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!!ACCOUNTS PAYABLE VENDOR SET UP
This following describes the set up and processes that provide the ability in [{$applicationname}] to handle payments to AP Vendors for selected employee deductions. [{$applicationname}] provides for the creation of an ‘Interface File’ for input to an external accounts payable system. [{$applicationname}] also provides for the ability to print checks for vendors with the same program that prints the regular employee checks. The choice to interface, or print a check is at the vendor level.

After the regular pay cycle is closed and disbursed, the [UPVEND] process is executed to print a report of the AP items processed. Records are created in an output file or ‘Disbursement’ records are created for subsequent ‘Check Printing’.

!PAY COMPONENTS
The Define Pay Components ([IPPC]) form determines which [components|PAY COMPONENTS] are to be picked up by [UPVEND].

The ‘Reference' field determines if a [pay component|PAY COMPONENTS] should be interfaced to accounts payable. 

If ‘Enter Vendor Code’ is chosen, then a Vendor Number MAY be supplied on any transaction for the [pay component|PAY COMPONENTS].

On the ‘Accts/Arrears’ tab, record the default Vendor Number. If this is left blank, then the vendor number must be entered on each appropriate transaction for this [pay component|PAY COMPONENTS]. The number is selected from the [X_AP_VENDORS] lexicon.

On the PC Details Rules tab, [pay components|PAY COMPONENTS] that are to be picked up for accounts payable must have a ‘PC Detail Type’ of ‘Computed Value’.

Also, as with any [pay component|PAY COMPONENTS], there can only be one ‘Computed Value’.
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!LEXICONS
The [IMLN] Maintain Lexicon form is used to store the list of valid vendor numbers in a ‘User Defined’ lexicon with the lexicon name [X_AP_VENDORS]. These vendor numbers must be the exact vendor number to be passed to the external accounts payable system when the interface file is created.

This list should contain only those vendors that will be used in [{$applicationname}], and not the entire list of AP vendors.

Both the ‘Display Value’ and the ‘Meaning’ should contain the vendor name.
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!USER FIELDS
The ‘POSTED UPVEND’ user field must be set up in the Define User Fields ([IMUF]) form. The user field must be attached to the table [P2K_PR_PAY_HEADERS].

The user field ‘UPVEND DESCRIPTION’ must also be set up and attached to the table [P2K_PR_SUNDRY_LINES], if you require access to the variable (Sundry Description). This could be used for any piece of information (such as Case Number) and is entered in the normal manner via the ‘User Field’ button.
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!TRANSACTIONS
Recurring AP transaction can be entered on the Sundry screen ([IPSN]) or entered individually as transactions in [IPPH]. The vendor number is supplied on the ‘Line Info’ tab.

If you choose to pay vendors using [{$applicationname}], then you will need a ‘Vendor Check’ written to support [UPSTUBVCW] (Print Vendor Check). To pay vendors within [{$applicationname}] set up the vendor as an ‘Employee’ use ‘V’ plus the vendor number as the person code.

;Pay Header/Transactions - [IPPH]
The [IPPH] screen behaves in much the same manner as the Sundry ([IPSN]) screen. The reference will contain either nothing or a valid ‘Vendor Number’.

Normally AP transactions will be entered as sundry deductions, but like any other sundry item, they can also be entered directly as transactions.
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!PRINTING VENDOR CHECKS OR DIRECT DEPOSITS
[{$applicationname}] can be used to print a check or create a direct deposit for a vendor by setting up the vendor as an employee.

If printing vendor checks or creating a direct deposit, then you must set up a separate:
*Payroll
**The payroll can share a check series with the regular payroll, or use a separate series. The pay calendar of this payroll must be the same as the pay calendar of the employees.
**When [UPVEND] is executed, it uses the pay calendar.
* Unit
* Group
* Job
* Location
* Department

When [UPVEND] is executed, [{$applicationname}] decides whether a vendor is written to the output flat file, OR creates a disbursement record for check printing OR creates a direct deposit.

This decision is made by looking for an employee with a ‘Person Code’ equal to the letter ‘V’ plus the vendor number.
;:For example, if the vendor number is 45576, then [UPVEND] looks for an employee with the person code ‘V45576’. If located, then a disbursement is created.

Ensure that if sequencing is on for ‘Person Code’ in [IMCS], that you allow for manual entry.
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!INTERFACE FORMAT - AP INTERFACE
If not already defined in the Interface Formats Definition ([IDIF]) form, load the standard interface file format using the starter_idif_hl$ap.sql script.

Modify the standard [UPVEND] file to bank requirements using the [IDIF] function. Rename the code from HL$UPVEND or HL$AP to a user-defined code.

