Accounts Payable Preferences

Form ID: (AP101000)

You use this form to configure the accounts payable functionality in the system. The settings defined on this form include numbering sequences for AP bills, checks, payments, and AP batches. On this form, you can also specify the default vendor class, which provides default settings when users create vendor classes and vendors.

Some of the settings on the form, such as numbering sequences, cannot be changed after production use has begun.

Form Toolbar

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General Tab

The general settings for accounts payable include posting and retention settings, aging settings, and other elements related to new documents. On this tab, you can also specify the numbering sequences used to generate the identifiers of AP documents and AP payments issued in response to vendor documents.

Note: You can use different numbering sequences for each document type or the same numbering sequence for multiple document types. If you use the same numbering sequence, the system gives all documents the same sequence numbers (identifiers), based on the order in which they were entered or generated, and two successive identifiers may refer to documents of different types.

Table 1. Numbering Settings Section
Element	Description
Batch Numbering Sequence	The numbering sequence used for AP batches.
Bill Numbering Sequence	The numbering sequence used for AP bills.
Debit Adjustment Numbering Sequence	The numbering sequence used for debit adjustments.
Credit Adjustment Numbering Sequence	The numbering sequence used for credit adjustments.
Payment Numbering Sequence	The numbering sequence used for AP payments.
Price Worksheet Numbering Sequence	The numbering sequence used for price worksheets.

Table 2. Posting Settings Section
Element	Description
Automatically Post on Release	A check box that indicates (if selected) that transactions related to AP documents will be automatically posted to the general ledger once they are released. This check box is selected by default.
Post Summary on Updating GL	A check box that indicates (if selected) that AP documents will be posted to the general ledger with summarized row amounts if particular criteria are met. That is, if multiple rows in an AP document specify the same account (and subaccount, if any) and branch (if the Multibranch Support feature is enabled in your system on the Enable/Disable Features (CS100000) form), then in the GL batch, these rows will be combined into one row with the summarized amount. If the Project Accounting feature is enabled on the Enable/Disable Features form, and the check box is selected, the system posts summarized amounts to the general ledger only for the AP documents that are not associated with projects (that is, the X non-project code is specified in these documents). Note: The summarized transaction amounts can be posted to an account (and subaccount, if any) only if both the Post Summary on Updating GL check box is selected on this form and the Summary option is specified for an account in the Post Option column on the Chart of Accounts (GL202500) form. (For details, see the description of the Post Option column in the Chart of Accounts topic.) The GL batch can contain multiple documents if the Generate Consolidated Batches check box is selected in the Posting Settings section on the General Ledger Preferences (GL102000) form.
Activate Migration Mode	A check box that indicates (if selected) that migration mode is activated. You can activate or deactivate migration mode (that is, select or clear this check box) at any time. For details, see Migrating Documents to MYOB Advanced.
Allow Bill Reclassification	A check box that indicates (if selected) that users assigned to the Financial Supervisor or Project Accountant role on the User Roles (SM201005) form can perform reclassification for open and closed accounts payable bills. For details, see Project Expense Reclassification: General Information. Note: If your system is integrated with the AvaTax service of Avalara or other specialized third-party software, the bill reclassification process does not sent an updated information about the general ledger accounts to external tax provider. For more information, see Project Expense Reclassification: Limitations.

Table 3. Aging Settings Section You use this section to set up the aging schedule for accounts payable. By setting up three aging periods (each of which is defined by the number of days outstanding or days past due), you can improve cash flow projections, because you can view outstanding AP documents and payments by aging categories.
Element	Description
Aging Period 1	The maximum number of days outstanding or past due for the document to be included in the first category.
Aging Period 2	The maximum number of days outstanding or past due for the document to be included in the second category. If the value here is greater than the Aging Period 1 value, documents from the first category are not included in the second category.
Aging Period 3	The maximum number of days outstanding or past due for the document to be included in the third category. If the value here is greater than the Aging Period 2 value, documents from the second category are not included in the third category.

