General Ledger accounts used for Invoices in Accounts Payable

Second retrieval location   

Expense account

Accrual method: Debits the account when you enter and post an invoice.

Cash method: Debits the account when you pay the invoice.

Job Cost: Based on the Cost Account Retrieval Method selected in JC Settings, GL Entry. 

• EQ Cost Debit account (EQ Settings, GL Entry Settings). If you set the Cost code as a Memo Cost, it doesn't retrieve the account.
• Accounts Payable: Setup, Vendors, Terms and Defaults tab, GL debit account.

Payables/Liabilities account

Accrual method: Credits the account when you enter and post the invoice. Debits the account when you pay the invoice. The Credit Card payable account is an exception to this. 

Cash method: None, it doesn't use payable accounts for the cash accounting method.

• Accounts Payable: AP Settings, GL Entry Settings, Accounts Payable account.

• Credit Card payables: On the credit card vendor type, Setup, Vendors, Terms and Defaults tab, Credit Card Payable.

• Commitment payables: AP Settings, GL Entry Settings, Commitment Payable account. It uses this account instead of the AP account when you apply invoices to Subcontract type commitments.

• Purchase order payables: AP Settings, GL Entry Settings, PO Payable account. It uses this account instead of the AP account when you apply invoices to Purchase order type commitments.

• Retainage payables: AP Settings, GL Entry Settings, Retainage Payable account. It uses this account instead of the AP account for the retainage amount of the invoice.

• Accounts payable: none

• Credit Card payables: AP Settings, GL Entry Settings, Credit Card Payable account. If this is blank, it uses the Accounts Payable account.

• Commitment payables: If the Commitment Payable account is blank, it uses the Accounts Payable account.

• Purchase order payables: If the PO Payable account is blank, then it uses the Accounts Payable account.

• Retainage payables: If the Retainage Payable account is blank, then it uses the Accounts Payable account.

Discount account

Accrual and Cash methods: Credits the account when you pay invoices with a discount and they qualify for the discount.

Miscellaneous deductions/Workers Comp

Accrual method: Credits the account when you post or pay the invoice. This depends on the Send GL entries to Misc Deduction account setting selected in AP Settings, Invoice Settings, Misc Deduction Settings*

Cash method: Credits the account when you pay the invoice. This occurs regardless of the Send GL entries to Misc Deduction account setting selected in AP Settings, Invoice Settings, Misc Deduction Settings*.

*The title of Misc Deductions can be different if you changed it in the Custom Descriptions for the company data folder.

Intercompany accounts

Available for Accrual method only.

When you pay the invoice with a bank belonging to a different prefix than the prefix assigned on the invoice distribution, it creates intercompany entries.

Credits the Intercompany Payable account on the prefix of the invoice distribution that you paid. Debits the Intercompany Receivable account on the prefix of the bank account that paid the invoice.

See information about setting up intercompany entries. See information about how Accounts Payable determines when to use intercompany accounts.

Cash account

Accrual and Cash methods: Credits the account when you pay invoices.

See information about the bank account it uses.

Cash Management: Setup, Bank Accounts, GL Cash Accounts tab.

If you don't select Use separate cash accounts per application, it will use the General cash account.

When you select Use separate cash accounts per application, it uses the Accounts Payable cash account.
Set to Base account: It combines the prefix of the payable account on the invoice distributions with this base account to create the full Cash account.