The following is a sample of a file that could be created from [UPVEND].
||Record|| Field ||Start \\Position|| Ending\\Position|| Name ||Variable \\Number|| Notes
|1| 1| 1| 1 |Record Type| | Constant Value = 1
|1| 2| 2| 26| Invoice Number| Invoice \\Number|A combination field\\of 'eP plus the EE\\number plus the\\Pay Number'
|1| 3| 27| 56| Set of Books Name| | Enter in Constant\\Value
|1| 4| 57| 67| Accounting Date| Accounting\\Date|Accounting Date\\from UPAP
|1| 5| 68| 78| Invoice Date| Invoice Date |Pay Issue date from\\IPPH for transaction
|1| 6|79| 108| Description of Invoice| |Enter in Constant\\Value
|1| 7| 109| 128| Invoice Amount| Invoice \\Amount|Amount from IPPH\\for transaction
|1| 8| 129| 178| AP Code Combination |AP\\Distribution\\Mask|AP Liability\\Distribution Code\\from UPAP
|1| 9| 179| 208| Vendor Number| Vendor\\Number|Vendor Number\\from IPPH\\Reference field
|1| 10| 209| 238| Vendor Site Name| | Enter in Constant\\Value
|2| 1| 1| 1| Record Type| |Constant Value = 2
|2| 2| 2| 26| Invoice Number| | A combination field\\of 'eP plus the EE\\number plus the\\Pay Number'
|2| 3| 27| 36| Line Number| | Constant Value = 1
|2| 4| 37| 66| Set of Books Name| | Enter in Constant\\Value
|2| 5| 67| 86| Amount |Invoice \\Amount|Amount from IPPH\\for transaction
|2| 6| 87| 116| Line Description| Line\\Description|Pay Component\\and Description
|2| 7| 117| 126| Currency Code| | Enter in Constant\\Value
|2| 8| 127| 136| Line Type| |Enter in Constant\\Value
|2| 9| 137| 186| Expense Code\\Combination| |Distribution code for\\transaction
|2| 10| 187| 199| Pay Period Begin Date |Period Begin\\Date|Pay Period Begin\\Date from IPPH
|2| 11| 200| 212| Pay Period End Date| Period End\\Date|Pay Period End\\Date from IPPH
|2| 12| 213| 218| Fiscal Period |Fiscal Period| Fiscal Period from\\IDCL of the Pay\\Period End Date
|2| 13| 219| 231| Fiscal Period Begin\\Date|Fiscal Period\\Begin|Fiscal Begin Date\\from IDCL for Fiscal\\Period
|2| 14| 232| 244| Fiscal Period End\\ Date| Fiscal Period\\End|Fiscal End Date\\from IDCL for Fiscal\\Period
|2| 15| 245| 257| System Date| System Date| Date on server\\when the update is\\run
|2| 16| 258| 263| Pay Period |Pay Period| Pay Period from\\IPPH

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!!PROCESSING ACCOUNTS PAYABLE USING UPVEND
The [UPVEND] function is run to create an Accounts Payable (AP) interface file. This can only be launched after all pay runs for the given payroll period are closed ([UPCLOZ]). This function provides a detailed list of all AP invoices to be exported to an interface file named in this function.


The following setup determines if the UPVEND will report a deduction:
 
#	All PC’s that must be processed by UPVEND must have on the IPPC - PC DETAILS tab, the REFERENCE set to ‘Enter Vendor Code’ and on ACCT/ARREARS tab, the AP VENDOR must contain a Vendor name.   
#	Pay Amounts to be sent to a Vendor that are created by Non-Sundry (Benefits, UserCalcs, etc) will get processed and sent to the AP Vendor that is on the PC by UPVEND.
#	Sundry amounts that are to be processed by UPVEND, must have the PC setup as described in point 1, as well as have a Vendor code entered in the Reference field on the IPSN record.  If the IPSN does not have a Vendor, it is considered to be an adjustment for the employee and will not be processed by UPVEND.  
#	If there is no Vendor entered on the IPPC (in the AP Vendor field) for a Pay Amount or Sundry, it will not be processed by UPVEND.


When pay transactions are processed by this function, they will have a user field named ‘POSTED UPVEND’ attached to the pay header. This will prevent the transaction from being picked up again in future executions.

When using eP to create checks versus sending the information into an Accounts Payable system, the [UPVEND] process does not create any additional General Ledger journal entries. The journal entries must be created by the Payroll General Ledger interface program ([UPGL]).

You must set up the proper accounting entries on the pay components directly through [IPPC]. Instead of crediting the amount to a liability account, the amount will be credited directly to the cash/bank account. There will not be an in/out entry in the liability.

;:Example:

|| || DR|| CR
|Gross Wages| $500.00 | 
|Taxes| |$150.00
|Cash/Bank| | $350.00

Typically, the taxes would be credited to a liability account. Once paid through the financial system, the entry would be debited to the liability account and credit the cash/bank account.

When using UPVEND, the liability is 'cleared' right away. Therefore, the client would not send the taxes to a liability account, the amount would be posted directly to the Cash/Bank account.

|| ||DR|| CR
|Gross Wages| $500.00|
|Cash/Bank (Taxes)| | $150.00
|Cash/Bank | |$350.00

The Transaction Audit ([UPAUDT]) report will print the vendor number and vendor name on transactions that have the Vendor/Reference field completed on [IPSN] or [IPPH].

The pay category and pay period are required ONLY if disbursements will be created for vendor checks. This process will direct each vendor either to the output flat file or to a disbursement record.

A disbursement is created to print a check for the total of the vendor on the output report.

A pay header is also created and marked as closed and posted to the GL. 

The pay issue date for any vendor checks created is entered as a report parameter.

Checks can be printed for AP Vendors by executing [UPSTUBC] immediately after [UPVEND]. If a custom vendor check has been designed [UPSTUBVCW] would be executed instead of [UPSTUBC] immediately after [UPVEND].

If the client does not use [UPSTUBC]/[UPSTUBD], then they can create an interface file to their check program in the same way that they print checks for employees. This is normally done with Generate Disbursement Interface File ([UPDIF]) function.

The parameter “Payroll” refers to the payroll that was paid and disbursed which includes the EE payroll form where the vendor deductions are taken, not the actual vendor payroll.

!Undo A Vendor Run
If an entire vendor run needs to be backed out, then it must first be undone to be able to rerun [UPVEND]. The vendor run may be undone through the [UPUNVEND] form.

Everything updated by the original execution of [UPVEND] will be backed out with the exception of check numbers. Any check number used up in the ‘Check Form Range’ will not be released. This is a security check, since the original [UPVEND] could be using numbers already in the past.


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![Notes|Edit:Internal.ACCOUNTS+PAYABLE+-+UPVEND] 	
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