Best Practices

  • Updates - Changes to some of the setup variables require you to run program updates before the change takes affect. Downloading new programs is NOT necessary, only running program updates. If your GSV change is not detected, run the Vendor Payment program updates. If you're not sure, run the Vendor Payment program updates.


Generic Setup Variables

  • Procurement → Vendor Payments → Setup → Basic → Generic Setup Variables
  • The screen shot and table below will guide and explain each boolean (box).
  • Once changes are complete, click Save (Process wheel).
  • To run updates if necessary:
    • System Administration → Version Control → F-B-P Tab → Update Vendor Payments
    • Click the Select All button.
    • Click Save (Process wheel) on each screen until the MAKE VENPMT returns.
    • Click Cancel.


Generic Setup Variables - Top Portion

FIELDSOpt.Rec.Req.Description
Due Date——♦Current voucher default due date
Calendar Year——♦Current voucher default calendar year
Fiscal Year——♦Current voucher default fiscal year
Calendar Month——♦Current voucher default calendar month
Fiscal Month——♦Current voucher defaulted fiscal month
Default Bank ID——♦Default Bank ID when adding PO transactions and vendor vouchers
Record and Default Check Numbers—♦—Set to true to default the next check number on the Assign Check Number screen for the bank selected. The normal response for this setup is true.
Use Electronic Numbers♦——Set to true if vendor voucher payments will be sent
Record and Default EFT Numbers♦——Set to true to default the next check number on the Assign EFT Number screen for the bank selected; normal response would be true
Audit Trail Sort Sequence——♦How the audit trails are sorted; choices are Vendor ID and Vendor Name
Default the Invoice Date To——♦Defaults to either System Date or Nothing when adding direct vendor vouchers
Form Feed Before Certification and Report Totals♦——If set to true, the certification statement and report totals for the Treasurer's Report print on a separate page
Do Not Use Address in Vendor ID♦——If Address is to be part of the Vendor ID, leave this flag to false; other wise set to true
Display Link to Vendor Master in the Purchase Order Master—♦—If true, the Vendor More Information Button (...) will display at the end of the VEndor ID field in the PO Master; this allows viewing of the vendor master while in the PO module
Use Clear Checks—♦—

Set to true if:

  • You want to use separate Clear Checks processing
  • A separate Clear Checks allows you to clear cash to a month different than the month to which the voucher was expensed. The cleared date is determined by the check date.

Set to false if:

  • If you want to clear checks when distribution is run
  • Cash and expense use the same fiscal month and fiscal year (as contained in the voucher)
Use Admin Fee♦——An Admin Fee will calculate during the Add PO Voucher process; if set to true, you will enter an Admin Fee expression in Vendor Payments Setup
Use VENSAFE module♦——If true, a new button displays on the Vendor Payments Main Menu called COLD STORAGE SUBMENU; you must have security in order to use the COLD STORAGE BUTTON
Display EZ Adds♦——Allows simplified process for adding vendor vouchers