Table 4. Data Entry Settings Section
Element	Description
Default Vendor Class ID	The vendor class to be used as the default vendor class. When you create a new vendor class by using the Vendor Classes (AP201000) form, the settings defined for the class specified here will be inserted into the appropriate boxes. (You can change any of these settings.) For more information, see Vendors: Vendor Defaults and Overrides.
Use Intercompany Expense Account From	The source of the expense account the system inserts in the lines of the following documents of a vendor that was extended based on a company or branch: AP bills, debit adjustments, credit adjustments, and prepayments on the Bills and Adjustments (AP301000) form Quick checks on the Cash Purchases (AP304000) form Purchase orders on the Purchase Orders (PO301000) form Purchase receipts on the Purchase Receipts (PO302000) form Change orders on the Change Orders (PM308000) form Subcontracts on the Subcontracts (SC301000) form The following options can be selected: Vendor Location: The system inserts the expense account specified in the Expense Account box on the GL Accounts tab of the Vendor Locations (AP303010) form for the vendor location selected for the AP document. Inventory Item: The system inserts the expense account specified in the Expense Account box on the GL Accounts tab of the Non-Stock Items (IN202000) form if a non-stock item is specified in the AP document line. This box appears on the form if the Inter-Branch Transactions feature has been enabled on the Enable/Disable Features (CS100000) form.
Combine Expense Sub. From	The subaccount mask that defines the rule of selecting segment values for the expense subaccount to be used for non-stock items on data entry forms for accounts payable entities and documents. To set up the rule, select a segment, press F3, and select a source of the segment value, which is one of the following options: C: The subaccount associated with the company branch. E: The subaccount associated with the employee. I: The subaccount associated with the non-stock item. J: The default cost subaccount associated with the project. (This option is available only if the Project Accounting feature is enabled on the Enable/Disable Features form.) L: The subaccount associated with the vendor location. T: The default cost subaccount associated with the project task. (This option is available only if the Project Accounting feature is enabled on the Enable/Disable Features form.) For AP bills and adjustments, if the III mask is used but there is no non-stock item in the document line, the segment value is copied from the vendor location (LLL). For a segment, the characters designating each option are repeated as many times there are characters in the segment. See Combined Subaccounts: To Define a Subaccount Mask for AP Documents for more information.
Rounding Rule for Bills	The rule that is used to automatically round the total amounts of bills. Select one of the following rules: Use Currency Precision: To round the totals to the decimal precision supported by the currency of the document Nearest: To round each bill’s total to the nearest multiple of the smallest unit (specified in the Rounding Precision box) Up: To round up each bill’s total to the next multiple of the smallest unit Down: To round down each bill’s total to the previous multiple of the smallest unit This box is available only if the Invoice Rounding feature is enabled on the Enable/Disable Features form. For details, see To Set Up Document Amount Rounding.
Rounding Precision	The smallest unit for bill amount rounding, which is one of the following options: 0.05: To round each total to a multiple of 0.05 0.1: To round each total to a multiple of 0.1 0.5: To round each total to a multiple of 0.5 1.0: To round each total to a multiple of 1 10.0: To round each total to a multiple of 10 100.0: To round each total to a multiple of 100 This box is available only if the Invoice Rounding feature is enabled in your system. The list is not available if the Use Currency Precision option is selected in the Rounding Rule for Bills box. For details, see To Set Up Document Amount Rounding.
