Financial Management - Accounts Payable
To access the Work With Security Switches screen, click the link for the desired system or switch. You can control access to the security switch for individual users or user groups.
This security switch has these areas:
Vendor Profile
| Security Switches - Accounts Payable | |
|---|---|
| Add Vendor | Allows the user to add a new vendor on the Vendor Selection screen. When enabled, the Need to create a new vendor? Click here to add link appears. |
| Delete Vendor | Allows the user to deactivate vendor profiles. |
| Change Vendor Profile | Allows the user to save vendor profile changes. When enabled, a Save button appears on the Vendor Profile tab. |
| Access Contacts | Gives the user access to the Contacts tab, by clicking Update/View profile link on the Vendor Profile screen. |
| Add Contacts | Allows the user to add a new contact on the Contacts tab. When enabled, the Is there a contact missing from the list? Click here to add link appears. |
| Change Contacts | Allows the user to save changes on the Contact Profile screen. When enabled, a Save button appears. |
| Delete Contacts | Allows the user to delete contact profiles. When enabled, a Delete button appears on the Contact Profile screen. |
| Access Cross Reference | Gives the user access to the Cross Reference tab by clicking Update/View profile link on the Vendor Profile screen. |
| Modify Cross Reference | Allows the user to save changes on the Cross Reference tab. When enabled, a Save button appears. |
| Access Distribution | Gives the user access to the Distribution tab by clicking Update/View profile link on the Vendor Profile screen. |
| Modify Distribution | Allows the user to save changes on the Distribution tab. A Save button appears when the switch is turned on. |
| Modify Memos | Allows the user to save changes on the Memo tab. When enabled, a Save button appears. |
| Access Payment Terms | Gives the user access to the Payment Terms tab by clicking the Update/View profile link on the Vendor Profile screen. |
| Modify Payment Terms | Allows the user to save changes on the Payment Terms tab. When enabled, a Save button appears. |
| Access Dealer | Gives the user access to the Dealer tab by clicking the Update/View profile link on the Vendor Profile screen. |
| Change Dealer | Allows the user to save changes on the Dealer tab. When enabled, a Save button appears when the switch is turned on. |
| Add Dealer | Allows the user to add a new dealer on the Dealer tab. When enabled, the link Is there a dealer missing from the list? Click here to add appears. |
| Delete Dealer | Allows the user to delete a dealer. When enabled, a Delete button appears on the Dealer screen. |
| Access Multimedia | Gives the user access to the Multimedia tab by clicking Update/View profile link on the Vendor Profile screen. |
| Add Multimedia | Allows the user to add a new multimedia link on the Multimedia tab. When enabled, the Click here to add new link link appears. |
| Modify Multimedia | Allows the user to save changes on the Add Link screen. When enabled, a Save button appears. |
| Access Custom Screens | Gives the user access to any custom screen created for Vendor Profile. |
| Modify Custom Screens | Allows the user to save changes on the Custom tab. When enabled, a Save button appears. |
| Access Update Cost With PO Cost | When enabled, gives the user access to a switch on the Vendor Profile to automatically update the cost of the part in Parts Profile with the cost receipted on the latest Purchase Order from that vendor. |
Vouchers
| Security Switches - Accounts Payable | |
|---|---|
| Access Key Vouchers | Gives the user access to the Voucher - Outstanding Batches screen through the Vouchers link on Financial Management Quick Links - Accounts Payable list. |
| Allow Receipt Variance With PO | Controls whether there can be any variance in dollars between what the purchase order says and what is entered on the voucher. When selecting a purchase order on a voucher, if this switch is enabled a vendor field is opened on the voucher. |
| Allow Receipt of Different Vendor PO | Allows the user to select a purchase order from a different vendor then the vendor being used on the voucher. |
| Allow Change of Bank, Discount, Payable Accounts | Allows the user to select/change different bank accounts on the Vouchers Information tab. |
| Access Vouchers Update | Gives the user access to update vouchers. When enabled, an Update option appears on the drop down list accessible by moving the cursor over a Batch number on the Voucher - Outstanding Batches screen. |
| Edit/Update Other Users Vouchers | Allows the user to edit/update other user batches. When enabled, a drop down list is accessible by moving the cursor over a Batch number on the Voucher - Outstanding Batches screen. |
| Adjust PO Receipt Costs | Allows the user to adjust PO receipt costs. When enabled, a Change option appears on the drop down list accessible by moving the cursor over a PO Number of the voucher on the Purchase Order tab. |
| Allow Delete of PO Receipts | Allows the user to delete a PO receipt. When enabled, a Delete button appears on the PO Receipt Details screen. |
| Display Landed Cost | Displays Landed Cost The Landed Cost of a part is the final cost of the part on an order after all applicable Order Creation and Order Update cost code factors have been applied to the Current Cost of the part. Cost factors are applied when the part is ordered and receipted into the system based on the order Type (eg. SO: Stock Order, MD: Machine Down, FI: Fill In, etc.) The Landed Cost of a part will, in turn, be factored into the Average Cost of a part (as specified in the Average Cost field of the Parts Profile tab.)
