Field descriptions: Configure Accounts Payable

Journals

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

• AP supplier invoices
• 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 AP supplier invoice 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.

• Supplier 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 AP supplier invoices.

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

Retainage release AP supplier invoice document sequence: Retainage release AP supplier invoice 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 AR sales invoice line amount) for all tax solutions: When you hold retainage, tax is calculated on the gross of the AR sales invoice.

  Example: Calculate tax on retainage held

  If you create an Order Entry AR sales 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 (AR sales invoice line amount net retainage) only for VAT/GST enabled transactions: When you release retainage, tax is calculated on the net of the AR sales invoice.

  Example: Calculate tax on retainage released

  If you create an Order Entry AR sales 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 an AP supplier invoice that exceeds your credit limit with the supplier, as noted in the supplier 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 supplier 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 supplier is on hold

Determines the Intacct response when a user enters a an AP supplier invoice from a supplier that is set to On Hold in the supplier 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 supplier 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 AP supplier invoices selected for payment exceeds available funds. Configure this option at the entity level or top level.

Enable Accounts Payable GL account override in AP supplier invoice and adjustment entry

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

• An entire AP supplier invoice or adjustment
• One or more specific line-items in an AP supplier invoice or adjustment
• All transactions involving a specific supplier

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 AP supplier invoice entry

Enables users to allocate charges to different accounts on a single line item of an AP supplier invoice. When you select this option, Sage Intacct adds an Allocation field and Allocation Splits table to the AP supplier invoice 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 AP supplier invoice 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 AP supplier invoices 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 AP supplier invoices. Adds a filter on Pay AP supplier invoices that you can use to exclude unreleased items.
• Enable and show only: Only released lines can be selected for payment on Pay AP supplier invoices.

Configure this option at the top level.

Enable reclassification for AP supplier invoices and adjustments

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

Enable reversal of unpaid AP supplier invoices

Requires that you reverse AP supplier invoices instead of deleting them.

Selecting Enable reversal of unpaid AP supplier invoices changes the following pages:

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

Configure this option at the top level.

Enable creating, editing, and deleting foreign currency AP supplier invoices

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

Payment dates must be greater than their AP supplier invoice dates

Enforces a rule that the payment date must be on or after the AP supplier invoice 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 supplier Pay-to contact when automatic payment notifications are enabled for that supplier. 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 supplier payment notification emails. Select this option if you want to send supplier 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 supplier payment notification emails. Select this option if you want this information appear in the email body itself.

Information included:

• AP supplier invoice number of all included AP supplier invoices
• AP supplier invoice 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 cheques

Allows you to add joint payees to an AP supplier invoice and print cheques to multiple recipients. Learn more about joint cheques.

Service name

The name of the service. For example:

• AP supplier invoice upload: Allows you to upload AP supplier invoices through Sage Intacct, for automatic processing.

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

Service status

Shows whether this service is enabled or disabled.

Configure

For AP supplier invoice 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 AP supplier invoices.

Restrict contacts in transactions

By default, all contacts are shown in the AP supplier invoice 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 supplier contacts: Limits selectable contacts to those that are associated with any supplier.

  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 supplier.

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

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 supplier 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 AP supplier invoices 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 AP supplier invoices 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 AP supplier invoices, Order Entry invoices, and Purchasing invoices.

Configure this option at the top level.

Display each AP supplier invoice or adjustment memo line as

Controls the display of the memo box on the AP supplier invoice 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 supplier information to the next transaction when entering multiple AP supplier invoices or adjustments

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

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, AP supplier invoice line items for a 1099 supplier 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 supplier.

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 AP supplier invoice line items for a supplier are associated with a specific 1099 form and box. These defaults are defined on the supplier record. Enable this option to override the default form or box for an individual line item within an AP supplier invoice.

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 supplier dimension to tag the transaction so that you can track and report on costs per supplier.

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 (supplier credit). Configure this option at the entity level or top level.

