AP30.1 - Invoice Maintenance Use AP30.1 (Invoice Maintenance) to maintain released invoices. If an invoice is not in balance, an out-of-balance indicator displays in the "OB" field. The type of indicator displayed is determined by the type of out-of-balance condition that exists. "D" (Distributions) displays if the total invoice distribution amount does not equal the invoice amount. "P" (Payments) displays if the total payment amount scheduled for the invoice does not equal the total invoice amount. "T" (Tax) displays if the total invoice tax distribution amount does not equal the invoice tax amount. An asterisk (*) displays if more than one out-of-balance condition exists. Use AP30.2 (Distribution Adjustments) to correct distribution errors. Use AP30.3 (Payment Schedule Adjustment) to correct an invoice payment schedule. To select an invoice for transfer to another form, select the "X" (Select) line action and transfer to another form. To maintain invoice options including process level, description, invoice accrual code, tax amount, purchase order, and voucher number, choose the Misc button to open the Invoice Options subform. To maintain pay vendor and remit to information, choose the Pay button to open the Pay To subform. To maintain recurring invoice information, choose the Recur button to open the Recurring subform. If the invoice was not defined as recurring in AP20 (Invoice Entry), the button does not display. You cannot maintain the invoice number, type, date, amount (except on a recurring invoice not yet processed by AP175), or currency of a released invoice. Use AP30.4 (Invoice Cancel) to cancel an invoice, if needed. Run AP230 (Open Payables Report) to list released invoices for a company. Updated Files APAUDIT - This program creates audit records if invoice audit in the accounts payable company file is set to Yes. APDISTRIB - Changes and deletes accounts payable distribution records when an invoice is changed or canceled. APINVOICE - This program changes and deletes accounts payable invoice records. APPAYMENT - This program changes and deletes accounts payable payment records when an invoice is changed or canceled. APVENBAL - This program adds records to the Lawson Accounts Payable system vendor balance file when the remit to, invoice amount, or invoice date is changed or the invoice is canceled. Referenced Files APACCRCODE - Used to edit the invoice accrual code. APCOMMENTS - Used to determine if vendor or invoice comments exist. APCOMPANY - Edits the company number. APPAYGROUP - Validates pay group. APPROCLEV - Edits the process level. APVENGROUP - Edits the vendor group. APVENLOC - Edits the vendor location. APVENMAST - Edits the vendor number. EECOMMENTS - Used to determine if employee expense comments exist. AP30.2 - Distribution Adjustments Use AP30.2 (Distribution Adjustments) to maintain distributions for a released invoice. Use the Distributions tab to maintain general distribution information. The total distribution amount must equal the invoice amount, and the total tax distribution amount must equal the total tax amount before the distributions can be processed by AP175 (Invoice Distribution Closing). If you used AP23.1 (Quick Entry for Transit Distributions) to enter the invoice, set the Final Distrib Fl field to Yes. You cannot change or delete the transit distribution that is displayed. Enter the final distribution on the line below the transit distribution. When you use the Change action form, a reverse entry is automatically created for the transit distribution. If you changed a distribution tax amount and the total tax distribution amount does not equal the invoice tax amount, choose the Tax Amt button to open the Tax Amount subform. Use the subform to adjust the total tax amount of the invoice. To define or maintain tax information for a tax distribution, choose the Tax button to open the Tax subform. To define or maintain optional distribution information including activity, unit amount, reference, description, and Intrastat distribution line information, choose the More button to open the Distribution Options subform. Choose the AM button in the Distribution Options subform to define fixed asset distributions. Use the Intrastat Information tab to define or maintain Intrastat information for a released invoice. Run AP230 (Open Payables Report) to list released invoices for a company. Updated Files ACCOMMIT - Creates an activity management commitment record. ACCOMMITX - Creates an activity management commitment record. AMCONTROL - Updated when adding or changing account groups. A record is added to the AMCONTROL file for each company used in the AM system. AMINTER - Updates interfaced asset information. AMRPRINTER - Updates asset repair information. APASTDTL - Creates, updates, or validates asset detail records. APAUDIT - Adds audit records when a distribution is added, changed, or deleted. APDISTRIB - This program changes, adds, and deletes accounts payable invoice distribution records. APINVOICE - This program changes the accounts payable invoice records. APUAVAL - Updates user analysis information. GLCOMMENT - Referenced or updated by general ledger common routines. INSTDETAIL - Maintains Intrastat detail information. INSTHEADER - Maintains Intrastat header information. INSTNBR - Keeps track of most recently assigned Intrastat number and assigns the next number to the next transaction that requires Intrastat reporting. RJBRIDGE - Referenced or updated by general ledger common routines. RJCONTROL - Referenced or updated by general ledger common routines. RJSCHEDULE - Referenced or updated by general ledger common routines. TXCODEMAST - Validates tax code. Does not update. TXCOMPANY - Referenced by tax common routines. Does not update. TXTAXCODE - Edits the tax code. TXTAXTABLE - Edits the tax table code. TXTAXTRAN - This program deletes a tax transaction record when an accounts payable invoice distribution record that has a tax code is deleted and adds a tax transaction record when a distribution is added with a tax code. Referenced Files ACACCTCAT - Referenced by activity management common routines. ACACTGRP - Referenced by activity management common routines. ACACTIVITY - Referenced by activity management common routines. ACCAL - Referenced by activity management common routines. ACCALX - Referenced by activity management common routines. AMASSET - Edits for a change or delete in Posting Book. Not allowed if assets exist. AMTEMPLATE - Interfaces asset information from the Accounts payable system. APACCRCODE - Edits the invoice accrual code. APCOMPANY - Edits the company number. APCPYVND - Used to retrieve company specific defaults for a vendor. APHLDINV - Used to determine if a transaction or vendor is on hold. APPAYGROUP - Validates pay group. APPROCLEV - Validates process level. APVENCLASS - Edits the vendor class. APVENGROUP - Edits the vendor group. APVENLOC - Validates the vendor location. APVENMAST - Edits the vendor number. CUCONV - Edits the currency exchange rate. CURELAT - Edits the currency relationship. GLADDRESS - Address information is returned if needed. GLCHART - Referenced by general ledger common routines. GLCODES - Used for subledger control. GLINTCO - Edits the intercompany relationship. GLNAMES - Edits the general ledger accounting unit. GLSRCCODE - Referenced by general ledger common routines. GLSYSTEM - Used to verify the existence of a general ledger company. GLZONE - Referenced by general ledger common routines. INSTATPROC - Validates the Intrastat procedure code. INSTCMDTY - Validates the Intrastat commodity code. INSTCTRYCD - Validates the Intrastat country code. INSTNOTC - Validates the Intrastat nature of transaction code. INSTPORTS - Validates the Intrastat ports code. INSTREGN - Validates the Intrastat region code. INSTUOM - Validates the Intrastat secondary unit of measure. SYSTEMCODE - Validates the system code updating general ledger and updated the object id. TXTAXRATE - Used to validate the tax rate. AP30.3 - Payment Schedule Adjustment Use AP30.3 (Payment Schedule Adjustment) to define and maintain a payment schedule for a released invoice. You can add new payments or maintain existing, open or scheduled payments for an invoice. If you paid part of the invoice amount, you can maintain the remaining open payments. You can create a new payment schedule manually or create one automatically. To create a payment schedule automatically, type the number of payments required in the Split Number field, select a Split Schedule, and select the Split form action. The system splits the invoice amount equally into the number of payments specified. The full invoice discount amount, if any, is applied to the first payment. To maintain discount information for a scheduled payment, choose the Dsc button to open the Discounts subform. The total payment amount must equal the invoice amount before the scheduled payments can be processed by AP175 (Invoice Distribution Closing). Updated Files APAUDIT - Adds audit records when a payment is added, changed, or deleted. APHLDINV - Used to determine if a transaction or vendor is on hold. APINVOICE - This file is changed when a payment record is changed. APMONITOR - Records are added to this file when a payment record has been split, changed, or deleted and has been scheduled for payment by AP150 (Cash Requirements). APPAYMENT - This file's records are changed by, added to, and deleted by the program. CBBANKINST - Validates payment code and updates used flag. CBCASHCODE - Validates cash code and updates used flag. CBCPYCASH - Validates company - cash code relationship and updates used flag. Referenced Files APCOMPANY - Edits the company number. APCPYVND - Used to retrieve company specific defaults for a vendor. APDISCCODE - Validates discount code. APPAYGROUP - Validates pay group. APPROCLEV - Validates process level. APVENCLASS - Edits the vendor class. APVENGROUP - Edits the vendor group. APVENLOC - Validates vendor location. APVENMAST - Edits the vendor number. CBUSER - Validates user can access cash code. CBUSRCLASS - Validates all users for cash code. CUCONV - Edits the currency exchange rate. CURELAT - Edits the currency relationship. GLSYSTEM - Used to verify the existence of a general