Accounts Payable Interface: Table Driven Method
Use the Accounts Payable Interface to load invoice data from external applications. Information you load using this interface adds to the data already stored in PENTA.
The Accounts Payable Interface has a Request Type of AP and an Interface Type of A. Data files you load must have Request Types assigned to the A Interface Type.
PENTA accepts data:
Regardless of whether the batch is in balance. PENTA notifies you if the batch is not in balance in the Invoice and Credit Memo Entry window.
If the currency for all distributions in the batch is the same.
If the batch number is unique for the User Id assigned to the batch, and the User Id is a valid PENTA User Id.
If PENTA is unable to load an individual row, it bypasses that invoice (or line item) and moves on to the next. It creates or updates invoices using the accepted rows from the file. It notes the rejected rows and does not load them into PENTA.
After loading, reviewing, and modifying the data, you can use PENTA to distribute the Accounts Payable batch and process AP checks.
Accounts Payable Limitations & Restrictions
The interface does not perform batch and document balancing.
There are no defaults or substitutes that you can set up for scenarios where there is missing information in the interface data file.
PENTA places the following limitations and restrictions on invoice data loaded with the interface:
The User Id entered in the interface data file is the only user who can edit and distribute the batch.
The person loading the interface file does not have to be the user identified in the Header Record. Zach can load the file, but if Larry is the user in the Header Record, only he can edit and distribute the batch once Zach loads the file.
If PENTA rejects a record, you cannot resubmit the file because a batch already exists for the file name and file type.
Accounts Payable Where to View Loaded Data
You can review interfaced data and make any corrections and/or late entries in the Invoice & Credit Memo Entry window.
Available Tables
- 1 Account Detail Tax Record
- 2 Accounts Payable Detail Record
- 3 Customer Reference Detail Record
- 4 Document Detail Record
- 5 Document Hold Detail Record
- 6 Document Tax Detail Record
- 7 Employee Advance Receivable Detail Record
- 8 Fixed Asset Tax Detail Record
- 9 Fixed Assets Detail Record
- 10 Accounts Payable Header Record
- 11 Job Detail Record
- 12 Job Tax Detail Record
- 13 Purchase Order Customer Reference Detail Record
- 14 Purchase Order Detail Record
- 15 Purchase Order Tax Detail Record
- 16 Subcontract Detail Record
- 17 Work Order Detail Record
- 18 Work Order Tax Detail Record
Account Detail Tax Record
The following information relates to the INTR_AP_ACCT_TAX table.
Column | Entry | Format | Description |
|---|---|---|---|
INTR_RQST_ID | Req | C! 13 | The interface request value that you enter to initiate the interface process. The value must be consistent for all records PENTA should process together. |
VEN_INVOICE_NUM | Req | C! 15 | Must match the invoice number in the document row. |
VEN_ID | Req | X | The invoice’s vendor. |
SEQ_NUM | Req | I 10 | Sequence number uniquely identifying this row within interface request. |
JURIS_ID | Req | C 10 | Id of the taxing authority. |
CONSOL_TAX_RATE | Opt | F 6.3 | One of three tax types PENTA uses to determine whether a taxable transaction is sales tax or use tax. This tax rate is the same for sales and use tax and PENTA applies it in all taxable situations. |
SALES_TAX_RATE | Opt | F 6.3 | One of three tax types PENTA uses to determine whether a taxable transaction is sales tax or use tax. PENTA considers the tax rate sales or use tax and only applies it in situations where that type is applicable. |
USE_TAX_RATE | Opt | F 6.3 | One of three tax types PENTA uses to determine whether a taxable transaction is sales tax or use tax. PENTA considers the tax rate sales or use tax and only applies it in situations where that type is applicable. |
RECORD_NUM | Opt | I 10 | Do not assign this value. PENTA assigns this record number, which you can use to identify records with errors or warning messages. |
USER_ID | Req | C 6 | Id of the employee performing the load process. This user_id must exist in PENTA. |
MODIFICATION_ | Opt | D | Once the process completes, this displays the date PENTA marked the record as modified in the database. The current date is the default value. |
Accounts Payable Detail Record
The following information relates to the INTR_AP_DTL_ACCT table.
Column | Entry | Format | Description |
|---|---|---|---|
INTR_RQST_ID | Req | C! 13 | The interface request value that you enter to initiate the interface process. The value must be consistent for all records PENTA should process together. |
VEN_INVOICE_NUM | Req | C! 15 | Must match the invoice number in the document row. |
VEN_ID | Req | X | Must match the vendor Id in the document row. |
SEQ_NUM | Req | I 10 | Sequence number uniquely identifying this row within request/vendor/invoice. |
DR_OU_ID | Req | X | This must be an active general ledger account. The default is the AP OU Id from the INTR_AP_DOC row. The User Id must have authorization for this OU. If System Option 107 is Y, this OU must be the AP OU Id from the INTR_AP_DOC row. |
DR_ACCT_NUM | Req | X | This must be an active account with an edit rule of AR, Cash, or no edit rule. If the account’s edit rule is AR or Cash:
If System Option 44 is Y, and the account’s currency is not equal to the Source Currency Id from the INTR_AP_DOC row, an exchange rate must exist for the two currencies. |
CUS_ID | Opt | X | This must be an active customer. Required if the GL Account Number has an edit rule of AR; otherwise, do not enter a value. |
D_PRD_END_DATE | Opt | D | Required if the GL Account Number has an edit rule of AR, the Customer Id is an employee, and System Option 105 is Y; otherwise, do not enter a value. |
REF_JOB_ID | Opt | X | A job related to the Job ID. This does not have to be a parent, child, or active job. |
DESCR | Req | C 30 | If System Option 104 is Y, the default is the vendor name of the Vendor Id from the INTR_AP_DOC row. If System Option 104 is N, there is no default. |
AMT | Req | F 15.2 | Enter a value other than zero. |
CR_ACCT_NUM | Req | X | This must be an active account with an edit rule of AP. If System Option 109 is Y, the default is the:
If System Option 44 is Y, the currency assigned to the account must equal the Source Currency from the INTR_AP_DOC row. If the account does not have a currency, then the currency of the job’s OU must equal the Source Currency from the INTR_AP_DOC row. The default is the AP account of the Source Currency Id. If System Options 109 and 44 are set to N, the default is the Job Type’s AP account number. If System Option 89 is Y and the user type is not H (home office), this column must be blank or null. |