Clients > Accounts Payable tab

Alerts and notices
Leave feedback

Internal Employees: Submit feedback

Contact information (optional):

Leave this blank:

Please tell us how we can make this information more helpful.


Characters left:

Change to CS Support service hours

Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

Use the Accounts Payable tab to specify the preferred settings for processing accounts payable activity for the client, including the accounting method and the accounts payable general ledger account. You can also specify whether to allow duplicate reference and purchase order numbers.

Choose Setup > Clients and then click the Accounts Payable tab.

Fields & buttons

Choose the accounting method to use when processing AP transactions for this client.

  • Accrual basis. (Default) The application posts payments and payables when the payment or payable transactions are created.
  • Cash basis. The application posts payments (but not payables and credit memos) to the appropriate accounts when payment transactions are entered. The application recognizes expenses when payments are applied to payables and payment application transactions are created.
  • Reference number
    • Do not allow duplicates. Each payable for a particular vendor must have a unique reference number. You cannot use the same reference number for more than one payable for the same vendor.
    • Prompt when using duplicates. The application will notify you if you use the same reference number for more than one payable, but it will allow you to save the transaction with that reference number.
  • Purchase order number. When you mark this checkbox, the following options are available.
    • Do not allow duplicates. Each payable (regardless of vendor) must have a unique PO number.
    • Prompt when using duplicates. The application will notify you if you use the same PO number for more than one payable, but it will allow you to save the transaction with that PO number.
  • Allow purchase discount. Mark this checkbox to enable discount calculations for this client's vendors. When you mark this checkbox, you must also select a GL account to use for discount tracking from the drop-down list in the Discounts field in the General Ledger Accounts section of this tabbed page.

Select the method to use when applying payments to payables for this client.

  • None. The application does not automatically apply any payments for this client.
  • Balance forward. The application automatically applies payments to the open payable with the oldest due date first. If a payment amount is greater than the open amount of the oldest payable, the application applies the remaining amount to the payable with the next oldest due date until that payment amount has been completely applied.

    Note: The application first compares the due dates. If the transaction does not have a due date or if multiple transactions have the same due date, the application then compares the transaction date. If multiple transactions have the same transaction date, the application then compares the date that the transaction was entered in the application.

  • Balance matching. The application automatically applies payments to open payables that have matching amounts. If any discounts are available, the application takes those into account when determining the amount to match. If there are no transactions with matching amounts, the application does not automatically apply any.

    Note: If multiple transactions have matching amounts, the application compares the due dates. If multiple transactions have the same open amount and due date, the application then compares the date that the transaction was entered in the application.

  • The application applies the rules for balance matching first and then the rules for balance forward.

    Example icon Examples

    • If you enter a payment and there are two open payables but the payment amount does not match either of the payables, the application applies the payment to the payment with the oldest due date first.
    • If you enter a payment and there are two open payables and the payment amount matches one of the payable amounts, the application applies it to the matching payable first, regardless of the dates.

Specify the GL account to use as the default accounts payable account and the GL account to use as the discount account for new vendors that are set up for this client.

Top of page

Related topics

Accounts Payable service, overview

Setting up clients for accounts payable processing

Applying accounts payable discounts

Share This