Payment Lead Time	The number of days required, on average, for a payment to reach a vendor location. This value is used as the default value for multiple boxes on the Approve Bills for Payment (AP502000) and Prepare Payments (AP503000) forms.
Hold Documents on Entry	A check box that means (if selected) that new documents will have the On Hold status by default. These documents will be drafts; they can be edited but cannot be released. Note: If approvals have been activated for the selected document type (and an approval map has been specified) on the Approval tab of the current form, new documents of this type will always be created with the On Hold status, even if this check box is cleared.
Require Approval of Bills Prior to Payment	A check box that indicates (if selected) that approval of bills is required before bills can be paid on the Prepare Payments form. Bills can be approved on the Approve Bills for Payment form. Note: If this check box is selected (that is, bills require approval for payment), users can still pay bills on the Checks and Payments (AP302000) form. For details, see Bill Approval for Payment.
Enable Early Payments	A check box that indicates (if selected) that a user can create payments for the bills posted to future periods and dates.
Validate Document Totals on Entry	A check box that adds the Amount box to the Summary area of the Bills and Adjustments (AP301000) form (if selected). To save a document with the Balanced status, a user must enter the document total in this box after reviewing the document.
Validate Tax Totals on Entry	A check box that adds (if selected) the Tax Amount box to the Summary area of the Bills and Adjustments and Cash Purchases (AP304000) forms, where a user enters the tax total amount manually in the document. This box is available only if the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features form. For details, see Purchases with Sales Taxes: Tax Amount Validation.
Set Zero Payment Amount to Application Amount	A check box that indicates (if selected) that when a user saves an AP payment with no Payment Amount specified on the Checks and Payments form, the system automatically inserts a Payment Amount that is equal to the Application Amount. If this check box is cleared (the default value), the system will save the payment with the payment amount of zero if the payment has the On Hold status, or report that the document is out of balance if the payment has the Balanced status.
Require Vendor Reference	A check box that indicates (if selected) that users must fill in the Vendor Ref. box on data entry forms related to accounts payable, taxes, and purchasing. Also, this check box controls the Ext. Ref. Number box on the Journal Vouchers (GL304000) form.
Raise an Error on Duplicate Vendor Reference Number	A check box that you select to indicate to the system that an error should be generated when a new document is created on the Bills and Adjustments form with a value in the Vendor Ref. box that has already been used in the system. The system treats the following circumstances as exceptions to error generation if this check box is selected: If you click Reverse (under Corrections) on the More menu of the Bills and Adjustments form to reverse the document that is selected on the form, the system creates a correcting document with the same Vendor Ref. number. In this case, the system does not return an error, even though the correcting document has the same Vendor Ref. number as the original document. If you release documents generated from the Recurring Transactions (AP203500) or Generate Recurring Transactions (AP504000) forms. The system does not return an error even though the recurring documents have the same Vendor Ref. number as the original document.
Require Single Project per Document	A check box that indicates (if selected) that all lines of a particular AP bill are linked with the same project that you specify for that bill in the Project box in the Summary area on the Bills and Adjustments (AP301000) form. This check box appears on the form only if the Project Accounting feature is enabled on the Enable/Disable Features form.