For details regarding cost code logic, please see the Cost Code Logic topic in the FAQs and Troubleshooting section of the online help.
For details regarding the Average Cost of a part, please see the Average Cost definition in the Glossary section of the online help. on a purchase order. |
| Access Voucher Terms & Schedule | Gives the user access to the Terms & Schedule tab, accessed through the Voucher, Batch or Adjust Outstanding screens. |
| Access Voucher Memos | Gives the user access to the Memo tab on a voucher, accessed through the Vouchers Information tab by clicking on the Memo tab. |
| Access Voucher Multimedia | Gives the user access to the Multimedia tab by clicking the Update/View profile link on the Vendor Profile screen. |
| Update Voucher Multimedia In History | Allows the user to edit any multimedia files associated with the voucher when viewing it from the Vendor History screen. |
| Access Non-Batch Vouchers | Gives the user the ability to access the Vouchersscreen where the user can maintain non-batch vouchers. When enabled, the Maintain Non-Batch Vouchers link appears on the Vouchers - Outstanding Batches screen. |
| Update Non-Batch Vouchers | Gives the user access to the Update button/screen from the non-batch voucher screen allowing the user to perform an update. |
| Access Payroll Plus Import and Vouchers | Gives the user the ability to access the Payroll Plus Import screen where the user can import pay runs from the Payroll Plus application. When enabled, the Payroll Plus Import link appears on the Vouchers - Outstanding Batches screen. This switch also controls whether the user can view imported payroll plus vouchers. |
| Access A/P Upload | Gives the user access to the A/P Voucher Upload link on Vouchers - Outstanding Batches screen, allowing them to upload voucher information to the system using a .CSV file on the Accounts Payable Upload screen. |
Reconciliation
| Security Switches - Accounts Payable | |
|---|---|
| Access Check Reconciliation |
Gives the user access to the Check Reconciliation screen through Financial Management > Accounts Payable> Check Reconciliation. In addition to this switch, the Reconciliation Type must be set to Check Reconciliation. This field is password protected however, so if you want to change the value of the field contact your system administrator. |
| Access Check Reconciliation Upload | Allows the user to upload a check reconciliation file, accessed through the link Upload check reconciliation file on the Check Reconciliation screen. |
| Access Check Reversal | Allows the user to reverse a check on the Check Reconciliation screen. The link Reverse a check will appear if the switch is on. |
| Access Check Reconciliation Preliminary | Allows the user to run a check reconciliation preliminary, accessed through the link Check reconciliation month endpreliminary on the Check Reconciliation screen. |
| Access Check Reconciliation Month End | Allows the user to run a check reconciliation month end, accessed through the link Check reconciliation month end on the Check Reconciliation screen. |
| Access Positive Pay Download | Allows the user to create a positive pay file, accessed through the link Create positive pay file on the Check Reconciliation screen. |
| Allow Payroll Checks in Positive Pay Download | Allows the user to include payroll check in a positive pay download. When enabled, a Payroll Check checkbox appears on the Download. |
Other
| Security Switches - Accounts Payable - Other | |
|---|---|
| Change Outstanding Vouchers | Gives the user access to the Adjust Outstanding screen through Financial Management > Accounts Payable > Adjust Outstanding. |
| Generate Quick Check | Allows the user to generate a quick check for vouchers. When enabled, a Quick Check button appears on the Voucher tab or the Adjust Outstanding screen. |
| Quick Check for Held Vendor in Outstanding | Not Yet Implemented |
| Access Check Run | Gives the user access to all Check Run and Check Batches screens through Financial Management > Accounts Payable > Check Run. |
| Allow Select/Change Different Bank Accounts |
Gives the user the ability to change the bank account of a voucher while creating a check batch. Vouchers are assigned a bank account when created. A new check batch defaults to using the bank of the first voucher added to the batch. When not enabled, the user can only pull in vouchers of the same bank into the check batch. When enabled, users can pull in vouchers assigned to different banks and the system automatically changes the bank account to be the same as the check batch and the first voucher. |
| Access A/P Month End | Gives the user access to run accounts payable month end, through the A/P Month End screen accessed through Financial Management > Accounts Payable > Month End. |
| Access A/P Outstanding | Gives the user access to the Accounts Payable - Outstanding screen through Financial Management > Accounts Payable > A/P Outstanding. |
| Access A/P Reports | Gives the user access to Financial Management > Accounts Payable > A/P Reports. |
| Access EFT Download | Gives the user the access to the Send EFT Payment(s) link on the Check Run Batches screen, allowing the user to create and download the EFT payment file required to send electronic payments directly to a vendor. |
| Access EFT Download Files Tab | Gives the user access to Financial Management>Accounts Payable>Vendor EFT, Files tab. |
| Allow JD Warranty Credits Voucher Creation | Gives the user the access to the JD Warranty Credits voucher creation feature. |