Click to view/hide picture.Use the Invoice & Check Settings tab of the Other Definitions screen (in conjunction with the Accounts Payable tab) to set up how you pay invoices and produce checks.
Click to view/hide picture.
The Invoices & Checks tab includes the following options:
Enter line item detail Specifies whether the inventory line item detail will be entered when entering AP Invoices. If this is enabled, Compeat can provide inventory valuation or costing features; otherwise these features are not available.
Turn off PO# Check this box to disable the PO # field on the AP Invoices and Manual Checks screens. Uncheck to require edit a PO #. If converting Compeat purchase orders, the PO# fills in automatically and the field can be disabled for faster data entry.
Turn off vendor code Check this box to disable the Vendor Code field on the AP Invoices and Manual Checks screens. Uncheck to require a vendor code. The vendor code fills in automatically if you choose to select a vendor by vendor name.
Turn off vendor group Check this box to disable the Vendor Group field on the AP Invoices and Manual Checks screens. Uncheck to require a vendor group. Vendor group fills in automatically once the vendor has been selected. Uncheck this box to allow editing the default vendor group.
Turn off invoice non-disc amount Check to disable this field on the AP Invoices screen. If you apply discounted terms to a vendor you can assign an amount that should not be part of this calculation (i.e., freight or tax). If you do not have discounted terms with vendors you should disable this field.
Allow duplicate
invoices Specifies whether duplicate invoice numbers can be
entered for a single vendor using AP Invoices or Manual Checks.
There is no duplicate invoice number verification across entities;
therefore, if entering an invoice through an accounting entity, there
is no check to determine whether the restaurant has already entered
the invoice.
Keep zero quantity line items If this box is checked, you can enter line items on the AP Invoices and Manual Checks screens that have a quantity of zero. Check this box if you would like to use the Standing Order feature.
Allow backorders on quantities If this box is checked, when you convert an order to an invoice or a manual check, Compeat will remember what the quantity was for each line at the time you placed the order. Then, when you save the invoice or manual check, if any of the quantities are lower than what they were on the order, you will be prompted to choose if you want to back order that item.
Example:
Assume you enter an order for 10 bottles of wine. When the order comes
in there are only 5 bottles of wine. If you have checked this box, then
when you save the invoice, Compeat will ask you if you would like to back
order the remaining 5 bottles. If so, the original order will be changed
to still have 5 bottles of wine outstanding.
Note: You will be asked if you would like to back order any items with lower quantities except catch weight items.
Allow changing GL accounts of inventory items If this option is not checked, then only users with batch posting authority will be able to change the GL accounts associated with inventory items when entering line item detail on either the AP Invoice or Manual Checks screens.
Allow duplicate invoice numbers across stores Check this box to let different restaurants use the same invoice number. If unchecked, each invoice number must be unique across your enterprise.
Print account distribution on each voucher If checked, the AP Transaction Register and the Manual Check Register will both print a GL account summary for each voucher in addition to a grand total GL account summary at the end of the report.
Print account distribution summary Check to include an account distribution summary (that shows which GL accounts invoices were posted to) on the AP Transactions Register. The AP Transaction Register launches automatically after posting an AP Invoice, or can be run from the Reports Menu.
Show price variance report after posting Check to launch the Price Variance Report after posting.
Validate cost variances by vendor Checking this box will use the current vendor quote when calculating price variances on invoices. This box should generally be checked if you will be loading prices from vendor prior to ordering.
Force check date to be equal to apply date If checked, the Check Date field of Manual Checks screen will be disabled and the system will use the Apply Date as the Check Date.
Use pre-printed checks Specifies whether you will use blank checks (uncheck this box) or pre-printed checks. For more information, see Check Printing and Computer Checks Printer Setup.
Print checks on 3-part check stubs If this option is selected, check stubs will be duplicated onto 3-part check stock. You cannot select this option for an entity that pays another entity's bills because with this setup Compeat uses the bottom two stubs to print all the payment detail instead of duplicate copies of the payment detail on each stub. This option is mainly intended for single-unit operators and other self-contained entities.
Print check # on pre-printed check stubs Check to show the (system-generated) check number on the check stub. This can be used to make sure that the Compeat check number matches the actual check number.
Print duplicate
checks for each store For accounting entities that pay invoices
for multiple restaurants, a copy is printed for each restaurant whose
payment is part of the check. For example, assume the accounting entity
prints a $150 check for AFoodVendor. If the $150 consists of a $50
invoice from Restaurant 1, a $50 invoice from Restaurant 2, and a
$50 invoice from Restaurant 3, three duplicates will print; one for
each of the three restaurants.
If selected, the duplicates print immediately after the computer checks.
If you do select to print duplicates, there will be a prompt after
the checks complete printing to allow you to remove checks from your
printer if needed.
Print one duplicate check for all stores This option will print one duplicate check for every regular check printed. Using the same example as above, where a $150 check consists of a $50 invoice from Restaurant 1, a $50 invoice from Restaurant 2, and a $50 invoice from Restaurant 3, only one duplicate will print, same as the regular check.
Print routing/acct #'s on duplicate checks (not applicable to pre-printed checks) Check to print the routing/account number on duplicate checks.
Show store totals on check stubs If you uncheck this box, your computer check stubs will no longer group totals by restaurant.
Show date format on checks Check this box to have the date format (e.g., mm/dd/yyyy) display on the check under the check date. This feature is primarily for users in Canada, where it is required.
See descriptions for Computer Check Settings.
