Import of vendor payment transactions from an external system

An external payment system can be integrated with Distribution SX.e to import, process, and update vendor payment information. The integration uses ION to consume the Process.PayableTracker BOD. This BOD sends accounts payable (AP) payment transaction data from an external system to Distribution SX.e. The BOD contains data for a set of transactions for a single vendor.

The payments are imported as manual payments. Data validation logic is performed by the system. If no errors are found, the payment is processed automatically. A journal is created based on payment date. Processing can update both invoices and miscellaneous credits. Related vendor balances, vendor transactions, General Ledger, vendor records, and bank records are also updated.

If errors are found, the transaction is put on electronic hold (e-hold). The invoice or miscellaneous credit must exist in Distribution SX.e before the payment can be processed from the BOD. If a payment precedes the recorded invoice, the payment is treated as an error and put on e-hold.

This integration honors division security. Manual payments that are processed from this BOD are considered ACH or electronic payments and do not use or update the normal check number sequences. Credit Memo transactions are not supported with this integration.

ETCC

Transaction errors can be reviewed in the Electronic Transaction Control Center (ETCC). You can make corrections manually and perform a final update. The Proof amount must be zero to finish. Records are then available in Vendor Inquiry.

Errors

Transaction errors can occur at the header level and the line/detail level.

This table shows the header errors on payment records:

Error # Message Related field Reference
5387 Vendor is Inactive Payment apet.vendno Vendor
4301 Vendor # Not Set Up in Vendor Setup - APSVR apet.vendno Payment Vendor
2100 This is a required field apet.apinvno Payment Reference <> ""
3100 Must be > 0 apet.amount payment amount > 0
2100 This is a required field na Bankno <> 0 - if bank is not sent this is apsv.bankno
2100 This is a required field apet.paymtdt Payment Date
2002 Invalid Period na Payment Date is in a closed period
5357 Proof Amount Must Be Zero to Finish na Payment Amount + misc Credits - Invoice Payments <> 0

This table shows line/detail errors on payments to apply, or Miscellaneous Credit to use:

Error # Message Related field Reference
5483 Invoice Schedule Payment not Found apet.apinvno No active scheduled pay or misc credit in database table
5356 Must Be Less Than or Equal to Sch. Payment Amount and Not Less Than Zero apet.amount Payment Amount
5446 Must Be Less than or Equal to Eligible Discount apet.discamt Payment Discount

Feature activation

The integration is available upon upgrade and requires minimal activation. You cannot enable or disable BOD processing for a single vendor.

In SA Operator Setup-Other Options-Electronic Controls allow the ION Payable Tracker as a Transaction Type for the ION-BOD Process Type. This enables the operator to review any e-hold errors in Electronic Transaction Control Center.

The Process.PayableTracker BOD is available as a standard ION BOD. You must configure ION connection points and document flows for this BOD in ION Desk. These connection points and flows ensure ION is configured correctly to integrate with your external system. You can work with your Infor Consulting Services representative and third-party application provider to configure ION and modify any external applications that send the Process.PayableTracker BOD.

See the Infor Distribution SX.e Inbound BOD Mapping and Descriptions, the Infor ION Desk User Guide or ION Desk User Guide-Cloud Edition.

Prerequisites

We recommend that you ensure these functions are configured correctly to make full use of this integration:

  • CR Bank Setup
  • Vendor Setup-eCommerce

For example, the appropriate bank and vendor account information is essential to ensuring the processing updates correctly.