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

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_ DATE	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

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: The account’s OU Id must match the AP OU Id from the INTR_AP_DOC row. The account’s currency must match the Source Currency from the INTR_AP_DOC row. 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: Vendor/OU inter-company AP account number. OU’s inter-company AP account number. 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.
EXCHANGE_RATE	Opt	F 12.6	Must be greater than zero. If the job’s currency is the same as the Source Currency Id, this column must be 1.0. Required if System Option 44 is Y; otherwise, do not enter a value. The default is: The job’s exchange rate (from the INTR_AP_DOC row). The rate necessary to change between the Source Currency Id and the job’s currency. A rate of 1.0.
FORM_ID	Opt	C! 8	The default is the Form Id for the Source Currency Id. The User Id must have authorization to use this Check Form. Required if System Option 75 is 3; otherwise, do not enter a value. If System Option 155 is Y, the Check Form type may be AP or GN. If System Option 155 is N, the Check Form type must be AP. If System Option 44 is Y, the currency of the Check Form must be the same as Source Currency Id. If System Option 89 is Y and the user type is not H (home office), do not enter a value.
TAX_EXEMPT_ REASON_CD	Opt	C! 3	The defaults are: Costcode tax exempt reason code. Job’s tax exempt reason code. If System Option 152 is N, this column must be blank or null. If Tax Exempt Reason Code on the INTR_AP_DOC row has a value, this column must be one of the defaults. The default is stored in PENTA, but the document reason code overrides the distribution reason code; you cannot manually override it.
TAX_CERTIFICATE	Opt	C 15	The defaults are: Costcode tax certificate. Job’s tax certificate. If System Option 152 is N, this column must be blank or null. If the Tax Exempt Certificate Id on the INTR_AP_DOC row has a value, this column must be one of the defaults. The default is stored in PENTA, but the Document certificate overrides the distribution certificate. You cannot manually override it.
EARN_CD	Opt	I 2	1099 Earnings Code.
TRANX_REF_ID	Opt	C 15	PENTA marks job cost and billing transactions within the interface files with this Transaction Reference Id. This enables your external application to perform functions (e.g., billing and profit analysis) by whatever grouping this Id represents.
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_DATE	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.
FORM_1099_ST_CD	Opt	C 4	The 1099 State Code.
CASH_ACCOUNT_NUM	Opt	X	Account # of the Cash Account. Required if the GL Account Number has an edit rule of Cash; otherwise, do not enter a value. Cash Account must have the same GL account as entered in the DR_ACCT_NUM. The Cash Account's OU Id must have the same BS OU as the account on the DR_OU_ID row.

Customer Reference Detail Record

The following information relates to the INTR_AP_DTL_CUS_REF table, and is part of the Customer Reference record.

Customer Reference records are optional. A Customer Reference record must follow a work order-related Detail record.

Column	Entry	Format	Description

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.
CUS_REF_CD	Req	C 15	A reference code that pertains to the work order’s distribution.
CUS_REF_VALUE	Opt	C 30	The value for the associated Customer Reference Code.
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_ DATE	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.

Document Detail Record

The following information relates to the INTR_AP_DOC table.

Column	Entry	Format	Description

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	The invoice number must be unique. If the Invoice Number and Vendor Id match an invoice that has a void status of Y, PENTA rejects this invoice (INTR_AP_DOC and all associated INTR_AP_JOB and INTR_AP_ACCT rows).
VEN_ID	Req	X	ID of the Vendor associated with the invoice. This must be a vendor with an Active or Hold status. The vendor type cannot be Miscellaneous* and the vendor class must be set up as a supplier. You can only enter a Vendor ID or Employee ID. Required if Employee ID is blank or null; otherwise, do not enter a value. If System Option 109 is Y, the Vendor Id cannot be the same as the Vendor Id assigned to the AP OU.
CR_OU_ID	Req	X	This must be an active balance sheet OU. The User Id passed to the package must have authorization for this OU. PENTA will not verify authorization for this OU until the user attempts to view the batch using the Accounts Payable windows. The default is the OU of the user (User Id).
EMP_ID	Opt	X	You can only enter a Vendor ID or Employee ID. Required if Vendor Id is blank or null; otherwise, do not enter a value. The default is the employee associated with the vendor.
INVOICE_AMT	Req	F 15.2	The total amount of all invoices in this INTR_RQST_ID.
D_INVOICE_DATE	Req	D	The invoice date must be less than or equal to a year from the current processing date (a year in the future). If this column is null and System Option 20 is Y, PENTA uses the system date.
D_DISTR_DATE	Opt	D	The date must be less than or equal to a year from the current processing date (a year in the future). The default is the invoice date. The date must be within an open accounting period for the Accounts Payable OU.
PAY_TERM_NUM	Opt	I 3	The default is the vendor’s payment terms. Optionally, enter a Proximo date for the following conditions: Due date and payment date are in the month following the invoice date. The invoice date, discount date, and due date can be either in the same month, or in two different months. Notes: PENTA compares the invoice date to the cutoff day to determine which discount date and due date should apply to an invoice. The payment month indicator tells PENTA whether the discount and/or due dates are in the same month as the invoice date, or in the month following the invoice date. If System Option 329 is 2 or 3 and you are charging a subcontract, PENTA applies the subcontract’s Payment Terms to the invoice. If System Option 217 is 2 or 3 and you are charging a purchase order, PENTA applies the purchase order’s Payment Terms to the invoice.
DSCNT_PCT	Opt	F 8.5	Must be between 0.001 and 100.000 percent. The default is the discount percent associated with the Payment Terms. Either enter this value or a Discount Amount, not both.
DSCNT_AMT	Opt	F 15.2	Must be the same sign (+ or –) as Invoice Amount and less than the Invoice Amount. Either enter this value or a Discount Percent, not both.
RET_PCT	Opt	F 8.5	Must be between 0.001 and 100.000 percent. Either enter this value or a Retention Amount, not both.
RET_AMT	Opt	F 15.2