Productivity Solutions > Imports and Interfaces > A/P Invoice Interface

A/P Invoice Interface

The A/P Invoice Interface program allows you to import A/P credits and invoices via an .xml format. The source of the invoice files can be a third-party application, such as the Kofax Ascent for Payables program, where faxed or mailed copies of supplier, freight, and VMI invoices are scanned in batches. The interface then pulls the data from the scanned documents to produce the electronic file to import into Agility.

The following basic processing steps apply when using the A/P Invoice Interface.

1.

Scan document or receive invoice file

2.

Send/Receive File to convert file to Agility XML file(s) format

3.

Move record off hold (if applicable) by updating the status to unprocessed

4.

Process Incoming records which creates A/P invoice records, A/P recon records when applicable, and posts to G/L.

If the incoming invoice contains multiple purchase orders, the system creates a single voucher in Agility for each branch and cost type combination. A single voucher for multiple transactions creates a separate A/P Recon record for each transaction on the voucher to easily balance the amount received on the transaction against the amount being billed. A single voucher for multiple A/P recon detail records allow individual purchase orders to be reconciled in A/P Recon without breaking up the invoice.

5.

Edit A/P invoice if needed then pay voucher

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You can set the send/receive functions and process incoming file functions to run through batch scheduling.

In a Hosted environment, you must utilize the AutoMate or WinScheduler programs in addition to defining target icons and parameters. Refer to Third-Party Software in the Agility Implementation Guide for details about acquiring the software programs.

In Locally Hosted environments on Microsoft Windows® operating systems, you can use the EDI Batch Scheduling function. Refer to the EDI Batch Scheduling document under Agility/Productivity Solutions on the DMSi support website for details about batch scheduling setup requirements.

You can define settings to automatically send the Processing Activity Log for batch processed records to a specified user or users. To automatically send the report, you must set the Reporting E-mail Options field to 'Send for Batch Processing' or 'Send for Batch and Manual' on the E-Commerce Parameters record and define the notification record for E-Commerce Processing Activity on the Notification Maintenance screen.

Setup Information

To initiate the process for A/P Invoice Interface setup within Agility, complete and submit the Interface Request form, available via the Agility Documentation page of the DMSi customer support website.

Before you set up records in the system for the A/P Invoice Interface function, contact DMSi to set up an Electronic Commerce Profile.

Define the following records prior to using the A/P Invoice Interface to create transactions in Agility.

Screen/Function

Settings

System Table Maintenance

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Review the E-Commerce Table Category assignment

During installation, the system assigns the E-Commerce table category to the branch designated as the "corporate" branch. DMSi recommends you retain the default assignment and shared setting. If you want to change this assignment, you must contact DMSi Support.

Menu Security Maintenance

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Grant users access to the send/receive, process incoming, and log maintenance functions within the E-Commerce module

Security Action Allocation

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Review the 'Process AP Invoice Records' security action to control which users have access to process A/P Invoice Interface files.

Interface/Form Setup

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Set up directories for storing A/P invoice files for the directories identified for the interface

Configure the directories for all interfaces consistently. Refer to the Directory Path Configuration Methods heading for details about configuring paths for processing and managing interface files.

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Define the number of files to store for A/P Invoice files in the Inbound/Processed directory

This setting does not apply to the Pending directory. The system automatically deletes the oldest files when the number of files in a directory exceeds the setting of files to keep.

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Define the default settings for several fields that display on the Interface Maintenance screen.

Interface Maintenance

Define settings for processing invoice received through the interface

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The system requires you to assign a default Batch #.

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You can also set the option for Create New Batch at Send/Receive.

When set, the system creates a new batch for each A/P invoice (APINV ECFORM tag) and assigns that batch to each EC_DETAIL record created when loading the file. If multiple files are loaded, the system assigns a different batch per file so all invoices in each file have the same batch assignment.

When unset, the system uses the batch number value from the incoming file if the number is a valid numeric format for a batch ID and the batch number has not already been used. Valid batch format is 16 digits in the batch tag of the APINV file. If the batch number is not in a valid format or the batch already exists but has been closed, the system uses the default batch number assigned on the interface maintenance record for the branch.

If you do not set the option to create a new batch, the system prevents the assigned batch from being closed until a new batch is assigned to the interface record. The systems assigns a batch type of A/P Vouchers for invoices created through the interface program.

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The Post to Current Period Only field controls the period used for posting. When unset, the system uses the setting in the Validate Invoice Date with Period Entered field on the A/P Parameters record to determine the period for posting the invoices.

