The A/P Demographics contains the accounts payable information for suppliers. Only accounts marked as Active in the Payables status designation have A/P Demographics. For more information about how to create Supplier Accounts/Contacts and Supplier Account access privileges, see Suppliers.
To access the A/P Demographics for a supplier account:
- From the Main Menu, search for and select Accounts - Supplier. The Accounts | Supplier page opens.
- Select the account for the A/P demographics.
- Right-click and select View > A/P Demographics. The A/P Demographics window opens.
The following fields and tabs are available on the A/P Demographics window:
- Name - Name for remittances.
- Contact - Contact for remittances.
- Address 1/Address 2/City/State/Postal Code/Country - Address for remittances. If Auto Update AP Address From Account Address is checked on Accounts Payable Configuration - General Tab, the address for the A/P Demographics is kept in sync with the account address.
- Vendor Type - Type of supplier.
- Default Payment Method - Default payment method for the supplier. If the payment method is changed, all vouchers at an Open, Hold or Unposted status are updated with the new payment method.
- Currency - Monetary currency for the supplier. Defaults to the local currency. Only available if Multi-Currency is checked on Accounts Payable Configuration - Multi-Currency Tab.
- Terms - Payment terms for the supplier.
- Tax ID - Tax ID for the supplier.
- Status - Determines if the supplier is active for payables activity.
- Email Address - Email address for remittance advice.
- Hold Payments - If checked, you cannot make payments to the supplier.
- Single Voucher Per Check - If checked, the supplier requires a check for each invoice.
Bank Information for EFT Tab
- Bank - Name of bank for the EFT process.
- Bank ID - Bank ID for the EFT process.
- Account Name - Name of account for the EFT process.
- Bank Account - Account number for the EFT process.
- IBAN - International Bank Account Number (if applicable).
- BIC - Unique number for international payments.
- User Text 01 - Additional information for the supplier. You can update the dictionary phrase so the label is applicable to the entered value.
- User Text 02 - Additional information for the supplier. You can update the dictionary phrase so the label is applicable to the entered value.
GL Distribution Tab
The GL Distribution tab is related to purchase orders and voucher (supplier invoice) processing. To assign a GL account, enter the GL account code into the GL account field or type the GL account name into the GL Account Name field.
Purchase Orders
You can add inventory or non-inventory items to a purchase order. When you add a non-inventory item to a purchase order, Enterprise checks if a GL account is configured on the A/P Demographics for the purchase order supplier. If so, all non-inventory items added to that suppliers' purchase orders are automatically assigned to that GL account. A GL account defined on an inventory item added to a purchase order overrides the GL account set on that supplier's A/P Demographics.
Vouchers
During voucher processing, if a voucher is manually added for a supplier (without pulling a received purchase order onto the voucher), Enterprise assigns the expense to the GL Account in the supplier's A/P Demographics once the invoice amount is entered.
Additional Information Tab
- Advice By - Default method for remittance advice.
- Reference - Store any additional information for the supplier.
- External Reference - Store any additional information for the supplier.
- Allow 1099 - If checked, the supplier needs to receive a 1099 statement.
- 1099 Category - Select the box on the 1099 statement for the 1099 information.
- Invoice Taxes - Select how the supplier charges taxes on the invoice:
- Exclusive - Taxes are not included in the item pricing and are calculated on top of the net charge.
- Inclusive - Taxes are included in the item pricing and are deducted from the entered unit costs.
- Nontaxable - No taxes on the invoice.
Taxes Tab
The Taxes tab is used with purchase orders and, to a lesser extent, vouchers (supplier invoices).
When using purchasing, you can configure Enterprise to automatically add tax to any purchase orders which are created for a supplier. When you create a purchase order for a supplier with taxes set up on the A/P Demographics screen, Enterprise automatically adds the configured taxes.
If you have a 10% tax rate, you add a purchase order line item of $100 and your supplier has tax configured as:
- Inclusive - The item has a price of $90.91 and a separate tax line of $9.09. The $100 already includes tax.
- Exclusive - The item has a price of $100 and a separate tax line of $10. The $100 entered is the price excluding tax.
- Nontaxable - The item has a price of $100 and no tax line is added. The $100 is not subject to tax at all.
This occurs regardless of whether you are adding inventory items or non-inventory lines to your purchase order and overrides any tax configuration set on the inventory item.
