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.

After performing several high-level integrity tests, PENTA attempts to process the Detail Records only if the following is true:

The Batch Number matches the file name.

The record count of the header equals the number of Detail Records.

The User Id is a valid PENTA user.

If PENTA rejects the entire file, you can modify and re-submit it.

Each Accounts Payable interface file constitutes one batch. PENTA processes interface batch files in the order that you originally enter them in the Initiate Batch Interface Requests window. You should enter requests in chronological order by creation date, so that a batch (which depends on previous invoices being distributed) processes only after PENTA has processed and committed previous or historical batches.

PENTA validates and accepts DOC (document) records for processing or rejects them along with all associated JOB, ACCT, FA, PO, WO, CREF, TAX, EAR, and SC records. If PENTA accepts a DOC record, it validates and either accepts the associated records for processing or rejects the associated records on a record-by-record basis. If PENTA rejects a record, you cannot resubmit the file because a batch already exists for the file name and file type.

Since you perform the batch balance and document balance in the Invoice and Credit Memo Entry window, the batch totals do not have to equal the sum of the document totals, and the distribution totals do not have to equal their associated document total.

After interfacing records, you can review and correct them as needed in the Invoice & Credit Memo Entry window.

Available Records

A Note About Detail Records

All Detail Records have a set of common fields at the beginning of the record. PENTA first performs validation independent of the type of Detail Record as defined in the table below. If AP Interface Record Type is a recognized code, PENTA performs record-type-specific validation on the record’s remaining fields. PENTA does not perform additional edit checks if the field is blank or null, unless the check specifically requires that the field be valued under certain conditions.

The Record Type identifies the scope of the data involved, which helps you find and correct errors.

Note: If a DOC Detail Record has an invalid field, PENTA rejects that DOC and all associated ACCT, FA, JOB, PO, WO, CREF, TAX, EAR, and SC Detail Records. The entire file is not rejected, just that invoice.

Account (ACCT) Detail Record

	Field	Entry	Format	Description
1	Batch Number	Req	I 9	Must match Batch Id in the Header Record.
2	Invoice Number	Req	C! 15	The Invoice Number from the DOC record.
3	Record Type	Req	C! 5	The value should be ACCT.
4	OU Id	Req	X	This must be an active general ledger account. The default is the AP OU Id from the DOC record. 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 DOC record.
5	GL Account Number	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 DOC record. The account’s currency must match the Source Currency from the DOC record. If System Option 44 is Y and the account’s currency is not equal to the Source Currency Id from the DOC record, an exchange rate must exist for the two currencies.
6	Distribution Description	Req	C 30	If System Option 104 is Y, the default is the vendor name of the Vendor Id from the DOC record.
7	Distribution Amount	Req	F 15.2	Enter a value other than zero.
8	Exchange Rate	Opt	F 12.6	Must be greater than zero. Required if System Option 44 is Y; otherwise, do not enter a value. The default is the exchange rate between the Source Currency Id and the GL Account Number’s currency. If that rate does not exist, the default is 1.0. If the GL Account Number’s currency is the same as the Source Currency Id, this field must be 1.0.
9	Customer 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.
10	Week Ending 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.
11	Check Form Id	Opt	C! 8	The default is the Form Id of the following: DOC record AP OU Id System Option notes: If System Option 44 is Y, the currency of the Check Form must be the same as Source Currency Id. Required if System Option 75 is 2; otherwise, do not enter a value. If System Option 89 is Y and the user type is not H (home office), 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.
12	AP Account Number	Opt	X	This must be an active account with an edit rule of AP. System Option notes: If System Option 44 is Y, the currency assigned to the account must equal the Source Currency from the DOC record. If the account does not have a currency, then the currency of the job’s OU must equal the Source Currency from the DOC record. The default is the AP account of the Source Currency Id. If System Option 89 is Y and the user type is not H (home office), this field must be blank or null. 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 109 and 44 are set to N, the default is the Job Type’s AP account number.
13	Reference Job Id	Opt	X	A job related to the Job Id. This does not have to be a parent, child, or active job.
14	Tax Exempt Reason Code	Opt	C! 3	The defaults are: GL Account Number tax exempt reason code. Job’s tax-exempt reason code. If System Option 152 is N, this must be blank or null. PENTA stores the default, but the document reason code overrides the distribution reason code. You cannot manually override it. If Tax Exempt Reason Code in the DOC record has a value, this field must use the default.
15	Tax Exempt Certificate Id	Opt	C 15	The default is the GL Account Number tax certificate. If System Option 152 is N, this field must be blank or null. PENTA stores the default, but the document certificate overrides the distribution certificate. You cannot manually override it. If the Tax Exempt Certificate Id in the DOC record has a value, this field must use the default.
16	Earnings Code	Opt	C 3	The 1099 Earnings Code PENTA associates with the invoice detail distribution.
17	State Code	Opt	C 4	The 1099 State Code PENTA associates with the invoice detail distribution.

