Security settings for vendor invoice groups

Vendor Entry Invoice Group Setup

Vendor Entry Invoice Group Setup is the function in which you set up groups for use in Vendor Invoice Center Entry. Security for this function is based on function security in SA Operator Setup.

When setting up groups, you can limit access to the group to one operator. In the Operator field, you indicate whether all invoices associated with this group are to be accessed by only one operator or all operators. If you leave this field blank, this group is open to all operators in the company. If you specify one operator, only that operator has access to the invoice data that us associated with the group.

Vendor Invoice Center Entry

User security determines what invoice data appears for the group in Vendor Invoice Center Entry. These paragraphs describe some specific security settings for Vendor Invoice Center Entry.

• Functional Security: Based on the SA Administrator Options minimum security level default setting for Vendor Invoice Center Entry, you must have security of 4 or greater in SA Operator Setup to be able to access Vendor Invoice Center Entry.
• Group: In Vendor Invoice Center Entry, you can only view invoices that are associated with groups when your operator ID is assigned to the group, or for groups with no operator ID assigned. To access invoices in a group that are assigned to other operators, contact your system administrator to change the operator initials in Vendor Entry Invoice Group Setup.
• Final Update: The Final Update process in Vendor Invoice Center Entry can be accessed from the Action menu. The final update process updates invoices and performs the reconciliation process. You must have security of 4 or greater for Vendor Entry Group Update/Reconcile Invoices Report in SA Operator Setup to use the Final Update process in Vendor Invoice Center Entry.
• Invoice Transaction Type: Miscellaneous credits and credit memos are only shown if you can post vendor credits. The Allow Vendor Returns/Credit Processing setting is in SA Operator Setup-Controls.
• Processing Type: When matching invoices to purchase orders, use the Trade invoice type. Security settings at the user level determine your access to Expense, Trade, or Addon transactions. You might have access to one processing type, or any combination of these transactions. These security settings in SA Operator Setup-Controls determine your access to Vendor Invoice Center Entry processing types:
  • Allow Entry of Expense Invoices
  • Allow User to Process Trade Invoices
  • Allow User to Process Addon Invoices
  The security settings also determine whether you can access existing invoices based on their processing type.
• Update Data based on Stage Code: The stage code is defined as the stage of the Vendor Invoice Center Entry invoice record. These stages are valid:
  • Entered: The transaction has been entered, but the Final Update process has not occurred.
  • Updated: During the Final Update process, trade invoices and third-party addon transactions that have been processed using Final Update but contained errors from the reconciliation part of the process. The Updated stage is valid for trade and third-party addon transactions. For trade invoices, you can still apply the invoice to POs since reconciliation has not yet taken place. All other transactions are set to Closed by the update process.
  • Closed: The transaction has been updated and reconciled, if applicable. You cannot modify invoice, terms, General Ledger, manual check, or expense addon information because this information has already been updated into a live accounts payable transaction. You can only inquire on the transaction.

    If Delete Records after Reconciliation is selected in SA Administrator Options-Vendors-Receiving, transactions never reach the closed stage. The transactions are processed during Final Update and, if there are no reconciliation errors, all the transaction detail records are removed. If this option is not selected, the records remain in Vendor Invoice Center Entry for historical and inquiry purposes.

Vendor Entry Group Update/Reconcile Invoices Report

Vendor Entry Group Update/Reconcile Invoices Report performs accounts payable transaction updating and reconciliation for trade invoices. Security for Vendor Entry Group Update/Reconcile Invoices Report is used for this function and the Final Update process run from Vendor Invoice Center Entry. You can run the Vendor Entry Group Update/Reconcile Invoices Report function from the menu if you have security for Vendor Entry Group Update/Reconcile Invoices Report. To perform a Final Update in Vendor Invoice Center Entry, you must have security of 4 or greater for Vendor Invoice Center Entry, and the security to process Vendor Entry Group Update/Reconcile Invoices Report.