Setup in Accounts Payable

Setup allows the user to set up bank accounts and purchasing categories.

ACH Information Tab

This tab contains the settings for the bank accounts used with Fund Management and Payroll. All bank accounts to be used for issuing checks must be set up here.

Enter a tax number in the Company Id field.
The Next Deposit # fields for Fund Management and Payroll display the next numbers that will be used for this bank. They can be reset here, if necessary.
Select the bank from the Bank Name drop-down list.
Enter the bank’s 9-digit routing number in the Routing # field in the Origin section. Any leading zeros entered will be saved.
Enter the bank name in the Name field in the Origin section.
Enter the district name in the District Name field.
Enter the bank’s 9-digit routing number in the Routing # field in the Destination section.
Enter the bank name in the Name field in the Destination section.
Enter a balanced entry account number in the Optional Balanced Entry Account # field.
- Max length is 17 alpha-numeric characters.
- If entered, an additional ‘6’ record will be included on your ACH file that provides a total of all payments being processed within the given ACH run.

NOTE: If a user changes the Issuing Bank, ACH Credit Account, or ACH Debit Account, they will receive the following message when processing existing ACH invoices: ‘Warning! Currently there are unpaid invoice(s) marked as "ACH" awaiting to be processed. Any changes to the current ACH Information may cause accounting discrepancies’.

Inter-Fund Accounting

This section is for instances where money needs to be moved between funds to cover an expense.

Select a site name from the ACH Invoice Site drop-down list.
Select a vendor from the ACH Vendor drop-down list.
Enter the account number in the ACH Credit Account field.
Enter the account number in the ACH Debit Account field.
Click the button.

Vendor Purchasing Categories Tab

This tab is used to set up optional categories that may be used for identifying different types of vendors. Once a Purchasing Category is set up, users can use it to indicate what the vendor qualifies for under this category.

To search, enter a Category Code or Description in the field.
Click the link to view or edit an existing category. The Edit Category form will display.
Click the link to add a new category. The Add Category form will display.

Enter a short unique code name in the Category Code field.
Enter a line description for this category in the Description field.
To search, enter a Vendor Code or Vendor Name in the field.
Select existing vendors to assign to the new category by checking the boxes in the Select column. Check the Select box to select all vendors in the list.
Click the button.

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School LINQ Help, updated 01/2021