E-Commerce Cross Reference Maintenance

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If you plan to use the payment terms on the incoming invoice, define cross references for the payment term description on the incoming invoices to Agility payment term codes.

Supplier Maintenance

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Review the settings for allowing duplicate invoices

If the supplier record is set to not allow duplicates or an invoice does not pass the duplicate settings, the system does not create the voucher and prints a fatal message on the Processing Activity Log for the invoice. The system also prints messages on the activity log if an invoice is created but the option to warn of duplicates is set on the supplier record.

•

Verify the setting in the Default Voucher Status field

If the incoming invoice file contains a valid status of On Hold, Ready for Payment or <blank>, the system assigns that status to the invoice during process incoming.

If no status is sent in the incoming file, the system uses the setting in the Default Voucher Status field.

You can release invoices from hold using the A/P Change Open Invoice Status screen.

Supplier A/P Remit-to Maintenance

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Verify the Active field is set

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Review and enter settings in the fields specific to the A/P Invoice Interface

Supplier Branch Maintenance

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Verify that the Expense G/L Account field contains a general ledger account for the expense G/L account

The system requires the account when receiving invoices through an interface to ensure non-inventory, credit memo, and debit memo invoices are posted correctly.

Supplier Ship-from

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If your suppliers send one invoice for multiple purchase orders, you must also set the Balance A/P Recon by field to A/P Recon ID on the supplier ship-from records for the suppliers. This setting requires the user to enter the A/P Recon ID when receiving the purchase order.

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If the supplier ship-from records are not set correctly and you receive an invoice that contains multiple purchase orders, the system can only match the first purchase order because the A/P Recon records were built using the purchase order number rather than the A/P Recon ID. The remaining purchase orders are logged as variances.

Screen/Function

Settings

System Parameters

Review the option to document storage settings for A/P invoices

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If you already store the original scanned invoice document, consider leaving the document storage option unset to avoid storing multiple copies of the same document.

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When document storage is set for A/P invoices, you can view A/P invoices through the Log Maintenance screen after the file has been processed. The system creates a separate document storage record for each invoice to allow retrieval of invoices based on the invoice number.

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If you do not use document storage or store the original document, verify the setting in the Archive field on the Interface/Form Setup screen to ensure a sufficient number of files are retained for the number of files you routinely receive.

Default System G/L Accounts Definition

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Assign a default account to the A/P Invoice Expense account category

The system uses the account when processing non-inventory invoices where the expense account is unavailable in the imported file, the file specified is invalid or the default G/L expense account is not defined on the supplier branch record. The full G/L account must be specified in the incoming file to process correctly since G/L components cannot be deciphered in the import process.

A/P Parameters

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Review the setting in the Create Dispatch Type A/P Recon field to control whether the system creates "D" type A/P recon records for carriers

Item Cross Reference

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Define item cross reference records for UPC codes for items on purchase orders.

Processing time is reduced when cross reference records and supplier part numbers are set up in the Agility system to allow the items on invoices to quickly be matched to items on the purchase orders.

When determining the correct cross reference record for dimension type items where the item order quantity includes tallies, the system checks for cross reference records with a specific dimension defined. If the item order quantity for a dimension type item does not include tallies, the system checks cross reference records with 00x00x00 as the dimension.

Use the E-Commerce Cross Reference Maintenance screen to define the following cross reference records to assist in matching data when using the A/P Invoice Interface.

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If you plan to use the payment terms on the incoming invoice, define cross references for the payment term description on the incoming invoices to Agility payment term codes.

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Define supplier cost cross references to match cost in the incoming file to Agility records. Defining cost cross-references is optional.

When processing invoices from an XML file, the system compares the EDI codes you assign to ChargeCode in the invoice file. If there are multiple extraneous cost records that contain the same EDI Code (i.e. ANSI X12 Standard Code), the system uses the first matching record found. If no cost type record matches the code in the EDI file, the system prints a non-fatal error message on the Processing Activity Log.

Each cost type is written in the Service Promotion Allowance or Charge (SAC) segment in the XML file. The SAC segment contains the following information.

Indicator – A or C (Allowance or Charge)

ChargeCode – Standard ANSI X12 EDI charge code

Amount – Amount of the charge or allowance

Description – charge description

The system matches the ChargeCode in the XML file to the EDI Code on the cross reference record and assigns the correct charge to the invoice record. The XML file contains a separate SAC segment line for each ChargeCode within the file. The system includes the SAC segment lines when you use the View XML command on the Log Maintenance screen.

