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AP Pay Categories

Company Tracker action: implementation-setup-ap-pay-categories Milestone: Accounts Payable / Module Setup (milestone_id=6, core_milestone_id=2) Order: 3 Estimated duration: 0.25 hours Typical owner: Controller

Purpose​

Optionally define Pay Categories that supply separate payable-type defaults and Discount Offered / Discount Taken GL accounts used at invoice entry and payment posting.

Prerequisites​

  • AP Payable Types exist for every slot a category will assign (Expense, Job, Subcontract, Retainage, SM Work Order).
  • On AP Company Parameters, Using Payable Category is enabled before categories are created (form prerequisite).
  • Discount Offered and Discount Taken GL accounts are known when discounts will post under a category.

Vista configuration article​

See the detailed Vista guide:

Setting Up AP Pay Categories

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

Implementation guidance​

  • When to use: location / branch-style splits. Pay Categories let each category supply different payable-type defaults (the types then drive liability GLs). That serves the same two purposes as Using Payable Category: separate AP liability GL paths and clearer reporting / payment selection by branch or location.
  • If company-level defaults on AP Company Parameters are enough, leave Using Payable Category off and skip or hide this Tracker action.
  • Decide category codes (often one per branch/location), which payable-type defaults each category supplies, any type restrictions, and discount GLs when discounts post under a category.
  • Load only after payable types exist and Using Payable Category is on. Liability GL still comes from the payable type; the category picks which type defaults apply.
  • Accept means the client confirms category → type defaults (and discount GLs if used) match how invoices will be entered and paid.
  • Starter pattern: skip for a single-AP-path company; add one category per branch/location (or other pay-path) that needs its own payable-type defaults.
  • The category Retainage payable type must stay distinct from the other slots. Retainage assignment at entry remains system-controlled.

Tips and gotchas​

  • Pay Categories are the per-branch/location layer of Using Payable Category: change payable-type defaults → different liability GLs, reporting, and payment selection.
  • Do not create categories unless Using Payable Category is ON and the client needs those splits.

Done when​

  • Either: categories are out of scope and Using Payable Category is off (action N/A / hidden), or
  • In-scope categories exist with type defaults and discount GLs accepted, and Company Parameters has Using Payable Category on.