Issue/Symptom/Question

What is needed in the Form Information window when setting up a new database?

What records need to be added to the Form Information window?

What is the Form Information window used for?

Applies To

Finance & Accounting > Setup > Form Information

Resolution/Fix/Answer

The most common setup that is required by new customers can be broken down into Check Printing Forms, Online Payment Forms, and Credit Card Payment Forms

Check Printing Forms:

For each bank account that will have checks that PENTA generates, a Form Information record is required.

• Each form should be assigned to a From Type of PR for Payroll, or AP for Accounts Payable
• Each form needs to be assigned to a Layout #. Layout #'s determine how the checks are printing. The most common layouts for PR and AP respectively is as follows:
  • Payroll: Layout # 505
  • AP:  Layout # 15
• Each form needs to be assigned a Form Length. This field should be set to 42
• The remaining field should look as follows:
  

ACH or Online Payments:

For each bank account that you will have online transfers/payments made out of, and those transfers will pay AP invoices that are in PENTA, we will need an additional form. This form will be very similar to the AP form above, except the 'Is this form Printed by PENTA (Y/N)?' field will need to be 'N'. This way, you can use this form to mark AP Invoices as paid, PENTA will make the accouting entries, but PENTA will NOT create a check. 

Credit Card Processing:

If you pay off AP invoices via credit card, we will need an additional check for for Credit Card Processing. For this process, we will also need a separate GL Account for credit card payables, and this account will need a CASH edit rule code. When credit cards are used to pay off AP Invoices, the accounting entries are as follows:

Debit: Accounts Payable

      Credit: Credit Card Payable (or something similar)

To facilitate the correct accounting entries, a CASH edit rule account will need to be setup and linked to the credit card Cash Account. With this account being utilized, instead of crediting cash, the system credits the credit card payable account (which has a CASH edit rule but should be grouped with your liabilities). When the credit card bill is paid, a journal entry can be made to debit the credit card payable account, and debit cash.