Enhanced interface

Accounts Payable permissions

Accounts Payable permissions control who has access and visibility to Accounts Payable functionality.

When a new feature is added, you typically need to assign permissions to users. This allows you to control access of who can use those new features.

A user's effective permissions can be influenced by other factors, such as their user type, role, and admin privileges. Learn more about user types and permissions.

Use shortcuts to assign or remove permissions quickly

At the top of the Activities and lists section and Reports section, there are 3 options that let you quickly configure permissions across that application area. For example, to assign users full access to Accounts Payable, select All at the top of the Activities and lists section and Reports section.

Area	Shortcut or Radio button options
Activities and lists	None: User has no permissions to activities and lists. Read only: User can list and view records. All: User has permissions to all activities and lists.
Reports	None: User has no permissions to run reports. Read only: User can run a select subset of reports only. All: User can run all reports. The Read only and All options function the same for reporting.

Area

Shortcut or Radio button options

Activities and lists

None: User has no permissions to activities and lists.
Read only: User can list and view records.
All: User has permissions to all activities and lists.

Reports

None: User has no permissions to run reports.
Read only: User can run a select subset of reports only.
All: User can run all reports.

The Read only and All options function the same for reporting.

Activities and lists

Permission	Options
Summaries	List: Displays a list of Accounts Payable summaries. View: Users can see bill summary information, such as the summary title, GL posting date, and status. Requires the List permission. Add: Allows users to add AP summaries. Users can create a Bill, Adjustment, or Manual payment summary type. Requires the List permission. Edit: Enables users to update bill summary information, such as the summary title, GL posting date, and status. Requires the List permission. Delete: Users can delete AP summaries. Requires the List permission. Open: Allows users to open AP subledgers for entities and entity groups, enabling users to start the period. Also, users can open an AP subledger for a single summary. Close: Enables users to close AP subledgers for entities and entity groups, allowing users to close the period. Also, users can close an AP subledger for a single summary. To access the Summary name link, assign the Bills List permission. Requires the List permission. You can assign Bill permissions to allow users to manage related bills.
Pay bills	Run: Generates the Pay Bills page. Users can select bills to pay.
Approve payments	List: Displays the Approve Payments page. Users can approve or decline payments. Level 1: Allows users to approve or decline payments based on the level 1 minimum amount in payment approval settings. Requires the List permission. Level 2: Enables users to approve or decline payments based on the level 2 minimum amount in payment approval settings. Requires the List permission. Level 3: Users can approve or decline payments based on the level 3 minimum amount in payment approval settings. Requires the List permission. Level 4: Allows users to approve or decline payments based on the level 4 minimum amount in payment approval settings. Requires the List permission. Level 5: Enables users to approve or decline payments based on the level 5 minimum amount in payment approval settings. Requires the List permission. Level 6: Users can approve or decline payments based on the level 6 minimum amount in payment approval settings. Requires the List permission.
Approve bills	List: Generates the Approve Bills page. Users can see bills in the approval queue.
AP bill approval levels	Assign the Approve bills List permission so that users can approve or decline bills based on the assigned level. Set approval levels in the bill approval policy. Level 1: Allows users to approve or decline bills based on the level 1 minimum amount in bill approval settings. Requires the Approve bills List permission. Level 2: Enables users to approve or decline bills based on the level 2 minimum amount in bill approval settings. Requires the Approve bills List permission. Level 3: Users can approve or decline bills based on the level 3 minimum amount in bill approval settings. Requires the Approve bills List permission. Level 4: Allows users to approve or decline bills based on the level 4 minimum amount in bill approval settings. Requires the Approve bills List permission. Level 5: Enables users to approve or decline bills based on the level 5 minimum amount in bill approval settings. Requires the Approve bills List permission. Level 6: Users can approve or decline bills based on the level 6 minimum amount in bill approval settings. Requires the Approve bills List permission.
Approve vendors	List: Generates the Approve vendors page and provides the user with approve vendor permissions. Users can view the approval queue, approve vendors, and decline vendors.
Manual payment	List: Displays a list of manual payments. View: Provides a read-only view for manual payment details. Requires the List permission. Add: Allows users to add manual payments. Requires the List permission. Print: Enables users to print manual payments. Requires the List and View permissions. Void: Users can void manual payments. Requires the List permission.
Print checks	Run: Generates the Print Checks page. Users can print, confirm, and void checks.
Print payment copies	Run: Generates the Print Payment Copies page.
Add to check run	Run: Generates the Add To Check Run page. Users can add checks to an existing, open check run. If you need to add a new Check run, assign the Check Run List and Add permissions.
Check reconciliation	To access the Check reconciliation activity, assign the Reconcile bank List and Reconcile permissions from the Cash Management application. Run: Generates the Reconcile Bank Account page.
AP advances	List: Displays a list of Accounts Payable advances. View: Provides a read-only view for AP advances. Users can see advance information, posting details, and history details. Requires the List permission. Add: Allows users to add AP advances. Requires the List permission. Edit: Enables users to change advance information. Users can edit AP advances that are in the Draft or Declined state. Requires the List permission. Void: Users can void AP advances that are in the Advance paid state. Requires the List permission. Delete: Allows users to delete AP advances that are in the Draft state. Requires the List permission.
Vendors	Vendor permissions control the Vendors and Vendor Visibility features. List: Displays vendor record and vendor visibility lists. View: Provides a read-only view for vendor record details. Users can also select the Total due link to see vendor totals. Furthermore, users can see vendor visibility details. Requires the List permission. Add: Allows users to add vendor records. Requires the List permission. Edit: Enables users to edit vendor record details except for the vendor ID. Also, users can change vendor visibility settings. Requires the List permission. Delete: Users can delete vendor records. Requires the List permission. Bank details: Allows users to update vendor bank details. Requires the List and Post permissions. Unmask bank details: Enables users to view vendor bank file details. Requires the List and Post permissions. To access the Vendor name link, assign the AP ledger Run permission so that users can customize, view, print, process and store, email, and export reports.
Vendor types	List: Displays a list of vendor types. View: Users can see vendor type information, such as the name, parent type, status, and Form 1099. Requires the List permission. Add: Allows users to add vendor types. Requires the List permission. Edit: Enables users to edit vendor type information except for the name. Requires the List permission. Delete: Users can delete vendor types. Requires the List permission.
Vendor groups	List: Displays a list of vendor groups. View: Provides a read-only view for vendor group information. Requires the List permission. Add: Allows users to add vendor groups. Requires the List permission. Edit: Enables users to update vendor group information except for the vendor group ID. Requires the List permission. Delete: Users can delete vendor groups. Requires the List permission. To access the Members link, assign the Vendors List permission. Requires the List permission.
