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Creating an Invoice from a Standing Payable
Creating an Invoice from a Standing Payable
Three menu options are used to create an invoice from a standing payable:
· Standing Payables Selection
· Standing Payables Deselection
· Standing Payables Invoice Creation
Standing Payables Selection
This menu option allows you to specify the standing payables that should be used to create invoices. The first screen in the conversation allows you to enter criteria that will help you focus on a subset of all standing payables. This screen is shown in the following figure.
WILLIAMS ACCOUNTS PAYABLE 2/15/93
DSP01 STANDING PAYABLE SELECTION SELECT
Selection Criteria
Paying Co/Loc 001 BEL
Vendor
Beg Month/Year
End Month/Year
Single Recurrence
SP Hold Code
Currency Code
F2=Command F3=Exit F4=Prompt
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AP380S01 - Standing Payables Selection Select Screen
The Paying Company/Location is required. All other fields are optional. When you press Enter from this screen, a second screen will be displayed. This screen lists all standing payables that meet the criteria you specified. For information on how the beginning and ending month/year affect which standing payables are displayed, refer to the Beginning and Ending Month/Year section of this key concept.
The detail screen is shown in the figure below. On this screen, you can type an X next to each standing payable to selected. You can also press F21 to select all of the standing payables. Pressing F21 places an X next to each payable.
WILLIAMS ACCOUNTS PAYABLE 9/01/95
DSP01 STANDING PAYABLE SELECTION PAYABLE
Paying Co/Loc 001 BRU Currency
Vendor EDVEND01 BART ENTERPRISES Hold Code N
Beg Month/Year End Month/Year Recurrence
Batch No
S Vendor Stdg Payable Hold Beg M/Y End M/Y Original Amount Cur
Doc Date Acct Date Due Date Disc Date Pay Date Document
X EDVEND01 BMC N 200,00 BEF
09 01 95 09 01 95 08 02 95 19 01 95 19 01 95 IN
EDVEND01 BMC1 N 200,00 BEF
09 01 95 09 01 95 08 02 95 19 01 95 19 01 95 IN
EDVEND01 BMC2 N 150,00 BEF
09 01 95 09 01 95 08 02 95 19 01 95 19 01 95 IN
EDVEND01 ED N 200,00 BEF
09 01 95 09 01 95 08 02 95 19 01 95 19 01 95 IN
EDVEND01 LR01 N 1.830,00 BEF
09 01 95 09 01 95 08 02 95 19 01 95 19 01 95 IN +
F2=Command F3=Exit F4=Prompt F9=Inquiry
F10=Function Select F21=Select All F22=End Tran
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AP380S02 - Standing Payables Selection Detail Screen
Note that for each standing payable you select, you must specify five dates: document date, accounting date, due date, discount date, and pay date. Values are defaulted into each of the fields, but they can be changed. The document date and accounting date default to the current date. The due date, discount date, and pay date default based on the payment terms defined for the standing payable.
When you press F22-End Transaction from the detail screen, the specified standing payables are selected. For example, if you press F22 to exit from the screen shown in the figure above, two standing payables will be selected:
· SP-001 for vendor V01 with accounting date 2/15/93
· SP-002 for vendor V02 with accounting date 2/15/93
The document type is defaulted from the Standing Payable header screen. This field is used to create the actual open item during Standing Payable Selection.
The external document number has been entered for payable SP-002. MAC-PAC will assign an external document number to the other payable. For automatic numbering, the external number will be retrieved according to the document type. The document type was defaulted from the Standing Payable header screen. The external document number will be defaulted based on the company/location/document type on Reference File category 228.
You can access this screen again to select additional standing payables. When you access the screen again, no Xs will appear in the Select column. However, the two standing payables you already selected will still be included in the next batch invoice generation for the specified accounting dates. For example, you could return to this screen to select standing payable SP-003 for vendor V01. At that time, three standing payables would be selected. You could also select SP-001 or SP-002 again with different accounting dates. In this case, more than one invoice would be created for these standing payables in the same batch run.
Note:
· You can enter an accounting date in any month/year. For example, in January you could select a standing payable for February, March, and April. Note, however, that the accounting date must be before the due, discount, and pay dates.
· Each time you select a standing payable, you must enter a unique accounting date (if the recurrence flag is Yes. This rule prevents you from accidentally selecting the same transaction twice. For example, you cannot select a standing payable for January 15 if it has already been selected for that date (or if an invoice has already been created for that date). If the Single Recurrence flag is N, there are no other restrictions on the accounting date. If the Single Recurrence flag is Y, each accounting date must fall within a different month/year.
· You can only select a standing payable once on the detail screen. To create multiple invoices for the same standing payable, you will need to press F22 to post the current selections, re-enter the detail screen, and select the item again.
· Each time you select a standing payable through the Standing Payables Selection menu option, it is added to the list of selected payables. You cannot delete a standing payable from the selected list using the Standing Payable Selection conversation. To "deselect" a selected payable, you must use the Standing Payables Deselection menu option.
Standing Payables Deselection
This conversation is very similar to the Standing Payables Selection conversation. It allows you to "deselect" any standing payables that are currently selected. As with the Standing Payables Selection Select screen, the first screen in the deselect conversation allows you to specify criteria limiting the standing payables to be displayed. This screen is shown in the figure below.
WILLIAMS ACCOUNTS PAYABLE 1/04/93
DSP01 STANDING PAYABLE DESELECTION SELECT
Selection Criteria
Paying Co/Loc 001 BEL
Vendor
Batch No
Currency Code
F2=Command F3=Exit F4=Prompt
AP380S03 - Standing Payables Deselection Select Screen
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When you press Enter for this screen, a detail screen will be displayed listing all selected standing payables that meet the criteria you entered. A sample of this screen is shown in the following figure.
WILLIAMS ACCOUNTS PAYABLE 2/15/93
DSP01 STANDING PAYABLE DESELECTION PAYABLE
Paying Co/Loc 001 BEL Currency
Vendor
Batch No
S Vendor Stdg Payable Original Amount Cur
Doc Date Acct Date Due Date Disc Date Pay Date Document
V01 SP-001 100.00 BEF
02 15 93 02 15 93 03 17 93 02 25 93 03 17 93 000000000085
V01 SP-002 110.00 BEF
02 11 93 02 11 93 03 13 93 02 21 93 03 13 93 000000000054
F2=Command F3=Exit F9=Inquiry F10=Function Select
F21=Select All F22=End Tran
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AP190S02 - Standing Payable Deselection
Note that the detail screen shown in the above figure is exactly the same as the Standing Payables Detail screen (AP380S02), which was displayed using the Standing Payables Selection option. However, only those standing payables that have been selected are displayed in the above figure. Type an 'X' next to each standing payable to be deselected, or press F21 to deselect all of the payables.
Standing Payables Invoice Creation
Once you have selected the appropriate standing payables, you must run the batch program to create an invoice for each selected standing payable. You submit this batch job using the Standing Payables Invoice Creation menu option. After the invoices are created, they can be changed or deleted through the Open Item Maintenance menu option.