User Profile

The User Profile provides the facilities to activate special features in the system.

Prev Screen Next Screen

Use the tabs at the top of the Profile to move through the User Profile.

Vendor Sort Key Default

• The vendor sort key default provides the facility to use the vendor sort key. The vendor sort key allows you the option of entering vendors one way and printing/sorting on another key.

e.g. Vendor entered as:  JOHN SMITH

• Vendor sort key on: SMITH JOHN

  • Enter 'Y' to activate vendor sort.

  • Enter 'N' to not use the vendor sort key.

Location GL Account Level

• Enter the GL level that points to your location. This dictionary level will be used to validate location numbers used in the location based security. NOTE: Prompts (03-07 inclusive) pertain to tax collection entry. Tax collection was designed where tax is not collected by suppliers but left to the customer to determine tax liability and reimburse the government. (See Appendix AE for setup).

Invoice Taxation Required 

• Enter 'Y' to enable the tax collection option or 'N' if not using the option.

Invoice Tax Code

• Enter the tax code that was added to the warehouse database containing the tax rate.

Invoice Tax Vendor

• Enter the vendor number that is to receive all tax invoices.

Tax g/l Clearing Account

• Enter the GL Liability account number where tax collectible amounts will be accumulated.

Default-Are Items Taxable

• Entry of 'Y' will create a default of 'Y' to prompt #11 - Tax Cpllectible on the invoice entry screen.

• Entry of 'N' will create a default of 'N' to prompt #11 - Tax Collectible on the invoice entry screen.

Total Commitment Variance % [###.##]

• Enter a variance percent of 1.00 or higher (1.20% represents a 20% variance). This will result in a check being made during invoice entry to see if the invoice will cause the PO to be overspent. The system will compare the total value of the original PO multiplied by variance percent to the sum of the commitment outstanding prior to invoice plus the current invoice. A warning message PO Over Expensed By XXX.XX% will be produced. If POM is activated it will take the total commitment variance from the POM profile.

GST Registration Number

• Enter your organization's GST registration number (up to 30 characters).

Allow Override On GST Exemption %

• Enter 'Y' if the GST exemption percentage can be overridden by the user.

• Enter 'N' if exemption percentage cannot be overridden.

Parent Control [B/E]

• The budget control option for parent budgeting allows for budget control on actual as an alternative to budget. This will only work in an environment where revenue and expenses must arrive at either a net profile or zero balance.

  • Enter 'B' if all budget checking is to be against a parent account stated budget.

  • Enter 'E' if budget checking can also be of an expense nature. 

GL Abbreviation Display

• The abbreviated description allows for selective displaying of part of the GL account abbreviation during invoice entry. This option allows you to specify which levels you want to use to present the description.

• A window will open allowing you to enter the level of the GL description to display. Enter a 2-character level code at the prompt for each level if the abbreviated GL description display option is to be used.

• Enter to bypass this option.

S/L Budget Checking

• This option extends the budget checking so budgets will be checked at the sub-ledger and general ledger levels during data entry.

  • Enter 'Y' if budget checking is to be done on sub-ledger accounts.

  • Enter 'N' to disregard this option.

Calculate GST On PO'S

• This option provides control over GST processing on purchase orders. The options allow you to override the fact that GST is activated in your system and to have GST activated in other modules but turned off in the PO module.

  • Enter 'N' for no GST calculations on PO's.

  • Enter 'B' for GST calculations on both summary and detail PO's.

  • Enter 'S' for GST calculations or summary PO's only.

  • Enter 'D' for GST calculations on detail PO's only.

On Line Cheques Only Current Batch

• In on-line cheques, unpaid invoices in balanced batches are selected for a vendor.

  • Enter 'Y' to select invoices from the current batch (the one you're working in).

  • Enter 'N' to select invoices from all balanced batches.

On Line Cheques Only Current Bank  

• This option is for on-line cheques and allows invoices to be selected from the current bank or all banks. To select invoices from the current bank only enter 'Y'.

• To select invoices from all banks enter 'N'. Note: If 'N' is selected, the bank number appearing on the cheque is the bank associated with the batch type you are working in.

Special I/E Commitment Accounting  

• If 'N' is entered, commitment and decommitment are calculated as atrieveFinance usually does it. (This is the usual response.)

