Accounts Payable Utility Functions

A/P Parameter Maintenance

 Last Revised: 01/15/14

Parameter Maintenance is used to customize the Accounts Payable module to fit individual and specific requirements.

Note:   Any time parameters are changed, the operator must type an xx at any menu in order for the computer to recognize these changes --i.e., "refresh" the screen.   A screen refresh can also be accomplished by logging off Dynamo and then logging back in.

 

The A/P Parameter Maintenance screen

1 Cash Discount Option
2 Payment Selection Sequence
3 Minimum Purchase to Depreciate

A/P Parameter Maintenance Primary View
Cash Discount Option

Select from the following:

E Post Discounts Earned when Paid Only post discounts once the customer has paid the invoice.
L Assume Discount will be taken at Inv Entry Post discounts when inventory transactions are posted.
Payment Selection Sequence

Choose the order in which payments will be selected:

D Due Date Payments will be selected in the order they are due.
I Invoice# Payments will be selected in order of invoice number.
Minimum Purchase to Depreciate Specify the minimum amount an item must cost for depreciation to apply to it. Upon utilizing Data Invoice Entry, if an item is below this threshold, Dynamo will warn the operator that the item should be immediately expensed instead.

A/P Checking Printing Parameters screen
Check Position Specify if the check should be positioned on the top, the middle, or the bottom of the printed page. Excellware, Inc. recommends the check be positioned on the bottom.
Print Remittance List

The regular check stub has enough space to list up to 39 lines of invoice numbers. If variables such as Note or Discount apply to a check, the stub will not be able to accommodate 39 invoices since the additional information will take up stub space. If a check is being issued for more than 39 invoices, a full-page remittance list (an extended stub) can be printed.

Entering "Y" at this field indicates that a remittance advice attachment will automatically print when necessary. After the checks have printed, the operator will receive a prompt on the screen to insert blank sheets of paper into the printer on which the extended stub will print. If operators require extended stubs regularly, Excellware, Inc.  recommends enabling this option so that check forms will not be voided unnecessarily (refer to "N" option).

Entering "N" indicates that the business rarely requires the remittance list feature. Note that if an operator enters "N" and at some point in the future requires a remittance list for a check, the first check form will be voided and its stub will be used to print the first 39 invoices.   The remaining invoices and check will then print on the check form that follows.
Print 'Pay' before amount in words Select "Y" or "N." Selecting "Y" will display the word "pay" before the written amount (e.g., Pay Fifty Dollars). If the checks you have already have the word "Pay" printed on them, you would want to select "N" here.
Print Box for Date, Check#, Amount

Enter "N" if the check form has pre-printed "boxes" for the check number, date, and amount.

Enter "Y" to have the computer print these boxes on the check form.
Amount in Words

If the location of these fields needs to be adjusted for some reason (such as needing a more precise fit to a company's window envelopes), adjust the default column and row numbers, keeping in mind that the numbers represent dots. There are 300 dots to an inch. Columns are measured from the left edge of the paper. Rows are measured from the top of the check (not the paper).

 

For example, if the "Payee Name and Address" needs to be moved up slightly (let's say about 1/10"), the number of dots in the row needs to be reduced.   In this case, the operator would reduce the row number by 30 dots. If the "Payee Name and Address" also needed to be moved slightly to the left, the operator would reduce the number of dots in column since the number of dots are a measurement taken from the left of the paper.
Check Date
Check Number
Amount
Payee Name & Address

 

A/P Parameter Maintenance Form 1099 Parameters screen
Form 1099 Payer's Name Enter the name of the company paying the 1099 tax form.
Address, City, State/Country, Zip Code Enter the address of the company paying the 1099 tax form.
Telephone# Enter the telephone number of the company paying the 1099 tax form.
Form 1099 Payer's Federal ID# Enter a zero or 10 character number in the format xx-xxxxxxx.

A/P Parameter Maintenance Payment Export Options screen

This feature prevents unauthorized access to your bank account using a bank-notifying system.

Export File Format Select a popular file format from a bank for payment export (Key Bank and PNC are available at this time). Selecting "none" means A/P checks will not be reported to your bank.
Include Payee Name Enable this option to include Payee Name on the file export.
File Delivery Method

Indicate the method of file delivery:

  • N None/Manual
  • F File Transfer Protocol (ftp)
  • S Secure File Transfer Protocol (sftp)
Delivery URL Bank-provided website address where all authorized payment details are located.
Login Enter the username for the provided URL.
Password Enter the password for the provided URL.