Payments for a Shared Vendor: Implementation Checklist

Before users begin processing payments for a vendor shared between different companies, you must make sure that the system has been configured properly and that all required entities have been created, as described in the following table.

Form Settings to Check Notes
Enable/Disable Features (CS100000) form Make sure that the following features have been enabled:
  • Standard Financials
  • Multibranch Support
  • Multicompany Support
Multiple forms Make sure that the minimum configuration of the companies has been performed.
Chart of Accounts (GL202500) form Check whether the necessary accounts have been created.
Company Financial Calendar (GL201100) form Make sure that all periods for which users may process payments for a shared vendor have a status of Open. You can generate the necessary periods on the Master Financial Calendar (GL201000) form.
Vendors (AP303000) form Ensure that all vendors for which shared payments from different companies may be processed are defined in the system. For these vendors, also be sure that no account has been specified in the Cash Account box of the Payment tab.
Payment Methods (CA204000) form Be sure that the necessary cash accounts have been defined as the default accounts for the branches in the payment methods of the vendor.

Settings That Can Affect the Processing Workflow

The following settings on the Accounts Payable Preferences (AP101000) form can affect the processing workflow:

  • If the Automatically Post on Release check box is selected, the system posts the appropriate transactions to the general ledger when AP documents are released. If this check box is cleared, you have to post the batch after you release the AP document.
  • If the Post Summary on Updating GL check box is selected, AP documents are posted to the general ledger with summarized row amounts if particular criteria are met. That is, if multiple lines in an AP document specify the same account and branch, then in the GL batch, these rows are combined into one row (that is, one journal entry) with the summarized amount. If this check box is cleared, the lines of the AP document are not combined into one journal entry in the GL batch.
  • If the Hold Documents on Entry check box is selected in the Data Entry Settings section, when new documents are entered, they are assigned the On Hold status. If the Hold Documents on Entry check box is cleared, the documents are assigned the Balanced status.
  • If the Validate Document Totals on Entry check box is selected, the system adds the Amount box to the Summary area of the Bills and Adjustments (AP301000) form. To save a document with the Balanced status, you must enter the document total in this box after reviewing the document. If this check box is cleared, the system automatically validates the batch when the status of the batch is Balanced.
  • If the Require Vendor Reference check box is selected, you must fill in the Vendor Ref. box on the Bills and Adjustments form. If this check box is cleared, you can leave the Vendor Ref. box blank.