Field descriptions: Configure Accounts Payable

Journals

Defines the journals where Sage Intacct automatically records the following accounts payable transactions:

• Bills
• Adjustments
• Payments

Configure journals at the top level.

If you enabled multi-book accounting, you can select the default journals to be used for accrual books and cash books.

GL Accounts

Specifies the general ledger accounts that Sage Intacct uses when posting accounts payable transactions. Configure this option at the top level.

• Accounts payable: The standard account for offsetting transactions.

  You can override the AP offset account on individual transactions if you configure your company to allow it. To do so, select Enable Accounts Payable GL account override in bill and adjustment entry in Enable functionality.

• Discounts: For applied discounts, as calculated based on payment terms.
• Penalties: For applied penalties, as calculated based on payment terms.

• Vendor advances: For AP advances.

  This serves as a default GL expense account for advances, but you can override it when entering an individual advance.

• Multi-currency gain and losses: Used in currency conversion for multi-currency companies.

Retainage

Enable AP retainage: Enable functionality to withhold retainage on bills.

Retainage payable: GL account to use for retainage in Accounts Payable.

Retainage release bill document sequence: Retainage release bill document sequence for auto-numbering IDs.

Calculate retainage tax: If you are a customer that has VAT or GST installed, you can choose one of the following options. However, if you do not have VAT or GST installed, the first option is selected by default and cannot be changed. The following options are:

• Calculate tax on retainage held (gross invoice line amount) for all tax solutions: When you hold retainage, tax is calculated on the gross of the invoice.

  Example: Calculate tax on retainage held

  If you create an Order Entry invoice for $10,000 and held $1,000 in retainage, you are taxed on $10,000. When you release the $1,000 in retainage, tax is not calculated when retainage is released.

• Calculate tax on retainage release (invoice line amount net retainage) only for VAT/GST enabled transactions: When you release retainage, tax is calculated on the net of the invoice.

  Example: Calculate tax on retainage released

  If you create an Order Entry invoice for $10,000 and held $1,000 in retainage, you are taxed on $9,000. When you release the $1,000 in retainage, you are taxed on the $1,000.

Payments

Determines how frequently Sage Intacct creates auto-summaries that group payments, excluding manual payments. Transactions are posted in real time, regardless of the summary frequency you select. Configure this option at the top level.

• Daily: Intacct creates a daily summary and posts it to the GL for each transaction day. Daily is recommended because it gives you the most granular reporting.
• Monthly: Intacct creates a single summary at the end of each month. No matter what the transaction date is within that period, it will always be posted as of the last day of that month. This frequency doesn't provide the daily granular level of reporting.
• One per payment: Intacct creates and posts a summary for each payment.

For Daily and Monthly summaries, you can further group transactions by one or both of the following:

• Per bank
• Per payment method

If you leave both checkboxes unselected, Intacct does not group the summaries beyond Daily or Monthly.

If posting transactions to a future period

Determine how Intacct responds when a user attempts to set a future period date as the GL posting date.

• Show warning: Displays a warning message but allows the user to proceed.
• Do not allow transactions to be created: Displays a message requesting the user to select a date within the current period.
• Do nothing: (Default setting) The user can proceed with the transaction without receiving an alert.

Configure this option at the entity level or top level.

If credit limit is exceeded

Determines how Intacct responds when a user enters a bill that exceeds your credit limit with the vendor, as noted in the vendor record. Configure this option at the entity level or top level.

• Show warning: Displays a warning message but allows the user to proceed.
• Do not allow transactions to be created: Displays a message showing the total due for the vendor and your set credit limit. The transaction cannot be created as entered.
• Do nothing: (Default setting) The user can proceed with the transaction without receiving an alert.

Configure this option at the entity level or top level.

If vendor is on hold

Determines the Intacct response when a user enters a a bill from a vendor that is set to On Hold in the vendor record.

• Show warning: Displays a warning message but allows the user to proceed.
• Do not allow transactions to be created: (Default setting) Displays a message that the vendor is currently on hold. The transaction can’t be created.
• Do nothing: The user can proceed with the transaction without receiving an alert.

