price variance tolerances in the Price tolerance setup form.

For complete guidelines, see Price tolerance setup (form).

Miscellaneous charges

Set up codes for the miscellaneous charges to use in purchase orders in the Misc. charges codes form.

For complete guidelines, see Misc. charges code (form).
Create and maintain miscellaneous charges groups for vendors in the Vendor misc. charges group form.

For complete guidelines, see Misc. charges groups (form).
Create and maintain miscellaneous charges groups for items in the Item misc. charges groups form.

For complete guidelines, see Misc. charges groups (form).
Define the miscellaneous charges to automatically assign to orders in the Auto-misc. charges form.

For complete guidelines, see Auto-misc. charges (form).

Supplementary items

Create and maintain supplementary item groups for vendors in the Supplementary item - Vendor groups form.

For complete guidelines, see Supplementary item groups (form).
Create and maintain supplementary item groups for items in the Supplementary item - Item groups form.

For complete guidelines, see Supplementary item groups (form).

External item description

Create and maintain groups of vendors that have common item descriptions in the Item - Vendor groups form.

For complete guidelines, see External item description group (form).

Distribution

Create and maintain the conditions for an item's transfer from seller to buyer in the Terms of delivery form.

For complete guidelines, see Terms of delivery (form).
Create and maintain the means of transport used when delivering an order from the seller to the buyer in the Modes of delivery form.

For complete guidelines, see Modes of delivery (form).
Create and maintain identifiers and descriptions for delivery destinations in the Destination codes form.

For complete guidelines, see Destination codes (form).

Forms

Create the standard text that appears on various forms in the Form notes form.

For complete guidelines, see Form notes (form).
Set up the sorting orders for requisitions, receipt lists, packing slips, and invoices in the Form sorting form.

For complete guidelines, see Purchase form sorting parameters (form).
Set up print management information for originals and copies of forms in the Print management setupform.

For complete guidelines, see Print management setup (form).

Purchase orders (purchase order pools and return actions)

Create and maintain purchase order pools (groups) in the Purchase pools form.

For complete guidelines, see Purchase pools (form).
Create and maintain identifiers and descriptions of actions to be taken when purchased items are returned in the Return action form.

For complete guidelines, see Return action (form).

Payments

Set up and manage the terms for obtaining cash discounts in the Cash discounts form. The cash discount codes are linked to vendors and are applied to purchase orders.

For complete guidelines, see Cash discounts (form).
Set up payment schedules to manage installment payments to vendors in the Payment schedules form.

For complete guidelines, see Payment schedules (form).
Define the payment days that are used for the calculation of due dates, and specify payment days for a specific day of the week or month, in the Payment days form.

For complete guidelines, see Payment days (form).
Create and maintain payment fees that are associated with vendors in the Payment fee form.

For complete guidelines, see Vendor payment fee (form).
Create and maintain payment instructions in the Payment instruction form.

For complete guidelines, see Payment instruction (form).

Statistics

Set up user-defined intervals to analyze the maturity distribution of vendor accounts in the Aging buckets form.

For complete guidelines, see Aging buckets (form).
Create line of business codes that you assign to vendors in the Line of business form.

For complete guidelines, see Line of business (form).

(USA) Tax 1099

Verify and update, according to the latest IRS requirements, the minimum amounts that must be reported to the IRS in the 1099 fields form.

For complete guidelines, see 1099 fields (form).

Optional setup

Inventory management

Set up warehouses in the Warehousesform ( Inventory management> Setup> Inventory breakdown> Warehouses).

For complete guidelines, see Warehouses (form).

Basic

Set up the receipt calendar in the Calendar form ( Basic> Common Forms> Calendar).

For complete guidelines, see Calendar (form).
Set up invoice number sequence groups in the Number sequences form ( Basic> Setup> Number sequences> Number sequences).

For complete guidelines, see Number sequences (form).
Set up address setup forms ( Basic> Setup> Addresses):
- ZIP/postal Codes
  
  For complete guidelines, see ZIP/postal Codes (form)
- Country/region
  
  For complete guidelines, see Country/region (form)
- Address format
  
  For complete guidelines, see Address format (form)
- Address abbreviation
  
  For complete guidelines, see Address abbreviation (form)
- Contact Details
  
  For complete guidelines, see Contact persons (form)
- Job title
  
  For complete guidelines, see Titles (form)
- NAF codes
- ZIP/postal Codes import log

General ledger

Set up financial dimensions in the Dimensions form ( General ledger> Common Forms> Dimensions).

For complete guidelines, see Dimensions (form).
Set up tax information in the following forms ( General ledger> Setup> Sales tax):
- Sales tax codes
  
  For complete guidelines, see Sales tax codes (form)
- Sales tax groups
  
  For complete guidelines, see Sales tax groups (form)
- Item sales tax groups
  
  For complete guidelines, see Item sales tax groups (form)
- Ledger posting groups
  
  For complete guidelines, see Account group - Ledger posting group (form)
- Sales tax exempt codes
  
  For complete guidelines, see Sales tax exempt code (form)
- Sales tax jurisdictions
  
  For complete guidelines, see Sales tax jurisdictions (form)
- Sales tax authorities
  
  For complete guidelines, see Sales tax authority (form)
- Sales tax settlement periods
  
  For complete guidelines, see Sales tax settlement periods (form)
- Electronic tax declaration setup
  
  For complete guidelines, see Electronic tax declaration setup (form)
- Electronic tax certificates
  
  For complete guidelines, see Certificates (form).

Bank

Set up the Central Bank purpose code in the Payment purpose codes form ( Bank> Setup> Payment purpose codes).

For complete guidelines, see Payment purpose codes (form).

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