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).

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.

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.

   
2. Click Add and complete the following fields.

   Field	Type	What to enter
   COMPANY	setup	Enter the company for the accounts being interfaced.
   BILL SOURCE	setup	Enter the bill source for the accounts being interfaced.
   BALANCE MINIMUM	decimal (10)	Enter the minimum balance that an account must have in order to transfer it to Accounts Payable.
   INVOICE DATE	date	Enter the date the invoices (credit transactions) should be created in AP. Only carrier credits up to and including this date will be interfaced.
   AP CLEARING ACCOUNT	setup	Enter the AP clearing account number. This is the GL account that will be credited (Accounts Receivable will be debited).
   INTERFACE TO AP	display	The format for the AP interface (as defined in Business Rules) is displayed here.
   DUE DATE TERMS CODE LIABILITY ACCOUNT BILLING RUN DATE GL ACCOUNT GL DEPARTMENT PRODUCT PROJECT	date open (2) open (12) date open (6) open (3) open (6) open (15)	These fields are active only if you interface account credit balances using an interface other than DTI Standard. This information is used by Compu-Share, PeopleSoft II, and other systems.

3. Click OK.

4. If you want to review the credits before running the interface, click Review (see Credit Balance Review for more information).

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.

Click Reject All to reject the entire batch (nothing will be interfaced) or OK to interface the batch. If a batch is rejected or a credit is reduced, the remaining credits will be retained and can be interfaced at a later date.