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AP Company Parameters

Company Tracker action: implementation-setup-ap-company-parameters Milestone: Accounts Payable / Module Setup (milestone_id=6, core_milestone_id=2) Order: 1 Estimated duration: 0.25 hours Typical owner: Controller

Purpose​

Set Accounts Payable company parameters so GL posting, default payable types, subledger interfaces, audit/batch-report options, and invoice/payment controls are correct before any live AP work.

Prerequisites​

  • HQ Company Setup done for the company being configured.
  • GL Company Parameters and usable GL Journals exist for expense and payment posting.
  • Know which subledgers AP will post through (JC, EM, IN, CM) and whether Payable Categories are in scope.
  • AP Payable Types ready (or staged) for the Expense, Job, Subcontract, Retainage, and SM Work Order default slots you will assign.

Vista configuration article​

See the detailed Vista guide:

Configuring AP Company Parameters

Field meanings and form steps live there. Do not restate them on this page.

Implementation guidance​

  • Decide before first live save: GL company, expense journal + expense interface level, payments journal + payment interface level, subledger companies/levels in scope, Unique AP Reference policy, and vendor compliance handling.

  • Vendor compliance (client decision): typically turn Warn at invoice entry on so users see the warning while entering. Compliance on the payment batch already shows those invoices in red (out of compliance). Use Exclude at payment-batch initialization only when the client wants to block payment of non-compliant invoices — not merely warn.

  • Audit options: ON for the targets this company needs (same audit-on policy as other module company-parameter forms). Prefer listing enabled targets rather than a vague "all."

  • Attach batch reports to HQ Batch Control: checked (same as GL / CM audit policy).

  • Using Payable Category: turn ON when the client needs separate payable types by category (branch, location, or similar). Those payable types drive the AP liability GL accounts, and the split also shows up in reporting and AP payment selection (for example seeing branch 100 vs 200 outstanding separately). If one company-wide payable type / one trade AP GL is enough, leave it OFF.

  • Unique AP Reference: always ON. Never leave this off — always prevent duplicate AP invoice/reference numbers for a vendor.

  • Case insensitivity on AP references: checked. If unchecked, upper and lower case are treated as different (for example A100 vs a100 would both be allowed). Treat those as the same invoice — vendors do not meaningfully send case-only variants.

  • GL expense interface: Line — each AP invoice line posts its own detail to GL.

  • Payment interface: Payment — each check/payment posts as its own GL payment-level entry.

  • Subledger interfaces: Line for JC, EM, and IN companies; Payment for CM. Rule of thumb: use the most detail available so they can see activity in GL or in the subledger.

  • Subcontract / PO exceed controls (audit / commitment options): if commitments should stay true, do not allow AP transactions to exceed the subcontract. On purchase orders, if they use true three-way match, do not allow the invoice to exceed the PO line / received amount — otherwise AP can invoice what was never received and the match is pointless.

  • Invoice options: usually little to call out beyond the client’s chosen defaults.

  • Payment / check reports: it is very common to use a custom check report. Vista ships standards for pre-printed check stock (often amounts/numbers oriented) and for blank stock (numbers, vendor address, line layout/formatting). Pick the right base, then customize as needed.

  • Payment services (ePayments, etc.): when used, enter the connection / service setup on Company Parameters so payment processing can authenticate.

  • Soft recommendation from implementation policy: avoid net-discount posting when the client may need to adjust discounts later (net posting limits those later adjustments). Confirm with the Controller; not a locked Vista default.

  • Incomplete journals or interface levels may still save during staged setup; they are not safe for production posting. Finish interface setup before live AP.

  • Retainage payable-type assignment at entry is system-controlled even when Allow Payable Type Override is on for other slots.

Tips and gotchas​

  • Vendor compliance: prefer Warn at entry; payment batch already flags non-compliant in red. Exclude at payment batch only to prevent paying them.
  • Using Payable Category: ON when separate payable types by branch/location are needed (drives liability GLs, reporting, and payment selection); otherwise OFF → one trade AP path.
  • Unique AP Reference: always ON. Case insensitivity on AP references: checked so A100 and a100 count as duplicates.
  • Interfaces: GL expense = Line; payment = Payment; JC/EM/IN = Line; CM = Payment. Prefer maximum detail for GL and subledger visibility.
  • Do not allow subcontract exceed if commitments must hold. For 3-way match POs, do not allow invoice over line/received qty/amount.
  • Check reports: custom copies are common; choose pre-printed vs blank-stock standard as the base. ePayments/service connection lives on Company Parameters when used.

Done when​

  • GL company, expense and payment journals, and interface levels are set for live (or explicitly staged with a documented finish-before-live plan).
  • Default payable-type slots match the agreed type master (after types exist).
  • Audit options and attach batch reports match implementation policy.
  • Unique AP Reference ON; case insensitivity on AP references checked. Expense interface Line; payment interface Payment; JC/EM/IN Line; CM Payment. Using Payable Category ON only for separate payable types by branch/location (GL, reporting, payment selection); else OFF. Compliance: Warn at entry usual; Exclude at payment batch only to block payment.