Configure this option at the entity level or top level.

Warn if entered total exceeds available bank funds

When selected, warns the user whenever the sum of bills selected for payment exceeds available funds. Configure this option at the entity level or top level.

Enable Accounts Payable GL account override in bill and adjustment entry

Allows you to override of the default AP GL account for the following:

• An entire bill or adjustment
• One or more specific line-items in a bill or adjustment
• All transactions involving a specific vendor

Configure this option at the top level.

Enable account labels

When selected, users code Accounts Payable transactions to account labels instead of GL accounts. Account labels provide a way to restrict access to GL accounts and also a way to identify accounts using more intuitive naming.

Configure this option at the top level.

Enable allocation in bill entry

Enables users to allocate charges to different accounts on a single line item of a bill. When you select this option, Sage Intacct adds an Allocation field and Allocation Splits table to the bill line item entry details.

Configure this option at the top level.

Companies subscribed to the Taxes application can enable allocations. The allocation line item field is available in transactions for entities configured with Simple Tax, Advanced Tax, or Avalara Tax. It's not available in transactions for entities using a VAT/GST tax solution.

Release to pay

Allows you to control bill payments at the line level by requiring a line to be released before it can be paid. Line items are unreleased by default. To be paid, a line must be either must be marked as release at the time of entry or released on the Release bills to pay list, by a user with the right permissions.

You can configure release to pay as follows:

• Do not enable: Show all line items, with no Release to pay checkbox.
• Enable and show all: Allows you to use the Release to pay options but does not prevent you from paying unreleased bills. Adds a filter on Pay bills that you can use to exclude unreleased items.
• Enable and show only: Only released lines can be selected for payment on Pay bills.

Configure this option at the top level.

Enable reclassification for bills and adjustments

Allows users with proper permissions to edit accounting information on both partially and fully paid bills and adjustments. Configure this option at the top level.

Enable reversal of unpaid bills

Requires that you reverse bills instead of deleting them.

Selecting Enable reversal of unpaid bills changes the following pages:

• Accounts Payable: Bills: replaces Delete with Reverse
• Permissions: for Bills, makes Delete a read-only selection

Configure this option at the top level.

Enable creating, editing, and deleting foreign currency bills

If your company is set up for multiple currencies, this option allows you to create and manage foreign currency bills. Configure this option at the top level.

Payment dates must be greater than their bill dates

Enforces a rule that the payment date must be on or after the bill date. Configure this option at the entity level or top level.

Include secondary email contacts in automatic payment notifications

By default, automatic payment notifications are sent to the primary email address on the vendor Pay-to contact when automatic payment notifications are enabled for that vendor. Select this option when you want to send payment notifications to both the primary and secondary email address on the Pay-to contact.

Learn more about automatic payment notifications.

Do not include payment copy PDF in payment notification email

By default, a PDF copy of the payment is attached as a PDF to vendor payment notification emails. Select this option if you want to send vendor payment notification emails without the attached PDF.

Configure this option at the entity level or top level.

Include payment details in payment notification email

By default, a PDF copy of the payment is attached as a PDF to vendor payment notification emails. Select this option if you want this information appear in the email body itself.

Information included:

• Bill number of all included bills
• Bill creation date
• Reference number
• Total billed
• Amount outstanding
• Discounts applied
• Credits and advances applied
• Payment amount

Configure this option at the entity level or top level.

Enable TPAR report

Enables the Taxable payments annual report for Australian companies and entities. Use this to report contractor and subcontractor payments to the Australian Office of Taxation. Configure this option at the entity level or top level.

This feature requires additional configuration. Learn how to fully enable TPAR.

Enable joint checks

Allows you to add joint payees to a bill and print checks to multiple recipients. Learn more about joint checks.

Service name

The name of the service. For example:

• Bill upload: Allows you to upload bills through Sage Intacct, for automatic processing.

• Email services: Allows you to email bills to a Sage-provided email address for automatic processing.