Optional ACCT Detail Fields (place after Field 17)

Field

Format

Description

TRANX_REF_ID

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.

CASH_ACCT_NUM

Opt

Account # of the Cash Account.

Required if the GL Account # has an edit rule of Cash; otherwise, do not enter a value.

Cash Account must have the same GL account as entered in the GL Account # field.

The cash account’s OU Id must have the same BS OU as the account on the OU ID field.

Customer Reference (CREF) Detail Record

#	Field	Entry	Format	Description
1	Batch Number	Req	I 9	Must match the Batch Id in the Header Record.
2	Invoice Number	Req	C! 15	The Invoice Number from the DOC record.
3	Record Type	Req	C! 5	The value should be CREF.
4	Customer Reference Code	Req	C 15	Code referring to Customer specific information.
5	Customer Reference Format	Opt	C 30	The value for the associated Reference Code.

Document (DOC) Detail Record

Note: If a DOC Detail Record has an invalid field, PENTA rejects that DOC and all associated ACCT, FA, JOB, PO, WO, CREF, TAX, EAR, and SC Detail Records. The entire file is not rejected, just that invoice.

#	Field	Entry	Format	Description
1	Batch Number	Req	I 9	Must match the Batch Id in the Header Record
2	Invoice Number	Req	C! 15	The invoice number must be unique. If the Invoice Number and Vendor Id match an invoice with a void status of Y, PENTA rejects this invoice (DOC and all associated ACCT, FA, JOB, PO, WO, CREF and TAX records).
3	Record Type	Req	C! 5	The value should be DOC.
4	AP OU Id	Req	X	This must be an active balance sheet OU. The User Id in the Header Record must have authorization for this OU. PENTA will not verify OU authorization until a user tries viewing the batch in the Accounts Payable windows. The default is the OU of the user (User Id).
5	Vendor Id	Opt	X	The Vendor Id 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. The default is the vendor associated with the user (User Id). Either enter this value or an Employee Id, not both. A value in either field is required. If System Option 109 is Y, the Vendor Id cannot be the same as the Vendor Id assigned to the AP OU. *This is a limitation specific to the interface and you can eliminate once you add the ability to specify new vendor addresses.
6	Employee Id	Opt	X	Default is the employee associated with the Vendor Id. Either enter this value or a Vendor Id, not both. A value in either field is required.
7	Invoice Amount	Req	F 15.2	Amount on the invoice.
8	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 field is null and System Option 20 is Y, PENTA uses the system date.
9	Posting 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.
10	Payment Terms	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. PENTA compares the invoice date to the cutoff day to determine which discount date and due date apply to the 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.
11	Discount Percent	Opt	F 6.3	Must be between 0.001 and 100.000 percent. The default is the discount percent associated with the Payment Terms. If this field has a value, the Discount Amount must be blank.
12	Discount Amount	Opt	F 15.2	Must be the same sign (+ or –) as Invoice Amount and less than the Invoice Amount. If this field has a value, the Discount Percent field must be blank.
13	Retention Percent	Opt	F 6.3	Must be between 0.001 and 100.000 percent. If this field has a value, the Retention Amount field must be blank.
14	Retention Amount	Opt	F 15.2	Must be the same sign (+ or –) as the Invoice Amount and less than the Invoice Amount. If this field has a value, the Retention Percent field must be blank.
15	Units	Opt	F 12.3	The total units on the invoice.
16	Pay Request Number	Opt	C 15	If System Option 148 is Y, the Pay Request Number must be in digits (rather than characters).
17	Invoice Type	Opt	C! 3	The value should be REG. The default is REG.
18	Remit To Address Number	Opt	I 5	Default is the Vendor’s remit-to address. Note: The vendor type cannot be Miscellaneous. PENTA does not support Miscellaneous vendor types with the accounts payable interface. Required if System Option 77 is Y; otherwise, do not enter a value.
