Open Hold Invoice Processing
This page discusses basic AP OH invoice and payment processing. Users can process a single invoice using APOHININ or a Set with multiple invoices using APOHBTUB. The two methods are nearly identical except APOHININ proofs one invoice at a time while APOHBTUB will proof a set of about 500 invoices. If a single invoice needs review and updating, APOHININ may process all passing invoices while researching and updating the one invoice. The Set will be held until the one invoice passes the proofing process.
Individual Invoice Processing
The invoice entry process was designed to make the accounts payable payments more efficient and flexible by handling each invoice individually. By configuring some data validations, errors can be set up as warnings to allow corrections to be done later in the process. This process also has the capability to use Workflow to require approval on an invoice before it can be paid.
Main steps in this process are:
Invoice Entry
Use APOHININ to update existing invoices or create new ones. Most invoices will have been generated from a Purchase Order (PO). The invoice header also includes a PO extraction option to simplify paying purchase orders. To extract the PO information into the Invoice record, enter the following fields:
- Invoice
- Invoice Date
- Invoice Amount
- PO number
- Indicate whether this is a partial "P" or full (final) "F" payment of the encumbered purchase order. A "P" will tag the payment as partial. The system will fully disencumber the given purchase order number if an "F" is entered, regardless of the actual amount that has been paid. This type field updates both the status of the purchase order in the Purchasing subsystem and the encumbrance in the Encumbrance subsystem.
- Entering a User Invoice Total (calculated) of all invoice details to be entered for the Invoice reference is not required but it is recommended. This will help in double-checking the data entry.
Once these fields are completed, click the Extract button. The PO Extract page displays the information from the PO and allows the user to select which line items are to be brought into the Invoice record. It is also possible to modify the Amount and Pay Quantity on this page, if the invoice differs from the PO.
Select the Save button to pull the data into the AP Set.
The Account Number can be modified on this record by typing over Account Code in the field.
If the common code APUB/POPAID is active, the Extract function will not be able to pull PO information unless PO receiving information exists for the Purchase Order. If this condition exists, and the user has the security access to do so, open the PO Receiving (POUPRC) page and receive the PO items to enable the extraction on the AP Invoice Entry page.
Upon saving the record, click through any budget warnings until the Record Accepted message appears. A red alert message denotes a block; the record will not be saved until the required action is taken. If it is a budget block, it will be necessary to select another account code or pull the invoice.
Once the record is accepted, a new invoice detail record can be added to the current invoice, or a new invoice can be added. Click the Add icon at the top of the page to add a new invoice reference; click the Add icon at the bottom of the page to enter a new line item to the same invoice reference.
Continue with this process for each invoice until all invoices have been entered.
Common code SYNO/OHREFNO can be set up to default a seed number. Additional invoice seed numbers can be set up (SYNO/OHREFxxx). Using a system seed will always give a unique number and duplicates will not be recognized.
In addition, the system can be set up to block or warn on duplicate invoices. Settings are found in APOHUPGN and common code APOH/DUPCHECK.
Direct Pay
For Direct Pay invoices, there is nothing to extract so the data must be manually entered on the child record in the following fields (a separate record must be created if different GL accounts are being expensed):
- Account: Enter GL account number for expense.
- Description: Type in a description for transaction. If left blank, the object code description will default.
- Quantity: Defaults to 1.
- Unit Price: Enter the dollar amount of the expense for this item.
- Division: Will default to GEN but can be changed if needed.
- Bank ID: Will default to AP but can be changed if needed.
Proof AP Invoices
Once invoice data entry is complete, run an Invoice Processing Set Proof (APOHINBP) to obtain a report of all entered transactions before they are distributed to the General Ledger and Accounts Payable. The Set proof will print a warning messages if discrepancies exist. The Long (verbose) format is recommended in order to check all data entry such as vendor information, invoice information, and account coding, etc.
APOHINBP can be accessed from the dashboard or directly from APOHININ, under Links. The user can select to process only approved invoices or all invoices. Processing only approved invoices requires Workflow approval by an authorized user and a valid Workflow model loaded in Workflow Designer before proceeding.
When APOHINBP (and APOHINVP, when ready to post) is run, the utility looks for records in the ohb_batch_dtl table where the Set Type is "IN." Should the proof (or posting) block processing of invoices with a data exception stating, "Purchase Order is closed" or "Encumbrances have been closed," resolve by reviewing the blocked invoices and clean up data within APOHININ.
Review the Set Proof Listing reports for data verification. If any errors were found during the proofing process, go back into the APOHININ page and update the invoice in question. Run another Set Proof report to verify that changes were made and saved.
Common Code APBP/POEXCEPT can be set to display exceptions on the Set proof where receiving details vary from the original order.
Validate and Post Invoices
After the data entry has been verified and confirmed as correct, distribute (post) the invoices to the AP database using APOHINVP. The posting date defaults to the current date but may be overwritten. Upon submitting the job, the system will:
- post invoices into Accounts Payable
- post invoices into the General Ledger
- update Purchasing if the payment is against a Purchase Order
- update Encumbrances if the payment is made against an encumbrance
- send transactions over as a set to Accounts Receivable if the AP to AR question is set to Yes
Verify that the Set distributed successfully by viewing the reports generated by the processing.
