Initial configuration
You need to run PL Configuration for each company.
This includes:
G/L Details - set up various General Ledger control accounts and how to post to them.
Defaults - set up the default bank account, payment due and discount terms, and the ageing periods for calculating outstanding payments.
Analysis sets - set up the PL supplier analysis sets. Then use supplier Analysis Sets to set up the valid codes for each analysis set.
Financial periods
Open or close accounts payablefinancial periods using Periods Maintenance.
Batch Configuration
AP Batch Configuration is used to define the standard characteristics for each type of batch transaction. The frame shows only those batch types that apply to accounts payable.
To configure batches in accounts payable:
Go to Batch Configuration.
Coins ERP+ displays the Batch Configuration frame (similar to the one shown, but without data):
Accounts Payable Batch Configuration
The batch types available in accounts payable are:
Batch type code | Used for |
PLAPPLY | accounts payable apply payments batches |
PLCANCHQ | accounts payablecancelled cheque batches |
PLCHQ | accounts payablecheque batches |
PLCOST | accounts payable costing batches |
PLINV | accounts payable invoices |
PLMAN | accounts payable manual payments |
The batch numbers for PLCHQ, PLMAN and PLCANCHQ are controlled by the cash bookbatch types CBTR and CBCAN, and are shared with other ledgers that enter cash.
The control totals fields on accounts payable batch headers, are identified by the following numbers:
Gross Value (for Credit/Debit/Invoice transactions) or Cash Value (for Cash transactions)
GST Value
Net Value
Number of Transactions.
Invoice Hold Codes
Invoice Hold Codes are used to identify why an invoice has been put on hold, and to prevent it from being paid until it has been approved.
There are two types of Invoice Hold Codes; "Commercial" and "Financial" . Depending on your company's organisational structure, the hold codes might be controlled by two different individuals or departments.
Commercial (default) Hold Code - for use by the Commercial Department, for example, when a delivery has been delayed and the transaction should not be processed until full delivery of the goods has been made; or the goods were damaged and transactions should not be processed until the goods are replaced.
Financial Hold Code - for use by the Finance Department, for example; when the transaction is not to be paid before a certain date; or the Finance Department are awaiting receipt of due credit before the next payment is made.
For details about using Invoice Hold Codes.
To set up invoice hold codes:
Use
Commercial Hold Codes Maint
Financial Hold Codes Maint
Parameters
The parameters APPRENT and APPRCOST determine whether you can hold or approve invoices after entering them and after costing them. The parameter APPRREG determines whether you can approve registered invoices. The parameter APPRPAID determines whether you can amend a hold code on invoices after they have been paid.
The parameter DEFHOLD determines whether transactions are put on hold automatically, using the default hold code specified by the parameter DEFHCODE.
The parameter DEFFINH determines whether the financial hold frame appears by default as well as the default (commercial) hold code frame. The parameter USEFINH determines whether your system is using financial hold codes.
The parameters PAYHOLD and PAYHOLDA determine whether you are able to pay held invoices.
Transaction Types
Transaction Types
You can use different transaction types to identify different categories of transaction, for example: invoices and credit notes. Use Transaction Types Maintenance to set up as many transaction types as required for accounts payabletransaction entries.
Transaction Type Security
Transaction type security allows you to control who can use which transaction types. Set the PL parameter TTYPESEC to Y, then use Transaction Type Security to specify which types each user or group can use. All transaction types will still appear in lookups and selection lists, but the user will only be able to use the transaction types to which they have been given access.