Verify the setting in the ADF Applies field on the Purchasing Extraneous Cost Maintenance screen. The ADF Applies field works in conjunction with the After Deducting Freight (ADF) field on the Payment Terms Definition record to control when discounts apply to invoices that use the payment term.

Key Functions

J:\Learning Systems\Agility Help\Productivity_Solutions\Bitmaps\path_icon.gif To load and convert the file to an XML file into Agility, access Send/Receive Files: E-Commerce Þ Send/Receive Files Þ Set Interface type to AP Invoice Interface

Notes:

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Click \\dmsinet\omaha\datafile\Learning Systems\Agility Help\Purchase_Orders\BITMAPS\selectafile.gif on Send/Receive Files to select the files to load.

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You can select multiple files from a single directory to load for the A/P Invoice Interface. Loading multiple files at one time allows multiple people to convert the scanned files to XML and save the XML files in a single directory for processing later in a centralized process.

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The system creates the EC_HEADER and EC_DETAIL files during the Send/Receive process regardless of whether a valid supplier is sent in the file. If the file does not contain a valid supplier ID, you must update the supplier on the record through Log Maintenance to process the record. If the supplier is valid but the remit-to sequence sent is invalid, the system assigns a sequence of zero at the time of loading the file. You can also update the remit-to sequence through Log Maintenance. The system uses the remit-to sequence assigned in the xml file regardless of whether the supplier has a primary remit-to.

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If the remit-to sequence is invalid and you do not update the remit-to sequence to a valid sequence prior to processing the record, the system assigns the default payment terms from the supplier record to the voucher created for the invoice.

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Review the Processing Activity Log generated after the send/receive process to identify invoices that require changes or contain errors.

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Use the Log Maintenance screen and the Update E-Commerce Log screen to update the status of invoice files, branch value, supplier on invoice files, remit-to, default batch, and invoice number on the supplier invoice. The updated invoice number displays in the Orig Invoice # column on the Log Maintenance screen.

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Use the Log Report to review a listing of invoices and the status information for each file.

1.

Review status of files to include in processing

J:\Learning Systems\Agility Help\Productivity_Solutions\Bitmaps\path_icon.gif Access Log Maintenance: E-Commerce Þ Log Maintenance Þ Set Form/Interface Type to APINV-AP Invoice Interface

2.

Update Hold status to Not Processed

J:\Learning Systems\Agility Help\Productivity_Solutions\Bitmaps\path_icon.gif For a single record, access Update E-Commerce Log: Log Maintenance Þ Click Update

J:\Learning Systems\Agility Help\Productivity_Solutions\Bitmaps\path_icon.gif For multiple records, access E-Commerce Mass Update: Log Maintenance Þ Click Mass Update

3.

Process files

J:\Learning Systems\Agility Help\Productivity_Solutions\Bitmaps\path_icon.gif Access Process Incoming: E-Commerce Þ Process Incoming Files Þ Set Incoming Files to Selected Þ Select AP Invoice Interface(APINV)

Notes:

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Review processing messages on Processing Activity Log to determine which invoice records were created in Agility and which invoices could not be processed.

Upon completion of the Process Incoming function, the system automatically displays all of the invoices as one file on screen. Print the invoices and/or save the file for future reference. When you print the invoices, the system inserts page breaks so one invoice prints per page.

The file includes unprocessed invoices due to an error in the file or mismatched data on the invoice. The invoices are sorted by processed/unprocessed status, branch within each status, and voucher number. Use the Processing Activity Log to determine which invoice records were created in Agility and which invoices could not be processed.

On Log Maintenance use the following commands to review a stored supplier invoice.

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View Archived File to display the text file for the highlighted line using your computer's default text display window (i.e. WordPad, notepad, textpad). You can then print the document from the window. The archived file is a text file including all of the information within a supplier invoice file (i.e. multiple invoices).

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View Stored Document to display the stored document if you use Document Storage to store supplier invoice files. Document storage stores a separate document based on each unique invoice number.

Use the A/P Invoice Edit screen to update the invoice.

To pay an invoice, use the A/P Invoice Edit or A/P Check Printing screens.

Processing Rules

The system uses the following hierarchy to determine the correct branch for the invoice. Once a match is found, the system stops and assigns that branch to the invoice.

1.

Compares the PO number sent in the file to purchase orders in Agility. If a matching PO is found, the system assigns the branch from the PO on the invoice. If the invoice contains multiple purchase orders, the system assigns the branch from the first matching PO found.

