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Configuring AP Payable Types

AP Payable Types map each AP invoice line to the liability GL account credited when the invoice posts and debited when the invoice is paid. The type is also available as a filter during payment selection. Aging and other reporting can use payable type as a secondary benefit; correct liability mapping (trade versus retainage versus other) is the primary purpose.

Every AP transaction line receives a payable type. Company-level defaults and optional AP Pay Categories decide which type is suggested; this form defines the type master and its liability account.

Before you start​

  • Know how liabilities should be grouped for posting and payment selection (for example job, subcontract, service, payroll). There is no hard minimum type set.
  • Have the liability GL accounts ready. Each account must be active with a payables (or null) subledger. Do not use heading or memo accounts.
  • You will assign company defaults for Expense, Job, Subcontract, Retainage, and SM Work Order on AP Company Parameters after types exist.

Steps​

  1. Open AP Payable Types.
  2. Create each payable type your company needs. Example names include job, subcontract, service, and payroll; keep the list flexible for the liability structure you use.
  3. Assign each type to the correct liability account (typically an AP or retainage payable GL).
  4. Observe field constraints from the Trimble form:
    • Type number is 0-255
    • Description is at most 30 characters
    • GL account must be active with a payables or null subledger (not heading or memo)
  5. After types exist, open AP Company Parameters and set the default payable types for Expense, Job, Subcontract, Retainage, and SM Work Order.
  6. On Company Parameters, enable Allow Payable Type Override only if operators may change non-retainage types at invoice entry. The Retainage default remains system-assigned and cannot be overridden at entry.
  7. If Payable Categories are in use (Using Payable Category on Company Parameters), configure category-level type defaults and any type restrictions on AP Pay Categories. Categories can supply separate type defaults and can restrict which payable types are allowed; liability GL still comes from the payable type itself. Keep category depth on that article.
  8. Confirm each type points at the intended liability GL before production invoice entry.

Notes​

  • Default precedence for which payable type appears at entry: AP Company Parameters and VA User Profile. Avoid conflicting F3 Properties defaults that override both (Trimble discourages that pattern).
  • Retainage type assignment at entry is system-controlled even when override is allowed for other slots. See AP Company Parameters.
  • Payable types drive liability posting and payment selection filters. Review the type-to-GL map with accounting before go-live.
  • Related setup: AP Company Parameters, AP Pay Categories, AP Vendors, AP Transaction Entry, Paying AP Invoices.