Table 5. Retainage Settings Section
In this section, you can specify the settings related to processing bills with retainage amounts in the system.

This section is available only if the *Retainage Support* feature is enabled on the Enable/Disable Features form.
Element	Description
Retain Taxes	A check box that indicates (if selected) that the taxes calculated on the retainage amount will be retained on the retainage tax claimable account.
Automatically Release Retainage Documents	A check box that indicates (if selected) that retainage bills and debit adjustments created on the Release AP Retainage (AP510000) form will be released automatically.

Table 6. VAT Recalculation Settings SectionThis section appears on the form only if the *VAT Reporting* feature is enabled on the Enable/Disable Features form.
Element	Description
Debit Adjustment Description	The default description to be used for debit adjustments that are generated for documents that were paid early and that adjust the tax and taxable amounts. For details, see VAT for Early Payments: General Information.

Pricing Tab

By using this tab, you can specify settings that affect price calculation, price history retention, and discount application. For more information on prices, see Maintaining Vendor Prices. For more information on discounts, see Configuring Vendor Discounts.

Table 7. Price Maintenance Section
Element	Description
Vendor Price Update	The state and timing of automatic updates of vendor prices in the vendor catalog and item settings based on a document that includes the vendor. This setting affects whether and when the system updates the last vendor price of a purchased item in the vendor catalog on the Vendor Inventory (PO201000) form, which includes information about items that were or can be purchased from the vendor. Also, if an item is purchased from a vendor whose vendor catalog does not already include the item, this setting determines whether and when the item is added to the vendor catalog. Similarly, the setting determines whether and when the system updates the last vendor price of a purchased item on the Vendors tab of the Non-Stock Items (IN202000) or Stock Items (IN202500) form. Also, if an item is purchased from a vendor that is not listed on the Vendors tab of one of these forms, this setting affects whether and when the vendor is added on this tab. Select one of the following options: None: The system does not perform price updating automatically in the vendor catalog or item settings. That is, the values in the Last Vendor Price column on the Vendor Inventory form will not be updated on release of an AP bill or the creation of a purchase order for the vendor selected in the document. The system also will not update the last vendor price on the Vendors tab of the Non-Stock Items or Stock Itemsform. If a purchased item is not already listed in the vendor catalog of the vendor, it will not be added to it, and if the vendor is not already listed in the item settings of a purchased item, the vendor will not be added. On PO Entry (default): The system updates the vendor prices in the vendor catalog for a particular vendor any time when a purchase order for that vendor is saved. The prices of only the items listed on the newly saved order are updated. With this option selected, if a purchased item is not listed for the vendor in the vendor catalog or the vendor is not listed in the item settings, the system adds the item to the catalog or the vendor for the item when the purchase order is created. This option is available if the Inventory and Order Management group of features is enabled on the Enable/Disable Features (CS100000) form. On AP Bill Release: The system updates the prices in the vendor catalog for a particular vendor when an AP bill for that vendor is released. The prices of only the items listed on each bill being released will be updated. With this option selected, if a purchased item is not listed for the vendor in the vendor catalog or the vendor is not listed in the item settings, the system adds the item to the catalog or the vendor for the item when the AP bill is released. For details, see Vendor Catalogs.
Load Vendor Prices by Alternate ID	A check box that indicates (if selected) that users can specify prices in vendor price worksheets by the alternate IDs of items, so that the system will find and populate appropriate inventory IDs automatically. The check box is available if the Inventory and Order Management group of features is enabled on the Enable/Disable Features form. For more information, see Uploading Prices with Alternate IDs and Creating Alternate IDs from Price Worksheets.

Table 8. Price Retention Section
Element	Description
Retention Type	The way the history of prices will be retained. Select one of the following options: Last Price: The last defined price is kept. Fixed Number of Months: The history of price changes is kept for the number of months specified in the Number of Months box. The period is calculated back from the current system date.
Number of Months	The number of months the history of price changes should be kept. This box is available if the Fixed Number of Months option is selected in the Retention Type box.

Table 9. Discount Application SectionThis group of elements is available only if the *Vendor Discounts* and *Multiple Units of Measure* features are both in use on the Enable/Disable Features form.
Element	Description
Apply Quantity Discounts To	The way the system applies discounts that are defined by quantity. Select one of the following options: Document Line UOM: The system applies the discounts to the quantity in the document line's unit of measure (UOM). Base UOM: The system converts the quantity in the document line's UOM to the quantity in the base UOM and applies the discounts based on the calculated base quantity. For more information, see Calculation of Vendor Discounts.

Approval Tab

You use this tab, which is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form, to set up the approval process for AP documents.

In the table, you specify the approval map or maps to be used to assign AP documents to employees for approval.

Table 10. Table Columns
You use this table to select the approval map or maps to be used in the approval process.