If you use full financials and produce tax reports, do not select Nontaxable for any supplier because even tax free purchases should have a tax assigned for reporting purposes.
To add a tax:
- On the Taxes tab click Add. The Add A/P Tax screen opens.
- Select the taxes to assign to the supplier. Use Ctrl+Click or Shift+Click to select multiple taxes.
- Click Select. The selected taxes display.
A/P Demographics Security
Viewing and updating A/P Demographics is controlled by the following security:
Allow View of Payable Demographics
This access privilege controls who can view the Payable Demographics. Any users/roles assigned to the privilege can view the A/P Demographics for supplier accounts while any roles/users not assigned to the privilege cannot view the A/P Demographics for supplier accounts. If no roles/users are assigned to the privilege, it is considered inactive and all roles/users can view the A/P Demographics for supplier accounts.
Allow Update of Payable Demographics
This access privilege controls who can update the Payable Demographics. Any users/roles assigned to the privilege can add or update the A/P Demographics for supplier accounts while any roles/users not assigned to the privilege cannot add or update the A/P Demographics for supplier accounts. If no roles/users are assigned to the privilege, it is considered inactive and all roles/users can add and update the A/P Demographics for supplier accounts.
Edit/Add/Delete Accounts by Account Rep
Viewing and editing the A/P Demographics for supplier accounts is controlled by the Edit/Add/Delete Accounts by Account Rep access privilege. Users and/or roles assigned to the privilege and with access to the account rep assigned to the supplier account are allowed to view, edit and/or add A/P Demographics information for a supplier. Any users not assigned to the privilege or do not have access to the account rep assigned to the supplier account cannot view, edit and/or add A/P Demographics information for a supplier. If no users are assigned to the privilege, it is considered inactive, and all users have access to all account information.
Comments
28 comments
HI
I would like to know what would be the best way to allocate staff to a GL distribution scheme? We currently do vouchers for temp staff. Should we be doing it any differently?
Thanks
0 upvotes
Hi Shalen,
I'm not clear on the question you are asking. Can you provide some additional information?
Thanks,
Maggie
0 upvotes
Okay Apologies
We hire temp staff on a daily basis from recruitment agencies such as waitrons and bartenders etc who we use per event.
We currently receive an invoice for the hire of these different staff. Each staff is on a different rate of pay and has to be captured to different GL's for payment so that we can see how much we spent on waitrons and bartenders etc.
We currently do vouchers to pay the agency for their staff. Is there a better way of capturing and allocating these payments instead of vouchers?
Can i add these staff as an inventory item instead so that we could do PO's for the staff?
0 upvotes
They could be added as an inventory item with correct GL Distribution and correct cost and added to PO as needed; then received and matched to AP vouchers when invoice received.
0 upvotes
Does the inventory item not require that you bring in qty? how would i bring in qty of staff if i add it as an inventory item?
0 upvotes
Hi Shalen,
I expect that you would mark the staff Inventory Item as 'Non Stock'. Non Stock items allow you to create items that do not hold a balance.
0 upvotes
Okay thank you kindly. I will test it this way.
Much appreciated.
0 upvotes
When adding Suppliers can the A/P Demographic - Status field default to Inactive?
0 upvotes
Hi Gaviin,
To default to inactive for suppliers, the organization parameter AP108 needs to be set to I.
Thanks
Irene
0 upvotes
Hi there
A supplier has asked for us to send a remittance advice to 2 different email addresses when a payment is made.
When I go to AP Demographics, the email address is a drop down so it looks like only 1 email address can be selected. Is this right? Can UB facilitate for more than 1 email address for remittances? I want to avoid our Finance Officer having to remember to add in the second email address each time.
Thanks
0 upvotes
Hi Chanh,
Currently unfortunately we can only have 1 email address on AP demographics.
Thanks
0 upvotes
Chanh Huynh - Have you tried entering the 'one' email as
This has worked in other areas in the past and may work here for you.
0 upvotes
Hi Sean - yes I did but it resulted in the last email in that string that got saved.
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We have an older account that successfully has 2 emails in AP Demographics (entered the way that Sean shows in his recommendation)....but when we attempted to add a 2nd email on a different account recently, we experienced the same issue as you are describing in that it only saves the last email in the string. It would seem that it "used" to be an option to have 2 emails (perhaps unintentionally), but it is no longer.
