AP Bills with Retainage: Implementation Checklist

The following sections provide details you can use to ensure that the system is configured properly for processing AP bills with retainage, and to understand (and change, if needed) the settings that affect the processing workflow.

Implementation Checklist

We recommend that before you begin processing AP bills with retainage, you make sure that the needed features have been enabled, settings have been specified, and entities have been created, as summarized in the following checklist.

Other Settings That Affect the Workflow

You can affect the workflow of processing AP bills with retainage by specifying additional settings as follows:

• The following general ledger settings should be specified on the Posting Settings tab of the General Ledger Preferences (GL102000) form:
  • To cause GL batches to be immediately posted after they are released, make sure that the Automatically Post on Release check box is selected.
  • To cause every AP transaction you enter to be posted as an individual batch to the general ledger, clear the Generate Consolidated Batches check box. (When this check box is selected, the system consolidates into a single batch all transactions in the same currency posted to the same period for all documents being released.)
• The following accounts payable settings should be specified on the General tab of the Accounts Payable Preferences (AP101000) form:
  • To give the created AP bills the On Hold status, select the Hold Documents on Entry check box in the Data Entry Settings section.
  • To direct the system to automatically remove retainage bills from hold as soon as they are created, clear the Hold Documents on Entry check box. With this check box cleared, retainage bills will get the Pending Approval status if approvals are set up in your system for the Bill document type, or the Balanced status if approvals are not used.
  • Clear the Require Vendor Reference check box in the Data Entry Settings section to prevent users from having to enter a vendor reference number in the Vendor Ref. box when creating an AP bill on the Bills and Adjustments (AP301000) form.
  • To cause AP bills to be automatically posted to the general ledger once they are released, make sure that the Automatically Post on Release check box is selected in the Posting Settings section.
  • If you want to retain the taxes calculated on the retained amount, select the Retain Taxes check box in the Retainage Settings section. If you want to pay full tax amount on the bill with retainage, leave this box cleared. For details on tax settings for bills with retainage, see AP Bills with Retainage: Configuration of the Default Retainage Settings.
  • If you want the system to automatically release retainage bills that you create on the Release AP Retainage (AP510000) form, you select the Automatically Release Retainage Documents check box.
  • If you want all lines of a particular AP bill to be linked to the same project (which you specify for that bill in the Project box in the Summary area), you select the Require Single Project per Document check box. To be able to add lines related to different projects, you leave this box blank.