| 1. | The Properties option of the Payables module must be set up before any vendor invoices or payments can be entered. This option contains the interface with the Ledger and Job Cost systems as well as the default printer assignment for the various printing functions. |
| 2. | A list of payment terms may be set up and attached to each invoice during invoice entry. A payment term can also be linked to each vendor. |
| 3. | A list of vendors may be added to the Payables system by selecting the Vendors option. This is the same database as found in the Clients module but the Vendors option contains a filter to display only those clients with a type of 'vendor' or 'both'. If you will be using the Corpay Virtual MasterCard payment option, be sure to set up the email information for your company in the Clients database as well as for any vendor that you will be paying with a VMC. Any vendor that will be paid with a VMC must be flagged for such payments as well. Please refer to the documentation on the Corpay Virtual MasterCard for complete instructions. |
| 4. | If you will be utilizing the Corpay Virtual MasterCard payment option, user access to the Corpay Folder must be granted in Windows. Be sure to set up the necessary information on the Corpay Settings Tab on the Payables > Properties screen as well as the Acct Tab on the Vendor (Clients) screen. Note: The Corpay Virtual MasterCard option requires that you have an account with Corpay (www.Corpay.com) |
| 5. | Run the Update Microsoft Drivers for Corpay File Transfers on any workstation that will be processing payments through the Corpay VMC option. The process must be performed before the first payment file can be transmitted to Corpay, otherwise an error will occur. |
| 6. | If you have purchased the Subcontractor Payment Sheet feature, then the details of each subcontract must be set up in the Job Cost > Update Jobs > Detail Items tab before payment sheets can be issued. |
| 7. | If you have purchased the Orders module, then vendor invoices will be entered against each order through the Orders > Invoices option. Once they are posted, the invoices will be included in the Accounts Payable Aging Schedule and the Purchase Journal reports found in the Payables module. Be sure to set up the required information in the Orders > Properties screen before attempting to enter invoices in the Orders module. |
| 8. | Set up user access to the accounts payable reports in My AccuBuild Reports (MAR). These reports are not controlled with the user restrictions as defined in the User Maintenance option so users will not be able to access the MAR reports if access is not specifically granted. |
Note: Subcontractor Payment Sheets and Purchase Orders are add-on features to the basic accounting package. Please contact AccuBuild if you would like to add these features to your program.
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