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Accounts Payable - Control Record, General

 

 

•AP Control Account: This field is reserved for the Accounts Payable General Ledger number. The system uses this field to post all entries into the General Ledger application.

 

•AP Liability Account: The AP Liability Account number is reserved for the General Ledger number that the offsetting entries created from the Accruals Report will post. Please reference the Print Reports chapter for more information on this report.

 

•Cash Discount Account: The Cash Discount Account number is reserved for the General Ledger number against which all discounts are to be posted.

 

•Refund Charge #: The Refund Charge number is the Item Charge number that is set up in the Item Master for patient refunds. The General Ledger number that the refunds are to be posted against is entered in the Item Charge Master and is normally a “transfer” or “wash” account.

 

•Detail Months:  Password: When purging old detail from Accounts Payable, the system utilizes the “Detail Months” field to remove old and outdated invoices and checks from the Vendor Account Detail screens. Once the system has been in use for several months, a large amount of detail may accumulate in the vendor’s accounts. This makes it cumbersome to scan the Vendor Account Detail screens. By entering the number of months to retain detail in the Detail Months field, the system will purge all paid invoices, checks and refunds that exceed the number of months entered prior to the Last Trial Balance date displayed in the Trial Balance/Closed Date field. The minimum recommendation is 18 months.

 

NOTE: The AP purge will not purge vendors with adjustments or vendors that have partially paid invoices. An exceptions report will be retained in the Report Image System at the time of the purge under the application code of AP. The TruBridge Daily Password is needed to change Detail Months. This will prevent loss of Vendor Detail if the number in this field is changed in error.

 

•Check Rec Detail Months: This field is used to automatically purge the Check Reconciliation file. After selecting the number of months for the system to retain reconciled, voided or deleted checks in the Check Reconciliation file, the system will automatically remove old detail once per month.

 

•Trial Balance/Closed Date: The system will purge all paid invoices and checks dated the number of months indicated in the field Detail Months prior to the date displayed in the Trial Balance/Closed Date field. This field may be automatically updated when an AP Detail Trial Balance is printed. Invoice Entry transactions may not be posted prior to the date loaded in this field or the General Ledger Closed Date field.

 

•Reorganized As Of: This indicates the last actual date that detail was purged.

 

•Take Past-Due Discount: If selected, discounts may be taken from invoices that are paid after the Due Date entered. This field defaults to blank but may be changed if needed.

 

•Invoice Entry Address: If selected, the Vendor Address will display on the Invoice Entry screen.

 

•AHA Invoice Entry Method: If selected, only valid AHA General Ledger numbers will be allowed during new invoice entry.

 

•Auto-Assign Vendor #: This field provides the option to auto assign vendor numbers. If selected, and a vendor is created in Vendor Maintenance, the vendor number may be auto assigned by entering 1 in the Vendor # field and pressing Enter on the keyboard.

 

•Auto Vendor Number: This field will display the last Vendor number assigned when using Auto-Assign Vendor number.

 

•Auto Increment: Auto Increment will contain the amount of numbers to be skipped between Auto-Assign Vendor numbers.

 

•Invoice Variance: Enter an acceptable variance between the ordering price and the invoiced amount for any item. When entering invoices, the difference should fall within this variance amount in order for the item to be paid without being reviewed or approved.

 

•Express Variance as %: If selected, the amount entered in the Invoice Variance field will be considered a percentage. If left blank, the amount entered will be considered a dollar amount.

 

•Previous Vendors: If selected, the converted vendor number may be used in Vendor Maintenance or through Invoice Entry.

 

•Fixed Assets: If selected, when a new invoice is being entered, there will be a tab to access Fixed Assets in order to set up a new tag item.

 

•APMM:  Password: The Accounts Payable application allows invoices to be reconciled with purchase orders created in the Materials Management application. Selecting this field will allow integration between the two applications. Enter the password to be used to access the AP/MM interface.

 

•AP/MM Notify Employee 1 & 2: The Accounts Payable application allows invoices to be reconciled with purchase orders created in the Materials Management application. The employee numbers entered in these two fields will receive notification that this is completed.

 

•Update: This option is on the toolbar at the top left of the page. Select Update to retain any changes made in Control Options. If this option is not selected prior to exiting the screen, any changes will not be saved.