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Column	Description
Active	A check box that indicates (if selected) that approval is required for documents of the type selected in the Type column. The system will use the map specified in the Approval Map column for processing the approval.
Type	The type of the AP document that is subject to approval, which is one of the following options: Bill, Credit Adj., Debit Adj., Prepayment Req., Payment, Cash Purchase, or Prepayment. The system narrows the selection of the approval maps configured in the system based on the selected document type. For example, if you have selected the Cash Purchase option, then only maps configured for cash purchases will be available for selection in the Approval Map column.
Approval Map	The approval map to be used for processing the approval of AP documents. The map specifies the employees responsible for approving AP documents and the approval conditions to be used by the system for assigning the documents to approvers. To view or modify approval maps, use the Assignment and Approval Maps (EP203000) form.
Pending Approval Notification	The template that the system uses to generate notification emails for employees who approve AP documents. You can create new templates or edit existing ones by using the Email Templates (SM204003) form.

1099 Settings Tab

United States tax law requires businesses to submit a Form 1099-MISC or Form 1099-NEC for each non-employee to whom they provide payment, as well as for certain other types of payment. By using the elements on this tab, described in the following table, you can configure the compensation types (based on Internal Revenue Service classification in the U.S.) used by your company, the minimum amounts, and the associated accounts to be used by default for each type. In MYOB Advanced, 1099 payments are tracked based on their types, which generally correspond to boxes on the 1099-MISC form. For additional information, see Configuring 1099 Reporting.

This tab is available only if the 1099 Reporting feature is enabled on the Enable/Disable Features (CS100000) form.

Table 11. Summary Area
Element	Description
Report Direct Sales On	The place where direct sales—Box 7 of the 1099-MISC Form (AP653000) report or Box 2 of the 1099-NEC Form (AP653100) report—should be reported: 1099-MISC Form or 1099-NEC Form. The following options are available: Form 1099-MISC Always (default): Direct sales will always be reported in Box 7 of the 1099-MISC Form report. Form 1099-NEC Always: Direct sales will be always reported in Box 2 of the 1099-NEC Form report. Form 1099-MISC if Filed for Payee: Direct sales will be reported in Box 7 of the 1099-MISC Form report if this form is being filed for a payee. For example, if the 1099-MISC form for a vendor has only Box 7 to report (which would cause the system to print X in Box 7 if the Form 1099-MISC Always option was selected), you can select Form 1099-MISC if Filed for Payee to print X in Box 2 on the 1099-NEC form. In this case, no 1099-MISC form will be generated for the vendor. Form 1099-NEC if Filed for Payee: Direct sales will be reported in Box 2 of the 1099-NEC Form report if this form is being filed for a payee. For example, if the 1099-NEC form for a vendor has only Box 2 to report (which would cause the system to print X in Box 2 if the Form 1099-NEC Always option was selected), you can select Form 1099-NEC if Filed for Payee to print X in Box 7 on the 1099-MISC form. In this case, no 1099-NEC form will be generated for the vendor. Tip: To register AP bills and cash purchases with direct sales, when creating a new document, you need to select MISC07/NEC02 Direct Sales in the 1099 Box column on the Details tab of the Bills and Adjustments (AP301000) or Cash Purchases (AP304000) form.

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Column	Description
1099 Box	Read-only. The code of the 1099 box that is used in the 1099-MISC form, 1099-NEC form, or both forms. For a 1099 vendor, users specify a 1099 box for each document line whose amount should be included in a box of the applicable report or reports. Note: The code of each 1099 box begins with MISC or NEC, which indicates whether amounts for this 1099 box are included in the 1099-MISC or 1099-NEC form. The number after MISC or NEC indicates the box of the form where the amount is included. For example, for the MISC02 1099 box, the amount is included in Box 2 of the 1099-MISC form. If the amount can be included in both the 1099-MISC form and the 1099-NEC form, both forms and their respective boxes are mentioned in the name (as with the MISC07/NEC02 1099 box).
Description	Read-only. The description of this 1099 box, which reflects the type of payment and is usually based on the box's name on the 1099-MISC or 1099-NEC form.
Minimum Report Amount	Read-only. The minimum amount in the 1099-MISC or 1099-NEC form in order for it to be reported to the IRS.
Account	The optional default expense account associated with this type of 1099 payment. When an account is specified in this column, if a user selects this expense account for a bill line on the Details tab of the Bills and Adjustments or Cash Purchases (AP304000) form, the system inserts the 1099 box associated with this account in the 1099 Box column for this line. (The user can override the default value.)

