Setting Accounts Payable Options

From the Tools menu, select Options to open the Options window.

In the left pane of the window, click on Accounts Payable.

Enter the appropriate information.
See below for field descriptions.

Accounts payable account: Default accounts payable general ledger account.

Unapplied payment account: General ledger account to which unapplied payments (payments that are not applied to a specific invoice) are posted.

Cash disbursement account: Cashbook account from which vendor payments are typically made.

Terms discount account: General ledger account used to track discounts taken from vendors for fulfillment of discount terms.

Terms discount department: Department with which terms discounts are associated on the income statement.

Pay X days before term discount date: Number of days prior to the term discount date that you want invoices with discount terms to be automatically included on the AP Payment List.

Pay X days before due date: Number of days prior to the due date you want invoices to be automatically included on the AP Payment List.

Enforce uniqueness of invoice number by vendor: When checked, there cannot be a duplicate invoice number from the same vendor.

Enable auto-apply on payments: When checked, e-automate allows accounts payable payments made but not applied to specific invoices to be applied by e-automate using the date as the application criteria, oldest invoices are paid first.

By default e-automate has the Allow duplicates check numbers feature turned on. This feature prevents transactions from being accidentally processed more than once. If you want to change this option, under the Duplicate Check Numbers section select one of the following options. See below for field descriptions.

Allow Duplicates: This button is selected by default.

Warn for Duplicates: Select this button if you want e-automate to generate a warning if duplicate check numbers are processed.

Do Not Allow Duplicates: Select this button if you do not want to allow duplicate check numbers in e-automate.

In the left pane, do the following:

Click the icon to the left of Accounts Payable.

Under Accounts Payable, click EFT to display the EFT options in the right pane.

In the right pane, do the following:

To enable the system to generate electronic funds transfer (EFT/ABA) files, check the Use EFT (Electronic Funds Transfer) checkbox; otherwise, leave this checkbox unchecked.

If you checked the Use EFT (Electronic Funds Transfer) checkbox, enabling your system to create electronic funds transfer files, which are then delivered to your financial institution to initiate the transfer described in your EFT file, do the following:

In the Wait the following days after sending pre-note to activate vendor for EFT field, enter the number of days the e-automate system should wait after sending a pre-note to activate the vendor’s EFT capability. ACH rules state that you cannot send EFT payments until six banking days have elapsed after a pre-notification.

In the File output location field, enter the location on your local computer or network where the system should store the generated EFT/ABA files.

In the Cashbook account field, enter the cashbook account used for EFT transactions.

In the File Format field, use the drop-down menu to select one of the following options:

United States

United Kingdom

Australia - New Zealand

Click the [EFT options...] button to open the EFT Options window.

To enable the system to generate electronic funds transfer (EFT/ABA) files, check the Use EFT (Electronic Funds Transfer) checkbox; otherwise, leave this checkbox unchecked.

If you checked the Use EFT (Electronic Funds Transfer) checkbox, enabling your system to create electronic funds transfer files, which are then delivered to your financial institution to initiate the transfer described in your EFT file, do the following:

In the Wait the following days after sending pre-note to activate vendor for EFT field, enter the number of days the e-automate system should wait after sending a pre-note to activate the vendor’s EFT capability. ACH rules state that you cannot send EFT payments until six banking days have elapsed after a pre-notification.

In the EFT file output location field, enter the location on your local computer or network where the system should store the generated EFT/ABA files.

In the Cashbook account field, enter the cashbook account used for EFT transactions.

In the EFT Format field, use the drop-down menu to select one of the following options:

United States

United Kingdom

Australia - New Zealand

Click [OK] to save your EFT settings.