Final update
General Ledger is not affected by an invoice group until you perform the final update in Vendor Invoice Center Entry or run the Vendor Entry Group Update/Reconcile Invoices Report.
After you update the group, the transactions affect General Ledger and vendor balances.
Update Vendor Invoice Center Entry invoices daily for each group file that has been maintained during the day. This ensures that General Ledger information is always current at the start of a new day. If you do not update the groups daily, update on a regular basis at a minimum. To determine whether a group needs to be updated, check the Last Changed By and Last Posted By dates in Vendor Entry Invoice Group Setup.
If the Last Changed By date is more recent than the Last Posted By date, the group was not updated, and General Ledger is not current. You can also check for open groups in GL Journal Inquiry and do a search for open journals in Vendor Invoice Center Entry.
Manually updating recurring groups in Vendor Invoice Group Entry
You usually use recurring groups when you must post the ame amount of an invoice on a regular basis. For example, rent is a recurring expense that you must post monthly. To manually update transactions in a recurring group in Vendor Invoice Center Entry, you must select the transactions you want to update and then perform the Final Update.
Automatically updating recurring groups
Instead of manually updating recurring groups in Vendor Invoice Center Entry, you can set up a stored report to automatically update recurring groups by processing the Vendor Entry Group Update/Reconcile Invoices Report.
When defining the report, you can specify the group or a range of groups to be updated. Additionally, you can specify a vendor number, invoice number, or created date, or a range of these parameters. All group associated with the specified ranges will be updated within the additional parameters selected on the Options view.
These options are used to update recurring groups. Do not change the other options.
|
Posting Date |
Update Processing |
|---|---|
|
Period |
Print All Records (No = Errors Only) |
|
Update (No = Error Checking Only) |
Invoice Date |
The asterisks in the Posting Date and Period fields refer to the current system date. Keep the asterisks to set up this recurring group to automatically update each month. The Update option allows you to update the group and create accounts payable files, or to only list the transactions and check for errors. If you list the transactions before updating, you can review the erroneous transactions and fix them before updating them and creating files. Use the Print All Records option to print all transactions that were updated, or to print only those where errors occurred. Printing all transactions might cause the report to be very lengthy.
Updating one-time groups
After a one-time group is updated, the transactions and group header are deleted if the Delete Records After Reconciliation option in SA Administrator Options-Vendors-Receiving is selected.
If this option is selected, Vendor Invoice Center Entry transactions are deleted after the invoice is updated and reconciled. For expense invoices where reconciliation is not required, invoices are deleted after update is performed. If this option is cleared, records are retained in the group until you manually delete them. To delete closed invoices, search for closed records in Vendor Invoice Center Entry. Select all transactions in the grid, and then click .
Updating trade invoice groups
When you update a group containing trade invoices, two processes can be performed: the update to the vendor file to record the vendor invoice and the update to inventory control. The invoice and purchase order match must be within tolerances and the purchase order received for both processes to be performed against an invoice. If the purchase order has not yet been received or the match is outside acceptable tolerance levels, only the Update process is performed.
See tolerances.
If a reconciliation error occurs, for example the purchase order is not yet received or the values are outside of tolerance, the invoice is set as disputed if the Set Dispute Flag on Matching Invoices option is selected in SA Administrator Options-Vendors-Receiving. The update process adds the invoice to the vendor history file, crediting AP Trade and debiting AP Trade Unmatched. When the invoice passes the reconciliation process, the reconciliation process removes the hold and reverses the entry of AP Trade Unmatched as it checks inventory and debits Uninvoiced Inventory as a result of reversing the receiving General Ledger entry.
From Vendor Invoice Center Entry, you can perform the final update and reconciliation on records you select from the grid. This is considered a live and interactive update and reconciliation process. Errors are returned to the Vendor Invoice Center Entry so you can process exceptions. The first time you use the live and interactive update and reconciliation process, you are prompted to select override standard processing options. After that, you are not prompted again.
You can also use the Vendor Entry Group Update/Reconcile Invoices Report to update trade invoice groups.