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INTERFACING INVOICES AND PAYMENTS FROM A 3RD PARTY SYSTEM

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Barry Ghotra
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9/12/2010 3:45 AM
    I have a situation where I need to electronically bring invoices from another system or a 3rd party provider that handles reimbursement expenses. Some times these payments need to be processed from Lawson but in certain cases the payment might have been posted as a direct deposit by the 3rd party provider.

    I understand that I can load the data into APCINVOIC APCDISTRIB and then run the AP520 to populate the application tables etc. But what about the pre-paid invoices. I also noticed the CVI-REC-STATUS and CVI-POSTING-STATUS fields and most likely these need to be set to 9 for the pre-paid invoices. But do I need to do anything else like run another interface (CB500, but we don't use cash ledger) or populate APCPAYMENT (I think this is only for split payments) to accomplish the same?

    I would appreciate any help or pointers for this situation.

    Thank You.
    Bill Corriveau
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    9/13/2010 8:42 PM
      In order to be able to see the payments in CB and to void/reconcile them, you will have to load them into CB via CB500. Be careful with payment number formatting, etc.... to ensure that the CB and AP records can find each other.

      Hope that helps.
      Barry Ghotra
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      9/24/2010 5:51 PM
        Could you or someone else shed some more light on this please, John Henley?
        Barry Ghotra
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        10/13/2010 1:53 PM
          Thanks Bill, I am not worried about void/reconciliation as these are direct deposits for employee reimbursements handled via a third party.

          If I were to get the invoice data using AP520 as posted/closed/paid invoices and then run GL165 for the GL data via GLTRANSREL, will that accomplish the same results electronically as one would do by first creating an invoice in AP20, post payment in AP55.1 and then use AP55.2 TO RELEASE and eventually running AP265?

          Any feedback would be appreciated.
          Barry Ghotra
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          10/13/2010 2:06 PM
            Ruma,

            could you please clarify what you mean by interfacing invoices into AP55 and NOT AP52? How is that doable or achieved?
            Ruma Malhotra
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            10/13/2010 3:13 PM
              I have not replied to this topic but will try my best to clarify.

              You cannot bring invoices directly into AP55 but only AP52. AP55 is payment check creation so I am not sure if anybody has been able to accomplish this or if it is even do able.
              Barry Ghotra
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              10/13/2010 6:27 PM
                Thank You for the clarification. I wasn't aware of AP55 either so I asked. To further help me with this issue, can you please provide some feedback to this:

                If I were to get the invoice data using AP520 as posted/closed/paid invoices and then run GL165 for the GL data via GLTRANSREL, will that accomplish the same results electronically as one would do by first creating an invoice in AP20, post payment in AP55.1 and then use AP55.2 TO RELEASE and eventually running AP265?

                I would really appreciate any response to this.
                Barry Ghotra
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                10/13/2010 6:30 PM
                  Ruma,

                  In one of your posts you had mentioned that
                  "If you want to electronically pay the invoices without running the payment cycle you can also use CB150 to rlease the invoices that are interfaced not into AP52 but into AP55 and then run CB554 to pay the invoices automatically by setting up electronic payments as the check type and a new cash code and bank code for the bank account from where the invoice will be ppaid.
                  The cash code with be an EFT type code."

                  Does that mean I can bring these using AP520 and then run CB554 and the ones with electronic payments as check type with the new cash code can be posted as electronically paid and WOULD NOT get picked for payment again for AP checks?
                  Ruma Malhotra
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                  10/13/2010 7:16 PM
                    The electronic payment of invoices works in that manner but the whole process needs to be tested out depending on the version of the applications and environment.
                    Ruma Malhotra
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                    10/13/2010 7:26 PM
                      This may not be valid -"If you were to get the invoice data using AP520 as posted/closed/paid invoices and then run GL165 for the GL data via GLTRANSREL, that will not accomplish the same results electronically as you would do by first creating an invoice in AP20, post payment in AP55.1 and then use AP55.2 TO RELEASE and eventually running AP265?

                      The reason is when you are interfacing invoice data and then GL data you are referring to the invoice expenses distributed to a cost center. After this there may be a check cut for the invoice that may or may not be the same amount and what is the check was cancelled but the invoice reinstated.