Creating an invoice for a bank statement

You run a batch program to release charges and create an invoice for each company on the bank statement file, P-Card Invoice and Release (PD130). A single invoice is created for each bank statement, using the expense handling code specified. If the file has bank charges for more than one company, PD130 creates one invoice for each company.

The program creates expense invoices in a released status. A totals report is also created, listing the following (including the dollar amount for each):

  • released charge detail lines

  • total number of ad hoc and PO charges released

  • total number of ad hoc and PO charges approved

  • total number of ad hoc and PO charges closed

Both ad hoc and PO-based charges can be released using PD130. However, PD130 creates no invoices for PO-based charges.

Infor Process Automation users have a service available that notifies cardholders when charges are released and ready for approval. For more information, see the LPA Services for Infor Lawson Reference Guide.

During P-Card program setup, you decided whether charges were to be:

  • automatically approved if they were successfully invoiced when PD130 was run

  • automatically closed when approved (using PD130 or PD20)

If you selected No for these options, you need to approve and close charges manually using P-Card Charge Approval (PD20.1). For information, see Managing bank charges.

If any bank charges are disputed, you pay them first, then use P-Card Charge Approval (PD20.1) to change the charge's status to Disputed. Be aware, however, that you cannot dispute a charge that is already approved. Similarly, you cannot alter charge detail after the charge is closed.

To create an invoice for a bank statement

  1. Access P-Card Invoice and Release (PD130).
  2. Type the information needed to create the invoice for the statement and release the charges. Use the following guidelines to enter field values.
    Program

    Select the P-Card program to process. You set up programs using P-Card Program Setup (PD01.1).

    Statement

    Select the bank statement file name that you specified when running P-Card Charge Import (PD570).

    Invoice

    Type a unique invoice name (if left blank, the application uses the statement file name, to be sure there are no other invoice records for the company).

    Handling Code

    Select the expense handling code to be used in creating invoices. You set up handling codes using Handling Code (MA05.1) (the handling code must be available for use by more than one company).

    Update Option

    Select whether to use the Report Only mode or the Update mode. Select Report Only to check for errors; select Update to create an invoice and release charges for approval.

Related reports and inquiries

To Run
View bank charges imported into Lawson P-Card Charge Report (PD230)
View charges imported into Lawson for a specific merchant, merchant group, or Accounts Payable vendor P-Card Merchant Report (PD235)
List all actions performed on a card or charge P-Card Audit Log (PD260)