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A/P control file maintenance (GDMD0811)

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The A/P control file contains the information and system parameters that define how the routines in the A/P shall function. The information must be entered at the time of installation. You can print the contents in the table from the Table printout program selection list program.

No of stored periods
Enter the number of periods the A/P transactions are to be stored in the system. A minimum of 3 periods is recommended. Settled transactions that have become too old are deleted when the period roll-over is performed in the backup routine. Instances where this differs are when there are invoices including goods-in-transit G/L postings. These are not deleted until the G/L postings accounting period has expired as well.
VAT catalogue
This field is only displayed if your company uses VAT entry on invoice level, which is defined in the G/L control file. Enter the VAT catalogue from the VAT catalogue table where the VAT codes you shall use for A/P documents are listed. VAT codes are defined in the VAT handling code table. The VAT codes are then defaulted in the manual A/P transaction entry routine.
Final invoice mode
Enter the code deciding which invoice entry mode will be the default when you open the routine for manual entering of A/P final invoices.

The following codes are valid:

Code Description
YES Final entering
NO Preliminary to final entering

Payment proposal

The following three fields are used in the A/P payment proposal routine:

Split model
Enter the code for split model. This code controls which type of split is to be performed for automatic payments. In this context, split means how you want to portion your supplier on accounts and/or credit notes when creating payments for normal invoices. The reason is that you cannot pay yourself for supplier accounts/credit notes and, therefore, need to be able to split and use amounts from on accounts/credit notes to pay normal invoices.

The following codes are valid:

Code Description
0 No automatic split of on accounts/credit notes
1 Split starts from the payment proposal’s first payment date
2 Split starts from the on accounts/credit notes’ payment date
Re-create paym order
It makes it possible to re-create the payment order in the A/P payment proposal. Valid codes are YES to re-create the payment order or NO if you choose not to.

Examples:

  • A case when you would want to re-create a payment order is when you send payment orders electronically to the bank. While waiting for the bank to confirm reception and the validity of the payment orders, you would like to have the possibility to re-create and send them again if something should go wrong.
  • A situation when you do not want to re-create payment orders could be when using Cheque Writer and you do not want to take any chances to have cheques printed twice for the same invoices to be paid.
Automatic deletion
Indicate if you want the system to automatically delete a payment proposal after it has been finally updated into the Accounts Payable.
Amount BLWI info
In Belgium, it is mandatory to define BLWI code to declare the origin of the transaction. Enter the BLWI coded transaction amount as Amount BLWI info only if, the total amount in system currency is higher then 5000 Euros for each foreign payment made to the bank. During the creation of payment order, a test is done to check if BLWI information is defined for every transaction in the proposal or not.
Amount DNB info
Enter the Amount DNB information, if the system country of the company is Netherlands and exterior payments are used. This amount is pre-defined by De Nederlandsche Bank and is currently set on 12.500 Euros (2003). During the creation of the payment order for exterior Dutch payments (BTL91 format), a test is done to check if the payment amount is greater than the amount entered in this field (i.e. 12500 Euros). If the test is positive, some extra information regarding the payment and the DNB registration number must be entered in the payment order transfer file. The payment order creation program will test if all the necessary fields are filled in, to be able to retrieve this information when required.
NAW code
Enter the code value as 1 (if NAW information on your suppliers is required from Postbank) or 2 (if NAW information on your suppliers is not required from Postbank). The code value is then placed into a file transferred to the Bankgirocentrale.
Attestor security
Indicate if attestor security is to be used in the system. This means that the security code for the attestor must be entered when changing an invoice from not approved for payment to approved for payment, or when maintaining any information for a final invoice. The security code is defined for each attestor in the Signature table.
Turnover net amount
Set this field to YES if you want the system to use the turnover net amount for statistical calculations. Set this field to NO if you want to use the gross amount in the calculations. This way, if you should compare the turnover for different companies, you do not risk comparing a gross amount with a net amount.
Stat of acct X-ref
Indicate if all related settlements should be listed for each document on the statement of account.
EU stat at entry
This field is only displayed if the EU reporting function is activated. Indicate if EU statistics should be registered at transaction entry. If you enter NO, they can still be registered during transaction maintenance.