0 upvotes
When fields such as sort code or account number were changed our Finance team would receive an activity notification but this has now stopped (30.98b). Is there a way to turn this feature back on?
0 upvotes
Hi Gavin,
You can check on the audit log configuration window to see if recipient list is configured for the activity you want to have notification on.
Thanks
0 upvotes
Thanks Irene. Where do you configure notifications to changes of AP demographics? Is it the same function as activity notifications or is there a different piece of configuration?
0 upvotes
It is on the audit log configuration called supplier demographics.
0 upvotes
Hi Gavin,
The last section of this article may help you find your way to adding a recipient list to an audit log transaction:
https://supportcenter.ungerboeck.com/hc/en-us/articles/204554838-Audit-Log-Tracking
As Irene mentioned, you'll want to look for the Supplier Demographic transaction and assign your recipient list to that. Please let us know if you need any additional help!
Thanks,
Maggie
0 upvotes
Momentus Support Center
Is there an audit log for A/P demographics? I can see one for A/R demographics but not A/P.
If there isn't one, is it on a roadmap to add?
Thanks
0 upvotes
Hi Theresa,
You will find audited changes to A/P Demographic in the audit log under the transaction classes 'Supplier Demographics' and 'Supplier Bank Information'. If you are still not seeing the expected transactions after using these classes as filters, please check the Audit Log Configuration to ensure the required types have an Active status.
You might also be interested in the 'Supplier Bank Account Approval' feature, which ensures that a review is carried out anytime bank account information has been changed on a supplier account. The 'Bank Info Status' field on the A/P Demographics window must be updated by a different user, prior to making any new payments to the supplier.
We will update this knowledge base article with more details about this functionality very soon. In the meantime, if you would like to explore this further, please take a look at Organisation Parameter AP310 and the fields called 'Bank Info Changed by', 'Bank Info Status', 'Reviewed by' and 'Reviewed on' in the A/P Demographics window.
Thanks,
Chelsea
0 upvotes
Thanks Chelsea, found it now. I was looking to see when 'currency' was changed but unfortunately this is not included in the audit.
Thanks for quick response.
0 upvotes
Edit/Add/Delete Accounts by Account Rep
This doesnt seem to have the Supplier Accounts within these seem to be personnel contacts, how can I view Supplier accounts to move user/role access?
0 upvotes
Hi Kris,
I think this KB article might help you with the Supplier Account Access Privilege - https://supportcenter.ungerboeck.com/hc/en-us/articles/204561278-Suppliers.
We will also add a link in the article above to help with this question in the future.
Many thanks,
Chelsea
0 upvotes
Thanks Chelsea Dolman the issue is the accounts in the access privilege are personnel accounts as opposed to AP/Supplier accounts, is this a setting on a parameter elsewhere?
0 upvotes
Hi Kris,
You won't find the Supplier Accounts here. Instead, you need to use the Account Rep on the Supplier Account to drive the access.
To use Edit/Add/Delete Accounts by Account Rep access privilege:
A User or Role should be added to this access privilege (the User or the Role of the person/s who should have access to the A/P Demographics). Then you can assign a specific Account Rep to that User/Role on the Access Privilege (right click -> Assign details). If a supplier account has that same Account Rep assigned, then only the User/Role assigned in the access privilege will be able to view and edit the A/P Demographics.
Keep in mind that if any other Users/Roles are on the access privilege and are assigned to 'All Details', then they will have access to all the A/P Demographics.
Cheers,
Chelsea
0 upvotes
Hi Chelsea
The case I am wanting is for only certain staff/role to be able to choose a supplier, from past this was able to be done viaEdit/Add/Delete Accounts by Account Rep
Based on the above I have removed the contract mananger from my role for the supplier below and I am still abble to choose the supplier to raise a req
Thanks
Kris
0 upvotes
Hi Kris,
Thanks for the use case. This functionality doesn't ring a bell for me or the product team (not to say it hasn't been possible in the past), but I can confirm the Edit/Add/Delete Accounts by Account Rep access privilege does not restrict who can choose specific suppliers on a Requisition or PO as it currently stands.
Can you please submit a Support ticket? This can then be sent to our Product team for further analysis.
Many thanks,
Chelsea
0 upvotes
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