• If 'Y' is entered, the amount to be decommitted will be 0, if it is calculated to be a different sign than the original commitment. E.g., the current commitment is $5000.00. A credit memo of $500.00 is received. The current commitment will remain $5000.00, instead of going back up to $5500.00.

G/L Account For Invoice Discounts

• Enter a GL account for discounts to be charged to when using the on-line cheque program.

Use Hold Option In Invoice Entry

• The invoice hold option allows you to place invoices on hold during invoice entry if the receiving quantity is less than the invoiced quantity. This option is available to users of the POM and WIS only.

  • Enter 'N' if invoices entered are not to be held.

  • Enter 'V' to be prompted during invoice entry with the option of whether or not to place the invoice on hold.

  • Enter 'F' to force a hold on invoices if the quantity invoiced is greater than the quantity received.

G/L Account Alert Logging

• This option is used to enable/disable the GL transaction alert function in atrieveFinance.

• Enter 'Y' if budget checking is to be done based on the alert codes set up on the GL. If alert logging is enabled, the following programs will perform GL budget and alert code checking: Invoice Entry, Journal Entry, PO Entry, PO Delete/Close, PO Change and PO Copy.

• Enter 'N' to do normal budget checking only. This will bypass all alert codes.

atrieveFinance Controls Temp Budget Authorization

• This option is used to indicate whether the temporary budget allocation amounts will be controlled through atrieveFinance or BPS.

  • Enter 'Y' if atrieveFinance is to control temporary budgets.

  • Enter 'N' if BPS is to control temporary budgets.

Use Vendor Terms In Invoice Entry

• Enter 'Y' if the terms from the vendor record are to be used in invoice entry.

• Enter 'N' to use the default terms (net 30 days) or the terms specified in option #23.

Default Terms For Invoice Entry

• Enter the default terms of payment to be used in invoice entry. This is only used if Option #22 is set to 'N'. If nothing is entered, the default is net 30 days.

Moving Average In Invoice Entry

• Enter 'Y' if the moving average price is to be used in invoice entry.

• Enter 'N' if moving average price is not be used in invoice entry. Note: If you chose 'N', the price of your stock items will not be adjusted during invoice entry and there will be no history in the warehouse transaction file related to invoice entry. Contact a support representative at TSC if you are considering answering 'N' to this prompt.

Use Fast Mode In Invoice Entry

• Enter 'Y' if the fast mode option is to be made available in invoice entry.

• The user must use the Control F key when in the Invoice Entry module. This will automatically enter fields such as the vendor, terms, description and GL's once an initial invoice has been entered. This is helpful when multiple invoices need to be entered for a vendor with similar invoice information.

• Enter 'N' if fast mode is not be used in invoice entry.

Use CIBC Date Format For Auto Cheque

• Enter 'Y' to use CIBC date format 'DDYY' when clearing cheques returned from the bank through the system. This feature should only be used if you are a CIBC customer using the Automatic Cheque Reconciliation option on the Interface Menu.

JE Multi-posting Option  

• Enter 'Y' to be prompted for the materials or labour post to account when using sub-ledgers in the journal entry program.

• Enter 'N' if you do not want to be prompted for the materials of labour post to account when entering journal entries using sub-ledgers.

Allow <CR> To Exit From PO Entry

• Enter 'Y' or <ENTER> at the PO number field and vendor number field will exit the PO entry program.

• Enter 'N' if 'EX' at the PO number field is to be the exit from PO entry.

Fields To Enter In Summary PO Entry

• Enter the field numbers (separated by commas) that the entry clerk is to be prompted for during summary PO entry. Mandatory fields are ,7,8.

Invoice Prompt To Include GST Default

• The following prompt displays during invoice entry to allow you to set your default:

• "Do you want the following GL amounts to include GST "

  • Enter 'Y' if the default to this prompt is to be yes.

  • Enter 'N' if the default to this prompt is to be no.

Multiple GL Distribution In Invoice Entry

• Enter 'Y' if the data entry clerk is to choose the GL accounts to be charged on multiple distribution PO's during invoice entry.

• Enter 'N' if the issues done against this PO (in POM) will determine the GL accounts to be charged during invoice entry. The data entry clerk will not see any of the distributions. The clerk is only prompted for a quantity and amount.

