Technical Information (Data Files & Posting Information)

Technical Information

---

Data Files:

• AP1D01.TPS Invoice Detail File
• AP1D02.TPS Invoices Selected for Payment
• AP1D03.TPS A/P Journals Header File
• AP1D04.TPS A/P Journals Detail File
• AP1D05.TPS A/P Account File
• AP1D06.TPS Recurring Invoices File
• AP1D07.TPS Invoice Payment History File
• AP1D08.TPS Vendor Master File
• AP1D09.TPS Extra Vendor Phone Numbers File
• AP1D10.TPS Vendor YTD Amounts Paid File
• AP1D11.TPS A/P Checks Database Control File
• AP1D12.TPS Full Description of the Invoice File
• APITFR.TPS A/P Import Invoice File
• APDTFR.TPS A/P Import Distribution Detail File

Record Invoices Posting:

Files Affected:

• A/P Invoices Files (AP1D01 & AP1D02)
• A/P Purchases Journal (AP1D03 & AP1D04)
• Batch Control File (GL1D09)
• Job Cost Detail Files (JM1D02 & JM1D03)
• Vehicle Detail Files (VM1D02 & VM1D03)
• Commission Detail File (CM1D02)
• G/L Detail History File (GL1D04)*
• G/L YTD Amounts File (GL1D02)*

Important: *NOTE: The G/L Detail History File (GL1D04) and G/L YTD Amounts File (GL1D02) will be updated based upon the posting method you have selected in the G/L Standard Settings File in the General Ledger Manager module. If you have selected the Auto-Posting method, then all the files listed above will be updated automatically. If you have selected the Manual-Posting method, then the G/L Detail History File (GL1D04) and the G/L YTD Amounts Files (GL1D02) will not be updated until you manually Post Journals in the General Ledger Manager module.

Entry in G/L:

• Debit to Expense Account
• Credit to A/P Control Account

Print /Record Accounts Payable Checks Posting:

Files Affected:

• A/P Invoices Files (AP1D01 & AP1D02)
• A/P Checks Journal (AP1D03 & AP1D04)
• Invoice Payment History File (AP1D07)
• Vendor Master File (AP1D08)
• Vendor YTD Amounts Paid File (AP1D10)
• Bank Account Check Register (BM1D02)
• Batch Control File (GL1D09)
• G/L Detail History File (GL1D04)*
• G/L YTD Amounts File (GL1D02)*

Important: *NOTE: The G/L Detail History File (GL1D04) and G/L YTD Amounts File (GL1D02) will be updated based upon the posting method you have selected in the G/L Standard Settings File in the General Ledger Manager module. If you have selected the Auto-Posting method, then all the files listed above will be updated automatically. If you have selected the Manual-Posting method, then the G/L Detail History File (GL1D04) and the G/L YTD Amounts Files (GL1D02) will not be updated until you manually Post Journals in the General Ledger Manager module.

Entry in G/L:

• Debit to A/P Control Account
• Credit to Cash Account

oid Accounts Payable Check Posting:

Files Affected:

• A/P Invoices File (AP1D01)
• A/P Checks Journal (AP1D03 & AP1D04)
• Invoice Payment History File (AP1D07)
• Vendor Master File (AP1D08)
• Vendor YTD Amounts Paid File (AP1D10)
• Bank Account Check Register (BM1D02)
• Batch Control File (GL1D09)
• G/L Detail History File (GL1D04)*
• G/L YTD Amounts File (GL1D02)*

Important: *NOTE: The G/L Detail History File (GL1D04) and G/L YTD Amounts File (GL1D02) will be updated based upon the posting method you have selected in the G/L Standard Settings File in the General Ledger Manager module. If you have selected the Auto-Posting method, then all the files listed above will be updated automatically. If you have selected the Manual-Posting method, then the G/L Detail History File (GL1D04) and the G/L YTD Amounts Files (GL1D02) will not be updated until you manually Post Journals in the General Ledger Manager module.

Entry in G/L:

• Debit to Cash Account
• Credit to A/P Control Account

Important: Note: The Accounts Payable check voiding process returns the invoice to its original unpaid status. If you wish to get rid of the invoice amount, you will need to post a credit memo and then pay it as an offset. It also shows in Bank Account Manager as voided.

Merge Recurring Accounts Payable Invoices:

Recurring Payables should be merged MONTHLY. This monthly merge does the following:

Files Affected:

• A/P Invoices Files (AP1D01 & AP1D02)
• A/P Purchases Journal (AP1D03 & AP1D04)
• Recurring Payables Holding File (AP1D06)
• Batch Control File (GL1D09)
• Job Cost Detail Files (JM1D02 & JM1D03)
• Vehicle Detail Files (VM1D02 & VM1D03)
• Commission Detail File (CM1D02)
• G/L Detail History File (GL1D04)*
• G/L YTD Amounts File (GL1D02)*

Important: *NOTE: The G/L Detail History File (GL1D04) and G/L YTD Amounts File (GL1D02) will be updated based upon the posting method you have selected in the G/L Standard Settings File in the General Ledger Manager module. If you have selected the Auto-Posting method, then all the files listed above will be updated automatically. If you have selected the Manual-Posting method, then the G/L Detail History File (GL1D04) and the G/L YTD Amounts Files (GL1D02) will not be updated until you manually Post Journals in the General Ledger Manager module.

Entry in G/L:

• Debit to Expense Account
• Credit to A/P Control Account