Code and method description:

Calculation example:

Testrun
Indicate the status as checked (if the file transferred to the bank contains test information) or unchecked (if the file transferred to the bank contains final valid information).

Invoice matching

The following three fields are related to the A/P invoice matching functionality.

Inv manual matching
Indicate if you want to be able to manually match supplier invoices with the received purchase order lines during invoice entry. Note: If the A/P invoice automatic matching routine is activated (Inv autom matching on this panel is set to YES) and you set this field to NO, you will not be able to manually match invoices that were rejected during the automatic matching validation process.
Inv autom matching
Indicate if you want to activate the A/P invoice automatic matching routine. If you set this field to YES, the supplier invoice lines will be automatically matched with the received purchase order lines when you run the Retrieve financial transactions program or the Automatic matching of A/P invoice lines routine. If you set this field to NO, the supplier invoices and invoice lines are still retrieved and validated, but no matching is performed.
Promote prel invoice
This field is only applicable if Inv autom matching on this panel is set to YES. Indicate if you want the system to automatically make the preliminary invoices final after they have been successfully matched in the A/P invoice automatic matching routine. If set to NO, they will remain preliminary and you must manually make them final.

Direct order debits

The following two fields are related to the A/P Direct order billing functionality and control the handling of A/P debit generation (i.e. charging back any discrepancy/variance with the purchase price and/or fees to the supplier). Note: These “tolerance level” fields are blank by default, which means that any discrepancy/variance between the purchase order price and the invoice, or the fees charged from the supplier will always be debited back to the supplier. If you do not want to charge back anything to the supplier, regardless of any discrepancies/variances, enter 100 in the Min % of invoice.

Min % of invoice
This field is only displayed if the APDIRBIL (A/P direct order billing) function is activated in the Function control file and is an optional entry. Enter the minimum threshold as a percent of the net settlements (total PO) in A/P direct order entry. The lesser of this and Min amount (if entered) will be used to determine the minimum threshold for creating A/P debits. If entered, the percentage must be between 1 and 100.

To disable A/P debit note generation enter 100. This means that you will bear any discrepancies and not charge anything back to the supplier.

Min amount
This field is only displayed if the APDIRBIL (A/P direct order billing) function is activated in the Function control file and is an optional entry. Enter the minimum threshold as a flat amount in A/P direct order entry. The lesser of this and Min % of invoice (if entered) will be used to determine the minimum threshold for creating A/P debits.

A/P control file maintenance (GDMD0812)

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On this panel you enter different default values for the handling of A/P transactions.

Currency defaults
Enter the default values for exchange rates that you want the system to suggest in the manual A/P transaction entry routines. Default values must be entered if the batch transfer routine for A/P transactions from pre-systems is used, and both transaction and system currency amounts do not exist for the transactions during transfer.
Period invoices
Enter the time value for invoices, i.e. if the default exchange rate should be the daily, weekly, monthly or yearly rate defined in the Exchange rate table. The codes for DAY, WEEK, MONTH and YEAR are defined in the Language table.
Level invoices
Enter the level for invoices, i.e. if the default exchange rate should be the high, medium or low rate defined in the Exchange rate table. The codes for HIGH, MEDIUM and LOW are defined in the Language table.
Period payments
Enter the time value for payments, i.e. if the default exchange rate should be the daily, weekly, monthly or yearly rate defined in the Exchange rate table. The codes for DAY, WEEK, MONTH and YEAR are defined in the Language table.
Level payments
Enter the level for payments, i.e. if the default exchange rate should be the high, medium or low rate defined in the Exchange rate table. The codes for HIGH, MEDIUM and LOW are defined in the Language table.
Foreign payment
Indicate if foreign payment services should be activated.
Process days
Enter the number of days that should be added to the current date (today’s date) as a suggestion in the Process date field in the A/P payment proposal routine before bank file creation. This is to inform the bank to process the received data (transfer from one account to another account) on the specific date and not immediately upon receipt.
User defined texts
You can create ten user defined fields for the A/P additional data panel in the Business partner file. The text you enter will become field names for which you can enter different supplier data. The first five field names are for numerical fields with 15 positions. The last five are for 15 positions long alphanumerical fields.