Accounts Payable Workflow Controls

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UAPCTL-01

Accounts Payable Workflow Controls

6504


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Access this screen by selecting Tool 1900: Workflow Controls: Accounts Payable.

The Accounts Payable Workflow Controls lets you configure a number of features that control how accounts payable tools, including approvals for invoices and payment of invoices via ACH. 

Payment of Invoices via ACH

If you have a relationship with Magic-Wrighter, you can configure certain vendors to receive payment directly via ACH in addition to via check. The first step to set up ACH payments is to contact a CSR to set up the same relationship with Magic Wrighter that you need to send Account-to-Account (A2A) transfers (ODFI status is required.) (Self Processor, this is done via the CU Master Profile in the Operations Edition of CU*BASE.)  Then you can activate ACH accounts payable processing using this Accounts Payable Workflow Controls screen (that you are currently on).  Then use Tool #990 Work With Accounts Payable Vendors to set up ACH routing information for any vendors you’d like to pay this way. From that point on, all payments to that vendor will automatically be processed via ACH, using the same selection and payment steps outlined above.  When processing payments, you can pay all ACH items in a batch, cut all checks in a batch, or pick and choose individual items to pay as you wish. 

Accounts Payable Approvals

On this screen you can activate controls so that invoices must be approved by authorized employees before they can be selected for payment.

Once the feature is activated, use Enter to define a list of authorized approvers, specify the maximum dollar amount they can approve and limit which vendor's invoices they can approve.  Approvers can be assigned automatically whenever a new invoice is created by setting up default approvers in the Vendor Configuration.  Or you can use Tool #1910 Organize AP Invoices for Processing after the invoice is created to assign an invoice to someone on your list of approvers.  Learn more.

Activate notification on this screen so that approvers receive an email reminder.  For vendor with default approvers (configured in the Vendor Configuration), email notifications are sent when the invoice is created.  For all other invoices, email notifications are sent when an approver in is assigned via Tool #1910 Organize AP Invoices for Processing.  (Emails are sent in batch when the employee leaves the screen in both instances.) Employees who have multiple invoices to approve will receive one email notification. The subject line and email text is "You have one or more Accounts Payable Invoices to approve."  As long as the invoice is not yet approved, you can assign a different approver to it.

Invoices are approved using Tool # 1920 Approve Accounts Payable Invoices. (This tool is not available until Approvals are activated.)  Approved invoices are then return to Tool #1910 Organize AP Invoices for Processing to be selected for payment.

Contact a CSR for assistance if you wish to turn off approvals once you activate it.  

Field Descriptions

Field Name

Description

Activate approval process

This allows you to activate the approval process explained above. To be used in conjunction with "Generate emails to approvers" and "from email address" below.

Generate emails to approvers

(Used in conjunction with "Activate approval process" (explained above) and "From email address" (explained below).)

This activates the sending of email notifications to approvers when accounts payables are assigned to them. (See extra notes above about the timing of the sending of the notification.

IMPORTANT NOTE:  Email notifications will be sent to the email address on the employees's Employee Security profile.  This email address must be configured for email notifications to be sent as expected.

The FROM: email adress for email notifications is entered in the field below.

From email address

(Used in conjunction with "Activate approval process" and "Generate emails to approvers" (explained above).)

Enter the email address to be used as the FROM: email address for email notifications. If an email address is not entered on this screen, a screen will appear when you use Enter allowing you to enter an email address.  

Default sort order for checks

(Options are Vendor Name or Vendor Description)

Determines the default sort order for the Process Payments for Vendors screen.  (Checks will print in the order on the screen.  When Done is selected, this determines the default order.)

Account ACH payments in accounts payable

Activates ACH payments explained above.

In order to activate this feature "A2A/AP Payments" in the CU Master Profile configuration in the Operations Edition of CU*BASE must be an M for Magic Wrighter.

You must have an ODFI relationship with Magic Wrighter.  Contact a CSR for assistance.

Clearing G/L account for ACH payments

Enter your clearing G/L account to be used for ACH payments..

Branch/location for payment credit

The branch for the credit to the G/L to be recorded. Options are to "Use workstation branch" or to select a branch using the lookup. If "Use workstation branch" is selected., then edit that a branch number cannot be selected.

Use this G/L debit description on the check stub

(Required) Options are D (expense/debit description) or V (vendor name).

Options are D (expense/debit description) or V (Vendor Name).  Used to specify which text (if any) should be used for the description of the debit journal entry on the check stub. Default is D. 

The Description (Expense/Credit Description - D) entered when the invoice was created will be used as the description for the journal entry.

  • Example: “COPY PAPER”

The Vendor (Vendor name - V) will be used as the description for the journal entry.

  • Example: “ABC OFFICE SUPPLIES”

Use this G/L credit description on the check stub

(Required) Options are D (expense/debit description) or V (vendor name).

Options are D (expense/credit description) or V (Vendor Name). Used to specify which text (if any) should be used for the description for the credit journal entry on the check stub if applicable.

The Description (Expense/Credit Description - D) entered when the invoice was created will be used as the description for the journal entry.

  • Example: “DISC- RETURNED PAPER”

The Vendor (Vendor name - V) will be used as the description for the journal entry.

  • Example: “DISC- ABC OFFICE SUPPLIES”

 

 

 

Link to ID: https://help.cubase.org/cubase/cubase.htm#UAPCTL-01.htm