Payables Business Rules

Use payables business rules to control how Financial Edge NXT handles invoices, vendors, purchase orders, payments, budgets, and recurring transactions. You can configure duplicate checks, posting requirements, tax handling, and automated processes to support your organization's procedures.

Under Settings, select Payables to review and define these rules.

Note: Available options depend on your user permissions.

Review the rules by workflow:

Automatic Applications — Control whether open credit balances apply automatically to new invoices. Select Always to apply them automatically, Ask each time to decide for each invoice, or Never to prevent automatic applications.

General — Configure whether to limit budget checking, select a budget scenario, and allow non-bank accounts to use cash accounts. Set how the system responds when spending exceeds a budget or an account has no budget. If your organization uses Projects or Grants, configure similar rules for project and grant budgets. You can also prevent duplicate default Payables accounts.

Vendors — Configure automatic vendor ID generation, the starting ID, and the ID character length. Prevent manual entry of vendor IDs. Define duplicate criteria and set whether a duplicate vendor triggers a warning or is blocked.

Invoices — Require approval before an invoice posts for payment and exclude invoices with a Do not post status. Set whether a credit memo that reduces an invoice balance to zero marks the invoice as paid. Specify how tax is entered and whether tax is included in discount calculations. Define duplicate criteria and set whether a duplicate invoice triggers a warning or is blocked.

Recurring Invoices — Enable recurring invoices and set how often they generate. Set how many days before the invoice date to send a reminder. Exclude recurring invoices with a Do not post status.

Credit memos — Exclude credit memos with a Do not post status and specify how tax is entered. Define duplicate criteria and set whether a duplicate credit memo triggers a warning or is blocked.

Payments — Set whether long payee names wrap on checks, check printing can restart, and users can edit the post status of a reversal. Exclude payments with a Do not post status.

Adjustments — Exclude adjustments with a Do not post status.

Purchase Orders — Configure automatic purchase order ID generation and the starting ID. Prevent manual entry of purchase order numbers. Set whether a duplicate purchase order number triggers a warning or is blocked, and whether invoices validate purchase order numbers. Require every line item or receipt to post before a purchase order closes. Specify how to handle fully receipted or ancel purchase orders.

Line Items — Exclude line items with a Do not post status and specify how tax is entered.

Receipts — Exclude receipts with a Do not post status or a Waiting for invoice status, and specify how tax is entered.