Understanding and enabling accounting preferences

There are a number of accounting preferences that can be used to manage the PayMaker account:

• Show Account Numbers
• Show Vendor Id in Vendor Dropdown
• Use Departments
• Use Locations
• Use Classes
• Use Jobs
• Show Company Name in Customer Dropdown
• Use Dimensions in Payables
• Use Customers / Jobs in Payables
• Use Items in Payables
• Vendor / Customer Sequence Id
• Show Chart of Accounts on Bill and Invoice Items
• Show GL Posting Date on Bills and Invoices
• Enabling Accounting Preferences
• Things to Know

Show Account Numbers

• Allows the account number associated with a GL account to be shown when entering bill details. Enable this preference if there are account numbers assigned to the Chart of Accounts in the accounting software.

Show Vendor Id in Vendor Dropdown

• If enabled, this preference allows both the vendor name and vendor Id to be shown when creating a new bill

Use Departments

• An accounting classification used to specify groups or divisions within a company, such as Marketing, HQ, or Asia-Pacific NOTE: Classes in QuickBooks for Windows and QuickBooks Enterprise are referred to as Departments in PayMaker. If using Classes in QuickBooks for Windows or QuickBooks Enterprise, select Yes for Use Departments in PayMaker.

Use Locations

• An accounting classification used to specify geographical groupings, such as Midwest, Main Office, or Downtown

Use Classes

• Categories unique to the company or business, defined in accounting software for reporting purposes NOTE: Classes in QuickBooks for Windows and QuickBooks Enterprise are referred to as Departments in PayMaker. If using Classes in QuickBooks for Windows or QuickBooks Enterprise, select Yes for Use Departments in PayMaker

Use Jobs

• Projects with their own set of income or expenses NOTE: Jobs is currently not supported in the Xero integration

Show Company Name in Customer Dropdown

• If the Customer Name and Company Name differ, this preference allows both to be shown when creating a bill or invoice

Use Dimensions in Payables

The below preferences are specific to accounts integrating with Intacct:

• Use Vendors: If enabled, vendor information will sync to both the top level and line item level of bills in Intacct. This allows for greater reporting capabilities within Intacct.
• Use Customers: Associate expenses with customers whom products or services are sold to and/or projects for those customers
• Use Employees: Associate expenses to employees at the business or company
• Use Items: Code bill line items to specific products and services

Use Customers/ Jobs in Payables

• Associate expenses with customers whom products or services are sold to and/or projects for those customers

Use Items in Payables

• Code bill line items to specific products and services

Vendor/ Customer Sequence Id

• Select "Use auto-numbering" if auto-numbering has been enabled for vendor Ids in the accounting software. Otherwise, select "Enter Id manually" to manually enter the Ids for new vendors.

Show Chart of Accounts on Bill and Invoice Items

• Enter a GL account in addition to items when creating bills or invoices

Show GL Posting Date on Bills and Invoices

• For Intacct and NetSuite integrations. Specify the GL Posting Date to be used by your accounting software
• This preference is not available for QuickBooks Online, QuickBooks for Windows or Xero

Enabling Accounting Preferences

1. Click settings
2. Under Accounting, click Preferences
3. Click Edit
4. Enable the preference needed NOTE: For Vendor Sequence Id, choose:
   • Use auto-numbering (Intacct and NetSuite only)
   • Enter Id manually
   • Do not use id
5. Click Save

Things to Know

• The preferences available is determined by the accounting software selected
• For example, the use of dimension in Payables is only visible for accounts integrated with Intacct