Service status

Shows whether this service is enabled or disabled.

Configure

For Bill upload, use this link to view the list of the entities already configured for AP Automation.

For email services, use this link to configure how much detail to include in emailed bills.

Restrict contacts in transactions

By default, all contacts are shown in the Bill to and Pay to contact dropdown lists, when users add or edit transactions. You can choose to restrict which contacts show in the list, as follows:

• Show all contacts: Displays all contacts in transaction dropdown lists.

• Restrict to vendor contacts: Limits selectable contacts to those that are associated with any vendor.

  Select this option when you want the contact list to load faster, but want to assign parent or child contacts that are not associated with the selected vendor.

• Restrict to contacts related to the selected vendor: Limits selectable contacts to those associated with the selected vendor.

When this option is selected, the contact list loads faster and users only have access to the most appropriate contacts.

If you restrict the displayed contacts, expect the following behavior:

• Only contacts that are assigned to vendor records on the Contacts tab will appear in transaction dropdown lists. The Find functionality is not available in restricted transaction lists.

• If you edit a transaction that was created before restrictions are added, the new contact restrictions will be enforced when saving changes.

Configure this option at the top level.

Enable override of GL posting date during entry

Allows users to override the posting date of bills or adjustments during transaction entry. This allows you to have one date for the date of actual transaction and a separate date for the date the transaction actually posts to the GL.

Configure this option at the top level.

Autofill the GL posting date with the transaction date

When selected, Intacct autofills the GL posting date with the transaction posting date, for bills and adjustments. This option is only available when Enable override of GL posting date during entry is set to Yes.

Setting this to No causes the GL posting date to be blank when creating Accounts Payable bills, Order Entry invoices, and Purchasing invoices.

Configure this option at the top level.

Display each bill or adjustment memo line as

Controls the display of the memo box on the bill or adjustment line item:

• Single line with popup text area
• Double line text area
• Triple line text area

Configure this option at the top level.

Autofill vendor information to the next transaction when entering multiple bills or adjustments

Allow autofill of information from the previous transaction, when you enter bills Intacct or adjustments in a batch. This helps you save time when you are entering multiple transactions for the same vendor.

When this option is selected, Intacct autofills information during data entry after you select Draft & new, Submit & new, or Post & new.

Configure this option at the top level.

Enable 1099 flag override

By default, bill line items for a 1099 vendor are flagged for 1099 treatment. Select this option if you want to be able to deselect individual line items and exclude them from a 1099 form for a 1099 vendor.

Configure this option at the entity level or top level.

Option not available for companies configured for single tax.

Enable 1099 form and box override

By default, all bill line items for a vendor are associated with a specific 1099 form and box. These defaults are defined on the vendor record. Enable this option to override the default form or box for an individual line item within a bill.

Configure this option at the entity level or top level.

Option not available for companies configured for single tax.

Enable 1099 e-filing powered by TaxBandits

Select to enable 1099 e-filing powered by TaxBandits to automate your 1099 process and eliminate the need to print and mail forms. This integration enables you to quickly create a batch of 1099 forms in Sage Intacct to send to TaxBandits for 1099 processing, where you submit forms to the IRS for e-filing. You don't have to manipulate spreadsheet data, just send the information from Sage Intacct to TaxBandits.

Configure this option at the entity level or top level.

Learn more about 1099 e-filing powered by TaxBandits and how to get started.

Enable tracking and reporting against each selected dimension

This section displays the list of standard dimensions that are enabled in your General Ledger.

Select the standard dimensions you want to use in this application for tracking and reporting.

• Projects dimension:

  You can enable a simple Projects dimension without subscribing to the Projects application. First, enable the Projects dimension in General Ledger. Then, enable the Projects dimension in Accounts Receivable and use Accounts Receivable permissions to control access to it.

  A Projects dimension limits functionality mainly to reporting.

  A Projects subscription expands your ability to do the following:

  • Add tasks to your projects
  • View a project summary
  • Generate project invoices
  • And more

  Contact your Sage Intacct account manager to enable your Projects subscription.