2.

Compares the value in the <Head/branch> tag within the interface file to valid branches in the system. If a valid branch is found, the system assigns the branch to the invoice.

3.

If the branch value is blank or invalid in the previous step, the system uses the default branch for A/P invoices from the Supplier A/P Remit-to Maintenance record.

4.

If the default branch is blank on the supplier A/P remit-to record, the system leaves the branch field blank and you must assign the branch through Log Maintenance to process the file. The system print activity log prints a non-fatal error indicating the invoice requires a branch to be processed.

The system performs the following steps when you initiate the Process Incoming Files program for A/P Invoice Interface files.

1.

Creates A/P invoice records

2.

Creates A/P Recon records when applicable

3.

Verifies items on the matched invoice to items on purchase orders and prints the invoice report

After matching the invoice to a transaction header, the system validates the items on the invoice by matching the line items on the invoice to the correct purchase order using the order number on each detail line on the invoice. The system prints each item and the first 88 characters of the item description on the A/P Invoice Report created at the end of the process. If an item on the invoice is not on the purchase order specified, the system prints an error message on the activity report. Review other purchase orders for the supplier to determine if the item was ordered on another purchase order or whether the item was shipped to you in error.

If the supplier sends an additional or alternate UOM on a line item, the alternate quantity prints just below the line item on the invoice.

4.

Posts the invoices to the G/L accounts

The system debits the expense account(s) or A/P Clearing account selected for the invoice, and credits the selected A/P Trade account.

If the type is non-inventory, the system uses the following hierarchy for determining the expense account when posting the invoices received through the interface.

Account included in the incoming invoice file

The system applies non-inventory invoices as expense invoices and uses the expense account information from the incoming invoice file.

No account sent or account is invalid, use expense account from the supplier branch record

If the account sent is invalid or insufficient amounts allocated to the expense accounts sent, the system uses the default G/L account from the supplier branch record.

No account on the supplier branch record, use the default A/P Invoice Expense account for the branch

If the supplier branch record does not contain an expense account, the system posts to the default account for the A/P Invoice Expense category. If no account is specified for the category, the system posts to the invalid postings account.

The system matches the invoice record on the incoming file to Agility records using the following hierarchy to determine what type of invoice record to create and whether to create any corresponding A/P Recon records. Once a match is found, the system stops and creates the necessary A/P invoice record and corresponding A/P Recon records. The invoice type assigned to the A/P invoice is based on the hierarchy defined in the Invoice Creation Rules section of this document that appears after the following hierarchy explanation. The A/P recon type assigned to the corresponding A/P recon record is based on where the system stops in the hierarchy.

When matching the transaction ID through the steps of the hierarchy, the system strips off alpha characters and uses the numeric characters of the order number on the incoming invoice record as the transaction ID. If a match is not found through the steps, the system uses the full value including the alpha characters as the transaction ID if you balance by A/P Recon.

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If the transaction ID sent in the XML file is alphanumeric and you balance A/P Recon by purchase order, the system removes the alpha characters and saves the remaining value as the purchase order number.

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If you balance by A/P Recon ID, the system saves the alphanumeric value as the A/P Recon ID.

The transaction ID could be a purchase order, supplier return, dispatch, sales order, or reman work order ID. The system uses up to 12 positions for the transaction number to match the transaction to the correct invoice and post the activity to the correct accounts.

1.

Compare the transaction ID of the order number on the incoming invoice for a matching A/P recon detail record with a record type of P with a matching PO and supplier ID. If found, create the A/P recon record using the matching transaction information.

2.

Compare the transaction ID of the order number on the incoming invoice for a matching A/P recon detail record with a record type of A with a matching PO and supplier ID. If found, create the A/P recon record using the matching transaction information.

3.

Compare the transaction ID of the order number on the incoming invoice for the matching A/P recon detail record with the record type of A with a matching A/P recon ID and supplier ID. If found, create the A/P recon record using the matching transaction information.

4.

Compare the transaction ID of the order number on the incoming invoice for a matching PO and supplier ID.

If the match is a child PO or balance PO, attempt to find an A/P recon record for the parent PO.

Found – Create the A/P recon record assigning the A/P recon type from the A/P recon record.

Not found – Create A/P recon record with a type of A.

If a parent PO, create the A/P recon record with a type of A.

If the match is not a child PO/balance PO/parent PO, and the supplier is not a carrier, create the A/P recon record with a type of A or P based on the Balance A/P Recon by setting on the supplier ship-from record.

