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AP Integration

  • 1.  AP Integration

    Posted 01-12-2018 11:57 AM

    By those more knowledgeable than myself, I want to run this by the experts.  We created a new database for a new segment of our business.  On the short term, the invoices for Company3 are going to be paid by Company1.  Payments for vendors shared by the two companies will not be combined.  Invoices for Company1 will be processed on a separate check from invoices for Company3.

    We are using GP2010.  We do not have the databases' inter-company linked electronically.  After the updates we may look at that.  So when I process Company3 invoices, they are all coded to 3-1269 (Intercompany).  In the Distribution Reference Field, I note the GL number for the Company3 side.  

    In the Company3 database I have made the inter-company account the cash account.  I have been using Integration Manager to upload some invoices to AP, but as Open Items, not paid.   The sample PMTRX.txt had a check amount, which I default to zero.

    Would I add a field (column) for the check number, with one line the Distribution Type of 6 for the expense (Dr) and a second line Distribution Type of 1 for the cash (Cr)?  

    I know I could upload the information to the General Ledger via journal entry, but since a cash account will be added in a few months, I want the AP detail to be in AP for the history.

    I did a SmartList from Company1 (GL) of the 3-1269 (inter-company) account.  I can use this information to do a few lookups and get the check information to create the integration file with minimal work.  

    I would appreciate any feedback.

    Thomas Hill
    Accounts Payable - Expense Processing
    M&A Technology, Inc.
    Carrollton TX

  • 2.  RE: AP Integration

    Posted 01-12-2018 03:24 PM
    Edited by Windi Epperson 01-12-2018 03:28 PM
    If I'm reading this correctly, you're going to have to be really careful not to duplicate things across companies/databases.  Here is what I'm reading (tell me if I'm wrong).

    Invoice entered in company 1
    Debit  Co 3 interco
    Credit AP

    Invoice paid in company 1
    Debit AP
    Credit Cash

    Open invoice imported into company 3
    (sorry - hit send instead of expand)
    Debit Expense
    Credit Co 3 interco

    If that is correct, then the question I have is how are you clearing the open AP transactions?   I think if you bring those in with a check amount (or some form of payment) at the same time, then they come is as fully completed docs and your distributions wash.  If you bring them in as open, then eventually you're going to have to do something (credit memo or payment) to close them and your GL will be off.

    Hope I'm understanding correctly and this makes sense.

    Windi Epperson
    President/GP Senior Consultant
    Advanced Integrators, Inc.
    Norman OK
    405-946-1774 Ext 102

  • 3.  RE: AP Integration

    Posted 01-12-2018 05:04 PM

    Here is samples of my data files, at least at this point.

    Using the invoice number from the SmartList I will be able to get the correct invoice date and the check number and check amount.

    Thomas Hill
    Accounts Payable - Expense Processing
    M&A Technology, Inc.
    Carrollton TX