Mailing & Printing Tab

This tab contains the list of predefined mailings that can be used for sending purchase orders and other documents to vendors electronically (by email). Reporting settings specified on this tab are used as the default values for mailing and printing settings specified for vendor classes, which in turn are used as the default values for setting up mailing and printing for particular vendors. For an overview of the functionality, see Configuring Predefined Mailings for Customers and Vendors. For details on setting up vendor mailings, see To Set Up Mailings for Vendors.

Note: The current version of MYOB Advanced provides only one mailing available for vendors, the PURCHASE ORDER mailing. You can activate this mailing by using the Purchase Orders Preferences (PO101000) form.

The tab includes the Default Sources table, with the list of mailings, and the Default Recipients table, with the list of recipient types.

Table 12. Default Sources Table By using the Default Sources table, you can view and modify the list of active mailings that can be used to send emails to vendors and employees. For each mailing, you can select either a report or a email template to be used by default as the body of the email.
The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Column	Description
Active	A check box that indicates (if selected) that this mailing is active. Emails will be generated only for active mailings.
Mailing ID	The unique identifier of the mailing.
Branch	The ID of the branch for which the documents are printed using the Default Printer. If no branch is specified, the Default Printer is used for documents of all branches.
Default Email Account	The system email account to be used by default for sending emails for this mailing. If no account is specified, the default system account will be used.
Default Printer	The printer to be used by default for printing operations. This column is available only if the DeviceHub feature is enabled on the Enable/Disable Features (CS100000) form.
Report	The report to be used by default as the body or attachment of the email, if a report is used rather than an email template.
Notification Template	The email template to be used by default to generate personalized emails for this mailing, if a template is used rather than a report. CAUTION: For each mailing, you can use only one of the options as the means of communication: a report or a template.
Format	The format in which the report (if applicable) will be sent by default if no preferences have been specified for a particular recipient on the Vendors (AP303000) form (for vendor contacts). Select one of the following options: HTML, Excel, or PDF.
Recipients	The way the system specifies recipients in the generated email. The following options are available: Add Recipients: On the generation of an email to which these settings apply, the system will copy the recipients specified for the selected notification template, if one has been specified for the mailing, and from the Default Recipients table on this tab. Override Recipients: On the generation of an email to which these settings apply, the recipients will be copied only from the Default Recipients table on this tab. The recipients specified in the notification template or report associated with the mailing will not be included in the generated email.

Table 13. Default Recipients Table You use the Default Recipients table, described in the following table, to view and modify the list of default types of recipients for the selected mailing. The contact types specified in the table are used as default values for the contact types for vendor classes.
The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Column	Description
Active	A check box that indicates (if selected) that the contact of this type is active. Only active recipients receive the emails generated for this mailing.
Contact Type	The type of contact to receive emails: Account Email: An email address specified in the Account Email box on the General tab of the Vendors (AP303000) form Remittance: A remittance contact of the vendor specified on the Payment tab of the Vendors (AP303000) form Account Location Email: A shipping contact of the vendor specified on the Purchase Settings tab of the Vendors (AP303000) form Employee: An employee of your company who handles documents of specific vendor classes or specific vendors, or is otherwise associated with either of them
Contact ID	The specific contact. A particular recipient can be selected only if you have selected Employee as the Contact Type. The employee, if one is selected, will receive emails on behalf of all vendors.
Format	The format in which the report (if applicable) will be sent to recipients of this type. Select one of the following options: HTML, Excel, or PDF.
Add To	The To, CC, and BCC options, which are available in this column, determine the element in which the recipient will be included in the generated email.