Create AP invoices

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Use this form to generate AP invoices for HR Authorities and/or HR Authority Groups.

To use this function:

• Both General Ledger and Accounts Payable must be enabled in Company Maintenance, and the Update Accounts Payable option must be selected on the General Ledger Module Control | Integration | Core Financial Modules tab.
• A supplier must be selected for each authority that is to have an AP invoice created from Payroll.
• You can link multiple authorities to one supplier.
• On the HR > System > Setup | Auto Codes tab, select the Enable option for Authority AP invoice and a valid invoice number, prefix (if required) and the like specified.
• On the Create AP invoices form, enter the Payment Date Range and select the authorities or authority groups for which to create AP invoices. Only authority or authority Groups which have a supplier assigned are available for selection. The list of AP invoices generated displays when you click the Process button.

When the AP invoice is generated:

• One invoice is generated per Authority and line items are summarised by GL Account. They do not include Employee detail, which can be obtained by running the HR Authority Report.
• The AP invoice date is the Payment To Date entered on the Create AP invoices form.
• The payment date uses the supplier's payment terms.
• An AP invoice will not be generated for any pay in the payment date range for which an AP invoice already exists.
• AP invoices generated from Payroll have a status of read only. You can't edit them, but you can delete the invoices and recreate them.
• A pay cannot be deleted if an AP invoice is generated for any lines contained in the pay. The AP invoice can be deleted, and the pay subsequently cancelled.
• The general ledger account postings are using the GL clearing account associated with the original pay line. HR journals use the clearing account specified against the transaction type.

  Normally GL Journals do not get created for HR Journals, but as GL updates for any HR journal included on an AP invoice created from Payroll causes the general ledger to not reconcile to payroll.

The process uses the Greentree hierarchies for determining:

1. Tax Code
2. Creditors Control Account
3. Tax Account

For an AP invoice to be printed, Use Buyer Created Tax Invoices must be selected on the Supplier Maintenance | Defaults tab before generating the AP invoice.

Limitations:

• You cannot generate AP invoices for foreign suppliers.
• This feature should not be used for Australian Payroll Tax.

Payment Date From

Enter the starting payment date for pays and journals which are to be included in the AP invoice creation.

Payment Date To

Enter the ending payment date for pays and journals which are to be included in the AP invoice creation.

Select Authorities

Select one or more authorities for which AP invoices are to be created.

Select Authority Groups

Select one or more authority groups for which AP invoices are to be created. One invoice will be created for each authority that belongs to an authority group.

Process

Click this button to generate AP invoices. An AP invoice generates for pays or journals for which an invoice does not already exist.

Generated AP invoices

This table lists the ivoices that have been generated for this process:

• Supplier
• Invoice Number
• Batch
• Invoice Amount

You can drill down to the invoice from this table.

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