If the transaction is not a child/balance PO, and the supplier is a carrier, continue on with the remaining checks.

5.

If the transaction is a PO and the order has not yet matched, compare the PO number and supplier ID to the PO number and supplier ID on cost packet records.

If a matching cost packet record is found and the dispatch ID is NOT populated on the cost packet record, attempt to find an A/P recon record with a type of P, A, or SR.

Found – Create the A/P recon record and assign the A/P recon type from the A/P recon record.

Not found – Create an A/P recon record with a type of A or P based on the 'Balance A/P Recon by' setting on the supplier ship-from record.

If a matching cost packet record is found and the dispatch ID is populated on the cost packet record, attempt to find a D type A/P recon record.

Found – Create the A/P record with a type of D.

Not found – If the supplier assigned to the cost packet record is a carrier, and the Create Dispatch Type A/P Recon flag is set, create an A/P Recon record with a type of D.

Not found – If the supplier on the cost packet record is not a carrier or the Create Dispatch Type AP Recon flag is unset, create an A/P recon record with a type of A or P based on the 'Balance A/P Recon by' setting on the supplier ship-from record assigned to the PO.

6.

Compare the transaction ID on the incoming invoice for a matching A/P recon detail record with a record type of D (dispatch) or S (sales order) with a matching transaction ID and supplier ID. If the invoice amount is negative, the system also searches for a matching A/P recon detail record with a record type of SR (supplier return). If found, create the A/P recon record using the matching transaction information.

7.

Compare the transaction ID and the supplier on the incoming invoice to sales order cost packet records. If found and the sales order cost packet is set to affect A/P recon, creates the A/P recon record with a type of S and uses the sales order ID for the A/P recon ID.

8.

Compare the transaction ID of the order number on the invoice for a matching A/P recon detail record with a record type of R (reman work order) with a matching transaction ID and supplier ID. If the invoice amount is negative, the system also searches for a matching A/P recon detail record with a record type of SR (supplier return). If found, create the A/P recon record using the matching transaction information.

9.

If the supplier sent is a carrier and the Create Dispatch Type A/P Recon flag is set, search for a matching dispatch header (DISPATCH_HEADER) record using the transaction ID and supplier sent on the incoming invoice. If found, create an A/P recon record with a type of D.

10.

Compare the purchase order ID to purchase orders in the Agility system. The system does not check for a matching supplier. If a match is found for the record but the supplier sent on the incoming file is a non-inventory supplier, the system only creates the A/P invoice record and does not create any A/P recon detail records.

If the match is a child PO or balance PO, attempt to find an A/P recon record for the parent PO.

Found – create the A/P recon record and assign the A/P recon type from the AP recon record.

Not found – Create an A/P recon record with a type of A.

If the match is a parent PO, create the A/P recon record with a type of A.

If the match is not a child PO/balance PO/parent PO and the supplier assigned to the PO is not a carrier, create an A/P recon record with a type of A or P based on the 'Balance A/P Recon by' setting on the supplier ship-from record assigned to the PO.

If the match is not a child PO/balance PO/parent PO and the supplier assigned to the PO is a carrier but the Create Dispatch Type A/P Recon flag is unset, create an A/P recon record with a type of A or P based on the 'Balance A/P Recon by' setting on the supplier ship-from record assigned to the PO.

If the match is not a child PO/balance PO/parent PO, the supplier assigned to the PO is a carrier, and the Create Dispatch Type A/P Recon flag is set, search for a matching dispatch transaction (DISPATCH_TRAN) for the PO. If found, create an A/P recon record with a type of D. If not found, continue with the remaining checks.

11.

If no matching transactions were found, the system creates the A/P invoice record. If the supplier on the incoming invoice is an inventory supplier, the system creates an A/P recon record and assigns the A/P recon type of A because no transaction was found.

If the supplier is a non-inventory supplier, no A/P recon records are created for the transaction.

If the incoming file does not contain a transaction ID, the system treats the supplier on the invoice as a non-inventory supplier regardless of the invoice cost type setting on the supplier record.

NOTE: When an A/P recon record is created above with a type of D, the DISPATCH_ID is assigned to the AP_RECON_DETAIL.PO_ID field.

When the system writes the A/P Recon records, the system creates a header and detail record if none is found. If the A/P Recon header record already exists, the system only creates an A/P Recon detail record. When creating the header records, the system assigns an A/P Recon record type based on the balancing setting defined on the supplier record. When writing the A/P Recon detail record, the system assigns the record type based on the A/P Recon header record. If the A/P Recon header record is then in balance after the records are created, the system flags that record as balanced. The system applies the invoices as inventory invoices posting the amounts to the A/P clearing account.

