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Documentation > MAC-PAC Reference Library > Financials > Accounts Payable > Key Concepts and Procedures > Standing Payables > 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                              

                                                                               

 

   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                          

 

   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

 

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                                              

                                                                               

 

  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.