Check Styles Tab

FIELDSOpt.Rec.Req.Description
Plain Stub / Plain Check♦——
  • This setting:
    • Produces an 8.5 x 11 vendor check with one long stub
    • Allows the stub to hold up to 46 vouchers
Decorated Stub / Plain Check♦——
  • This setting:
    • Produces an 8.5 x 11 vendor check with one long stub
    • Allows the stub to hold up to 46 vouchers
    • Contains a form with columns and headers
Decorated Stub / MICR Check♦——
  • This setting:
    • Produces an 8.5 x 11 vendor check with one long stub
    • Allows the stub to hold up to 46 vouchers
    • Contains a form with columns and headers
    • A MICR check line will be printed on the check
VENCHECK♦——
  • This setting:
    • Produces an 8.5 x 11 vendor check with one long stub
VENCHECK-TAB♦——
  • This setting:
    • Creates a tab-delimited file with the name VENCHECK-TAB that is filed in your F.A.S.T. filing cabinet
VENCHECK-CCH♦——Style specific for Charlotte County Courthouse
Glendale Union♦——Style specific for Glendale Union
Plain Double Stub / Plain Check♦——
  • This setting:
    • Produces an 8.5 x 11 vendor check with two identical stubs
    • Allows the stub to hold up to 15 vouchers
Decorated Double Stub / Plain Check♦——
  • This setting:
    • Produces an 8.5 x 11 vendor check with two identical stubs
    • Allows the stub to hold up to 15 vouchers
    • Contains a form with columns and headers
Decorated Double Stub / MICR Check♦——
  • This setting:
    • Produces an 8.5 x 11 vendor check with two identical stubs
    • Allows the stub to hold up to 15 vouchers
    • Contains a form with columns and headers
    • A MICR check line will be printed on the check
VENCHECKDS♦——
  • This setting:
    • Produces an 8.5 x 11 vendor check with two identical stubs
VENCHECK-ASCII♦——
  • This setting:
    • Creates a text file with the name VENCHECK-ASCII that is filed in your F.A.S.T. filing cabinet
VENCHECK-CLARKE♦——Style specific for Clarke County


Check Attributes Tab

FIELDSOpt.Rec.Req.Description
Check Sort Sequence—♦—

Determines the order for assigning check numbers:

  • Vendor ID
  • Vendor Name
Show on Checks——♦

Select one to print on the check stub:

  • PO Identification
  • Invoice Date
Check Type——♦
  • VENCHECK (High Spelled Amount) - Aligns the spelled amount, check date, check number and amount one character higher than the default alignment
  • VENCHECKDS - Required if printing double stub checks
  • VENCHECK-CCH - Required only for Charlotte County Courthouse
  • VENCHECK (Low Spelled Amount) - Aligns the spelled amount, check date, check number and amount one character lower than the default
  • VENCHECK-CLARKE - Required only for Clarke County
  • VENCHECK (High Address) - Similar alignment as VENCHECK (High Spelled Amount), but the address is aligned one character higher
  • VENCHECK-TAB - Required if creating a tab-delimited file for the filing cabinet
  • VENCHECK-ASCII - Required if creating a text file for the filing cabinet
  • GLENDALE UNION - Required only for Glendale Union
On Checks Show——♦

Select one to print on the check stub:

  • Account Code Only
  • Voucher Description Only
  • Account Code
  • Voucher Description
Signature——♦If using the signature feature, select one of the DIMM options
Use Signature Locks♦——Indicates that sigature locks are used in conjunction with signature types on vendor payment checks
Laser Checks♦——If true, indicates that a laser printer is used for printing checks and not a dot matrix printer; this results in a blank page being ejected prior to actual check printing
Top Fed Laser♦——If true, indicates that the laser printer feeds from the top as opposed to the side
Print Column Headers♦——Set to true if you are using check type VENCHECK (High Spelled Amount) or VENCHECK (Low Spelled Amount) and column headers are NOT pre-printed on your checks
Check Offset——♦

Used to add blank lines prior to the printing of the check detail

  • Up to nine lines can be used
  • The default value is 2
  • Changing the offset to less than 2 will remove the lines
  • Changing this offset moves the information up and down (the lower the number, the higher the alignment)
Address Offset——♦
  • This is the original check payout and should not be changed if your checks are printing properly; the default offset is 8
  • Changing this offset moves the address either left or right (the lower the number, the alignment will be more to the left)
  • After a change, the program update for Vendor Payments must be run since the Address Offset is a report (It does not have to be run when the Check Offset is changed)


Import / Export Tab

FIELDSOpt.Rec.Req.Description
Use Process Import Export Submenu♦——Used by customers who have customized processes; set to true only if instructed to by RDA support
Use Setup Import Export Submenu♦——Used by customers who have customized processes; set to true only if instructed to by RDA support
Opt. = Optional  Rec. = Recommended  Req. = Required