APEGU - Vendor Entry Group Update / Reconcile Invoice Report
Menu: Vendor > Entry > APE Reports > APEGU
Address: APEGU
Transaction Error Check
Run this report to review group transactions for errors before running it to update General Ledger and inventory. Select No for the Update option to run error-checking only. The error-checking report includes each group, invoice header lines for each invoice in the group, invoice detail, General Ledger distribution detail, and total amounts. The total debits and credits to the accounts payable control account and bank account for manual payments are provided. Credit memos, debit memos, manual payments, and reversals are not included in the report or in the total amount of invoices. This message is printed on the report when an invoice has no errors: Invoice Ready for Update.
Update Transactions
Running this report updates transaction records that are associated with the specified group name and the General Ledger. Options 5-7 are for the update process. After the group update is complete, the group file is updated with the last update date and operator login. This information can be reviewed in Vendor Invoice Group Entry. This message is printed on the report when an invoice has no errors: Invoice Updated.
At the end of the day, update any groups that have been maintained during the day to ensure that information is current at the start of the next day. If you do not update groups on a daily basis, set a regular update schedule.
When updating a one-time group for matching invoices, the invoice is automatically placed on dispute and these General Ledger entries are made:
How to run APEGU
Check the appropriate Stored Report
Click <COPY> <One Time>
Verify the defaults. Update Email address if not correct for current batch update.
Click <NEXT>
Enter the Group Name used for the AP Invoice Entry in APECE
Click <NEXT>
Verify that all options are correct.
This report needs to processed at least twice.
Option #3
1st check for errors = No.
2nd If no errors found, run again = Yes
Option #5 could be run with No on the first run to review the update for errors before posting.
Click <NEXT>
Options Defined:
Posting Date
This date is assigned to the General Ledger activity and costing activity records when this report is run in update mode.
Specify the date to assign to each transaction that is written to the group transaction file.
If you are updating a previous period, leave the posting date as today's date to maintain an audit trail of the posting sequence. You cannot change the posting date later.
Period
The period is assigned to the General Ledger activity and costing activity records when this report is run in update mode.
Update (NO = Error Checking Only)
1st run, Select No to only list and check for errors in the group transactions without updating files and General Ledger accounts. A report is generated showing the invoice posting and PO costing errors. These errors are also logged and are displayed in the Vendor Invoice Center Entry when validation is complete.
2nd run, Select Yes to update the files and accounts AFTER Errors have been resolved. After group updating is complete, the system updates the Last Posted By operator initials, date, and time in Vendor Entry Invoice Group Setup.
Print All Records (NO = Errors Only)
Select Yes to print all transaction records for the group.
Select No to print only those transaction records with errors.
Invoice Date
Specify the date to use as the invoice date for each transaction. If an invoice date was specified when the transaction was entered in Vendor Invoice Center Entry, the invoice date in this field is not used.
The invoice date is usually the date on the vendor invoice. It is also used to calculate the terms and discount due dates. This is applicable to recurring invoices since an invoice date is not assigned when the invoice is initially entered into a recurring group. You can change the invoice date in Vendor Maintain Transactions Entry at a later time.
Receive DO POs
Select Yes to automatically receive a direct order purchase order (DO PO) when you are costing a single DO PO. The auto-receiving tolerances that are specified in SA Administrator Options-Vendors-Receiving are applied. Addons that are entered in Vendor Invoice Center Entry are applied to the tied sales order if you bill direct PO addons to sales orders. This is dependent upon the selection for Bill Direct PO Addons To Sales Orders in SA Administrator Options-Documents-Sales Orders-Back Orders.
You can also select this option if you are updating a single invoice with multiple DO POs; however, no addons are billed to sales orders.
You must select Yes to process serial numbers that were included in the inbound EDI 810 documents, or specified manually in Vendor Invoice Center Entry.
Receiving Back Order Fill Printer: Leave as default
Printer Options: Leave as default
Reconcile-Print(Y)es, (N)o, (D)etail:Leave as default
Sort By (G)roup or (V)endor Invoice: Leave as default
Use (R)eceive Cost or (M)atch to Cost?: Leave as default
Override Quantity Tolerance? Should always be NO.
Tolerance issues need to be manually reviewed and updated on a case-by-case basis.
Override Line Amount Tolerance? Should always be NO.
Tolerance issues need to be manually reviewed and updated on a case-by-case basis.
Override Invoice Amount Tolerance? Should be NO ALWAYS
Tolerances need to be manually reviewed and updated on a case-by-case basis.
Override Invoice Proof Out of Balance? Should always to NO
GL Variance Account – Leave Blank
Include Recurring Groups? Recurring groups need to be done separately from regular batches always.
Select Yes to include recurring groups in the report.
Post recurring groups on a monthly basis. If you attempt to post a transaction in a recurring group, a message is displayed if the transaction was posted less than 30 days ago. You can still update the transaction.
Adjust Inv Tol if Line Tol Overridden:Leave as default
Consider Warnings Critical
Select Yes if you are in update mode and you want to specify that warning errors should be considered critical. This prevents invoice updating.
During the final update, terms on the invoice are compared to terms on each PO that is costed against the invoice. If the terms do not match, this message is included on the report: PO Terms Different Than Invoice Terms.
Recon Override: (L)ine, (B)O, (I)tem:Leave as default
The resulting report…
If there are Out of Tolerance situations on the report, these entries must be investigated. Verify there was not a typo in the AP Invoice entry. Have a look at the PO in PO Inquiry (POIP) to verify that the Received quantities and costs were entered and received properly.
The problem with updating first is the 1st invoice in the group would have already hit the GL. If there was an entry error that caused the out of tolerance because maybe the freight was not entered, the entry cannot simply be deleted and fixed. The error would have to be reversed and re-entered.