ledger company. AP30.4 - Invoice Cancel Use AP30.4 (Invoice Cancel) to cancel a released invoice. You might need to cancel a released invoice if the invoice number, type, date, amount, or currency is incorrect. You can re-enter canceled invoices in AP20 (Invoice Entry) using the same invoice number, if needed. The invoice you are canceling cannot have any payments made against it. If an invoice is not in balance, an out-of-balance indicator displays in the "OB" field. The type of indicator displayed is determined by the type of out-of-balance condition that exists. "D" (Distributions) displays if the total invoice distribution amount does not equal the invoice amount. "P" (Payments) displays if the total payment amount scheduled for the invoice does not equal the total invoice amount. "T" (Tax) displays if the total invoice tax distribution amount does not equal the invoice tax amount. An asterisk (*) displays if more than one out-of-balance condition exists. Use AP30.2 (Distribution Adjustments) to correct distribution errors. Use AP30.3 (Payment Schedule Adjustment) to correct an invoice payment schedule. To select an invoice for transfer to another form, select the "X" (Select) line action and transfer to another form. If active comments exist for an invoice, an asterisk displays in the "C" field. If the invoice has been processed by AP170 (Payment Closing), you must void the payment in the Lawson Cash Ledger system and run AP190 (Invoice Reinstatement) to reinstate the invoice before you can cancel it. If the invoice has been processed by AP175 (Invoice Distribution Closing), the system uses the cancel date you define to post reversing entries to the expense and liability accounts in the general ledger the next time you run AP175. The system creates reversing entries only if the invoices was posted before the cancellation. If the invoice was not posted, the system does not make entries to the general ledger. Note: The cancellation process does not delete the invoice. Canceled invoices display in AP90 (AP Inquiries), AP92 (Vendor Invoices), and AP95 (AP Distribution Inquiry). Updated Files ACCOMMIT - Deletes activity management commitment record. ACCOMMITX - Deletes activity management commitment record. AMCONTROL - Referenced or updated by asset management common routines. AMINTER - Referenced or updated by asset management common routines. AMRPRINTER - Referenced or updated by asset management common routines. APASTDTL - Deletes asset detail records. APAUDIT - Creates audit records. APCRMEMO - Deletes credit memo records. APDISTRIB - Updates distribution records. APHLDINV - Used to determine if a transaction or vendor is on hold. APINVOICE - Updates invoice records. APMONITOR - Updates monitor records. APPAYMENT - Updates payment records. APUAVAL - Updates user analysis information. APVENBAL - Updates vendor balances. EEADVANCE - Updates employee advance records. EEDISTRIB - Updates expense distribution records. EEMATCHING - GLCOMMENT - Referenced or updated by general ledger common routines. INSTDETAIL - Updates Intrastat detail records. INSTHEADER - Updates Intrastat header records. PORETURNHD - Referenced or updated by purchase order common routines. RJBRIDGE - Referenced or updated by general ledger common routines. RJCONTROL - Referenced or updated by general ledger common routines. RJSCHEDULE - Referenced or updated by general ledger common routines. TXCOMPANY - Referenced by tax common routines. Does not update. TXTAXCODE - Validates tax codes. TXTAXTRAN - Updates tax transaction records. Referenced Files ACACCTCAT - Referenced by activity management common routines. ACACTGRP - Referenced by activity management common routines. ACACTIVITY - Referenced by activity management common routines. ACCAL - Referenced by activity management common routines. ACCALX - Referenced by activity management common routines. AMTEMPLATE - Referenced by activity management common routines. APACCRCODE - Validates invoice accrual code. APCOMMENTS - Validates if comments exist for invoice. APCOMPANY - Validates company. APCPYVND - Used to retrieve company specific defaults for a vendor. APHLDINV - Used to determine if a transaction or vendor is on hold. APPAYGROUP - Validates pay group. APPROCLEV - Validates process level. APVENCLASS - Validates vendor class. APVENGROUP - Validates vendor group. APVENLOC - Validates vendor alternate location. APVENMAST - Validates vendor. CUACCT - Referenced by general ledger currency common routines. CUCONV - Referenced by general ledger currency common routines. CURELAT - Used in general ledger common routines. EECOMMENTS - Validates whether employee expense comments exist. GLADDRESS - Referenced by general ledger common routines. GLCHART - Referenced by general ledger common routines. GLCODES - Referenced by general ledger common routines. GLNAMES - Referenced by general ledger common routines. GLSYSTEM - Referenced by general ledger common routines. SYSTEMCODE - Validates the system code updating general ledger and updated the object id. INVOKED Programs IFCC IFCU IFCR IFSG IFAC ACAC IFAU SLSE SLSU IFOB IFRS SLSS |