19	Source Currency Id	Opt	C! 3	Default is the Vendor’s currency. If the vendor does not have an assigned currency, PENTA uses the currency of the AP OU Id. Required if System Option 44 is Y; otherwise, do not enter a value.
20	Check Form Id	Opt	C! 8	Default is the Source Currency’s Form Id. The User Id must have authorization to use this Check Form. Entry is required if System Option 75 is 3; otherwise, do not enter a value. If System Option 155 is Y, the Check Form type can 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.
21	Tax Amount	Opt	F 15.2	The amount of taxes for the invoice. If System Option 152 is N, do not enter a value. If System Option 271 is Y, PENTA records the sales tax amounts you enter on an AP invoice as sales tax for jurisdictions associated with the AP invoice distribution. Individual AP Invoice distributions are determined to be taxable or non-taxable (based on a purchase order’s set up, based on the Job an invoice is charged to, based on the OU/Account, etc.). PENTA will require that at least one AP invoice distribution is taxable; otherwise, PENTA issues an error message and prevents the user from entering the vendor’s invoice with a sales tax amount. You record sales tax charged by a vendor as a lump sum amount, PENTA does not require that you break down the sales tax amount by taxing jurisdiction when recording the vendor’s invoice. Therefore, PENTA must allocate the sales tax amount across the tax jurisdictions that are associated with distributions entered on the AP document (State, City, etc.): When the entered tax amount equals the PENTA calculated tax amount PENTA records the sales tax amount as “sales tax paid” for each jurisdiction. When the entered tax amount does not equal the PENTA calculated tax amount, and the absolute value of the difference between the entered tax amount and the PENTA calculated tax amount is less than the “Sales & Use Tax Variance Limit,” PENTA adjusts its calculated tax amount for the tax jurisdiction with the largest sales tax percent until the total calculated sales tax value equals the entered sales tax value. In a situation where the entered sales tax is less than the calculated sales tax, and the reduction of the calculated sales tax exceeds the amount of tax calculated for that jurisdiction, PENTA adjusts the remaining amount for the jurisdiction with the next largest tax percentage. PENTA records the adjusted amounts as “sales tax paid” for those jurisdictions. Note: PENTA assumes you will set the Sales & Use Tax Variance Limit to a small amount, $0.10 for example. Therefore if there are rounding differences between the calculated tax amounts, PENTA calculates vs. what the vendor calculated, PENTA will adjust its calculated value rather than post penny adjustments (accruals) in the sales tax liability accounts. When the entered tax amount does not equal the PENTA calculated tax amount, and the absolute value of the difference between the entered tax amount and the PENTA calculated tax amount is greater than the “Sales & Use Tax Variance Limit,” PENTA allocates the entered sales tax amounts to the applicable tax jurisdictions, beginning with the jurisdiction with the smallest sales tax percent until the entered tax amount is fully allocated. PENTA records these amounts as “sales tax paid,” then accrues and records “use tax” as the difference between its tax calculation and the allocation to each jurisdiction. PENTA sales & use tax reporting will provide detail reporting by sales tax jurisdiction those amounts paid as sales tax plus accruals made where a vendor did not charge tax in a taxable situation or where the amount of tax charged by the vendor does not agree with the sales tax rules defined for each jurisdiction.
22	Tax Exempt Reason Code	Opt	C! 3	Must be a valid reason code. Required if System Option 152 is Y and no tax jurisdictions exist for Vendor Id and the postal code associated with that vendor’s remit-to address number; otherwise, do not enter a value.
23	Tax Exempt Certificate Id	Opt	C 15	If System Option 152 is N, do not enter a value.
24	Payment Cycle #	Opt	I 3	Id of the cycle you want to pay the invoice with. This helps in selecting items for payment.

