Preferences/Accounts Payable
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Back to Accounts Payable Preferences User Documentation
The A/P preferences are available to all users with access to A/P. Managers and administrators should be aware of the contents of this section in order to assist their team in setting up, or to answer questions like "How can I get rid of that prompt about printing a PO?"
Figure 4-2 A/P Preferences, shown with Help turned on.
The choices for each setting are as follows:
- Who approves your purchase orders - The contents of the drop-down menu will vary. The default in the image is to Purchasing, which means that anyone in the Purchasing department has authority to approve any PO, including ones created by the user herself.
- Show A/P information on the home page - Choices are Default/Yes/No, with the default set to yes. This means that certain AP information will be "hooked" onto the home page.
- Show POs for you to approve on the home page - Choices are Default/Yes/No, with the default set to yes. However, this will not affect anyone when an approval is not required.
- Show POs not on a shipment on home page - Choices are Use Default/Yes/Mine/No with the default set to Yes.
- Show incoming shipments on home page - Choices are Use Default/Mine/No/Today/This Week with the default set to This Week.
- Show invoices coming due on home page - Choices are Use Default/No/Today/This Week with the default set to This Week.
- Default order status to filter list by - This sets how the PO list appears by default - the choices are given below; the default is "Not Shipped"
- Use Default
- Requests
- Approved
- Shipped
- Not Shipped (default)
- Received
- Not Received
- Invoiced
- Not Invoiced
- Closed
- Prompt to print PO - This will generate a nag screen each time you view and then leave a PO. It was one of the original design requests from the Purchasing Department. Leave it set to No.
- Prompt to print Receiving screen - as above. Leave it set to No.
- Double click fills in payment field - Setting this to yes will automate payments a bit. Setting it to No (default) means you will have to either fill in the payment and discount amounts manually or double-click to auto-fill.
- When I add a new A/P link, I want a new - If you have a task that you do frequently, you can automate it in the Add box in the top right corner of any screen. For A/P, your choices are given below. If you are in Purchasing, you might be creating a lot of POs; if you are in Accounting, you might be dealing with a lot of Invoices or Payments.
- Use Default
- Ask me each time (default)
- Supplier
- Purchase Order
- Incoming Shipment
- Invoice
- Payment
- Save - After you have made any changes to your preferences, click this control to make the changes permanent
- Apply - After you have made any changes to your preferences, click this control to apply the changes.
- Cancel - Exit the Preferences screen without saving or applying any changes
- Help Off - Turns off the explanation line under the bold-faced settings. NOTE: may not work as expected due to an eGroupware issue. This is a known issue; please do not file a bug report for this.