Bills	List: Displays a list of bills. View: Provides a read-only view for bill details. Users can also print bills. Requires the List permission. Add: Allows users to add bills. Requires the List and Post permissions. Edit: Users can update bill details. Requires the List and Post permissions. Post: Enables users to post bills and to import posted bills. Requires the List permission. Delete: Users can delete bills. Requires the List permission. Override AP account: Users can override the default AP account for a bill. Requires the List permission. Reverse: Allows users to reverse bills. Requires the List permission. Reclass: Enables users to reclassify bills. Requires the List and Post permissions. Release: Enables users to release a line for payment, either when entering or editing a bill. This permission appears after you enable Release to pay. To see the Posting details tab on bill details, assign the Journal entries List and View permissions from the General Ledger application. If your company configuration supports the Pay link on the Bills list, assign the Pay bills Run permission. Requires the List permission.
Adjustments	List: Displays a list of Accounts Payable adjustments. View: Provides a read-only view for AP adjustment details. Users can also print AP adjustments. Requires the List permission. Add: Allows users to add AP adjustments. Requires the List and Post permissions. Edit: Users can update AP adjustments. Requires the List and Post permissions. Post: Enables users to post AP adjustments. Requires the List permission. Delete: Users can delete AP adjustments. Requires the List permission. Override AP account: Users can override AP accounts for AP adjustments. Requires the List permission. Reverse: Allows users to reverse AP adjustments. Requires the List permission. Reclass: Enables users to reclassify AP adjustments. Requires the List and Post permissions. To see the Posting details tab on AP adjustment details, assign the Journal entries List and View permissions from the General Ledger application.
Release to pay	List: Generates the Release bills to pay page. Users can view a list of bill line items that are not yet released for payment. Release: Allows users to release line items for payment, from the Release bills to pay page. Requires the List permission. Release to pay permissions appear on this page after you enable Release to pay in the Accounts Payable configuration.
Recurring bills	List: Displays a list of recurring bill records. Users can also turn off scheduled recurring bills. View: Provides a read-only view for recurring bill details. Requires the List permission. Add: Allows users to add recurring bill records. Requires the List permission. Edit: Enables users to update recurring bill details. Requires the List permission. Delete: Users can delete recurring bill records. Requires the List permission.
AP terms	List: Displays a list of Accounts Payable payment terms that can be referenced in bills and vendor information records. View: Provides a read-only view for AP terms information. Requires the List permission. Add: Allows users to add AP terms. Requires the List permission. Edit: Enables users to change AP terms information except for the name. Requires the List permission. Delete: Users can delete AP terms. Requires the List permission.
AP account labels	List: Displays a list of Accounts Payable account labels. View: Provides a read-only view for AP account label information. Requires the List permission. Add: Allows users to add AP account labels. Requires the List permission. Edit: Enables users to change AP account label information except for the name. Requires the List permission. Delete: Users can delete AP account labels. Requires the List permission.
Payment requests	List: Displays a list of payment requests. View: Provides a read-only view for payment request details. Requires the List permission. Edit: Enables users to update payment request details. Requires the List permission. Delete: Users can cancel payment requests. Requires the List permission.
Payment manager payments	List: Displays a list of manager payments. View: Provides a read-only view for manager payments. Requires the List permission. Delete: Allows users to delete manager payments. Requires the List permission. Submit: Enables users to submit manager payments. Requires the List permission.
Posted payments	List: Displays a list of posted payments. View: Provides a read-only view for posted payment details. Requires the List permission. Void: Allows users to void posted payments. Requires the List permission. To print posted payments, assign the Print payment copies Run permission. Requires the List permission. To see the Posting details tab, assign the Journal entries List and View permissions from the General Ledger application.
Check run	List: Displays a list of check runs and provides actions that can be taken on existing runs. View: Provides a read-only view for check run information. Requires the List permission. Add: Allows users to create new check runs. Requires the List permission. To allow the user to add checks to an existing check run, assign the Add to check run permission. Edit: Enables users to edit check run information, except for the title. Requires the List permission. Delete: Users can delete check runs. Requires the List permission. To access the Details link, assign the Check run detail List and Delete permissions.
Check run detail	On the Check Run list, users can list and delete check run details using the Details link. List: Displays a list of check run details and provides a link to void individual checks. Requires the Check run List permission. Delete: Enables users to delete individual checks in an open run. Requires the List permission and the Check run List permission.
Tax detail	List: Displays a list of tax detail records. View: Provides a read-only view for tax detail information. Requires the List permission. Add: Allows users to add tax detail records. Requires the List permission. Edit: Enables users to update tax detail information except for the detail ID. Requires the List permission. Delete: Users can delete tax detail records. Requires the List permission.
Tax schedule	List: Displays a list of tax schedules. View: Provides a read-only view for tax schedule information. Requires the List permission. Add: Allows users to add tax schedules. Requires the List permission. Edit: Enables users to update tax schedule information. Requires the List permission. Delete: Users can delete tax schedules. Requires the List permission. To add tax solutions, assign the Tax solutions List and Add permissions from the Taxes application.
Tax schedule map	List: Displays a list of tax schedule maps. View: Provides a read-only view for tax schedule map information. Requires the List permission. Add: Allows users to add tax schedule maps. Requires the List permission. Edit: Enables users to change tax schedule map information. Requires the List permission. Delete: Users can delete tax schedule maps. Requires the List permission. If users need to add new values to the fields, assign the following permissions: To add tax solutions, assign the Tax solutions List and Add permissions from the Taxes application. To add item tax groups, assign the Item tax groups Add permission from the Inventory Control, Order Entry, or Purchasing applications. To add contact tax groups, assign the Contact tax group Add permission from the Company application. To add tax schedules, assign the Tax schedule List and Add permissions.
Accounts Payable release retainage	List: Displays a list of Accounts Payable release retainage records. View: Provides a read-only view for AP release retainage details. Requires the List permission. Add: Allows users to add AP release retainage records. Requires the List permission. Edit: Enables users to update AP release retainage details. Requires the List permission. Delete: Users can delete AP release retainage records. Requires the List permission.
Deferred adjustments	List: Displays a list of deferred adjustments templates. View: Provides a read-only view for deferred adjustments templates. Requires the List permission. Add: Allows users to create deferred adjustments templates. Requires the List permission. Edit: Enables users to edit deferred adjustments templates. Requires the List permission. Delete: Users can delete deferred adjustments templates. Requires the List permission.