Allow Vendor Addition In Invoice Entry

• Enter 'Y' if data entry clerks are allowed to add vendors during invoice entry.

• Enter 'N' if data entry clerks are not allowed to add vendors during invoice entry.

Change Temporary Vendor Class - ATS

• Enter 'F' to change any temporary vendors on PO's created through ATS to 'Full Usage Vendors' during the interface from ATS to atrieveFinance.

Allow Full Vendor Class For Shipping

• Enter 'Y' if 'Full Usage' vendors (type F) can be used as 'Ship To' vendors in entry modules.

• Enter 'N' if only shipping type vendors (type S) can be used in entry modules.

Year End Month And Day

• Enter the month and day of your year-end. This is used by the Vendor Statistics Rebuild to determine which year the payment statistics should be updated in.

Perform Invoice Suspension Auditing   

• Enter 'Y' to log any suspending activity that takes place against the invoice file to the audit trail file.

• Enter 'N' if suspending activity is not to be logged to the audit trail file.

Calculate Terms In Fast Invoice Entry

• Enter 'N' to have the due date prompt remain the same throughout regardless of the invoice date or terms field.

• Enter 'Y' if the due date field is to be calculated based on the invoice date and terms entered.

Allow PO Create in Invoice Entry     

• Enter 'N' if Summary PO'S are not to be created through Invoice Entry.

• Enter 'Y' to create Summary Purchase Orders during Invoice Entry.

If a PO # is entered but does not exist, the following appears:

Enter 'Y' to create a Summary PO. This PO will have no dollar amount, but will detail all invoice activity. (Invoice activity can be viewed through PO Inquiry.) The PO can be closed at any time during Invoice Entry, or PO Close.

Enter 'N' or Enter if you do not wish to create the PO. You will be prompted for another PO#.

• 
  

  • Use Prorated or Annual Budget Check    

  • Enter 'P' to use the prorated budget to do the budget checking.

  • Enter 'A' to use the total annual budget to do the budget checking.

T4A Print Device

• Enter the device where you want your T4A's to be printed. They may be sent to disk or to a printer.

T4A Dummy SIN

• Enter the dummy SIN # specified in the vendor's tax registration field if the SIN number is unknown. This will be used by the Create T4A process to create a separate T4A for each vendor with the dummy SIN.

Capital G/L Selection Criteria Name

• Enter a GL criteria code here to be used in conjunction with the Capital Account Mass Update to flag GL accounts as Capital accounts. Invoices entered against these account numbers will trigger the creation of a fixed asset in the FAS system. For a list of valid criteria codes, Click on the Magnifying glass.

Over-limit Cheque Amount

• Accounts payable cheques over the specified dollar amount sort into a group during the cheque run for easy retrieval of your over limit cheques. Enter the over-limit dollar amount. Leave blank if over-limit sorting is not required.

Secondary Vendor on Journal Entries     

• This option is reserved for a future enhancement.

Non-Expense Acct GL Selection Criteria 

Non-Expense Acct Automatic Vendor Number

• The 2 prompts above are reserved. – Secondary Vendor

Use EFT in Accounts Payable  

• Enter 'Y' to activate the EFT process during accounts payable cheque runs.

Use Cheque # as Micr #  

• Enter 'Y' if you wish your MICR number and cheque number to be the same.

Activate City, Prov, Country on Vendor

• If you wish the fourth address line of your vendor file to contain the city, province/state and country on a single line enter 'Y'.

• Existing customers can make changes to their vendor file and leave this flag set to 'N' until ready to use this feature, then set the flag to 'Y'.

PCard GST Application Rate 

• When the amount of GST on a Purchasing Card transaction is not included in the PCard interface file, this field is used by the system to calculate (approximate) the GST for each transaction.

• To set up this rate, consider a sample transaction of $114.00. If you know that this transaction includes GST of $7, then the GST Application Rate you should enter here is equal to $114.00 divided by $7, or 0.061403508. This same rate will then be used to calculate GST on all PCard transactions.

• If your PCard interface file includes GST as a separate field, this field must be set to blank.

PCard Cardholder or Store Name on J/E  

• This option allows the user to control what goes into the journal entry reference field.

• Enter 'C' to use the Cardholder's name, or 'S' to use the name of the store that the goods were purchased from.