Optional Doc Detail Fields (place after Field 24)

Field	Format	Description
D_DUE_DATE	D	DUE_DATE=YYYY/MM/DD Note: YYYY = Year, MM = Month, DD = Day. This field must be entered as Field Name =Date. Example: DUE_DATE=2004/01/30
D_DSCNT_DATE	D	DSCNT_DATE=YYYY/MM/DD Note: YYYY = Year, MM = Month, DD = Day. This field must be entered as Field Name =Date. Example: DSCNT_DATE=2004/01/30. Must have a discount date if the Vendor has no payment terms set up and you enter a discount %.
ST_WH_PCT	F 8.5	The percent to withhold for the state. Must be non-zero or null. You can only enter this field if the FORM_1099_ST_CD has a valid value.
ST_WH_VEN_ID	X	The vendor that receives the state withholding. Required if a State Withholding Percent exists; otherwise, do not enter a value.
ST_WH_ACCT_NUM	X	The accrual account for the state withholding. Required if a State Withholding Percent exists; otherwise, do not enter a value..
FED_WH_PCT	F 8.5	The percent to withhold for Federal withholding. Entries must be non-zero or null.
FED_WH_VEN_ID	X	The vendor that receives the federal withholding. Required if a Federal Withholding Percent exists; otherwise, do not enter a value..
FED_WH_ACCT_NUM	X	The accrual account for the federal withholding. Required if a Federal Withholding Percent exists; otherwise, do not enter a value..
FREIGHT_AMT	F 15.2	FREIGHT_AMT=xxxxx PENTA only uses Freight Amount to determine the Invoice Basis Amount.
TRANX_REF_ID	C! 15	PENTA marks job cost and billing transactions within the interface files with this Transaction Reference Id so your external application can perform functions (e.g., billing and profit analysis) by whatever grouping this Id represents.
WH_ST_CD	C 4	Id of the Withholding State.
MISC_VEN_ADDR_ NAME	C! 30	MISC_VEN_ADDR_NAME=XXXX, where XXXX is the Vendor Name in the address block. Enter this as Field Name =Name. Example: VEN_ADDR_NAME =Acme Supply You can enter this for any type vendor.
MISC_VEN_ADDR_1	C! 30	MISC_VEN_ADDR_1=XXXX, where XXXX is the Address in line 1 of the address block. Enter this as Field Name =Address 1. Example: MISC_VEN_ADDR_1=123 Any Street
MISC_VEN_ADDR_2	C! 30	MISC_VEN_ADDR_2=XXXX, where XXXX is the Address in line 2 of the address block. Enter this as Field Name =Address 2. Example: MISC_VEN_ADDR_2=PO Box 1234
MISC_VEN_ADDR_3	C! 30	MISC_VEN_ADDR_3=XXXX, where XXXX is the Address in line 3 of the address block. Enter this as Field Name =Address 3. Example: MISC_VEN_ADDR_3=C/O Accounts Payable Department
