Accounts Payable Workflow Controls

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Screen Title: 

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UAPCTL-01

Accounts Payable Workflow Controls

6970


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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.  Once this screen is filled in as desired, use Add/Update to save the changes.

If you have activated approvals (see below), upon Enter you will advance to the screen where you can add your approvers.

Payment of Invoices via ACH

This is the screen where you activate the payment of invoices via ACH and the sending of the ACH Payment Advice email.

Learn more: Overview: Paying Vendor Invoices via ACH topic

Learn more: Configuring Tools for Accounts Payable

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.

Field Descriptions

Field Name

Description

Activate approval process

Overview: Accounts Payable Approvals topic

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

Overview: Accounts Payable Approvals topic

(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

Overview: Paying Vendor Invoices via ACH topic

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.

This checkbox must be checked to activate ACH Payments on the CU*BASE side and for various fields to appear on other screens. 

Clearing G/L account for ACH payments

Overview: Paying Vendor Invoices via ACH topic

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

Activate ACH payment advice to vendors via email

Overview: Paying Vendor Invoices via ACH topic

Check this to send an email to vendors notifying them when payments have been sent to them via ACH.  

Then use the "Email Content" button to access a screen where you can enter the text that will appear as the body of each email.

From email address for vendor for ACH payment advice

Overview: Paying Vendor Invoices via ACH topic

(Conditional on "Activate ACH payment advice to vendors via email" being checked.)

Enter the email address to be used as the FROM email address for the Payment Advice email.  The Payment Advice email is sent when payments are made and includes a PDF that lists all the payments.

Email copy of payment advice to From email address

Overview: Paying Vendor Invoices via ACH topic

(Conditional on "Activate ACH payment advice to vendors via email" being checked.)

If this is checked, a copy of the Payment Advice will be sent to the email address entered above, thereby giving the credit union a copy of this email for records and auditing.

The Payment Advice email is sent when payments are made and includes a PDF that lists all the payments.

  • NOTE: This feature also needs to be activated at the vendor level.

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