Manage accounting preferences

There are a number of accounting preferences that you can use to customize your Key CashFlow account and streamline your workflow:


Manage accounting preferences

  1. Select Settings
  2. Select Preferences under Accounting
  3. Select Edit
  4. Enable the preference needed NOTE: For Vendor Sequence Id, choose:
    • Use auto-numbering (Sage Intacct and Oracle NetSuite only)
    • Enter Id manually
    • Do not use id
  5. Select Save

Show account numbers

  • Allows the account number associated with a GL account to be shown when entering bill details. Enable this preference if there are account numbers assigned to the Chart of Accounts in the accounting software.

Books closed date

  • This setting allows you to select a date to restrict changes to bills and invoices from on or before that date. If you sync with an accounting software, this will sync over from your software to Key CashFlow.

Show vendor ID in vendor dropdown

  • If enabled, this preference allows both the vendor name and vendor Id to be shown when creating a new bill

Use departments

  • An accounting classification used to specify groups or divisions within a company, such as Marketing, HQ, or Asia-Pacific NOTE: Classes in QuickBooks Desktop and QuickBooks Enterprise are referred to as Departments in Key CashFlow. If using Classes in QuickBooks Desktop or QuickBooks Enterprise, select Yes for Use Departments in Key CashFlow.

Use locations

  • An accounting classification used to specify geographical groupings, such as Midwest, Main Office, or Downtown

Use classes

  • Categories unique to the company or business, defined in accounting software for reporting purposes Note: Classes in QuickBooks Desktop and QuickBooks Enterprise are referred to as Departments in Key CashFlow. If using Classes in QuickBooks Desktop or QuickBooks Enterprise, select Yes for Use Departments in Key CashFlow

Use jobs

  • Projects with their own set of income or expenses NOTE: Jobs is currently not supported in the Xero integration

Show company name in customer dropdown

  • If the Customer Name and Company Name differ, this preference allows both to be shown when creating a bill or invoice

Use dimensions in payables

The below preferences are specific to accounts integrating with Sage Intacct:

  • Use Vendors: If enabled, vendor information will sync to both the top level and line item level of bills in Sage Intacct. This allows for greater reporting capabilities within Sage Intacct.
  • Use Customers: Associate expenses with customers whom products or services are sold to and/or projects for those customers
  • Use Employees: Associate expenses to employees at the business or company
  • Use Items: Code bill line items to specific products and services

Payment term preference on bills

  • If enabled, this setting tells Key CashFlow which payment term to use by default

Use customers/jobs in payables

  • Associate expenses with customers whom products or services are sold to and/or projects for those customers

Use items in payables

  • Code bill line items to specific products and services

Vendor/customer sequence ID

  • Select "Use auto-numbering" if auto-numbering has been enabled for vendor Ids in the accounting software. Otherwise, select "Enter Id manually" to manually enter the Ids for new vendors.

Show chart of accounts on bill and invoice items

  • Enter a GL account in addition to items when creating bills or invoices

Show GL posting date on bills and invoices

  • For Sage Intacct and Oracle NetSuite integrations. Specify the GL Posting Date to be used by your accounting software
  • This preference is not available for QuickBooks Online, QuickBooks Desktop or Xero

Things to know

  • The preferences available is determined by the accounting software selected
    • For example, the use of dimension in Payables is only visible for accounts integrated with Sage Intacct