MISC_VEN_CITY	C! 20	MISC_VEN_CITY=XXXX, where XXXX is the City in the address block. Enter this as Field Name =City. Example: MISC_VEN_CITY =Brookfield Required if you entered a vendor address name; otherwise, do not enter a value.
MISC_VEN_ST_CD	C! 4	MISC_VEN_ST_CD=XX, where XX is the State in the address block. Enter this as Field Name =State. Example: MISC_VEN_ST_CD =WI
MISC_VEN_POSTAL_CD	C! 10	MISC_VEN_POSTAL_CD=XXXX(-XXX), where XXXX(-XXX) is the Postal Code in the address block. Enter this as Field Name =Postal Code. Example: MISC_VEN_POSTAL_CD =53188 Required if a vendor address name exists; otherwise, do not enter a value.
MISC_VEN_COUNTRY_CD	C! 3	MISC_VEN_COUNTRY_CD=XXXX, where XXXX is the Country in the address block. Enter this as Field Name =Country. Example: MISC_VEN_COUNTRY_CD =USA
MISC_VEN_PHONE_AREA_CD	C! 3	MISC_VEN_PHONE_AREA_CD=XXX, where XXX is the 3 digit phone number Area Code in the address block. Enter this as Field Name =Area Code. Example: MISC_VEN_PHONE_AREA_CD =262
MISC_VEN_PHONE_NUM	C! 11	MISC_VEN_PHONE_NUM=XXXXXXX, where XXXXXXX is the 7 digit Phone number in the address block. Enter this as Field Name =Phone Number. Example: MISC_VEN_PHONE_AREA_CD =5740505.
MISC_VEN_FAX_AREA_CD	C! 3	MISC_VEN_FAX_AREA_CD=XXX, where XXX is the 3 digit Fax number Area Code in the address block. Enter this as Field Name =Area Code. Example: MISC_VEN_PHONE_AREA_CD =262
MISC_VEN_FAX_NUM	C! 11	MISC_VEN_FAX_NUM=XXXXXXX, where XXXXXXX is the 7 digit Fax number in the address block. Enter this as Field Name =Phone Number. Example: MISC_VEN_FAX_AREA_CD =5741212.
MISC_VEN_WWW_ADDR	C! 100	MISC_VEN_WWW_ADDR=XXXX, where XXXX is the web address. Enter this as Field Name = web address. Example: MISC_VEN_WWW_ADDR=www.supplier.com.
MISC_VEN_ADDL_CHECK_LINE_1	C! 50	MISC_VEN_ADDL_CHECK_LINE_1=XXXX, where XXXX is the line that prints below the vendor address on the AP check. Enter this as Field Name =Line 1 Information. Example: MISC_VEN_ADDL_CHECK_LINE_1=Attention: Ms. M. Berkly.
MISC_VEN_ADDL_CHECK_LINE_2	C! 50	MISC_VEN_ADDL_CHECK_LINE_2=XXXX, where XXXX is the line that prints below the vendor address on the AP check. Enter this as Field Name =Line 2 Information. Example: MISC_VEN_ADDL_CHECK_LINE_2=Account #1234567.
AP_STAT_CD	C! 1	AP_STAT_CD=A or H. Indicates the Pay Status of the Invoice. Valid values are: A (Active & available for payment) and H (Hold upon distribution, not available for payment).