Reports

Reports	Options
AP ledger	Run: Generates the AP Ledger report. From the report, users can view, customize, process and store, print, email, and export reports.
Recurring transaction status	Run: Generates the Recurring Transaction Status report. From the report, users can view, customize, process and store, print, email, and export reports.
Vendoraging report graphs	Run: Generates the Vendor Aging report and graph. From the report and graph, users can view, customize, process and store, print, and email reports and graphs. Also, users can export reports.
Check register	Run: Generates the Check Register report. From the report, users can view, customize, process and store, print, email, and export reports.
Form 1099	Run: Enables Export 1099 file in the Accounts Payable menu. Users can export 1099 amounts for vendor and employees, for verification or to upload to a third party e-filling service. Enables Print 1096 form in the Accounts Payable menu. Users can print the 1096 form that serves as the cover sheet for printed 1099 forms. Enables Print 1099 form in the Accounts Payable menu. Users can print tax information on 1099 forms for tax filing. Enables access to 1099 e-file submissions when Enable 1099 e-filing powered by TaxBandits is selected in your Accounts Payable configuration.
1099 report	Run: Generates the 1099 report. From the report, users can view, customize, process and store, print, email, and export reports.
Reclassification report	Run: Generates the Accounts Payable Reclassification report. From the report, users can view, customize, process and store, print, email, and export reports.
AP open items revaluation report	Run: Generates the Accounts Payable Open Items Revaluation report. From the report, users can view, customize, process and store, print, email, and export reports.
Deferred adjustments forecast report	Run: Generates the Deferred adjustments forecast report. From the report, users can view, customize, process and store, print, email, and export reports.
Vendor reconciliation	Run: Generates the Vendor reconciliation report so that users can view how credits and payments are reconciled to bills. From the report, users can view, customize, process and store, print, email, and export reports.
Taxable payments annual report (TPAR)	Run: Generates the Taxable payments annual report. From the report, users can view, customize, process and store, print, email, and export reports. For companies or entities with the operation country set to Australia.