Once an invoice is posted within the "IN - Invoice Processing" subsystem within the AP module, the posted invoice will no longer display within APOHININ. However, the record will be visible within the AP OH Direct Update (APOHUPTR) page.
OH Set Processing
The AP OH Set process provides multiple invoice processing. Purchase Order information can be extracted for easy payment or data can be entered for standalone invoices.
AP Sets are used typically for Special Processing and Reissues and are created by other processes, e.g., PY to AP interface (PYUTAP), csv file upload (APOHUTIN), or reissue of reversed check (APTRBTDS).
Set processing of invoices is more commonly used for large sets of entries that are done constantly with the same amount. Sets are often created if it is necessary to keep a group of invoices together for posting and payment.
Basic steps of AP OH Set processing:
Create Set
Access the AP Created/Update OH Set (APOHBTUB) page to create a new Set. If the set was created by another process, the records can be reviewed and/or modified on this page.
Create a Set ID name or use the system-seeded value (common code SYNO/BTCHIDOH).
Entering a User (calculated) Set Total of all invoices details to be entered for the Set ID is not required but it is recommended. When the entered invoice total equals the User Set Total, the Set will automatically save and take the user back to the Set tab in Add mode, to begin creating the next Set.
If common code APBP/STOPDS is set to ON, the User Set Total and the System Set Total must match before the Set ID can be distributed (posted) to the database.
The Invoice tab on APOHBTUB is the same page as APOHININ. The data entry for this page is the same as that for Individual Invoice process, beginning with PO Extraction.
Once all invoices are entered and the total of invoices entered matches the User Set Total, the system will go back to the Set tab. If the User Set Total and System Total do not match, there may be a data entry error. The set will not post if these totals do not match.
The system will generate a warning if the user attempts to add a new Set ID or add a new Invoice Detail reference record within an active record where user totals and system totals are mismatched.
Create Set via File Upload
Numerous invoices can be loaded using a CSV formatted flat file. The system interface determines which fields to use by either including special column headers or by referencing an import template within the AP Configure Import Templates (APOHUTCT) utility. Typically, APOHUTCT is used to create a template that may be used by APOHUTIN.
Configuring the CSV file is discussed in detail within Import CSV File of the Utilities section. Here one will find explanations for use of the AP Configure Import Templates (APOHUTCT) utility and guidance for creating a file without the Template utility.
Proof Set
Once the Set data entry is complete, run a Set Proof Listing (APOHBTBP) to verify data. The Long (verbose) Format is recommended in order to check all data entry.
Review the Set Proof Listing reports for data verification. If any errors were found during the proofing process, go back into the AP Create/Update OH Set (APOHBTUB) page and update the invoice in question. Run another Set Proof Listing to verify the changes.
Common code APBP/POEXCEPT can be set to display exceptions on the batch proof where receiving details vary from the original order.
Post Set
After the data entry has been verified and confirmed as correct, distribute (post) the OH Set to the AP database using APOHBTDS. The posting date will default to the current date but may be overwritten.
Verify that the Set distributed successfully by viewing the reports generated by the processing.
OH Payment Processing
- Selecting Items to Pay (APOHPPSP)
- Report of Items Selected to Pay (APOHPPRP)
- Disbursing Funds (APOHPPPA)
Select Entries for Payment
When invoices are posted to the OH database, they have a record status of DS for Distributed. Before records can be processed for payment, it is necessary to change the status of the AP records from DS to WP (Waiting Payment). This is status change is done via the AP Select Entries for Payment (APOHPPSP) page.
Selection criteria can be entered to select a subset of records. Use the Test button to display the number of records selected and the Total Amount of those records. Select Update Now to update the selected records with the WP status.
Report of Selected Entries
Run the AP Report of Entries for Payment (APOHPPRP) for a final review of the records included in the check run. An A/P Check Stock ID of "@@" means all bank IDs will process.
Review the following information:
- Individual invoice record information
- Check total by vendor and payment type
- Total number of items to be issued
- Summary information recapping total records to be paid
- Number of payments to be made
Pay Selected Open Hold Entries
Proceed with normal payment processing using AP Pay Selected Open Hold Entries (APOHPPPA). If more than one A/P Check Stock ID is available in the drop-down list, select the same one that was used when creating the invoice records. Otherwise, no Selection Criteria is necessary if all payments are to be processed.
The system keeps track of issued check numbers and automatically assigns the next available check number on the first check run for the given check stock. Load the check stock and MICR toner (if applicable) and submit the job tell the system the forms are ready and process payments.
Checks, remittance advice, and addenda files will be generated. Positive Pay files may be generated at this time as well. To allow this process to automatically run during a check run, set up common code BKCS/BK200 with "BK967" in the short description. Positive Pay file location are set up in common code BKPP/xxGEN.
Check content may be customized using common code SYFG/SY666C. This code can add the check number and upshift PE data or check amount.
Disbursed payments may be viewed within the following pages: APOHUPTR, BKUPCD, and GLUTTR.
The Pay Selected Open Hold Entries (APOHPPPA) will also process EFT and E-Pay transactions, if the Payment Method on the Vendor tab of the Person/Entity Information (PEUPPE) page has been set up for this type of check processing. Invoice and payment processing is identical with the exception that paper checks will not be generated for EFT and EPayable vendors, and an EFT or EPayable file will be produced. When EFT payments are generated, an AP EFT Report will be included with the other job reports. See EFT Setup for more information.