Document Hold (HOLD) Detail Record

This interface will populate the Invoice & Credit Memo Entry window, unless the batch is immediately distributed. (System Option 125 (“Mark Batch for Distribution”) controls this.

#	Field	Entry	Format	Description
1	Batch Number	Req	I 9	Must match the Batch Id in the Header Record
2	Invoice Number	Req	C! 15	The invoice number must match the Invoice Number in the Document Record.
3	Record Type	Req	C! 5	The value should be HOLD.
4	Hold Code	Req	C! 3	Id of the Hold Reason currently against the Invoice.

Employee Advance Receivable (EAR) Detail Record

#	Field	Entry	Format	Description
1	Batch Number	Req	I 9	Must match the Batch Id in the Header Record.
2	Invoice Number	Req	C! 15	The Invoice Number from the DOC record.
3	Record Type	Req	C! 5	The value should be EAR.
4	Amount Applied to Advance	Req	F 15.2	Amount of the expense applied to an open employee advance.

Fixed Asset (FA) Detail Record

#	Field	Entry	Format	Description
1	Batch Number	Req	I 9	Must match the Batch Id in the Header Record.
2	Invoice Number	Req	C! 15	The Invoice Number from the DOC record.
3	Record Type	Req	C! 5	The value should be FA.
4	Fixed Asset Id	Req	X	If Fixed Asset Id is not null, Fixed Asset Expense Category cannot be null. PENTA checks to insure the following are true: The Fixed Asset is active. You have access to post charges to the OU associated with this asset. The Fixed Asset belongs to the same parent OU as the OU on the INTR_AP_DOC record.
5	Expense Category	Req	I 3	PENTA checks to insure that the expense category is active and associated with the asset’s class in the Classes window.
6	Distribution Description	Req	C 30	If System Option 104 is Y, the default is the vendor name of the Vendor Id from the INTR_AP_DOC record. If System Option 104 is N, there is no default.
7	Distribution Amount	Req	F 15.2	Enter a value other than zero.
8	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 field 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 record). The rate necessary to change between the Source Currency Id and the job’s currency. A rate of 1.0.
9	Check Form Id	Opt	C! 8	Default is the Source Currency’s Form 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.
10	AP Account Number	Opt	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 record. 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 record. The default is the AP account of the Source Currency Id. If System Options 109 and 44 are 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), do not enter a value.
11	Tax Exempt Reason Code	Opt	C! 3	The defaults are: Costcode tax exempt reason code. Job’s tax-exempt reason code. If System Option 152 is N, do not enter a value. If Tax Exempt Reason Code on the INTR_AP_DOC record has a value, this field 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.
12	Tax Exempt Certificate Id	Opt	C 15	The defaults are: Costcode tax certificate. Job’s tax certificate. If System Option 152 is N, do not enter a value. If the Tax Exempt Certificate Id on the INTR_AP_DOC record has a value, this field 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.
13	Earnings Code	Opt	C 3	The 1099 Earnings Code.
14	State Code	Opt	C 4	The 1099 State Code.

Optional FA Detail Field (place after Field 14)

Field			Format	Description
TRANX_REF_ID			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.

Accounts Payable Header Record

This information only applies if you are creating data files to be loaded using the Initiate Batch Interface Requests window.

Each interface file should consist of one Header Record, at least one DOC Detail Record, and one or more JOB, ACCT, FA, PO, WO, CREF, TAX, EAR, and SC Detail Records. PENTA uses the information defined in the Header Record to validate the content of the interface file. If a header field failed validation, PENTA rejects the header and associated Detail Records.

	Field	Entry	Format	Description
1	Identifier	Req	C! 3	Request Type code assigned to the AP (Accounts Payable) Interface Type.
2	Record Count	Req	I 6	Each batch includes a count of the records (header and detail) within the file. This must be greater than zero. If the number in the Header Record differs from the number read by PENTA, no update occurs and PENTA rejects the entire file.
3	Batch Number	Req	I 9	The filename of the AP interface data file. PENTA will not process the batch if another batch exists with the same number and User Id.
4	Total Invoice Amount	Req	F 15.2	The total amount of all invoices in this batch (file). PENTA uses this amount to determine if the batch is in balance when viewed in the Accounts Payable windows.
5	Total Units	Opt	F 12.3	The total number of units of all invoices in this batch (file). PENTA uses this number to determine if the batch is in balance when viewed in the Accounts Payable windows.
6	User Id	Req	C! 6	The user who views, edits, and distributes the batch. This does not have to be the same as the user who loads the interface file. If no User Id exists, PENTA rejects the entire file.

Optional Header Fields (place after Field 6)

Field			Format	Description
DEF_CHK_FORM_ID			C! 8	Document tab’s default Check Form. You establish the overriding default in the Organizational Unit or Currency Information window. Default Check Forms entered in the Vendor Information window override this default.
TRANX_REF_ID			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.

