Payment
Service Setup TutorialFrom the Accounts Payable screen, select the Maintenance menu and then Accounts Payable System File.
Only if your organization has licensed the Fixed Asset Inventory module, enter the dollar amount to use as the threshold for what is considered to be a fixed (or capital) asset (or the dollar amount for what assets should be tracked as inventory in Fixed Asset Inventory) in the Minimum Inventory Amount field, if desired. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will typically be rounded to 2 decimal places by the system if capable. By completing this field, the system will display a warning icon if a detail line item on a receiving or an invoice was entered in Accounts Payable with an amount equal to or greater than the amount entered in this field and did not have the Asset field selected (in Web Link, a message will display when saving a receiving line). Leave this field blank to not have the system display a warning icon (or message in Web Link, if applicable).
Select the Warn if Purchase Order Over Budget field to have the system display a warning icon when entering a detail line item on a purchase order in Accounts Payable (or display a message in Web Link, if applicable) with an amount that goes over budget for the specified account number.
Select the Automatically Create Purchase Order in Invoice Entry field to have the system create a purchase order if a purchase order number is entered for an invoice, but the purchase order was not entered within the School Accounting System. If this field is selected, the purchase order is automatically created when the invoice is saved; otherwise, if this field is not selected, the system will prompt to create the purchase order once the invoice is saved.
Select the Include Purchase Order Number on Import Invoices field to have the Purchase Order Number field available when importing invoices. If this field is selected and a purchase order number for a purchase order that was previously entered within the School Accounting System is imported with an invoice, the detail lines on the purchase order and invoice will not be tied together; however, the outstanding balance on the purchase order will be reduced when the batch of invoices is posted (the detail line with the smallest balance will be reduced first). If a purchase order number is for a purchase order that was not previously entered within the School Accounting System, the purchase order will automatically be created as part of the import process.
Select the Purchase Order Number Same as Requisition Number field to have the system use the requisition number as the purchase order number when selecting to make a requisition a purchase order in Accounts Payable (and Web Link, if applicable). If this field is not selected, the purchase order number will need to be manually entered or the system can automatically assign one at the time the requisition is selected to become a purchase order.
Tip: If this field is selected, a requisition number cannot be used if it matches a purchase order number that already exists, or a purchase order number cannot be used if it matches a requisition number that already exists.
Select the Automatically Calculate Totals on Data Entry field to have the system automatically add up all the detail line items when entering (saving) invoices in Accounts Payable and purchase orders and requisitions in Accounts Payable or Web Link, and display the total in the Invoice, Purchase Order, or Requisition Amount field located in the header.
Select the Allow Override Checking Account on Prepaid Information field to use a different checking account when completing the Prepaid Information section of an invoice (only applicable for a prepaid check or automatic payment) than what is specified in the Accounts Payable Checking Account ID field in the Fund File for the account numbers entered in the Detail Information section. If the field is not selected, the checking account designated in the Fund File for the account numbers entered in the Detail Information section must match the checking account entered in the Prepaid Information section in order to save the invoice.
Select the Enable Payment Service field to utilize a third-party payment service company, such as Repay, for paying vendors. When using a payment service company, a file is created of the invoices to pay as part of the check cycle in Accounts Payable and then the file is submitted to the company for processing (the third-party payment service company then sends the payment to the vendors).
Note: If this field is selected, the Payment Service Account ID field is enabled in the Checking Accounts option, the Process through Payment Service field is enabled in the Select Invoices to Pay option, the Create Payment Service File option is listed under the Check Cycle menu in Accounts Payable, and the Recreate Payment Service File option is listed under the Options menu in Accounts Payable.
Tip: Complete the steps on the Payment Service Setup Checklist to start using a third-party payment service company, such as Repay, for paying vendors in Accounts Payable. If desired, view the tutorial below demonstrating the setup and process for using a third-party payment service.
Payment
Service Setup Tutorial
In the Default Purchase Order Format field, enter the name of the report to generate when clicking the To Screen & Save button from within the Purchase Orders option in Accounts Payable (or the Print Purchase Order button from within the Purchase Orders option in Web Link classic experience or Print button in Web Link modern experience).
Note: Only the reports created using the Purchase Order Format Setup option, along with the Standard Purchase Order Form, are able to be entered into this field.
Tip: The button to print only displays in Web Link classic and modern experience if this field is completed; however, the button always displays in Accounts Payable even if this field is blank.
To have the system automatically assign the next available purchase order number using a particular prefix (if the purchase order is not tied to a ship to address with a defined prefix or the Batch Beginning Purchase Order Number field is not completed for the batch of purchase orders), complete the Purchase Order Prefix section as follows:
In the Type field, enter the correct option (Fiscal Year or User Defined) for whether to use the fiscal year as the prefix or a custom prefix. To use the fiscal year as part of the prefix (for example, FY16-17-), enter Fiscal Year. To use a custom prefix, enter User Defined.
If User Defined is specified in the Type field, the Prefix field is enabled. If applicable, enter the desired prefix in the Prefix field. The prefix can be alphanumeric and up to 11 characters long. For example, if A- is entered as the prefix, purchase orders will be assigned a number that starts with A-, such as A-0001, A-0002, A-0003.
Note: The prefix is only applicable (will be used) if the following criteria is met: 1) the purchase order number is not entered manually, but is instead automatically assigned by the system, 2) the purchase order is not tied to a Ship To Address with a defined prefix, and 3) the Batch Beginning Purchase Order Number field is not completed for the batch of purchase orders.
If Fiscal Year is specified in the Type field, the Format field is enabled. If applicable, enter the format of the fiscal year to use as the prefix in the Format field.
Tip: The actual fiscal year used in the prefix is based on the Expected Date of the purchase order.
Enter the number of characters to use for the length of the purchase order numbers (when automatically assigned by the system using the prefix) in the Purchase Order Number Length field. This number must include the length of the prefix, have at least an additional 4 digits onto the length of the prefix, and not exceed 15. For example, if A- is entered as a user-defined prefix, the length must be at least 6 and cannot be greater than 15.
To have the system automatically assign the next available requisition number using a particular prefix (if the requisition is not tied to a ship to address with a defined prefix), complete the Requisition Prefix section as follows:
In the Type field, enter the correct option (Fiscal Year or User Defined) for whether to use the fiscal year as the prefix or a custom prefix. To use the fiscal year as part of the prefix (for example, FY16-17-), enter Fiscal Year. To use a custom prefix, enter User Defined.
If User Defined is specified in the Type field, the Prefix field is enabled. If applicable, enter the desired prefix in the Prefix field. The prefix can be alphanumeric and up to 11 characters long. For example, if REQ- is entered as the prefix, requisitions will be assigned a number that starts with REQ-, such as REQ-0001, REQ-0002, REQ-0003.
Note: The prefix is only applicable (will be used) if the following criteria is met: 1) the requisition number is not entered manually, but is instead automatically assigned by the system, and 2) the requisition is not tied to a Ship To Address with a defined prefix.
If Fiscal Year is specified in the Type field, the Format field is enabled. If applicable, enter the format of the fiscal year to use as the prefix in the Format field.
Tip: The actual fiscal year used in the prefix is based on the Expected Date of the requisition.
Enter the number of characters to use for the length of the requisition numbers (when automatically assigned by the system using the prefix) in the Requisition Number Length field. This number must include the length of the prefix, have at least an additional 4 digits onto the length of the prefix, and not exceed 15. For example, if REQ- is entered as a user-defined prefix, the length must be at least 8 and cannot be greater than 15.
Click the Save button.