• Task dimension: The Task dimension is dependent on the Project dimension and a subscription to Projects. After it’s enabled, you cannot inactivate the Task dimension.
• Asset dimension: The Asset dimension is only available with a subscription to Fixed Assets Management.

Sage Intacct propagates dimensions across your application pages where you can select dimension values to apply to specific transactions.

For example, if you create a sales order, use the customer dimension to tag the transaction so that you can track and report on revenue per customer. Or, if you create a purchase order, use the vendor dimension to tag the transaction so that you can track and report on costs per vendor.

AP credit adjustments

The number sequence that Intacct uses when you create a credit memo adjustment. Configure this option at the entity level or top level.

AP debit adjustments

The number sequence that Intacct uses when you create a debit memo adjustment (vendor credit). Configure this option at the entity level or top level.

Vendors

Sets the number sequence that Intacct uses when you create a vendor record. Configure this option at the entity level or top level.

Advances

The number sequence that Intacct assigns to an advance when you post it. Configure this option at the entity level or top level.

If bills, checks, or adjustments are assigned duplicate numbers

If you assign a duplicate number to a bill or adjustment for a vendor, or if you assign a duplicate number to a check for a bank account, you can have Intacct to take one of the following actions:

• Show warning: Display a warning message, but allow you to proceed.
• Do not allow transactions to be created: Displays a message that the number is a duplicate for this vendor.

  The transaction cannot be saved as a draft, submitted, or posted, until the number is changed to one that's unique.

• Do nothing: Allow the user to proceed with the transaction without triggering an alert.

Configure this option at the entity level or top level.

Require numbers on

Determines the transactions where an identifying number (such as a bill number or adjustment number) is required during entry.

You can require numbers on:

• Bills, adjustments, and recurring bills only
• Manual payments: Requires an bill number that Intacct uses to create a corresponding bill

Configure this option at the entity level or top level.

Enable vendor reconciliation

Adds the Vendor reconciliation report to your list of Accounts Payable reports. This report shows how much is owed to a vendor and how payments and credits reconcile to bills. The process of matching transactions begins after you enable the report.

Configure this option at the entity level or top level.

Learn how to configure reconciliation.

AP match sequence

Sets the number sequence that Intacct uses when matching transactions for vendor reconciliation. Match sequences must use alpha document sequences.

Configure this option at the entity level or top level.

Payment method

Sets the default payment method for Pay bills. Configure this option for each entity where you pay bills.

Bank account

Sets the default bank account for Pay bills. Configure this option for each entity where you pay bills.

Currency

If your company uses multiple currencies, use this option to set the default currency to use when paying bills on the Pay bills page. You can override this at the entity level on the Configure Accounts Payable page.

Configure this option for each entity where you pay bills.

Automatically display all ready-to-pay bills on the Pay bills page

Configure Accounts Payable to load all ready-to-pay bills on the Pay bills page automatically and without having to apply a filter. By default, bills do not load until you apply a filter.

Configure this option for each entity where you pay bills.

Enable inline credits to be automatically applied to bills

If this option is enabled, when you post a bill with inline credits, these credits are automatically applied and consumed within the original bill.

When you go to the Pay bills page, you can drill down to the line item details of the bill to view the applied credit. Any leftover credit can be applied to any other bill associated with the same vendor.

If this option is disabled, when you post a bill with inline credits, these credits are not consumed within the bill and must be applied on the Pay bills page. There, you can apply the credits to the original bill or to any other bill associated with the same vendor.

Regardless of whether this option is enabled or disabled:

• In bills that net to zero, inline credits created across locations are automatically applied and consumed within that bill. Leftover credit can be applied to bills from the same vendor.

  Example

  Say you create a bill with two line items: a line item for your San Jose location for $100 and a line item for your Boston location for -$100. Because the bill nets to zero, the inline credits automatically apply.

• If you post a bill with inline credits that net to a negative total bill amount, the credits automatically apply.

