Overview

The Setup & Maintenance menu contains the configuration screens used to control vendor defaults, departmental behavior, Accounts Payable system parameters, bank codes, aging columns, payment cycles, and other administrative utilities.

These options directly affect daily processing (check printing, posting behavior, aging, and payment selection) as well as periodic tasks such as year-end 1099 reporting. For this reason, access is typically limited to authorized accounting or administrative staff.

Field / Prompt Descriptions

• Account No. — The vendor account number (primary lookup key). Enter an existing account to edit, or enter a new account to add a vendor.
• Entered On / By — System audit fields showing when the vendor was created/updated and by whom (availability may vary by site/version).
• 2. Name — Vendor name used on checks and reports.
• 3. Address - 1 — Primary remit-to address line.
• 4. Address - 2 — Secondary address line (suite, building, attention line, etc.).
• 5. City — Remit-to city.
• 6. State — Remit-to state / province.
• 7. Zip Code — Remit-to postal code.
• 8. Telephone / Contact Name / Email — Vendor contact details used for AP communication and internal reference.
• 9. Payment Cycle — Assigns the vendor to a payment cycle code (controls how/when the vendor is selected for payment runs).
• 10. Separate Cks — Indicates whether this vendor’s invoices should be paid with separate checks (rather than being combined on a single check), based on your site’s AP rules.
• 11. Type — Vendor type/classification code used for sorting, reporting, or internal grouping (site-defined usage).
• 12. Pay Status — Controls whether the vendor is eligible to be paid. Typical uses include Active, Hold, or other site-defined statuses.
• 13. 1099 (Y/N)? — Indicates whether the vendor should be included in year-end 1099 processing (when set to Y, the vendor may be picked up by the 1099 build process).
• 14. E.I. No. — Vendor EIN / Tax ID used for 1099 reporting and tax identification.
• 15. 1099 Type — The 1099 type/box classification assigned to the vendor. This determines where amounts accumulate during the 1099 build process.
  Maintain valid codes under Ten 99 Type Codes in Setup & Maintenance.
• 16. B/C — Vendor billing/charge default code (site-specific usage) with description and optional standard amount.
  Often used to apply consistent defaults during invoice entry or vendor-related AP processing.
• 17. Company / G/L Acct — Optional defaults that associate the vendor to a specific company and general ledger account for distribution or reporting (site-defined usage).
• 18. Remit To Name — Optional remit-to name override (useful when the payee name differs from the vendor name).
• 19. C-TPAT Certified (Y/N)? — Vendor compliance indicator (used operationally/reporting based on company requirements).
• 20. Corp. Acct# — Corporate account reference number (optional; often used for internal cross-reference or reporting).

Vendor Comments (Free-Form Notes)

Field / Prompt Descriptions

• 1. Overhead Invoice Entry (Batch or Immediate)
  Controls whether overhead invoices are entered using batch processing or posted immediately.
  • B = Batch entry (review before posting)
  • I = Immediate posting
• 2. Reoccurring Invoice Entry (Batch or Immediate)
  Determines how recurring invoices are created and posted.
  • B = Batch entry
  • I = Immediate posting
• 3. Allow Name Override on Checks (Y/N)
  When set to Y, allows the payee name on a check to be overridden at print time. This is useful when remit-to names differ from vendor master records.
• 4. Print Expense Account on Register (Y/N)
  Controls whether the expense G/L account number prints on the check register. Set to Y for additional audit detail.
• 5. Automatic Adjustment of Balance (Y/N)
  Enables automatic write-off or adjustment of small balance differences during posting.
• 6. Threshold Amount for Auto Adjustment
  The minimum difference amount that qualifies for automatic adjustment.
• 7. Maximum Adjustment Amount Allowed
  The maximum dollar amount that the system is allowed to automatically adjust. Amounts exceeding this value require manual correction.
• 8. Create Operation Expenses on AP? (Y/N)
  When set to Y, allows operational expenses to be generated directly through Accounts Payable processing (site-specific usage).
• 9. Book AP Advances as Expense? (Y/N)
  Controls whether A/P advances are immediately expensed or tracked separately until applied.
• 10. Auto Display File Number Info on AP? (Y/N)
  Automatically displays file or reference number information during AP entry and inquiry screens.
• 11. Check Operations (Manual, Print, or Both)
  Defines how checks are processed:
  • M = Manual checks only
  • P = Printed checks only
  • B = Both manual and printed checks allowed
• 12. Overhead Codes from G/L or Bill Codes
  Determines where overhead expense codes are sourced from:
  • G/L = General Ledger accounts
  • B = Bill Codes
• 13. Default to Current or Original Dates
  Controls which date is used by default during invoice processing:
  • C = Current system date
  • O = Original document date
• 14. Adjust Invoices on Approval? (Y/N)
  When enabled, allows invoice amounts to be adjusted at the approval stage rather than requiring re-entry.
• 15. Adjust AP to Revenue or Expense
  Determines whether invoice adjustments are posted to revenue or expense accounts when adjustments occur.

