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 'MCO. Report Expenses' (COS150). 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).

This process is only applicable for sorting order 3 in (COS150).

Follow these steps

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

  1. Start (COS150).
  2. Select sorting order 3-'WO miscellaneous'.
  3. Specify 'WO no', 'Op', 'Cst tp', 'Quantity', 'Remark', and 'Employee'. If 'Update AP' is blank, it takes the value from (COS160). Press Enter.
  4. Use option 8='Submit for Approval'. If it is in status 20, you must use option 9='Approve'.
  5. If 'Update AP' is selected, 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.

    The invoice number can be used to locate the created record in (APS450). The supplier invoice batch number should be in status 90.

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