> For the complete documentation index, see [llms.txt](https://docs.navigaglobal.com/circulation-user-manual/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.navigaglobal.com/circulation-user-manual/accounting/ap-direct-deposit-menu/interface-to-ap.md).

# Interface to AP

Accounts that have a credit balance (such as carriers with mostly office pay subscribers) need to have their credit transferred to Accounts Payable (in the general ledger) so that they can be paid. This option transfers account credit balances to the general ledger (via an ASCII file) and automatically writes them off in Circulation. There are four scenarios that might exist for credit transfer:

* You use SBS. Circulation places the credit transactions in an ASCII file called `apcheck.d` in `/dti/exchange/cm` (see Appendix B for the format). SBS then pulls in this file.
* You interface account credits to Compu-Share, Lawson or Dunn and Bradstreet, three popular AP systems. This option also creates an ASCII file called `apcheck.d`, but the format of the file will be different. Note that the Dunn and Bradstreet format will also contain direct deposits (so Direct Deposits will not need to be run).
* You have another GL system that can pull in ASCII files. You can use one of the above formats, but you will most likely need a custom program to change the format to fit your general ledger system.
* You enter GL transactions manually. You still need to run this option, so that Circulation can write off account credits.

Business Rules determine whether the ASCII file is created and which format should be used. In order to interface credits to Accounts Payable, accounts must have a vendor ID and a vendor company assigned. The vendor ID and company are used by the general ledger to identify the account. Vendor and company IDs are specified during account setup (see Account in the Setup Manual). Vendor IDs may also be imported into Circulation (see [Vendor Import](/circulation-user-manual/accounting/ap-direct-deposit-menu/vendor-import.md)).

{% hint style="info" %}
**Note:** *Circulation will append `apcheck.d` each time you run the Interface to AP. You should rename this file or move it to a different location to avoid interfacing duplicate transactions.*

*When **Use File Map** is selected, export files are generated in `/exchange/cm/secure`.*
{% endhint %}

{% hint style="success" %}
The ACH export file may include **Addenda Records (Type 7)** based on the Business Rule **“Should an Addenda record be included in the standard ACH bank draft export file?”** (*Pymt Auth – General*).

When enabled, additional payment reference information is included in the export file, and record counts are adjusted accordingly.
{% endhint %}

#### To interface account credits to the general ledger:

1. Select **Interface to AP** from the **AP/Direct Deposit** menu to display the Interface to AP window.<br>

   <figure><img src="https://1417315899-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F1ToZXx8io0JJXNBRcPOt%2Fuploads%2FNbLpSvKhleBGyducVznN%2Fimage.png?alt=media&amp;token=1e040a9a-9d7b-45fb-ba8a-94293ed1653b" alt=""><figcaption></figcaption></figure>
2. Select **Add**, and complete the following fields:<br>

   <table><thead><tr><th width="225">Field</th><th width="123.75">Type</th><th>What to enter</th></tr></thead><tbody><tr><td><strong>COMPANY</strong></td><td>setup</td><td>Enter the company for the accounts being interfaced.</td></tr><tr><td><strong>BILL SOURCE</strong></td><td>setup</td><td>Enter the bill source for the accounts being interfaced.</td></tr><tr><td><strong>BALANCE MINIMUM</strong></td><td>decimal (10)</td><td>Enter the minimum balance that an account must have to be transferred to Accounts Payable.</td></tr><tr><td><strong>INVOICE DATE</strong></td><td>date</td><td>Enter the date the invoices (credit transactions) should be created in Accounts Payable. Only carrier credits up to and including this date are interfaced.</td></tr><tr><td><strong>AP CLEARING ACCOUNT</strong></td><td>setup</td><td>Enter the AP clearing account number. This is the general ledger account that will be credited (Accounts Receivable will be debited).</td></tr><tr><td><strong>INTERFACE TO AP</strong></td><td>display</td><td>Displays the format for the AP interface as defined in Business Rules.</td></tr><tr><td><p><strong>DUE DATE</strong></p><p><strong>TERMS CODE</strong></p><p><strong>LIABILITY ACCOUNT</strong></p><p><strong>BILLING RUN DATE</strong></p><p><strong>GL ACCOUNT</strong></p><p><strong>GL DEPARTMENT</strong></p><p><strong>PRODUCT</strong></p><p><strong>PROJECT</strong></p></td><td><p>date</p><p>open (2)</p><p>open (12)</p><p>date</p><p>open (6)</p><p>open (3)</p><p>open (6)</p><p>open (15)</p></td><td>These fields are active only if you interface account credit balances using an interface other than <strong>DTI Standard</strong>. This information is used by <strong>Compu-Share</strong>, <strong>PeopleSoft II</strong>, and other systems.</td></tr><tr><td><strong>Use File Map</strong></td><td>checkbox</td><td>Select this field to generate export files using File Maps.</td></tr><tr><td><strong>AP Check File Format</strong></td><td>setup</td><td>Select a File Map where Usage = <strong>APCheckExport</strong>. This field is enabled only when <strong>Use File Map</strong> is selected.</td></tr><tr><td><strong>AP Check File Name</strong></td><td>open</td><td>Displays the default file name defined in the selected File Map. Enter a custom file name if required.</td></tr><tr><td><strong>Vendor File Format</strong></td><td>setup</td><td>Select a File Map where Usage = <strong>APVendorExport</strong>. This field is enabled only when <strong>Use File Map</strong> is selected.</td></tr><tr><td><strong>Vendor File Name</strong></td><td>open</td><td>Displays the default file name defined in the selected File Map. Enter a custom file name if required.</td></tr><tr><td><strong>TOT File Format</strong></td><td>setup</td><td>Select a File Map where Usage = <strong>APTotExport</strong>. This field is enabled only when <strong>Use File Map</strong> is selected.</td></tr><tr><td><strong>TOT File Name</strong></td><td>open</td><td>Displays the default file name defined in the selected File Map. Enter a custom file name if required.</td></tr></tbody></table>

