Accounts Payable > A/P Master File Maintenance

Sub-Accounts are logical sub-divisions of accounts. Rather than having a separate Accounts Payable account for each vendor you purchase from, you can have one A/P account with Sub-Accounts that represent the individual vendors.

See Sub-Account Maintenance for adding/changing vendors and for other common tabs.

When entering vendor Sub-Accounts, you may want to enter additional information provided for on each of the various tab sections of the Sub-Account Maintenance Screen. For example, A/P Vendors could complete the tab for A/P Options as well as Insurance and Contact Info. Most tab information is optional, and has been added as a convenience in helping you track your Sub-Account information more easily.

Also see Management Dashboard > Audit Reports >Sub-Account Check Active.

A/P Options tab, General sub-tab
OK to Pay	Yes - pay - will write a check to the vendor (all open invoices selected will be paid by the check) No - don't pay - will not write a check to the vendor, invoices will still show on Open item reports Monthly - Option for once a month vendors, (Will only allow one check a month) Check per entry - system will write a separate check for each invoice being paid for that particular vendor
Duplicate Checking	Check Invoice # - If you want the system to check this vendor for duplicate invoice numbers check the box. The default is checked. Check Invoice Amt - If you want the system to check for invoices with duplicate dollar amounts. The default is checked. Note: This duplicate checking will override the Company Settings for this particular Sub-Account. Unchecking these two options will not bypass the duplicate checking control. It will only dictate whether the warnings are seen.
Duplicate Check Inquiry	Allows user to check for duplicates at the vendor level.
Default Routing Name	Enter the default routing name if using the A/P invoice Routing feature (only available with scanning).
Check Memo Description	Description appears below vendor addresses in A/P Invoice Entry and prints on the check stub. (i.e. Use Check memo to enter account numbers for vendors).
Compute Due date by	Defines the vendor default terms for when the invoice is due. If something is specified here, it will override the system defaults as specified in the Company A/P Entry Options. Use company default - default to your Company A/P Entry Options Add number to invoice date/Number - due date will be invoice date plus number of days defined in Number field. Subtract number from invoice date- due date will be invoice date minus number of days defined in Number field. Number = Day of the next month - due date will be specified date entered in the Number field the next month from the invoice date. Duplicate Previous Entry - due date is duplicated from previous invoice entered.
Discount Terms	Type - if using discounts, select the type of discount to calculate (none is off, +10, +15, EOM, 10th, 10/25) Pct - enter the percent discount to use if the invoice qualifies for the discount.
Bill to Sub-Account	Ability to assign a different vendor for payment. This is used with the Centralized Purchase Order System. Purchase Order can be made out to a certain vendor but when A/P invoice is entered the system will use this field (if filled in); otherwise, it will use the vendor on the Purchase Order.
Invoice History	Selecting the Invoice history button will take you to a grid with all the invoice/check history for this Sub-Account. Select individual invoices or all invoices to "sum" up a total. The history screen will show a line for each check written as an expandable item. It will also show invoices entered, but not yet posted or in routing process. Click on '+' to see the invoices that were paid by that check. Click on the invoice, and the coding for the invoice will be displayed. If invoice has an associated scanned doc, the doc icon will display in the Doc box. Click to view the document. The user must have access to View Trend (F4) to have access to the Invoice History button.
Print WC letter	Clicking on box will print a Worker's Comp letter to the printer or to a PDF file. Editor for Worker's comp form is in Utilities > Letter Templates.
Tax ID Type (From IRS W-9 Form that entity completed)	Click the indicator for SSN, EIN or ITIN. The system will check to ensure that the ID's are nine digits and that they do not consist of all zeros or all nines. If the prefix is 729 the system will make the Tax ID Type an EIN. The default is SSN.
Tax ID (From IRS W-9 Form that entity completed)	Enter the 11 digit tax ID number to be used on 1099. For example, a Social Security is entered as 440-15-1234; a federal tax ID number as 75-1234567. (Note: ID must be entered for 1099 Vendors and revenue owners.) NOTE: Social Security Numbers that start with a "9" will be allowed so that vendors with an ITIN# can be reported. An ITIN# is an identification number available to resident and non-resident aliens that are not eligible for U.S. Employment but are eligible to receive a 1099. Tax ID's that start with a "7" or "8" will be honored as SSN's.
Tax Class (From IRS W-9 Form that entity completed)	Select the Tax Class type: Individual/Sole Prop/Single LLC, C Corporation, S Corporation, Partnership, Trust/Estate, LLC-Corp, LLC-S Corp, LLC-Partnership, Other, US, State, Tax-Ex, Foreign Withholding and Foreign Withholding - Exempt. The default is Sole Proprietor. Based on the latest 1099-MISC/NEC instructions, currently the following 5 Tax Classes are exempt from 1099-Misc/NEC reporting and will automatically be excluded when the A/P 1099 extract is performed. These classes are: C Corporation, S Corporation, LLC-Corp; LLC-S Corp; US, State, Tax-Ex Org. NOTE: This could change by Congress at any time.
Has W-9	This box will be checked if a W-9 Type document has been scanned in on the Documents tab.
1099-MISC/NEC Box for A/P	The options Rents, Royalties, Other, Medical Pmts, Non-Employee/Attorney Fee and Attorney Proceeds will print a 1099 for the vendor in the respective box. If you check Don't Report, the system will not print a 1099 for the vendor.
Vendor can be coded to multiple 1099 boxes	Selecting this option will open a new field on A/P Invoice Entry. The field will allow you to select on an invoice-by-invoice basis to which box the 1099 will extract. If the option is turned off, the field will not be available on the invoice entry screen.
Different 1099 Address	When AP checks are written the system uses the address at the top of this screen (main address). If the vendor needs their 1099 to be mailed to a different address, just complete the box that says, "Different 1099 Address" by clicking the Edit button. NOTE: When using % sign for CO address, the CO will show on the 1099 address. If the edit button is not present, you will need to do the following: go to General Ledger > Sub-Table, Add the Sub-Table xx-1099 (xx being the vendor Sub-Table). Then find the Vendor Sub-Table and add the new Sub-Table in the "Separate 1099 Address Sub-Table"field.
Print W-9 Letter	Clicking on box will print a W-9 letter and a cover letter to the printer or to a PDF file. See Sub-Table Maintenance on how to add notes to the cover letter. Additionally, if Sub-Account names are coded in the Last NameFirst Name format they will print on the W-9 letter as first name, last name. For example, DOEJOHN will print as John Doe. The letter will now include the company phone number, fax number, and email address in the top, left-hand corner with the company name if this information is defined in the General Ledger > Master Files Maintenance > Company > Company Options > General Info tab. Also, Box 7 of the W-9 will populate with the Company Code, AP Sub-Table, and Vendor Sub-Account code to help you easily identify upon return.
Chg 1099-Misc Box for Invoices	Allows you to change the A/P 1099-Misc Box for each Invoice by clicking on this button. Select individual invoices or all invoices to "sum" up a total. Currently, the default year showing is the current tax year. However, if you would like to see all tax years, check the All Other Years box or check the specific year(s) you are wanting to see, in the upper mid-portion of the screen. To change the default tax year, go to the 1099 module > Set 1099 Year and change the year. To change the 1099 Misc Box for invoices, click the drop down arrow for the desired invoice in the "A/P 1099-Misc Box" column. You will then see the options to choose from. Make the needed selection.The user must have at least change access in Sub-Accounts to be able to use this option.

