Payables
Before you can start creating purchase orders and expense reports, you need to create your Expense Classes. You can set up approval processes for your purchase order based on the class. After your classes are set up, you can add Groups and Accounts to each class.
Go to the Settings > Payables > Classes.
Click on Add Class. You must give your Class a name.
You can assign a Class to a publication if you want to track editorial costs by publication.
You must have expense groups and accounts set up to use Purchase Orders and Expense Reports.
Go to Settings > Payables > Groups & Accounts.
Click Add Group. Each group require a Name, Account Name, and ID.
Once you have your group, you should add an account name to the group. When a user creates a PO or expense report, they will first select the group and then the name. Click on the arrow next to the Expense Group to view and add account names.
With a group and name set up, you can start creating expense reports and POs.
You can create pre-defined items to add to your purchase order. Before you create a new item, make sure you have at least one class, group, and account setup.
To create a new item, go to Settings > Payables > PO Items. Click on Add Item to create a new item record.
Enter the name of the item, class, group, account, cost, and type.
The cost is per QTY of item order.You can select the item when creating a PO for the selected class.You can also add custom items to a PO; those custom item class will be the same as the PO class.
You vendors may have their own price based on their price list.
You need to set up Payment Accounts for recording or processing payments to your Vendors. Each account requires a name and a type.
You can create a new account in Settings > Payables > Payment Accounts.
Click on Add New Account. You must enter a Name and select from one of the types: ACH, Cash, Check, Credit Card, or Wire Transfer.
Tip
If you plan to use our QBO integration and the payables export, you need to make sure your payment account name matches your QBO account name.
You will use your payment method on the Invoice Approval page when recording/processsing a payment to a Vendor Invoice.
You can classify your Vendor Contacts with different types. Types are helpful for you to find the exact people you need to procure products and services.
You can add or edit your own Vendor Contact types in Settings > Contacts > Vendor Contact Types. The system comes with default types, but you can add your own.
Note
Writer, Photographer, and Distributors have very specific functions in the system. You can only assign Vendor Contacts with the type of Writer/Photographer to an editorial and a distributor Vendor Contact to a distribution location.
You can use types to help manage and filter Vendor Contacts.
You can assign your new types when adding or editing a Vendor contact.
You can classify your Vendor and Vendor Contacts with different types. Types are helpful for you to find the exact people you need to procure products and services.
By default, all Vendors are set to Freelancers. You can use the system default types or create your own. Go to Settings > Contacts > Vendor Types to view/add/edit your Vendor Types. Contractor, Freelancer, and Supplier are default Vendor types.
You can’t modify the default types, but you can add to them.
Click on Add New Vendor Type to create your own types. All you need to enter is a name. You can edit the Vendor Type when adding or editing a Vendor.
You can filter by Vendor Type and see the type in the search results.