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Navigation: Go_ Define Business Rule _ Establish Business Units _ USE N-Z, Payable
Options
All AP Business Units are set up individual in these panels PS, all default values for the
specific BU are coming from these panels:
Voucher Currency:
Payables Definition
Vendors
Also the RMT/EML is defined here when an email address is defined in the vendor panel
(see Key Fields Location Panel), the vendor receives a remittance advise after completing a
pay cycle via email.
Under the Telephone button, the fax number from the vendor is defined, in case the vendor
has dispatch method fax (see Key Fields Location Panel), the POs created in PS are faxed
to this number and the vendor automatically receives the PO on their fax machine.
Under the Internet Address button email address from the vendor is defined, in case the
RMT/EML is defined on the Additional ID Numbers button the remittance advice with all
payment details for the vendor from a specific pay cycle is sent to this email address.
Under the Procurement Options button the following information can be defined
_
Accounting Template, in case of inter company vendor (see topic Accounting Entry
Templates)
Payment Term from the vendor needs to be defined on this panel (see topic Payment
Terms)
PO Dispatching, the dispatch method from the vendor is defined here, in case of
EDI the ID Number needs to be filled out on the Additional ID Numbers button,
and in case of fax, the fax number needs to be filled out on the Telephone button
Vendors then automatically receive RA POs in their System or via the Fax Machine.
Matching, RA requires 3 Way Matching, PO, Receiver and Invoice in order to pay the
invoices from the vendor
Under the Payment Options button the following information can be defined
-
Pay Group, each vendor has their specific pay group, as one of PS Pay cycle criteria
is selecting the pay group for invoices that needs to be paid.
Bank, when the vendor is being paid in a specific currency other then the default pay
from bank from the BU, the pay from bank needs to be defined here.
Payment Method, the payment method EFT is the method which RA uses.
Under the EFT Options button the following information can be defined
-
Payment Format, with payment method EFT, STND SWIFT is the format which
Needs using.
Transaction Handling, Pay Advice is the handling that goes together with STND
Swift payment format.
3 Purchase Orders
There are 2 types of Purchase Orders namely: A Sellable POs and B Non-Sellable POs
Sellable POs can be split by Inventory POs and Drop ship POs, both types of POs can be
generated by PS or entered manually by the Purchasing Team.
Under the Line Details button , the receiving required flagged is clicked on, meaning that
the PO requires a receiver, when this flag is turned off (in case of Drop Ship POs) the
voucher will match with the PO/Line without a receiver even though on the header of the
PO the 3 Way is defined (see Header Panel)
On the Distribution Panel the accounting information (also Project info) is defined, please
be aware that when a PO has been created no accounting entries are generated, this only
happens when a voucher is booked against a specific PO and is picked up by the Voucher
Posting Process.
Also here you can see if a PO Line has multiple Schedules, meaning that when a voucher is
booked against that specific PO, the correct schedule for that PO line needs to be selected,
if both vouchers are linked to the same schedule line, the voucher ends up in Match
Exceptions.
Under the Distribution VAT button, the VAT Values are populated.
Payment Terms
Currency
Matching
VAT Amount
the vat amount calculated on the PO will not reflect in the voucher,
Vat amount is filled out in the VAT box on the voucher header
B Non-Sellable POs
Non-Sellable POs are POs on Item Description, meaning that no items have been set up for
Non-Sellable goods/services so no price and accounts are defaulted.
By using a category code on the line details the account is defaulting on the PO like X7590,
will default to account 759000, but this can be overwritten by the user.
All the important key fields which are listed for Sellable POs apply also for Non-Sellable
POs
PO Activity Panel
The PO Activity Panel shows if a voucher has already been linked to a PO, if you click on the
words Receipt or Invoice it will show the respective voucher/receiver id click on the box
and you can click in the Go To Voucher Box which will open a new panel and shows the
voucher inquiry panel for this specific voucher, same goes for the receiver.