If the purchase order is a direct purchase order, the system does not automatically receive the purchase order or invoice the sales order linked to the purchase order. If the invoice is for a purchase order that was split, the system assigns the A/P Recon ID based on the parent purchase order.

When creating the A/P invoice record, the system determines the cost type of the invoice record based on information passed on the incoming file and various settings within Agility.

The system first determines whether the <purpose> tag (cost type) value and PO value from the incoming invoice file are valid in Agility. Then the system uses the Invoice Cost Type from the supplier record to assign the Cost Type to the invoice.

PO Value Sent in File

Purpose

Supplier Default Invoice Cost Type

Resulting Cost Type on Invoice

Blank or zero

Not read (ignores value when PO value is blank)

Not read (ignores value when PO value is blank)

Non-Inventory

Valid or Invalid (Not Blank, not zero, could be valid or invalid PO)

Blank

Blank

PO

Valid or Invalid (Not Blank, not zero, could be valid or invalid PO)

Invalid (Blank, not Non-Inventory, not PO, and not an extraneous cost that affects AP Recon)

Valid (Non-Inventory, PO, or must be a valid extraneous cost that affects AP Recon)

Supplier Default Invoice Cost Type

Invalid (Not blank, not zero, and not valid PO)

Valid (Non-Inventory, PO, or must be a valid extraneous cost that affects AP Recon)

Not read (ignores value when purpose is non-inventory and PO value is invalid)

Assigned based on value sent in Purpose tag

Valid

Valid (Non-Inventory, PO, or must be a valid extraneous cost that affects AP Recon)

Valid (Not non-inventory)

Assigned based on value sent in Purpose tag

Valid

Valid (Non-Inventory, PO, or must be a valid extraneous cost that affects AP Recon)

Non-Inventory

Non-Inventory

Valid

Valid (Non-Inventory, PO, or must be a valid extraneous cost that affects AP Recon) or blank

blank

PO

The interface assigns data to the new invoice using the following rules.

File Data

Resulting Invoice Setting

Credit or debit memo

Invoice is created for the supplier using the G/L account on the supplier branch record and the default settings for creating a credit/debit memo invoices in the accounts payable invoice entry program.

Messages

Header and line item messages in the XML file are set to print on pick tickets/reports, delivery tickets and invoices. Header messages print on the first page of the form. Line item messages print after the description of the item.

Status

If the file does not contain a status, the system assigns the status of On Hold, Ready for Payment, or blank to the voucher based on the setting in the Default Status for Voucher field on the supplier record.

ADF amount

The invoice includes the ADF Amount field if the payment term is flagged for ADF. The total amount from the XML file minus the discountable amount from the XML is the amount the system applies to the invoice as the ADF amount. The footer of the invoice prints the payment terms, ADF amount and discount amount when applicable.

Multiple PO's for single invoice

The system creates a separate voucher for all purchase orders that have the same cost type and the same branch. When multiple vouchers are created for one invoice, the system applies the discount based on the percentages of the total per voucher.

Payment term

The payment term applies based on the setting in the Invoice Payment Terms to Use field on the supplier A/P remit-to maintenance record.

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If set to Purchase Order, the system uses the payment term from the first purchase order found for the invoice. If no payment terms are found for the purchase order, the payment terms from the supplier maintenance record apply to the invoice.

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If set to Invoice, the system uses the All record or the supplier payment term cross reference records defined on the E-Commerce Cross Reference Maintenance screen to determine the correct payment term for the invoice.

Project number

When the file contains an expense G/L account and a project number, the system saves the value to the A/P invoice record based on the Validate project numbers setting on the A/P Parameters record.

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When set, only valid project numbers based on Define G/L Project Number records save to invoice records.

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When unset, project numbers save to the invoice record regardless of whether the value is a valid Agility project number.

The file must contain the project number and a valid expense G/L account in the corresponding field to save the project number to the invoice record in Agility. If the corresponding G/L account is blank, the system uses the default supplier G/L account and does not save the project number from the incoming file.

If the project number is larger than Agility project numbers, the interface truncates the value and prints a non-fatal error on the log report that includes the full project number value.

If the entry posts to an expense G/L account that is set to require a project number and the file does not contain a project number, the system creates/posts the invoice and prints a non-fatal error on the log report.


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