The Interface to Accounts Payable facility enables electronic interfacing of payables invoices and credit notes for payment by the Accounts Payable module. Only validated and balanced transactions are accepted, the erroneous transactions are discarded into a log file for subsequent review by the interfacing process.
The following steps are required for the interface process.
- Interface file is populated from 3rd party system with invoices and credit notes to be imported into Accounts Payable. The interface file is called EDAPT00P residing in the normal data library.
- The import process is triggered to run at the appropriate time. This can be during end-of-day or more frequently if desired. The 3rd party process will need to trigger the import process if required more frequently. Initially the process may be launched on demand from the menu. The import process program is EDO705A.
- The import process will allocate the Interface Input File (EDAPT00P) to ensure no interference or corruption may occur during the import step.
- The Interface File is validated to ensure first and last records denote begin and end of transactions. If file is found to be incomplete it is released and an error message issued. This ensures the input file is at a stable point (included transactions are complete) before the import process begins.
- The Interface File is processed for each transaction one at a time. Each transaction will either be accepted and update the Accounts Payable module or be rejected and posted to the error log file with an appropriate error reason.
- Depending on the control file configuration switch (TMSAP/AUTHCTL) each invoice will either be posted as either unauthorised or authorised ready for payment. Unauthorised transactions require the additional processing step to authorise prior to payment which also does another level of validation.
- After processing the import, the entire input interface file it is cleared in preparation for the next interface. This also prevents the possibility of duplicate processing.
Upon completion of an interface, the log file should be checked for rejected invoices. Any rejections may be entered manually or re-interfaced after correction by the interfacing process. The log file is not cleared so multiple interfaces may occur before the log is analyzed. The log must be cleared specifically after the operator has completed accounting for the rejections.
Setup requirements
Depending on the requirements the following may need to be set up.
- In TMSAP/AUTHCTL, if switch is set to Y=Yes then the transactions are posted with Status “U” = Unauthorised, and the normal authorisation process is required. If set to N=No then the transactions are posted with Status = Open ready for payment.
- Menu option for running import process on demand. Menu command is: CALL EDO705A.
- EDI input interface file is called “EDAPT00P”.
- EDI error log file is called “EDAPL00P”.
Interface file structure
The interface file (EDAPT00P) consists of the following records:
- Invoice header
- Invoice detail(s)
- Text
- Invoice trailer
The invoice transaction must contain a header, a trailer, one or more detail lines and optional text lines. The details are serially numbered and the text may be attached to the whole invoice if placed just after the header with a zero line number or to any line if placed immediately after it with the same line number.
Minor accounts will be automatically created if it does not exist.
The validity check will ensure header totals agree with sum of details and control totals on trailer. The coded data must also be valid. Any errors will cause the whole invoice to be discarded into the log file with no impact on the Accounts Payable module.
