The Accounts Payable screen provides access to all major vendor-processing functions.
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Main Controls
Add
Creates a new vendor account.
Expand
Opens the Notes section in a larger popup window for easier viewing and editing.
Save
Permanently saves additions or changes made to the vendor record.
⚠️ If you do not select Save, your changes will not be retained.
Delete
Removes a vendor record from the system.
Cycle
Filters the vendor list to display only vendors assigned to a selected payment cycle.
Overdue
Displays overdue vendor invoices that may require immediate attention.
Post
Used to:
•Enter vendor charges
•Record payments
•Post payable activity
Credits
Enter and apply vendor credits.
ReCalc
Recalculates balances and aging totals for the selected account.
This is especially useful if:
•Data appears incorrect
•File recovery was necessary
•Totals do not appear accurate
Dial
Dials the vendor phone number if a modem-integrated phone system is installed.
Map
Connects to Google Maps via the internet and displays the vendor location.
1099 Data
Opens the vendor 1099 information screen.
Use this screen to:
•Designate 1099 vendors
•Select Rent or Other categories
•Enter legal business names
MLS 2026 automatically tracks qualifying payments throughout the year.
⚠️ 1099 totals are based on actual payments made—not invoices entered.
Photos
Displays photos associated with the vendor account.
Reports
Accesses Accounts Payable reports.
Tools
Provides access to Accounts Payable utilities.
Tools Menu Options
Period Close
Used at the end of the payment cycle to:
•Move completed items into history
•Update balances and aging
Fix History
Recalculates balances and aging for all Accounts Payable accounts.
Useful if:
•History appears incorrect
•Balances do not match expected totals
Accounts Payable Data Fields
Vendor Information
Enter all available vendor information:
•Name
•Address
•Phone numbers
Complete information improves:
•Statement reconciliation
•Payment processing
•Vendor communication
Account Number
Assigned automatically when a vendor is added.
⚠️ Do not change this number.
It is the internal link connecting:
•Transactions
•Payments
•Credits
•History records
G/L Debit
The default expense General Ledger account for this vendor.
Examples:
•Parts purchases
•Utilities
•Outside services
This value can be overridden during posting, but the default should reflect the most common expense category for this vendor.
Vendor Number
The account number assigned to you by the vendor.
This is often needed when:
•Placing orders
•Discussing invoices
•Reconciling statements
Terms: Net Days
Defines the agreed payment period.
Examples:
•Net 15
•Net 30
Invoices exceeding this period become delinquent and appear in overdue tracking.
Discount %
The discount allowed for early payment under vendor terms.
Example:
•2% discount if paid within 15 days
Last Payment
Displays the date of the most recent payment made to the vendor.
Last Closing
Updated each time a payable closing is performed.
Billing Cycle
Defines when the vendor account is processed.
Common cycles include:
•Monthly
•Weekly
•Special
•1, 2, 3, 4 (week-of-month processing)
MLS 2026 supports up to 36 payment cycles using letters and numbers.
Using multiple cycles:
•Simplifies workload management
•Makes processing easier
•Reduces large batch runs
Flag
Standard flags include:
•Open
•Closed
•Hold
•Tax 1099
HOLD Status
Accounts marked HOLD:
•Restrict future sales or services
•Provide protection against excessive unpaid balances
Balances
Displays:
•Current balance
•Aging totals
•Activity totals
These values are updated during payable processing and closing.
Notes
Each vendor account includes a Notes section.
Use notes to record:
•Payment commitments
•Special vendor agreements
•Collection concerns
•Important communication
The Notes system supports full word-processing functionality.
Current Activity
The Current Activity section displays:
•Charges
•Payments
•Remaining balances
•Reference information
This provides a real-time view of vendor activity beyond simple summary totals.
Use the arrow keys to scroll through transaction history.
Processing Vendor Accounts
Creating a New Vendor Account
To create a vendor:
1.Select Add
2.Enter:
oVendor name
oAddress
oPhone numbers
3.MLS 2026 automatically assigns the account number
Locating Existing Accounts
Use the vendor browse list at the bottom of the screen.
You may search by:
•Account number
•Vendor name
Click the column header, then begin typing to position quickly to the desired record.
Vendor Data and Defaults
The system stores:
•Vendor contact information
•Default expense account
•Vendor account number
The default G/L account represents the expense category most commonly used for this vendor.
This value may be overridden during posting when needed.
Balances and Aging
During closing:
•Ending balances become beginning balances
•Aging totals are recalculated
•Current-period activity is summarized
The system also records:
•Last closing date
•Last payment date
Payment Cycles
Vendor accounts should be processed in manageable groups.
Examples:
•Week 1 vendors → Cycle 1
•Week 2 vendors → Cycle 2
•Monthly vendors → Monthly cycle
Even if payments occur on the same day, multiple cycles improve organization and processing efficiency.
Credit Limits and Terms
The Credit Limit field integrates with workorder processing and helps prevent unauthorized excess charges.
The Net Days field determines when invoices become overdue.
⚠️ Even one day beyond terms may flag the account as delinquent.
Editing Vendor Data
To modify vendor information:
1.Locate the vendor record
2.Edit the displayed fields
3.Select Save
⚠️ Changes are not permanent until saved.
Important Reminders
•Vendor processing is organized by payment cycles
•Vendor payments should normally be made using:
oWriting Checks for Accounts Payable
⚠️ Although checks may also be written from Bank Accounts, that method is not recommended for vendor payments.
•Vendor charges may originate automatically from:
oWorkorders
oStock Input
oInventory functions
•Totals update automatically after transactions
If balances appear incorrect:
•Select ReCalc to refresh totals
•All balances and transactions are available through the Reports menu