AP Codes window

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AP Codes window

AP Codes direct the posting of invoices, payments, and adjustments to the correct General Ledger accounts.

If Accounts Payable is not integrated to General Ledger, and you don't want to have vendors in different groups, you only need one AP Code. If Accounts Payable is integrated to General Ledger, you need one AP Code for each liability account you use.

AP Code

Enter an AP Code of up to six alphanumeric characters. This is the code that you will attach to your vendors. Make sure the code you use is easily identifiable, because it will appear in Lookups and on some reports.

Description

Enter a description for this code. This will appear in Lookups and on some reports.

BR Bank Code / EFT Account Code

The field name displayed depends on your integration to Bank Reconciliation.

If Accounts Payable is integrated to Bank Reconciliation, enter the Bank Code for the account that checks to vendors with this AP Code are drawn from. The description label automatically autofills with the description entered in Bank Reconciliation.

If Accounts Payable is not integrated to Bank Reconciliation, and you leave the default EFT Account Code blank in Module Preferences, enter the EFT Account Code to use for vendors with this AP Code.

Unapplied payment fund (Fund product only)

Enter the fund number you want to use when you post unapplied payments with this AP Code. If you select an unapplied payment transaction type in the AP Adjust/Pay Bills window, you must have a fund number in this field to save the transaction.

Aging Period Lengths

Enter your aging period lengths for all periods. Aging periods are cumulative. In each Period box enter the number of days you would add to the number in the previous box to reach the total days elapsed. For example, if you enter 30 in the Current box and 30 in the Period 1 box, Period 2 would start at 61 days.

General Ledger Accounts

Enter the General Ledger accounts to use when you post transactions with this AP Code.

AP Liability

Enter your General Ledger Accounts Payable Liability account in the AP Liability box. This is the account that is credited when you enter an invoice and debited when you pay an invoice.

(Fund product only) This field does not show the fund segment. The defined due to/due from fund determines which fund account is used. For restricted and unrestricted funds, the defined revenue or expense account determines which fund account is used.

Undistributed

Enter the GL account that is credited when future liabilities post in the Undistributed box. If you don't use future liability type transactions just enter your AP liability account.

Cash

Enter the GL account that is credited when payments are made to vendors in the Cash box. If you are integrated to Bank Reconciliation, this box defaults to the bank checking account attached to the BR Bank Code in the Bank Code box.

Discount

In the Discount box, enter the GL account that is credited when you take an early payment or other purchase discount.