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Overview

The PO-AP Control record holds settings that are applied during the entry of the Vendor Invoice. It is used while matching to previously received Purchase Order Lines.

User-added image NOTE There is a single control record per Rootstock Company.

Application

PO-AP Control records are added when a Company record is created.
Some of the fields are editable after the initial creation of the record.

Navigation

PO-AP Control

note25 (1).png NOTE This path takes the user to a ListView of existing PO -APControl records.

To edit an existing record, select the Name in the 'Name' Column and select ‘Edit’ from the Action dropdown.
To view, select the Name in the ‘Name’ Column.

Fields

NOTE This screen sets the default values that determine how the PO-AP Match will initially load PO Receipt records for matching. The default values, other than the Last AP Batch Number, can be overridden in any PO-AP Match session.

Company: The Company associated with this PO-AP Control record. This field is ‘display’ only.

Last AP Batch Number: Maintained by the system and is incremented by 1 each time a PO AP Batch Header is added within the AP – PO Match process.

This field can be reset by the user, but should only be changed to a higher number, to prevent duplicate batch numbers from being created.
This field is used to initialize the PO AP Batch Header’s AP Batch Number value within the AP – PO Match process, which is a system maintained field that the user cannot override on that PO AP Batch Header record.
The next batch number will be 1 greater than the number entered here.

Process Option: This initializes the PO AP Batch Header’s AP PO Match Processing Option field and it can be overridden by the user in the AP PO Match Program.

The value contained in this field will decide the order in which the PO Receipt records are displayed on the Automatic and Manual AP PO Match screens.
Three values may be selected:
Order by PO Receipt Number (or Vendor’s Packing Slip Number).
Order by PO Number.
Order by Vendor Number.

Round Receipt Amount: If checked, the system will automatically round the Receipt Amount (cost) to 2 decimal places before the match occurs. If unchecked, no rounding takes place.

Transfer from PO-AP Match as Posted: If checked, the Payable Session created during the PO-AP Match process will be automatically posted and it cannot be reversed. Available only in Rootstock Financials.

IMPORTANT Along with the 'Transfer from PO-AP Match as Posted' as checked, a manufacturing user record must be created for the 'Automated Process' user to post the Payable Session automatically.

Invoice Source: This initializes the PO AP Batch Header’s AP PO Match Payment Initialization field and it can be overridden by the user in the AP PO Match Program. The value contained in this field will decide how the ‘amount to be paid’ is initialized. This is an ‘ease of use’ feature.

User-added image NOTE Users can always override this initialized value as they enter the information in the PO AP Match process.

There are two values for this field:

initialize the amount to be paid from the amount on the Purchase Order/Purchase Order Receipt.
initialize the amount to be paid from the amount on the Vendor’s Invoice.

Receipt Select Days: This initializes the PO AP Batch Header’s 'Receipt Select Date' field.

The value contained in this field will decide how far back to select those PO Receipts for processing in the AP PO Match Program.
This will select those PO Receipts for processing that are before – or equal to the date that is computed by subtracting these days from TODAY’s date and then setting the 'Receipt Select Date' field accordingly.

EXAMPLE If the user wishes to process receipts that are 15 days old or older as of today, entering '15' here would tell the system that all receipts 15 days and older from today’s date should be processed. Newer receipts would be bypassed.

Allow Add of Indirect Items:

If either this option or the 'Allow Add of Service Items' option below is checked, the Add New Item button is displayed in the PO Entry process, which allows the user to add a new 'Indirect' Purchase Item Master from within the PO Entry process without using the Purchase Item Master 'add' process.
If both, this option and the 'Allow Add of Service Items' are not checked, the button is not displayed, and the Indirect Item must already exist before it can be added to a Purchase Order.

Allow Add of Service Items:

If this option, or the 'Allow Add of Indirect Items' option above, is checked, then the Add New Item button is displayed in the PO Entry process, which allows the user to add a new 'Service' Purchase Item Master from within the PO Entry process without using the Purchase Item Master 'add' process.
If both, this option and the 'Allow Add of Indirect Items' above are not checked, then the button is not displayed, and the Service Item must already exist in the Purchase Item Master table before it can be added to a Purchase Order.

Use Payables Invoice Date Exchange Rate: When checked, the Invoice Date is used to determine the exchange rate schedule to be used rather than the PO Receipt date.

Consolidate VAT in PO-AP Match Lines: When checked, this feature consolidates VAT entries with a common VAT Class into a single PO-AP Match Invoice Line.

Defaults Tab

Fields

Default Carrier: Not Required. If selected, this will be the default Carrier on Purchase Orders.

This can be overridden on any specific Purchase Order.
The dropdown presents the carrier codes.

Default FOB: Not Required. If entered, this must be selected from the list of FOB Codes.

Default Freight Terms: Not Required.

This determines how freight costs are handled.
If entered, a valid Freight Terms must be selected from the dropdown

Default Shipping Method: Not required.

If entered, this Default Shipping method is selected from the Shipping Methods table found in the System Setup.
It is the standard shipping method for all Purchase Orders but may be overridden.

Default Terms: Not Required.

Standard terms for payment of vendor invoice.
If entered, the Default Terms must be selected from the Terms Table.

Title	PO-AP Control

URL Name	PO-AP-Control