Screen Layout & Field Descriptions

• Ln#
  The sequence number of the aging column. Columns are processed in order from lowest to highest line number.
• Days
  The ending day for the aging bucket. The system automatically determines the starting day for the bucket based on the prior line.
  Example: If the prior line ends at 15 days, the next column begins at 16 days.
• Title
  The label displayed on vendor inquiry screens and aging reports for this column (e.g., Current, 16–30, Over 91).

How Aging Ranges Are Calculated

Aging ranges are calculated sequentially using the Days value on each line as the upper boundary:

• Line 1: Days = 15 → covers Current through 15 days
• Line 2: Days = 30 → covers 16 through 30 days
• Line 3: Days = 45 → covers 31 through 45 days
• Line 4: Days = 60 → covers 46 through 60 days
• Line 5: Days = 90 → covers 61 through 90 days
• Line 6: Days = 999 (or higher) → covers Over 91 days

Commands & Navigation

• I = Insert — insert a new aging column line.
• A = Add — add a new line at the end of the list.
• D = Delete — remove the selected aging column line.
• RETURN — exit and save changes.
• P = Page — navigate pages (if multiple pages exist).

Column Definitions

• Ln#
  Line number within the maintenance list.
• Code
  The payment cycle code assigned to vendors (e.g., 1, 2, 3). This is the value referenced in the vendor record.
• Description
  A short label describing how the cycle is used (e.g., On Demand, 15 Days, 30 Days).
• Days
  The number of days used to schedule vendor payments under this cycle.
  • 0 typically indicates On Demand (no automatic cycle delay).
  • Positive values (e.g., 15, 30) represent the cycle spacing used for payment planning.

Common Examples

• On Demand (0) — Vendor is paid as needed when invoices are selected/approved.
• 15 Days — Vendor is typically paid on a 15-day cycle (based on your pay selection rules).
• 30 Days — Vendor is typically paid on a monthly/30-day cycle.

Commands & Navigation

• I = Insert — insert a payment cycle line.
• A = Add — add a new payment cycle at the end of the list.
• D = Delete — delete the selected payment cycle (use caution if already assigned to vendors).
• RETURN — exit and save changes.
• P = Page — navigate pages (if multiple pages exist).

Column Definitions

• L#
  Line number within the list.
• Code
  The 1099 type code used by vendor setup. This value is stored in the vendor record and referenced during the 1099 build process.
• Description
  A short label identifying the 1099 reporting category (example: Non-Employee Income, Rents, Royalties, etc.).

How These Codes Are Used

• Assigned to each 1099 vendor in Vendor Master Maintenance (Vendor 1099 Type field).
• Used by Build 1099 File to classify totals into the correct reporting category.
• Displayed on the 1099 Proof Report and within the Modify 1099 Record screen.
• Controls how the final 1099 prints for each vendor.

Commands & Navigation

• I = Insert — insert a new 1099 type code line.
• A = Add — add a new code at the end of the list.
• D = Delete — delete a code (use caution if already assigned to vendors).
• S = Sort — sort the list (site/version dependent).
• L = Load — load/import codes (site/version dependent).
• Q = Quit — exit without making changes.
• RETURN / File — exit/save (site/version dependent).

Screen Behavior

• The program prompts for a Bank # to release.
• Entering a bank number immediately clears the lock for that specific bank record.
• Enter QUIT to exit without making changes.

Operational Controls & Risks

• Releasing a bank lock while a check run is still active can result in duplicate check numbers, mixed check sequences, or posting inconsistencies.
• This function does not validate whether a check run is still in progress — it assumes the operator has already confirmed this.
• Use only as a recovery tool, not as part of normal check processing.

Header Fields

• Bank Number
  The bank account from which the original check was issued.
• Company No.
  The company/entity associated with the check.
• Check Number
  The original check number to be reprinted.
• Check Date
  The original issue date of the check.
• Vendor Name
  The payee name as stored on the original check.
• Check Amount
  The total amount of the original check.
• Description
  Description or memo associated with the original check.

Invoice Detail Section

The invoice detail grid displays the invoices that were paid by the original check. These lines are displayed for reference only and cannot be modified.

• Invoice # — Invoice number included on the check.
• Account # — Vendor account number.
• Description — Invoice description or reference.
• Amount — Amount applied to each invoice.

Operational Controls & Warnings

• Use this function only when the original check did not successfully print.
• If a check was printed and later lost, void the check and reissue using normal check processing.
• Reprinting a check that already cleared the bank can cause duplicate payment exposure.

• Restrict access. Setup changes can affect check printing, posting, and audit trails.
• Document changes. Record what changed, who approved it, and when it was applied.
• Validate after updates. After bank code or payment cycle changes, run a small test scenario before production use.

Frequently Asked Questions

• AP Menu
• Accounts Payable — Monthend Procedures
• Process 1099’s
• Standard Key Words & Helpful Tips
• FasTrax Main Manual