AP controls

Create an AP control

1. In the Navigation pane, highlight the Payroll/Human Resources > Setup > AP Controls folder.
2. Click . The New AP Control window opens.

   

3. Enter a unique Code for the AP control.
4. Enter a Description of the AP control.
5. In the Vendor field, select the vendor the AP control applies to.
6. From the Frequency drop-down list, select how often items with this AP control should be posted to AP. Your options are:
   • Weekly
   • Biweekly
   • Semimonthly
   • Monthly
   • Quarterly
   • Yearly

7. In the Calendar field, select the calendar with the periods you want to use to group check lines for invoice creation.

   Note

   If you select a "Quarterly" calendar, Post PR to AP creates separate invoices based on the quarter of the check lines' liability dates.

   In general, check lines are combined on the same invoice if all the following are true:

   • same AP control
   • same liability account
   • same calendar period, or no calendar period
   • Combine flag is set on the AP control
   • same invoice date and GL date
   • same invoice type (debit/credit)
8. If the AP control needs to produce tax deposits, select the Tax Deposit Type.
9. In the Terms field, select the payment terms to apply to invoices with this AP control.
10. In the AP Account field, enter the AP account or account mask for the AP liability account to use with this AP control. This field defaults from the selected vendor's default AP account mask. In the Post to AP process, this account mask combines with the payroll tax/deduction liability account to produce the AP invoice liability account.
11. In the Invoice Number field, enter the literal text and/or keywords to use to derive the invoice numbers for invoices with this AP control.
12. In the Invoice Description field, enter the literal text and/or keywords to use to derive the invoice descriptions for invoices with this AP control.
13. In the Invoice PO # field, enter the purchase order number to use on invoices with this AP control, if applicable.
14. In the Invoice Batch field, enter the batch name to use for the AP invoices produced with this AP control.
15. In the GL Batch field, enter the batch name to use for the GL entry that results when the invoices with this AP control are merged.
16. If you want to combine multiple check lines on one AP invoice, mark the Combine checkbox. Check lines are combined by AP batch/vendor/AP liability account/invoice date. If you prefer one invoice per check line, leave this checkbox cleared. Check lines for taxes should be combined; garnishment check lines should not be combined.

    If you want to enable Quick Pay when posting Payroll check lines to AP for check lines with this AP control, continue at step 17. Otherwise, skip to step 23.

If the AP control associated with a Payroll check line has Quick Pay set up, Quick Pay payments are created on AP invoices when check lines are posted to AP and the payments are automatically merged when the invoice is merged. If a tax deposit type is provided on the AP control, the tax deposit is also automatically created.

17. From the Type drop-down list, select the payment type. Valid options are:
    • Check
    • EFT
    • Manual
18. Enter a name for the AP payment Batch.
19. If you selected "Manual" in the Type field, the Reference field is enabled. Enter a reference note for the manual payment.
20. Enter a name for the payment GL Batch.
21. In the Bank field, select the payment bank account.
22. In the Discount field, select the payment discount account.
23. Save the new AP control.

AP Controls Listing

Purpose

The AP Controls Listing provides a list of the AP controls defined in Payroll. This feature is only available if you have the PR to AP interface installed.

Content

For each AP control included on the report, the listing shows:

• AP control code
• AP control description
• vendor
• frequency
• AP account
• invoice number
• invoice description
• invoice batch
• GL batch
• terms
• PO number
• whether the control combines multiple check lines on an invoice.

In addition, you can include one or more of the following:

• timestamps
• memos
• custom fields.

The following total appears on the report:

• record count.

Print the report

1. In the Navigation pane, highlight the Payroll/Human Resources > Setup > AP Controls folder.
2. Start the report set-up wizard.
   • To report on all or a filtered subset of AP controls:
     1. Right-click the AP Controls folder and select Select and Report > AP Controls Listing from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the data.

        

   • To report on specifically selected payroll groups:
     1. In the HD view, select the AP controls to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
     2. Click .
   • To report on a particular AP control from the AP Control window:
     1. In the HD view, locate and double-click the AP control to report on. The AP Control window opens with the AP control loaded.
     2. Click .
3. Select the Options tab.

   

4. To include a section at the end of the report with the report settings used to produce the report, leave the Include Report Options checkbox marked. To produce the report without this information, clear the checkbox.
5. Mark the checkbox(es) for the additional information to include:
   • Timestamps
   • Memos
   • Custom Fields (only visible if custom fields are set up)
6. Select the Output tab.
7. In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
• - Provides access to two preview options.
  • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
  • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
• - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
• - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
• - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
From
The email account from which to send the email. Valid options are:
• Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
• Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
• Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
Subject
The subject line.
Text box
The body of the email.

Data extensions

The following data extension is available for the report:

• AP controls