Select the specific years or All Other Years for Paid Invoices.

A/P Options tab, Addresses sub-tab
Vendor Classes	Ability to classify vendors into multiple small business categories. Available classes are: Small Business, Veteran Owned Small Business, Svc-Disabled Vet Owned Sm Bus, Historically Underutilized Sm Bus, Small Disadvantaged Business, Minority Owned Business, Women-Owned Business.
Related Party	Check if the vendor is a related party and enter a description as to why they are a related party. Note: Related parties can be printed on the Invoice Listing by Vendor.
Prior Buyout Vendor	Check if vendor prepays for services. Must use with Pak Accounting's WTIME module.

A/P Options tab, Address sub-tab For these options to be available, you will need to fill out the additional fields in General Ledger > Sub-Table, on the A/P Sub-Table.
Different 1099 Address	Use EDIT to add a name and/or address that needs to be on the 1099 if different than primary name and address.
Different Payment Address	Use EDIT to add a name and/or address that needs to be on the 1099 if different than primary name and address. This is useful if information is sent to a CPA or third party check processor.

A/P Options tab, Address sub-tab

For these options to be available, you will need to fill out the additional fields in General Ledger > Sub-Table, on the A/P Sub-Table.

Different 1099 Address

Use EDIT to add a name and/or address that needs to be on the 1099 if different than primary name and address.

Different Payment Address

Use EDIT to add a name and/or address that needs to be on the 1099 if different than primary name and address. This is useful if information is sent to a CPA or third party check processor.

A/P Coding tab
Enable Default Expense	Check this box to turn on the default expense feature.
Account/Sub-Account	Enter the Account/Sub-Account to code a A/P invoice for this vendor. When an invoice is entered on the Enter Invoice to Pay screen, it will be automatically coded to this account/sub. The coding can be overridden at time of entry. Note: If the Enable Default Expense box is checked, but an account is not entered, the field will automatically fill with the coding on the first invoice entered for this vendor.
Coding Set	See AP Code sets for more information

A/P Coding tab

Enable Default Expense

Check this box to turn on the default expense feature.

Account/Sub-Account

Enter the Account/Sub-Account to code a A/P invoice for this vendor. When an invoice is entered on the Enter Invoice to Pay screen, it will be automatically coded to this account/sub. The coding can be overridden at time of entry.

Note: If the Enable Default Expense box is checked, but an account is not entered, the field will automatically fill with the coding on the first invoice entered for this vendor.

Coding Set

See AP Code sets for more information

A/P Sub-Account

A/P Sub-Account