Modify Company Information

The Company Information page allows you to establish your interface with General Ledger, choose the cash or accrual basis, and set up the check stub for your Accounts Payable checks.

Company Information Tab

On the Company Information tab, enter your Federal Tax ID Number and State Number. These fields are required in order to print 1099s.

Select the Record Tax, Freight, and Other Charges check box to activate these fields on the various transaction pages throughout Accounts Payable (for example, Enter Transaction). The Interface with General Ledger checkbox toggles the interface with General Ledger.

Cash or Accrual Basis

There are two ways transactions can be processed in Accounts Payable: on a cash or an Accrual basis.

1. Cash basis creates one journal entry when you Process Payments. The Bank Account is credited, and the Expense accounts (or other accounts being charged) are debited.
2. Accrual basis creates two journal entries. The first journal entry is created when you Post Transactions. The Expense accounts (or other accounts being charged) are debited, and the Payables account is credited.
   • The second journal entry is created when you Process Payments. The Bank Account is credited, and the Payables account is debited. The Payables account acts as a "wash" account, meaning that credits made when the transactions are posted are then "washed" out by the debits when the payments are processed.
   • When the Accrual Basis radio button is selected, the Payables Account # field becomes available. This is where you enter the "wash" account referenced above.

Note: Many non-profit and church organizations operate on a Cash basis and process payments immediately upon entering and posting invoices. Other organizations expense the invoice when it is posted but hold the funds in the bank account until payment is due. This allows the organization to group payments into a single payables run on a weekly, bi-weekly, or monthly basis. Either way, the Accounts Payable program can accommodate your organization.

You can optionally select a Department and Discount Account # if you want vendor discounts charged to an income account rather than reduced in the expense account. Keep in mind that budgeted expense accounts are not reduced by the discount amount if you charge discounts to an income account.

Enter your company's phone number, which is required for printing 1099s. You can then select from among the following options:

1. Warn if Mixing Fund #s in Invoice Processing: prompts you if an invoice is being distributed to more than one fund. This does not prevent posting to multiple funds if using the same bank account.
2. Duplicate Name on Entry: causes the vendor name to stay on the invoice entry page. Use this feature when you need to enter many invoices for the same vendor.
3. Display Remaining Budget Amounts on Entry: causes the remaining budget amount for the period and the annual budget amount to display on the invoice entry page.
4. Journalize to GL Using Invoice Dates: causes the entries sent to the General Ledger to use the invoice date.
5. Mask ACH Number on Verification Report: masks all but the last four digits of the bank routing number and account number on the verification report.
6. Allow Duplicate Invoices: The default setting allows duplicate invoice numbers. Unselecting this option prevents a previous entry from being used for a selected Vendor and Invoice number combination. However, a duplicate is accepted if you select Adjustment for the transaction. Existing Recurring Invoices that use the same invoice number are also allowed to post.

Check Stub Information Tab

In the Print Options section, you can select from the following options:

1. Print Summarized Invoice on Check Stubs: causes a summarized invoice to print on the check stub. When selected, Amount, Discount & Net, and Show Net Only are the only available options in the Information to Print on Check Stub section.
2. Print Invoice Memos on Check Stubs: causes the memos entered on invoices to print on the check stub.
3. Print Fund Name on Check Stubs: causes the bank account fund to print on the check stub.
4. Print Salutations for Organization: allows you to substitute the organization's name for the salutation on the check.
5. Print Checks in Order Entered: prints checks in the order entered. When this option is selected, and invoices are entered in order (not interspersed with another vendor's invoices), Accounts Payable combines invoices for a vendor into a single check. The default is vendor name order.
6. Print Expense Account Description Instead of Line Item Description: this option is not available when Print Summarized Invoice on Check Stubs is selected.
7. Print One Line Address for Vendor: causes the check stub to display Address Line 1, City, State, and Zip on a single line.

The Payment Methods section allows you to either Print Checks or process checks using MICR Plus.

For Information to Print on Check Stub, select one of the following:

1. Amount, Discount & Net
2. Show Net Only
3. Show Net Only with Expense Account: this option is not available when Print Summarized Invoice on Check Stubs is selected.
4. Show Invoice Total, Expense Account & Line Amount: this option is not available when Print Summarized Invoice on Check Stubs is selected.

Note Tab

The Note tab lets you add a note, if desired.

1. When finished, click the Update button to save all changes.
2. To undo all changes since the last time Company Information was updated, click the Reset link.
3. To return to the main Accounts Payable page without saving, click the Cancel link.

Updated June 17, 2026 05:51