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AP Automated Invoice Processing

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					                                         AP Automated Invoice Processing
                                                        Application Note


AP Automated Invoice Processing
   This document describes how XML Electorgraph Accounts Payable invoices will be processed in StreamV.
   There are two different types of XML Accounts Payable invoices that will be imported into the system
   automatically from the XML input files provided by Electrograph. These are.
       Vendor invoices for outbound freight charges.
       Vendor invoices for inventory purchases. These invoices can be for items received in house or for
        items that are vendor shipped directly to your customers by the vendor.
   The processing method for each of these invoice types is described in the following sections.


   Processing Overview – Vendor Freight Invoices
   An XML file containing Vendor Freight Invoice information is provided by EG. This file provides the
   following mimimuim information for each invoice being imported or processed.
       The vendor account (The account number assigned to the Vendor in the StreamV application).
       The vendor invoice number
       The vendor invoice date
       The freight carrier
       The Bill of Lading associated with the invoice
       The payment method for the shipment
       The delivery date for the shipment
       The shipto address for the shipment
       Invoice Line Detail – This section contains information that includes the invoice line number, invoice
        item description (total shipping charge), and the shipping charge amount. In the case of a vendor
        freight invoice, the accounts payable invoice is limited to one line item and this line item is posted to
        the default GL distribution account for the vendor).
       Summary section – This section includes the total invoice amount and the total weight of the shipment.
   As each of the XML records for vendor freight invoices are processed, the system performs the following
   actions.
   1.   The system verifies that the vendor from the invoice is valid and can be found in the Vendor file.
   2.   The system verifies that the vendor record being processed has a valid general ledger distribution
        account identified in the Vendor record. This account, subaccount combination is used when posting
        the invoice for the vendor. The system also verifies that the gl account for the vendor exists, and that
        accpers exist for the account in division 1, and dept 1. (check with EG on if specific dept required – if
        so would suggest setting it in the import program).
   3.   The system checks to see if the current invoice number is a duplicate invoice for the vendor being
        processed.
   4.   If the Vendor or Vendor GL Account is not valid (or set up for posting) or if the vendor invoice is s
        duplicate, the system writes an error message to the import log produced by the program to indicate
        that the invoice could not be processed. This log information includes the vendor acct# and the vendor
        invoice number that could not be imported.
                                       AP Automated Invoice Processing
                                                      Application Note
5.   If the vendor, vendor GL account and the invoice number are valid, the system verifies that the invoice
     line detail includes only one line, and that this line total matches the invoice total that is provided in the
     summary section of the XML invoice. If the invoice contains more than one line item or if the invoice
     lines and summary do not balance, the invoice is not imported and the information is written to the
     import log file.
6.   If the XML information is valid, the system processes the invoice as follows.
        An accounts payable register record is created for the vendor invoice. This record contains the
         vendor name (based on the account number provided), the vendor account#, the vendor invoice
         number, invoice date, default payment terms for the vendor (from the vendor file). The invoice is
         created in the operator division, and in department 1 (all AP invoices are posted to AP in dept 1).
         The accounting year and the accounting period for the invoice are set to the current default system
         values. The AP autopost for the invoice is set to the vendor default AP Autopost if one is specified
         in the vendor file or to 310 if no autopost is specified in the Vendor file. The post date for the
         invoice is set to the current date.
        The AP Register status for the new invoice is set to A (active) and the description for the invoice is
         loaded with the Bill Of Lading and the Bill of Lading number provided in the XML record. The
         total amount of the invoice is loaded into the invoice amount field, and the system uses this
         amount, and the default payment terms for the vendor to determine if a prompt payment discount is
         available for the invoice. If so, the system also loads the invoice due date, discount amount and
         the discount date based on this information. The paydate information for the invoice is based on
         the global APPAYDAY parameter, or on the Vendor Pay Class field if the field has been loaded
         for the vendor being processed.
        The Taxcode field in the AP invoice is automatically loaded with the default Taxcode assigned to
         the Vendor – if one has been specified for the vendor.
        The AP invoice Type field for the Vendor freight invoice can also be loaded but would require the
         operator to specify the Type (using a 248 switch or by possibly hardcoding the type into the EG
         custom routine (based on their AP Invoice Type Table).
        Once system has created the Register record for the invoice, the system also creates a JE
         distribution line for the invoice amount (the invoice amount in this case always matches the line
         item detail), and it creates this line using the default GL account that has been specified for the
         vendor and the department specified by the operator in the import program (this department is used
         only for the distribution line as all AP invoices are assigned to dept 1 and all postings to the AP
         General Ledger Control account are made to department 1.
        Once the system has created the AP Register record and the journal entry lines for it and for the
         distribution line, the system moves the xml information that the invoice was created from into a
         comment record and it attaches this comment record to the new invoice. The system then posts the
         invoice to the GL and it converts the temp number used during invoice creation to a permanent AP
         Transaction number.
     Once the vendor freight invoice has been imported, the invoice is included in the AP value in the sub-
     ledger and in the appropriate AP GL Control Account. The invoice can also be paid or other
     processing can be performed with the record immediately after the import process is completed.


Processing Overview – Vendor Invoices for Inventory Purchases
AN XML file containing information about Vendor invoices for inventory purchases is provided by EG.
This file provides the following information
The vendor the invoice is to be entered for.
The invoice amounts, invoice number, invoice date.
                                               AP Automated Invoice Processing
                                                              Application Note
         Any inbound freight amts.
         Details on the items included on the invoice
         The PO associated with the shipment (the po information includes only the po number, and not the po line
         detail associated with the invoice).
Invoice processing (we skip the post submitted) – we don’t show in transit value for this inbound stuff.
We do check that the asn total and the invoice total do match (except for the frt amt)
Invoice is created as a submitted invoice – is not posted to the gl. – saved as S status
ASN records are created for the submitted invoice – these records are also not posted to gl – they are used only to
provide a way to match the ap invoices to the receipts against them – records are left as O (open status).
Receiving dept receives the items – this posts to unvouchered like normal receipt. Receiving program also checks to
see if the vendor/ po/item combination exists in asn file. If so, the asn record is updated to received (partial or
totally) status. If all asn for the ap invoice are totally received, the code then checks total receipts for asn vs ap
invoice total (this gets tricky as we have to test the 91 records we want to match up to invoice).
we can use the asn record to id the invoice

				
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Jun Wang Jun Wang Dr
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