Defining a process level

A process level is a part of a company, such as a division, department, or cost center. You define at least one process level for each accounts payable company. You might want to define more than one process level based on your organizational structure and processing needs. Use this procedure to define a process level.

Procedure flow: Defining a process level

Define a process level

  1. Access Process Level (AP00.5).
  2. Define header information for the process level.
  3. Specify this information:
    Pay Group

    The pay group assigned to the company defaults. You can assign a different pay group if this process level is processed in a separate payment cycle.

    Default

    You can designate one process level as the default for a company. If you select Yes, the process level defaults on all invoices for the company unless you override it during invoice entry. If your company has only one process level, you will definitely want to set it as the default.

    Status

    Select the Status of the process level. The default is blank (Active).

    Select the Inactive status when the process level is no longer used for invoicing. A Purchase Order or requisition cannot be added with an inactive process level, but an existing purchase order or requisition can be changed and released. Example: the PO/REQ already has this process level attached, but do not allow to change the purchase to an inactive process level.

  4. To specify name and address information for the process level, use the Address tab.
  5. Specify this information:
    Name

    Specify a descriptive name for the process level in the Name field. This name will display on forms, reports, and inquiries.

    Address

    To store address information for the process level, you can specify it here. This information does not display on forms, reports, and inquiries.

  6. To assign accounts payable codes to the process level, use the Codes tab. The process level uses the accounts payable codes you assigned to the company unless you override them here.
  7. Specify this information:
    Cash Code

    Specify or select the cash code assigned to the process level. This field represents a bank account. The value of this field must be a valid record in the Cash Code file. If left blank, the cash code assigned to the company, if assigned, or the pay group defaults on invoices specified for the process level.

    Invoice Accrual Code

    Specify or select the invoice accrual code assigned to the process level. It is used to default a general ledger accrual account to an invoice during invoice entry. The value of this field must be a valid record in the Invoice Accrual Code file. If left blank, the process level uses the invoice accrual code assigned to the company.

    Discount Code

    The discount code assigned to the process level. It is used to default a general discount account to an invoice during entry. The value of this field must be a valid record in the Discount Code file. If left blank, the process level uses the discount code assigned to the company.

    Income Withholding Code

    The income withholding code assigned to the process level. It is used to default an income withholding accrual account to an invoice during entry to track reportable withholding for a vendor. The value of this field must be a valid record in the Income Withholding Code file. If left blank, the process level uses the income withholding code assigned to the company.

    Invoice Handling Code

    If you want a handling code to default for vendors and invoices associated with this process level, select a valid code.

    Invoice handling codes are defined using Handling Code (MA05.1). They contain processing rules for invoice matching.

    Retainage Accrual Code

    This is the default accrual code of invoices, payments, and distributions for vendor agreements with retainage. If specified on the process level, this will override the retainage accrual code at the Company level.

  8. If you are matching invoices to purchase orders, select the Invoice tab to define default general ledger accounts at the process level.
  9. Specify this information:
    Inventory Receipt Archival

    This is the posting account used to post amounts for inventory that you have received but do not expect to pay for.

    AOC Differences

    Specify or select the AOC Differences account. This account is used when the invoice add-on charge is greater than the receipt add-on charge (for both landed and non-landed add-on charges).

    Underbill Write-Off

    Specify or select the Underbill account. This account is used when the invoice amount is less than the receipt amount.

  10. If you will be matching invoices to purchase orders, use the Receipt tab to define default general ledger accounts for purchase order receipt.
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