The Create A/P box must be checked in the settings section of the deduction in order for the Create A/P tab to be active. To access the Create A/P tab, select the tab entitled Create A/P, or press “Alt P” on the Owner Deduction window.
The system defaults to the type of “vendor”, to select the type of producer, owner, or employee, click on the type drop-down list box and select the desired type.
The Create A/P Window is displayed as follows:
Enter or edit the information on the Create A/P window according to the following specifications:
Type
Select the type of business that the A/P will pay. The system allows the following four types: Vendor, Producer, Owner, or Employee. To display the selection list, click on the drop-down box arrow.
Code
Enter the vendor’s code. To display a selection list of the valid vendors defined within the system, press Enter, or click on the Lookup button.
Description
Enter the description of the transaction. The field allows for up to thirty characters and is required.
Accounts Payable Base Account Number
The accounts payable base account field defaults to the base account assigned in the vendor’s master file. Accept the defaulted base account, or override it with another base account. To display a selection list of the valid general ledger account numbers, press Enter, or click on the Lookup button.
Division Number
If applicable, the division field is updated with the division assigned in the vendor’s master file. Accept the defaulted division, or override it with another division. The division number field is not displayed if the company does not use divisions. To display a selection list of the valid divisions, press Enter, or click on the Lookup button.
Base Account Number
This field defaults to the general ledger distribution account assigned in the vendor’s master. Accept the default account number, or override it with another account number. If a default account was not defined in the vendor’s master, enter the general ledger account number to which you want to distribute the voucher. To display a selection list of the valid general ledger account numbers defined within the system, press Enter, or click on the Lookup button. A voucher may be distributed to an unlimited number of account numbers.
Division Number
If your company does not use divisions, you are not allowed access to the division field. If your company uses divisions, enter the division number to which you want to distribute the voucher. If the base account number is a cost of sales, or expense account, the system will require an entry for the division field. If the base account is a balance sheet, or equity account, the system will not allow an entry in the division field unless you require divisions on balance sheet accounts. To display a selection list of the valid divisions, press Enter, or click on the Lookup button.
Department Number
If your company does not use departments, you are not allowed access to the department field. If your company uses departments, enter the department number to which you want to distribute the voucher. If the base account number is a cost of sales or expense account, the system will require an entry for the department field. If the base account is a balance sheet or equity account, the system will not allow an entry in the department field. To display a selection list of the valid departments, press Enter, or click on the Lookup button.
To save and exit the Deduction window, press Page Down, click on the OK button, or press “Alt O”. To exit without saving the Deduction window, click on the Cancel button, press “Alt C”, press Esc, or click on the “X” in the upper right corner of the screen.
To access online help, click on the Help button, press “Alt H”, or press F1.