Suppliers

Sets the number sequence that Intacct uses when you create a supplier 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 AP supplier invoices, cheques, or adjustments are assigned duplicate numbers

If you assign a duplicate number to an AP supplier invoice or adjustment for a supplier, or if you assign a duplicate number to a cheque 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 supplier.

  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 AP supplier invoice number or adjustment number) is required during entry.

You can require numbers on:

• AP supplier invoices, adjustments, and recurring AP supplier invoices only
• Manual payments: Requires an AP supplier invoice number that Intacct uses to create a corresponding AP supplier invoice

Configure this option at the entity level or top level.

Enable supplier reconciliation

Adds the Supplier reconciliation report to your list of Accounts Payable reports. This report shows how much is owed to a supplier and how payments and credits reconcile to AP supplier invoices. 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 supplier 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 AP supplier invoices. Configure this option for each entity where you pay AP supplier invoices.

Bank account

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

Currency

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

Configure this option for each entity where you pay AP supplier invoices.

Automatically display all ready-to-pay AP supplier invoices on the Pay AP supplier invoices page

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

Configure this option for each entity where you pay AP supplier invoices.

Enable inline credits to be automatically applied to AP supplier invoices

If this option is enabled, when you post an AP supplier invoice with inline credits, these credits are automatically applied and consumed within the original AP supplier invoice.

When you go to the Pay AP supplier invoices page, you can drill down to the line item details of the AP supplier invoice to view the applied credit. Any leftover credit can be applied to any other AP supplier invoice associated with the same supplier.

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

Regardless of whether this option is enabled or disabled:

• In AP supplier invoices that net to zero, inline credits created across locations are automatically applied and consumed within that AP supplier invoice. Leftover credit can be applied to AP supplier invoices from the same supplier.

  Example

  Say you create an AP supplier invoice with two line items: a line item for your San Jose location for R100 and a line item for your Boston location for -R100. Because the AP supplier invoice nets to zero, the inline credits automatically apply.

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

  Example

  Say you create an AP supplier invoice with two line items: a line item for R100 and a line item for -R150.

  Because the total amount of the AP supplier invoice is a negative amount, the R150 inline credit automatically applies when you post the AP supplier invoice. The positive AP supplier invoice line item is marked as paid.

  The AP supplier invoice doesn’t appear for payment on the Pay AP supplier invoices page, but the remaining R50 appears as a credit. You can apply the credit to any other AP supplier invoice associated with the same supplier.

• If you paid off only the positive line items in an AP supplier invoice, inline credits become available for application towards AP supplier invoices associated with the same supplier.

  Example

  Say you create an AP supplier invoice with two line items: a line item for R100 and a line item for -R50. Then, you make a payment for R100 for the first line item.

  The inline credit of R50 becomes available for application to any other AP supplier invoice associated with the same supplier. You can apply the credit on the Pay AP supplier invoices page.

Enable AP supplier invoice approval

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

Learn more about setting up approvals.

Email notifications

Enable the ability for approvers to receive email notifications when an AP supplier invoice is ready for their approval. Users then enable notifications for AP supplier invoice approvals on their Preferences page.

Approval policies and Manage

• Supplier-based Approval: Approval requests are sent to the AP supplier invoice approver you specify for the supplier. AP supplier invoices without assigned AP supplier invoice approvers are automatically approved. To set up, you must assign AP supplier invoice approvers on supplier records after adding the rule.
  
• Value Approval: Approval requests are sent based on the total AP supplier invoice amount. The approval amount for AP supplier invoices is set according to the approval amounts on the Value Approval Rule page. Requests are sent directly to the level in which the total AP supplier invoice amount falls.
• Value Approval - Transaction Department: Approval requests will be sent to the manager of the department selected in the AP supplier invoice. To set up, you must create a Value Approval Rule Set that determines who approves an AP supplier invoice 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 AP supplier invoice.

Enable supplier approval

Turns on the supplier approval. New and edited suppliers 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 supplier is ready for their approval

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

After you select this option, users can enable notifications for supplier 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 R0.01 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 suppliers 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 supplier has questions about the payment.

For the payment notification contact, you can choose between:

• Using the contact information of the person who selects the AP supplier invoices 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.