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The A/P module will allow you to choose which checking account you are using to pay vouchers.
For the example on this document we will use the following checking accounts:
01 PNC bank
02 Capital One
05 Bank of America
10 Fifth Third Bank
IMPORTANT NOTE: This should be setup in coordination with the person knowledgeable with the General Ledger module. If needed, contact us to set this up for you.
STEP 1
To find the G/L account # the A/P module uses for the checking account, go to:
General Ledger (Module 4).
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System Management functions (Task 32)
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Setup automatic interface (Sub-task 5)
- Change interface parameters (Sub-task 2)
- Which systems do you wish to interface to G/L?
- Y: Accounts receivable
- Y: Accounts payable
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Y: Payroll
- A Y specifies each module in use. Press the enter key to see the automatic interface G/L account #’s. The A/R automatic interface General Ledger account #’s will be on the screen first. The A/P automatic interface General Ledger account #’s will be on the screen second. Here is an example of the A/P automatic interface General Ledger account #’s:
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Setup automatic interface (Sub-task 5)
1. A/P cash (out): 102-00
2. Discounts taken: 652-00
3. A/P payables: 302-00
- The G/L account # for the checking account in this example is 102-00-xx. The last two digits of the G/L account # are the division # & the checking account #. Nothing needs to be changed in this step. Jot down the A/P cash (out) account # in field 1, 102-00.
STEP 2
For the checking accounts listed in this example, G/L account #’s need to be setup for each one. If G/L account #’s need to be added, go to:
General Ledger (Module 4)
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Account Master (Task 17)
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Enter new G/L Act # record (Sub-task 1) a new G/L account # will need to be added for each checking account #. It is very important to have all the correct information in the G/L account master, i.e. financial statement code, supporting schedule code. Contact us for assistance.
- 102-00-01 CHECKING ACCT-PNC
- 102-00-02 CHECKING ACCT-CAPITAL ONE
- 102-00-05 CHECKING ACCT-FIFTH 3RD BANK
- 102-00-10 CHECKING ACCT-BANK OF AMERICA
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Enter new G/L Act # record (Sub-task 1) a new G/L account # will need to be added for each checking account #. It is very important to have all the correct information in the G/L account master, i.e. financial statement code, supporting schedule code. Contact us for assistance.
STEP 3
Each checking account # must have a division record in the division master. In our example we would need a division #01, 02, 05 & 10. To add new division #’s, go to:
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General Ledger (Module 4)
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Division Master (Task 21)
- Enter new division record (Sub-task 1)
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Division Master (Task 21)
STEP 4
An application table needs to be setup. Go to:
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Accounts Payable (Module 3)
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System management functions (Task 32)
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Modify Application tables (Sub-task 17)
- Checking account numbers (5). The checking account # is 2 numeric characters. This checking account # corresponds to the last 2 digits of the G/L account # & division #. Here is an example of the table:
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Modify Application tables (Sub-task 17)
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System management functions (Task 32)
; @ID: ckntbl.fdm Checking account numbers
; KEY: Division # ; 2 characters, numeric. Max 20 entries
; TEXT: DESCRIPTION, Alphanumeric, Maximum of 20 characters
;
; Description
"01" , "PNC bank "
"02" , "Capital One "
"05" , "Bank of America "
"10" , "Fifth Third Bank "
STEP 5
Parameter needs to be checked: The following 3 parameters are in A/R, System management functions (Task 32), Modify Parameter files (Sub-task 22), 3 Interface.
BAL’SHEET’FLAG=C
HOME’DIV=01
CONSOLIDATE’APCASH=C
Even with the parameters set this way, A/P will still ask for a checking account #.
The A/P to G/L Interface will put the credit to the checking account to division 01. So with our example the A/P cash out G/L account # is 102-00. If a check is paid by checking account 02 Capital One the credit to the checking account will go the G/L account #102-00-01.
If the credit to the checking account is wanted to go to 102-00-02 then the A/R interface parameter needs to be set:
CONSOLIDATE’APCASH=D
PAYING WITH MULTIPLE CHECKING ACCOUNTS:
Once the above 5 steps have been completed you can use the multiple checking accounts when paying vouchers. The system will ask checking account # whenever paying a voucher with a company check or EFT.
Accounts Payable (Module 3)
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Voucher payment preparation (Task 25). The selection of vouchers is normal. For instructions on selecting vouchers to be paid (Sub-task 1) see document Task 25 - Voucher Payment Preparation
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Pay selected vouchers (Sub-task 4)
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Once the pay method of 1 Company check or 2 EFT is selected:
- A list of the checking accounts is on the screen. This list comes from the checking account application table completed in step 4.
- The system will ask the checking account #.
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Once the pay method of 1 Company check or 2 EFT is selected:
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_____________________________________________________________________
# Checking accounts
Please enter the payment 01 PNC bank
method for the selected 02 Capital One
vouchers. 1, 2 or 3. 05 Bank of America
10 Fifth Third Bank
1 Company check
Enter the checking account #
that will pay the selected
vouchers.
__
- The checking account # is posted to the Check Account file (Task 20). See document Check Account - Reconcile Bank Statement Using Multiple Checking Accounts
- After the checking account # is typed in, the rest of the procedures are normal. All of the vouchers paid in this check run/batch will be paid with the checking account # selected.
- The check register has the division # selected for the checking account #.
- The checking account # is posted to the Voucher history (Task 19).
These two parameters are in A/P, System management functions (Task 32), Modify Parameter files (Sub-task 22), 1 A/P-General. They have no affect on the system asking for a checking account # when paying. Both of these parameters relate to the voucher’s division # when selecting the vouchers to be paid. For example they have no affect on letting division 01 vouchers being paid by checking account 02.
AP'CHECKING'ASK'DIV=Y
Ask for division in checking account related functions. (Y/N)
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If this is set to Y: When in Task 25 Voucher payment preparation, Sub-task 1 Select vouchers to be paid, the system will ask division #. If a division # is typed in, it will only allow vouchers to be selected from the same division #.
- Although, if steps 1 through 5 above are completed, it will allow any checking account # to pay for vouchers from a different division.
AP'CHECKING'FORCE'DIV=N This parameter will have no affect on using multiple checking accounts to pay for vouchers.