Automatically Create Supplier Invoice Batch for Miscellaneous Cost

This document explains how to automatically create a supplier invoice batch upon approval of miscellaneous costs for the maintenance customer order.

This is applicable, for example, when technicians need to be reimbursed for miscellaneous expenses paid for directly by the technician.

Setup

The 'Update AP' check box is set in 'Cost Type. Open for Miscellaneous Costs' (COS160). This is used as the initial value for the 'Update AP' upon creation in 'Report Miscellaneous Cost. Open' (COS155). The 'Miscellaneous cost defined as item' check box in 'Settings – Maintenance 1' (CRS788) must be selected. If 'Update AP' is selected, the employee must have a supplier specified in 'Person. Open' (CRS530).

The supplier must have bank information in 'Supplier. Open' (CRS620).

Follow these steps

Follow these steps to approve miscellaneous costs and automatically create a supplier invoice batch:

  1. Start (COS155).

  2. Add a record. The 'Update AP' field uses the default from (COS160). You can add the supplier invoice number manually in (COS155). If you leave it blank, it is created automatically when the record is processed. Press Enter.

  3. Use related option 21='Confirm'. If it is in status 20, you must use option 22='Approve'.

  4. If you select 'Update AP', a record is created in 'Supplier Invoice Batch. Open' (APS450). Open 'Maint CO. Check Preliminary Invoice Spec' (COS170) to locate the supplier's invoice number.

    You can use the invoice number to locate the created record in (APS450). The supplier invoice batch number must be in status 90.

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