Interfacing Accounts Receivable to Accounts Payable

Do you have a customer who is also a vendor? If so, you can display the net balances, or exhaust the open items against the open invoices to create a debit or credit memo in Accounts Payable for the difference. In this procedure, you will learn how to interface open transactions with Accounts Payable.

The program allows you to perform these tasks:

  • display the AP and AR balances for a linked customer/vendor

  • display the net AP/AR balance for a linked customer/vendor

  • display the open AP detail transactions (if linked)

  • display the AR open detail transactions in a detail screen format

  • select open AR transactions via filter options

  • select one, many, or all open transactions for a customer, for AP interfacing

  • process an open transaction according to specific rules

Note: You must have the Interface to AP flag set to Yes on Company (AR01.1) to interface AR to AP.
  1. Access AR to AP Interface (AR48.1).
    Note: Only open unapplied transactions are eligible for selection. Ineligible transactions will not be displayed on this form. Open transactions with pending applications, adjustments, or reversals are not eligible for selection.
  2. Select transactions for processing using the filter criteria or select all open transactions. Consider these tasks:
    To Use
    Display eligible open items/payments, and selected transactions. Inquire form action
    Select all eligible transactions. Add All form action
    Inquire on selected records only. Select form action
    To change a line item. Change form action
    To delete all selected records. Delete form action
  3. Click Filter to access Selection Criteria (AR48.2). Use this form to define selection criteria. Any transaction that meets the criteria defined will be selected.
  4. Select the Release form action to release the transactions. Use these guidelines to specify the field values:
    AR Post date

    (Required) Specify a post date. If this field is left blank, then the system date is set as default.

    Reason Code

    (Required) Select a reason code.

    Operator

    Select an operator if you have Yes in the Operator ID Required field in Company (AR01.1).

    AP Invoice

    Use this to check for duplicate invoices.

    Terms Code

    Select a terms code.

    Due Date

    Specify a due date if you did not enter a terms code. You can not have both fields filled.

  5. (Optional) If the vendor relationship was not previously established on Customer Group Address (AR09.1), then select the Vendor form action to open New Vendor (AR48.4). Use this form to add a vendor. Use these guidelines to specify the field values:
    Vendor number

    (Required) Specify a vendor number or auto assigned by AP.

    Name

    (Required) Specify a name or use the customer name as default.

    Vendor Class

    (Required) Specify a vendor class or use the Vendor Class from Company (AR01.1) as default.