AP: Update to Invoice Entry

Select the Type option to update Recurring Invoices or Payroll Other Deductions. The Category/Records vary depending on your selection.

In order for a Payroll Other Deduction to update to AP Invoice Entry:

• The Payroll Batch must have been updated to the GL.
• The Other Deduction Code must have the Update to AP Invoices check box selected.
  • If the check box is not selected, regardless if the Employee deduction record has a Vendor Number entered, it will not update to AP Invoices.
  • Employee deductions that have a Vendor Number indicated, where the deduction was at one time set up to update to AP Invoices, and then someone clears the Update to AP Invoices check box, the deduction will display on the report Preview of the Unable to Update report. A statement will be printed at the top of the report stating Payroll Other Deduction no longer set up to update to AP Invoices.

Use the Sort By option to sort report data by Vendor Number or Vendor Name.

Click Vendor Number to sort report data by Vendor Number.

Click Vendor Name to sort report data by Vendor Name.

Enter the date to print on the Invoices, or use the Date Control to select a date.

Enter the date the system will use when creating the invoice for payment. The Posting Date defaults from the date entered in the Invoice Date. You may modify this field if needed.

This option is available to users who have more than one company.

This field displays if the Type is Payroll Other Deductions.

Select the Company whose records you want to update.

Only those Vendors who belong to the selected company will be considered for updating. If your company uses the Pick list in the Vendor Master File and does not have all Vendors being used by all companies, this would affect you.

This field displays if the Type is Recurring Invoices.

Entering a memo on the Update screen carries over to each invoice record that is created.

Check Dates

Select the Check Dates to include checks based on the Check Dates.

Select All to include all Check Dates.

Select Range to define a range of Check Dates to include. When you select Range, the range fields display. Type the beginning Check Date in the From field and the ending Check Date in the To field.

This field displays if the Type is Payroll Other Deductions.

Deduction Codes

Use the Deduction Codes category to select the Deduction Codes to include on the report.

Select All to include all Deduction Codes.

Select Pick to define specific Deduction Codes for the report. When you select Pick From List, the Deduction Codes list displays. Select the check box next to each Deduction Code to include on the report.

Deduction Types

Use the Payment Types category to select the payment types to include on the report.

Select All to include all Deduction Types on the report.

Select Pick to define specific Deduction Types for the report. When you select Pick, the Deduction Types list displays. Select the check box next to each Deduction Type to include on the report.

This category is available if the Type is Payroll Other Deductions.

Payment Methods

Use the Payment Methods category to select the Payment Methods to include on the report.

Select All to include all Payment Methods on the report.

Select Pick to define specific Payment Methods for the report. When you select Pick, a list of Payment Methods displays. Select the check box next to each Payment Method you want to include the on the report.

Recurring Invoice Types

This category is available when updating Recurring Invoices.

Use the Payment Types category to select the payment types to include on the report.

Select All to include all Payment Types on the report.

Select Pick to define specific Payment Types for the report. When you select Pick, the Recurring Invoice Types list displays. Select the check box next to each Recurring Invoice Type to include on the report.

Vendor Types

Use the Vendor Types category to select the vendor types to include on the report.

Select All to include all Vendor Types on the report.

Select Pick to define specific Vendor Types for the report. When you select Pick, a list of Vendor Types from the Vendor Master File displays. Select the check box next to each Vendor Type you want to include the on the report.

Vendors

Use the Vendors category to select the Vendors to include on the report. (On the HR: and INS: Benefit Insurance/Other Analysis Reports, this Category is available when the Report Type is Vendor Billing.)

Select All to include all Vendors.

Select Range to define a range of Vendors for the report. When you select Range, the range fields display. Type the beginning Vendor Number in the From field and the ending Vendor Number in the to field, or use the Lookup to locate the Vendor Number.

Select Pick to define specific Vendors for the report. When you select Pick, the Vendor list displays. Select the check box next to each Vendor to include on the report.

Select Create to define your own list of Vendors. When you select Create, a small grid displays to the right. Enter the Vendor Numbers you want to include in the list, or use the Lookup to locate the Vendor Numbers.

Select Exclude to identify records that should not be included. When you select Exclude, a small grid displays to the right. Enter the Vendor Numbers you want to exclude in the list, or use the Lookup to locate the Vendor Numbers.

Paycheck Companies

This category is available to users who have more than one company.

Use the Paycheck Companies category to select the Paycheck Companies to include.

Select All to include all Paycheck Companies.

Select Pick to define specific Paycheck Companies. When you select Pick, the Paycheck Companies list displays. Select the check box next to each Paycheck company to include.

Companies

The Companies category is available for Clients using the Multi-Company feature.

Select the Companies to include on the report.

Select All to include all companies on the report.

Select Pick to define specific Companies for the report. When you select Pick, the Companies list displays. Select the check box next to each Company to include on the report.

Note:  When running reports using the Company Category/Record Pick and the company name exceeds the maximum number of characters, WinTeam will truncate the name.

This option is available to users who have more than one company, but is not selected by default. If selected, the default company prints on the Grand Total Page and the Report Criteria page. All other pages print the applicable company name. If not selected, the default company prints on every page of the report.

This option displays for Recurring Invoices only.

Select the Include Distribution on Report check box to include the General Ledger Distribution information for each invoice on the report.

Select the Include Logo on Report check box to print the company logo on the report.

This check box is selected or cleared by default based on the option selected in SYS:Defaults. However, you can modify the setting on each report.

This check box is available only when updating Payroll Other Deductions, and is not selected by default. Select to include a list of the report options selected for this report. The Report Criteria page includes any ranges specified and each Category/Record selection made for the report.

The Preview button generates two reports. The first report, Recurring Invoices Unable To Update, lists those entries that cannot be updated to the Invoice file because they are not balanced or are missing pertinent information. These entries should be corrected before the update is run. Once the first report has been previewed and is closed, a second report, Update to Invoice Entry Preview Report, will be generated and displayed. This report lists those entries that will be updated to the Invoice file.

Update

If this button is clicked, valid Recurring Invoice entries will be updated to Invoice Entry. There will not be a report generated for this option.

Update/ Print

Select this option for valid recurring entries to be updated to Invoice Entry. The system will display a message showing the number of invoices that will be created and ask if you want to commit the update.

Click Yes to continue with the update. The system will display a message when the update is successful, and allow you to review the invoices from the Invoice Entry form. Click OK. A report, Update to Invoice Entry - Updated, will generate for those recurring entries that were updated.

The AP Update Recurring screen has its own Security Group, AP Update Recurring Invoices.

The following security Feature is available for this screen:

• Can Override Valid Dates for Data Entry

The AP Update Recurring screen is part of the AP ALL Security Group (no Features selected).

The AP Update Recurring is part of the SYS ALL Security Group.

Tip:  For more information see Security Groups Overview and Security Groups By Module.

Section	Item	Value	Module and Purpose
APUpdateRecurring	UseFullSSN	Yes	For those AP invoices created through the Update to Invoice Entry program using Type: Payroll Other Deductions, we mask the social security number for Memo Line 1, leaving only the last 4 digits visible in the Invoice and therefore on the AP Check. If this setting is in place, the system will show the full social security number in Memo Line 1.