Combining multiple interface records

Using the combine field, you can create a single asset for multiple invoice or activity interface records that have the same combine code. The Combine field is found on these forms:

Application Form
Project Accounting Activity Asset (AC10.3)
Accounts Payable

Asset Management (AP22.2)

Note: Access using the AM button on Basic Invoice (AP20.1) or Taxed Invoice (AP20.2).
Asset Management

Used while processing a purchase order invoice:

  • PO Line Asset Defaults (AM17.1)
  • PO Line Asset Detail (AM19.1)

Used after an invoice or activity is released:

  • Single Invoice Interface (AM15.1)
  • Combine Invoice Interface (AM15.2)
  • Single Activity Interface (AM15.3)
  • Combine Activity Interface (AM15.4)
Note: You can use AM15.1 or AM15.3 to assign a Combine label to interfaced invoice or activity lines, but you must use the Release action on AM15.2, AM15.4, or AM115 to create an asset or activity asset from combined invoice or activity lines.

Example

Three pieces of medical equipment, ordered from three different vendors, are intended to make up a single computer system. The three pieces of equipment were invoiced separately. When you transfer the records to Asset Management you want them all to be part of one asset, not three. To do this, you must:

  • Specify the same combine term in the combine field for each of the invoices at any point before you create the asset.

  • Ensure the company, template, and other information is the same on all three records.

  • Release all three interface records (to Asset Management) simultaneously, using AM15.2 or AM115.

    The resulting single asset has three items, one for each original invoice interface record.