Invoicing with Accounts Payable

If you create an invoice directly in Accounts Payable, you can provide detailed asset information for each of the invoice distribution lines. When you release the invoice, any information you provide are interfaced to Asset Management.

  1. Access Basic Invoice (AP20.1) or Taxed Invoice (AP20.2).
  2. Define your invoice header and distribution lines.

    For more information, see the Accounts Payable User Guide.

  3. For each distribution line that you want to send to the Asset Management application, click the AM button to access Asset Management (AP22.2).
  4. Specify any information available to you at this point.
    Note: The only fields that are required are the asset template and quantity. It is in your organization's interest to provide as much information as available to you at the time of invoicing. Most fields can be overriden after they are interfaced to Asset Management.

    Specify this information:

    Asset tab:

    Addition Template

    Select the addition template you want to use.

    To interface this distribution line to Asset management as a potential asset or asset item, you must select an asset template.

    Quantity

    Specify the quantity for this distribution line.

    For example, you might want to group all the office chairs you buy on one line.

    Asset Management has the option of splitting the distribution lines into individual items if needed.

    Asset Description

    You can specify an asset description.

    This is an optional field at this point, but a description will need to be added for an asset to be created in Asset Management

    Asset Group

    You can specify or select an asset group. An asset group is a label used to group an asset with other assets that have the same label for processing or reporting purposes.

    If the asset group that you specify does not already exist, it is created automatically

    Combine

    To combine this distribution line with other interfaced distribution lines to be treated as a single asset, specify a one-word combine label on each of the lines you want to be combined. Ensure the label is identical for all the lines you want combined.

    Combining multiple interface records

    Hold

    Select Yes in this field to hold the creation of an asset until all the components of the asset have been invoiced. The default is No.

    The asset line is interfaced when the invoice line is released. Asset Management will not be able to create an asset from this distribution until the Hold value is changed to No.

    Location

    You can select an asset location.

    Location

    Division

    You can select an asset division.

    Division

    Item tab:

    Item

    You can specify an item number.

    Description

    You can specify an item description.

    Model Number

    You can specify the item's model number.

    Serial Number

    You can specify the item's serial number.

    Purchase Date

    You can specify the item's purchase date.

    If you do not specify a purchase date, the invoice date defaults.

    In Service Date

    You can specify the item's in-service date, which is the date on which depreciation will start. This date can be different from the purchase date.

    If you do not specify an in-service date, the invoice date defaults.

    Bar Code Number

    If your organization uses bar-coding and you know the bar code number, you can specify it here.

    The bar code number must be unique throughout the Asset Management application.

    Item Location Detail

    You can select the item location detail.

    The location detail is usually used for physical inventory, in conjunction with bar coding. You must select a location before you can select a location detail

    Tax

    You can also add tax information in the Tax field. This field is purely informational and does not send information back to the Lawson Tax application.

    Account tab:

    Accounting Unit Group

    You can select an accounting unit group for this asset.

    If you select a value in this field, it will override accounting unit group associated with the template you selected.

    Repair tab:

    This tab provides information on an existing repaired asset. It is not used by the interface process.

  5. Click OK to save the data on AP22.1.
  6. To make asset information available to Asset Management, release invoices using one of these forms:

    • Batch Control (AP25.1)

    • Invoice Release (AP26.1)

    • Batch Release (AP125)

    • Mass Invoice Release (AP126)

      For more information, see the Accounts Payable User Guide or Invoice Matching User Guide.