  Example

  Say you create a bill with two line items: a line item for $100 and a line item for -$150.

  Because the total amount of the bill is a negative amount, the $150 inline credit automatically applies when you post the bill. The positive bill line item is marked as paid.

  The bill doesn’t appear for payment on the Pay bills page, but the remaining $50 appears as a credit. You can apply the credit to any other bill associated with the same vendor.

• If you paid off only the positive line items in a bill, inline credits become available for application towards bills associated with the same vendor.

  Example

  Say you create a bill with two line items: a line item for $100 and a line item for -$50. Then, you make a payment for $100 for the first line item.

  The inline credit of $50 becomes available for application to any other bill associated with the same vendor. You can apply the credit on the Pay bills page.

Enable bill approval

Turns on the approval process. Create an approval policy to determine the required approvers and approval chain, and approvals based on the total bill amount (value approvals).

Learn more about setting up approvals.

Email notifications

Enable the ability for approvers to receive email notifications when a bill is ready for their approval. Users then enable notifications for bill approvals on their Preferences page.

Approval policies and Manage

• Vendor-based Approval: Approval requests are sent to the bill approver you specify for the vendor. Bills without assigned bill approvers are automatically approved. To set up, you must assign bill approvers on vendor records after adding the rule.
  
• Value Approval: Approval requests are sent based on the total bill amount. The approval amount for bills is set according to the approval amounts on the Value Approval Rule page. Requests are sent directly to the level in which the total bill amount falls.
• Value Approval - Transaction Department: Approval requests will be sent to the manager of the department selected in the bill. To set up, you must create a Value Approval Rule Set that determines who approves a bill based on amount.
• User Level: The approval request is routed to the specific user. Select the user in the User column.

Unrestricted

Select a user who can terminate the rest of the approval cycle by approving or declining the bill.

Enable vendor approval

Turns on the vendor approval. New and edited vendors must be approved before new transactions can be posted or payments can be made.

Email notifications

Enables users to receive notifications when one of the following occurs:

• A vendor is ready for their approval

• A vendor that they submitted for approval is approved or declined

After you select this option, users can enable notifications for vendor approvals on their Preferences page.

Enable AP payment approvals

Turns on the approval process.

Value approval levels

Fill out this section if you want payments to be approved before being issued. You specify how many levels of approval you want, the amounts that require approval, and the number of required approvers.

• For each level, the amount is the minimum amount that the approver can approve. The maximum amount that the approver can approve is $0.01 less than the next approval level amount.
• Payments can be approved by anyone with permission to that level of approval. To give a user permission to approve purchases, edit the user's permission to the Accounts Payable application.
• Amounts below Level 1 are automatically approved.

Ignore manual payment approval limit

Select this option to bypass approvals for manual payments. This is useful in companies where manual payment permissions are already tightly controlled.

If left unselected, the value approval level rules in the grid above apply for manual payments. Users must have the appropriate AP payment approval permissions to create a manual payment.

Send payment notifications from

Applies if you're using automatic payment notification emails to notify vendors that they've been paid.

In payment notification emails, you can control whose contact information is used for the email. Payment notification emails are sent from this person's contact record and their "print as" name, email address, and phone number is included in case the vendor has questions about the payment.

For the payment notification contact, you can choose between:

• Using the contact information of the person who selects the bills to be paid.
• Selecting a contact to use for all payment notifications.

Display reversals as historical transactions

Intacct includes transaction reversals along with regular transactions in Accounts Payable reporting, when you select this option.

Aging periods 1-3

You can set the number of columns and aging ranges for those columns in transaction aging reports. Values are set in days. Select Edit to display the Quick edit: Aging periods dialog. Edit an existing aging period or create a new one. In Min range, and Max range, enter the minimum and maximum number of days of an aging period respectively, then select Add. Intacct displays the new range in the Aging periods range table. You can keep adding ranges for as many columns as needed.

Use the handle to the left of any row in the table to change the display order of the rows, which also and changes the display order of the columns in the aging report.