Generate Intercompany Documents

Form ID: (AP503500)

You use this form for the mass generation of AP documents based on AR documents from the selling company or branch. The table shows a list of AR documents in the related companies or branches for which new AP documents can be generated. This list can be narrowed based on any criteria you specify in the Selection area of the form.

By default, full access rights to this form are granted to the AP Admin, AP Clerk, and Administrator roles.

This form appears in the system if the Inter-Branch Transactions feature has been enabled on the Enable/Disable Features (CS100000) form.

Form Toolbar

The form toolbar includes standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.


Button	Description
Process	Automatically generates AP documents based on the AR documents you have selected in the table.
Process All	Automatically generates AP documents based on all AR documents listed in the table.

Selection Area

You use the elements in this area to specify the criteria that the system uses for selecting the AR documents to be listed in the table. The area also includes elements you can use to determine the settings of the AR documents to be created, including their status and financial period, and project settings (if applicable).


Element	Description
Date	The date as of which the documents should be loaded. The system will load documents with a document date earlier than or the same as the specified date. By default, the current business date is specified.
Seller	The selling company or branch. The list in this box contains the companies or branches that have been extended as vendors. The list of vendors available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Vendors (AP303000) form. With the feature enabled, a vendor is available for selection if one of the following is true: The Restrict Visibility To box is empty for the vendor—that is, the vendor’s visibility is not restricted. A branch, company, or a company group is specified in the Restrict Visibility To box for the vendor, and your user account has the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the selected branch, or the Company Details tab of the Companies (CS101500) form for the selected company or a company within the company group.
Purchaser	The purchasing company or branch. The list in this box contains the companies or branches that have been extended as customers. The default value is the current company or branch if it has been extended to a customer; otherwise, this box is empty. This setting is required if the Centralized Period Management feature has been disabled on the Enable/Disable Features (CS100000) form and the Create AP Documents in Specific Period check box is selected.
Create AP Documents on Hold	A check box that indicates (if selected) that AP documents will be created with the On Hold status. If the check box is cleared, AP documents will be created with the Balanced or Pending Approval status, depending on whether approvals have been configured for accounts payable documents.
Create AP Documents in Specific Period	A check box that indicates (if selected) that AP documents will be created in the financial period specified in the Fin. Period box.
Fin. Period	The financial period in which AP documents should be created. This box becomes available for editing if the Create AP Documents in Specific Period check box is selected.
Project	The project code used in the AR documents to be displayed in the table. This box appears on the form if the Projects feature has been enabled on the Enable/Disable Features form.
Copy Project Information to AP Document	A check box that indicates (if selected) that the project settings (project code, cost code, and task ID) will be copied from the AR document to the AP document. This check box appears on the form if the Projects feature has been enabled on the Enable/Disable Features form.

Table

This table contains the list of AR documents that match the specified selection criteria.

Table 1. Table Columns
Column	Description
Included	An unlabeled check box that you can use to include this AR document for processing.
Seller	The ID of the originating branch of the AR document (the vendor in the AP document to be created).
Purchaser	The customer ID of the AR document.
Type	The type of the AR document. The system lists documents with the Invoice, Credit Memo, and Debit Memo types. The following documents are excluded from being listed on the form, and thus cannot be processed: Documents for which AP documents have already been generated Migrated documents Retainage AR documents and documents with retainage Note: Currently, AP documents with retainage are not supported by the intercompany sales functionality. To avoid inconsistency, retainage AR documents and documents with retainage have been excluded from the process of generating intercompany documents. For example, a credit memo with retainage can be created in AR, but debit adjustments with retainage are not supported in AP. Child documents for AR documents that have the credit terms with Multiple selected in the Installment Type box on the Credit Terms (CS206500) form VAT credit memos
Reference Nbr.	The reference number of the AR document.
Doc. Date	The date of the AR document.
Amount	The original document amount of the AR document in the document currency.
Currency	The currency of the AR document. Note: If the base currencies of the selling company and the purchasing company are different, the rate is not copied from an AR document to the corresponding AP document.
Description	The description of the AR document.
Project	The project of the AR document. This column appears on the form if the Projects feature has been enabled on the Enable/Disable Features (CS100000) form.
AP Document	The reference number of the AP document linked to the current AR document. (Before the processing starts, this column is empty.)