Use the Payables System Setup window to define supplier control options and defaults. Although you need to define these options and defaults only once, you can update most of them at any time to change controls and defaults for suppliers and future transactions.
Supplier Number Entry. Select an option to enter your supplier numbers manually or let Payables automatically generate sequential supplier numbers for you. You can change the number entry method at any time. Options include:
Automatic. The system automatically assigns a unique sequential number to each supplier when you enter a new supplier.
Manual. You enter the supplier number when you enter a supplier.
Attention: Be careful if you switch from manual to automatic entry. Each supplier number must be unique. When you use manual entry, you can assign any number and in any order. If you switch to automatic after entering supplier numbers manually, the system may try to assign a number that you already assigned. If you switch from manual to automatic entry, make sure the next available number for automatic entry is larger than the largest number you have already recorded.
Supplier Number Type. Select the type of supplier number you want Payables to use for supplier number entry. Options include Alphanumeric or Numeric.
After you begin entering suppliers, you can change your Number Type from numeric to alphanumeric at any time. However, you can change your Number Type from alphanumeric to numeric only if all of your current supplier numbers are numeric.
Next Automatic Number. Enter the starting value you want the system to use for generating unique sequential supplier numbers. This field is available if you select Automatic as the Supplier Number Entry. After you enter a number and save your changes, the system displays the number that it will assign to the next new supplier you enter.
Invoice Match Option. Select Purchase Order or Receipts to indicate how you want to match most invoices. Defaulting is in the following order, but can be overridden at any level: Payables System Setup > supplier > supplier site > purchase order shipment. The value at the purchase order shipment controls which purchasing document type that you can match to an invoice.
Hold Unmatched Invoices. If you enable this option for a supplier site, Payables applies a Matching Required hold to an invoice if it has Item type distributions that are not matched to either a purchase order or receipt. Payables applies the hold during Invoice Validation. You cannot pay the invoice until you release the hold. You can release this hold by matching the invoice to either a purchase order or receipt, and resubmitting Invoice Validation. You can manually release the hold in the Holds tab of the Invoice Workbench or through Workflow. Payables does not apply a hold if the sum of the invoice distributions by accounting code combination is zero. Payables does not apply this hold to Prepayment or Interest invoices.
Invoice Currency. Select the currency to use as a default for new suppliers that you enter.
Pay Group.
Select the pay group to use as a default for new suppliers that you enter.
Terms Date Basis. Select the date that Payables uses as the payment terms start date when Payables calculates the due and discount dates for invoice scheduled payments. This value defaults to new suppliers that you enter. Options include:
System. Current date of your Payables system.
Goods Received. Date you receive goods for invoices you match to purchase orders.
Invoice. Invoice date.
Invoice Received. Date you receive an invoice.
Pay Date Basis. Select the date that Payables uses to select invoices for payment. Options include:
Discount. Payables uses the scheduled payment discount date.
Due. Payables uses the scheduled payment due date, regardless of any available discounts.
Payment Terms. Select the terms that Payables uses to schedule payments for an invoice. This value defaults to new suppliers that you enter.
Always Take Discount. Enable this option to have Payables always take an available discount for a supplier, regardless of when you pay the invoice. Your selection defaults to new suppliers that you enter.
Create Interest Invoices. Enable this option to have Payables calculate interest for the supplier's overdue invoices and create corresponding interest invoices when you pay the overdue invoices. Your selection defaults to new suppliers that you enter.