Restricted GL'S In POM?  (GL CRITERIA)

• Click the magnifying glass to select a GL selection criteria. (GL criteria's are defined in the 'GL Selection Criteria' database in atrieveFinance (,8). The GL's in this criteria will be restricted in the POM system.

Use PO GST Tax Codes In Invoice Entry   

• Enter 'Y' to use the GST tax code from the detail line items on the PO in Invoice Entry.

• Enter 'N' to use the default GST tax codes from the GL account on each detail line item on the PO.

Asset ID Entry On Stock Items          

• Enter 'Y' to use the Asset ID field in the stock file. This is linked to the Sourcesmith interface (Refer to Appendix BB).

Restrict Price Change For CP Stock Item

• Enter 'Y' to restrict the price from being changed for items that have contract pricing. This will be applied to atrieveFinance PO Entry, Changes, and POM Buyer Processing.

• Enter 'N' to still allow the price to be changed for items that have contract pricing.

Auto Online Cheque Numbering       

• Enter 'Y' to have the system automatically calculate the next online cheque number (begins at 000001). This is useful if cheques are printed on a 3^rd party software product and the cheque form is a blank form that uses the TSC cheque number as the actual cheque number on the cheque.

• This feature is only applicable if selecting existing invoices for payment. It does not apply if an invoice is created at the same time as the cheque.

Auto JE Number Prefix   

• Enter two(2) alphabetic characters for the default prefix in the 'Reference/INV #' input field when manually entering Ordinary and Recurring journal entries.

Auto JE Number Seed     

• Enter a maximum 6 digit number (ie. from 1 to 999999) for the next number used in the 'Reference/INV #' input field when manually entering Ordinary and Recurring journal entries. This number is automatically updated to the next sequential number when manually entering Ordinary and Recurring journal entries.

Batch Finalization In Batch Changes    

• Enter 'Y' to allow batches to be finalized from the 'Batch File Changes' menu ().  

Override PO Email To User Email

• When purchase orders are emailed the reply to email address of the email sent with the PO attached is loaded from the Global Email Profile for the Procedure PO. If you flag this profile setting to Y, the reply to email address will be overridden by the user's email address.

BMW - Display Parent Accounts          

• Enter 'Y' to display parent accounts within the BMW application (Budget Manager Web).

BMW - Suppress Accts With Zero Balance

• Enter 'Y' to suppress accounts with a zero balance for the selected year, within the BMW application (Budget Manager Web).

Purchasing System SRB/ESM/BOTH

• Enter the appropriate setting if you are using ESM integration for purchasing.

Prompt Invoice Entry Tax Collectable

• For self-assessed tax in invoice entry the prompt "Tax Reportable" is displayed. If you wish to change the name of this prompt, enter the text you want to display in this profile setting. Example "PST Collectable"

Prompt User Profile Taxation Reqd

• This will change the text that displays in this profile screen for field 03 "Taxation Required" with the text you enter within this field.

Prompt User Profile Invoice Tax Code

• The text entered here will change the text "Invoice Tax Code" for field 04 in the user profile screen

Prompt User Profile Invoice Tax Vendor

• The text entered here will change the text "Invoice Tax Vendor" for field 05 in the user profile screen

Enforce Audit Control Balancing

• Enter Y to force users to match the Audit Control Totals with the Actual Totals in the Batch Finalization Program () If you enter N, then the user does not have to modify them and the Batch Finalization Program will match them automatically when finalizing the batch.

Enable WCB in Invoice Entry

• Enter Y to display the WCB prompt in invoice entry. Enter N to disable this feature.

Summarize J/E For Cheque Cancellation

• Enter Y to summarize journal entries created during cheque cancellation (cheque total) versus journal entries for each invoice amount paid by the cheque that is cancelled.

Enable Duplicate Invoice Warning 

• Enter Y to enable this search during invoice entry based upon setting of profile # 72 & # 73

Number Of Days To Search For Duplicate

• Enter from 0-99 for the number of days to search for a duplicate invoice during invoice entry (based upon entry date)

Allowable Variance In Invoice Amount

• Enter a percentage from 0 to 99. This is the allowable variance for the invoice amount during the duplicate invoice search

Enable Role Based Batch Type Security

Display Outstanding PO In Invoice Entry

Vendor Notification on Banking Changes

PO Close Confirmation

Allow Entry on PO Prior to Approval