   <div data-gb-custom-block data-tag="hint" data-style="info" data-icon="check" class="hint hint-info"><h4>Note</h4><p>When <strong>Use File Map</strong> is selected:</p><ul><li><p>Export files are generated using the selected File Maps.</p><ul><li><strong>AP Check File Format</strong> uses File Maps with Usage = <strong>APCheckExport</strong></li><li><strong>Vendor File Format</strong> uses File Maps with Usage = <strong>APVendorExport</strong></li><li><strong>TOT File Format</strong> uses File Maps with Usage = <strong>APTotExport</strong></li></ul></li><li>The File Name fields display the default value defined in the corresponding File Map, can be replaced with a custom file name, and support file name tokens where applicable.</li><li>The export file structure is defined by the selected File Map.</li><li>The fields <strong>AP Check File Format</strong>, <strong>AP Check File Name</strong>, <strong>Vendor File Format</strong>, <strong>Vendor File Name</strong>, <strong>TOT File Format</strong>, and <strong>TOT File Name</strong> are not mandatory. However, when <strong>Use File Map</strong> is set to Yes, at least one export File Map must be specified. Enter values only in the fields corresponding to the files that need to be exported; the remaining fields can be left blank.</li><li>The dependency on Business Rules for determining the export file location is removed. Export files are generated in <code>/exchange/cm/secure</code>.</li></ul><p>When <strong>Use File Map</strong> is not selected:</p><ul><li><p>When <strong>Use File Map</strong> is not selected, export files are generated based on the following Business Rules:</p><ul><li>Business Rule—<em><strong>Should account credits be interfaced to Accounts Payable?</strong></em> (<em>Account Setup</em> Section)</li><li>Business Rule—<em><strong>To which system should vendor information be interfaced?</strong></em> (<em>Account Setup</em> Section)</li></ul></li><li>These Business Rules determine whether the interface file is created and the format used for the export file.</li></ul></div>
3. Click **OK**.
4. If you want to review the credits before running the interface, click **Review** (see [Credit Balance Review](#credit-balance-review) for more information).
5. Click **Continue** to interface the account credits.

An ASCII file will be created (if specified in Business Rules), and debit memos will be created in Circulation to charge the account for the amount interfaced to AP. An AP Interface Program report will then be displayed, listing the number of records processed and any errors that occurred during the process. For example, if the vendor ID or vendor company ID is blank for an account in Circulation, an error message informs you that the record cannot be interfaced.

## Credit Balance Review

After clicking **OK** in the Interface to AP window, you can click the **Review** button to review the credits interfaced to AP before running the interface.

The Credit Balance Review window allows you to modify or delete individual credits.

![](https://1417315899-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F1ToZXx8io0JJXNBRcPOt%2Fuploads%2FWRvG9BvQqq71sEkAJW0G%2FInterface%20to%20AP_review.png?alt=media\&token=327d8503-0ab5-406b-b30a-20158e5a0655)

Select **Reject All** to reject the entire batch (no credits are interfaced), or select **OK** to interface the batch. If a batch is rejected or a credit is reduced, the remaining credits are retained and can be interfaced later.