Each User in The Business Edge has the ability to contour the System individually to match the way they work. It is important to note that each User can change these options at any time.
Previously we have covered Order Entry and Accounts Receivable Flags. Today we will cover Accounts Payable Flags.
HOW DO I GET TO THE FLAGS?
The user flags are located at the top of The Business Edge under Edit/Accounts Payable Flags.
The Flags are listed as follows:
Show G/L Summary in Purchases Journal
The Purchases Journal is a report listing all of the Accounts Payable invoices for a date range. Some Companies like to see a General Ledger Summary of all of the Invoices included on a Purchases Journal. If you answer Yes to this Flag you will automatically get a General Ledger Summary as a separate report at the end of the Purchases Journal.
Show G/L Summary in Disbursements Journal
The Disbursement Journal is a report listing all of the Disbursements for a selected date range. Some companies like to see a General Ledger Summary of all of the Payments included on a Disbursement Journal. If you answer Yes to this Flag you will automatically get a General Ledger Summary as a separate report at the end of the Disbursements Journal.
The Next group of flags pertain to Entering and Editing Vendor Invoices.
Keep previously entered Post Date
This flag can save you some keystrokes if it is your procedure to use the Same General Ledger Posting Date for all of you Accounts Payable Invoices in a Batch. If you answer Yes to this flag each time you enter a Post Date for an Invoice that Date will become the new default for the next invoices until you change it to a different date or log out of the system. If you answer No the Post Date will default to the Current Date as long as your Posting Date Ranges are open to include the Current Date.
Skip over Due Date
This is another time saving flag. If you usually allow the system to calculate your Due Date based on the Vendors Payment Terms this Flag should be set to Yes. This way you save a keystroke of entering past it each time you enter an Invoice. Then if you find that you need to change it you can simply arrow up to the Due Date field and make the change. If you often change the Due Date leave this flag set to No.
Skip over Freight and Tax
If you do not use the Freight and Tax fields very often you should set this flag to Yes. If this flag is set to Yes the cursor will automatically skip by these two fields taking you to the Distribution Account. Then if you find that you need to enter Freight or Tax you can simply arrow up and fill in the field. If this flag is set to No the Cursor will stop at the Freight and Tax field where you can input an amount or simply press enter to pass it.
The next two flags pertain to Enter & Edit A/P Checks.
A/P Checks-Sequence by
When you are entering a Check you have the ability to Sequence your Vendors open invoices By Invoice Number, Invoice Date or Due Date. We default this Flag to sequence by Invoice Number. You may want to change this for a couple of reasons.
If your Vendor has a random Invoice Number sequence that is not chronological by date you may miss paying Invoices unless you sequence them by Invoice Date or Due Date.
OR
If you receive different payment terms to one Vendor you may want to sequence their Invoices by Due Date so they are in chronological order by Due Date.
If you would like to change it simply press Spacebar to get the drop down list, highlight your preference and press Enter. You also have the ability to change this flag “on they fly” while you are entering a check.
A/P Checks-Take Discount
If you have your Vendors set up with Discount Payment Terms and would like to take the discount the majority of the time you should set this flag to Yes. Then when you pay an Invoice and the check date is within the Discount Terms the system will automatically take the Discount.
Calendar YTD Type
When you are viewing your Vendor’s financial history you have the option of displaying their Year to Date figures by Calendar Year, Rolling Year or Fiscal Year. Calendar Year starts at zero on January 1. Rolling Year always shows you the previous 12 months regardless of the date. Fiscal Year starts at zero on the first day of your new fiscal year. The default for this Flag is Calendar Year.
Decimal Places to show in Balance Inquiry
When looking at the Balance Inquiry Fkey in Customer Inquiry the System defaults with showing all dollar figures with two decimal points. You can select the number of decimal places you would like to see by typing it in here. If the screen is crowded due to larger numbers it is easy to change it to zero and just view whole dollar figures.