Job (JOB) Detail Record

#	Field	Entry	Format	Description
1	Batch Number	Req	I 9	Must match the Batch Id in the Header Record.
2	Invoice Number	Req	C! 15	The Invoice Number from the DOC record.
3	Record Type	Req	C! 5	The value should be JOB.
4	Job Id	Req	X	Enter an active job. If System Option 69 is Y, the job cannot be closed as of the Posting Date. If System Option 44 is Y and the job’s currency is not the same as the Source Currency Id, there must be an exchange rate between the two currencies. If System Option 107 is Y and the job OU Id is the same as the balance sheet OU Id, the balance sheet OU Id must be the same as the AP OU Id in the DOC Detail Record.
5	Cost Type Code	Req	C! 4	Must be an active Cost Type associated with the job, and the Cost Type’s All OU code must be A, or the OU associated with the Cost Type is the same as the job’s OU.
6	Costcode	Req	X	Must be an active Costcode. If Costcode validation for the Job Id is Y, this must be a valid Costcode for the job.
7	Item Number	Opt	I 15	If System Option 22 is 2, PENTA refers to the Item Number as Tag Number in error messages. If System Option 122 is Y, the Item Number must be associated with the job.
8	Distribution Description	Req	C 30	If System Option 104 is Y, the default is the vendor name of the Vendor Id from the DOC record. If System Option 104 is N, there is no default.
9	Distribution Amount	Req	F 15.2	Enter a value other than zero.
10	Units	Opt	F 12.3	The number of units used on the job. Enter a value greater than zero.
11	Pay Request Number	Opt	C 15	The default is the DOC record’s Pay Request Number. Required if System Option 87 is Y, and System Option 124 is 16, 20, 24, or 28; otherwise, do not enter a value. If System Option 148 is Y, Pay Request Number must be in digits (rather than characters).
12	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 field 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 DOC record). The rate necessary to change between the Source Currency Id and the job’s currency. A rate of 1.0.
13	Check Form Id	Opt	C! 8	The default is the Form Id of the following: DOC record Job AP OU Id Required if System Option 75 is 2; 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.
14	AP Account Number	Opt	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 DOC record. If the account does not have a currency, then the currency of the job’s OU must equal the Source Currency from the DOC record. 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), do not enter a value.
15	Tax Exempt Reason Code	Opt	C! 3	The defaults are: Costcode tax exempt reason code. Job’s tax-exempt reason code. If System Option 152 is N, do not enter a value. If Tax Exempt Reason Code on the DOC record has a value, this field 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.
16	Tax Exempt Certificate Id	Opt	C 15	The defaults are: Costcode tax certificate. Job’s tax certificate. If System Option 152 is N, this field must be blank or null. If the Tax Exempt Certificate Id on the DOC record has a value, this field 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.
17	Earnings Code	Opt	C 3	1099 Earnings Code
18	State Code	Opt	C 4	1099 State Code

Optional JOB Detail Field (place after Field 18)

Field			Format	Description
TRANX_REF_ID			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.

Purchase Order (PO) Detail Record

#	Field	Entry	Format	Description
1	Batch Number	Req	I 9	Must match the Batch Id in the Header Record.
2	Invoice Number	Req	C! 15	The Invoice Number from the DOC record.
3	Record Type	Req	C! 5	The value should be PO.
4	OU Id	Req	X	The OU assigned to the purchase order
5	Purchase Order Number	Req	X	Id of the purchase order.
6	Vendor Product Id	Opt	C 26	Id of the vendor’s product.
7	Line Number	Req	I 9	The line number of the purchase order. PENTA allows the Purchase Order and Line Number to be Work Order related.
8	Job Id	Opt	X	Enter an active job. If System Option 69 is Y, the job cannot be closed as of the Posting Date. If System Option 44 is Y and the job’s currency is not the same as the Source Currency Id, there must be an exchange rate between the two currencies. If System Option 107 is Y and the job OU Id is the same as the balance sheet OU Id, the balance sheet OU Id must be the same as the AP OU Id in the DOC Detail Record.
9	Cost Type Code	Opt	C! 4	Must be an active Cost Type associated with the job, and the Cost Type’s All OU code must be A, or the OU associated with the Cost Type is the same as the job’s OU.
10	Costcode		X	Enter an active Costcode. If Costcode validation for the Job Id is Y, this must be a valid Costcode for the job.
11	Debit OU Id	Opt	X	Id of the organizational unit where the expense was charged.
12	Debit Account Number	Opt	X	Id of the account debited for the transaction.
13	Fixed Asset Id	Opt	X	If Fixed Asset Id is not null, Fixed Asset Expense Category cannot be null. PENTA checks to ensure: The Fixed Asset is active. You have access to post charges to the OU associated with this asset. The Fixed Asset belongs to the same parent OU as the OU on the INTR_AP_DOC record.
14	Expense Category	Opt	I 3	PENTA checks to insure that the expense category is active and associated with the asset’s class in the Classes window.
15	Distribution Description	Req	C 30	The default is the description from the Purchase Order Line Number.
16	Units	Opt	F 12.3	The total units for the purchase order line.
17	Unit Price	Opt	F 12.3	The per-unit billing rate for the Product.
18	Distribution Amount	Req	F 15.2	Enter a value other than zero.
19	Pay Request Number	Opt	C 15	The default is the Pay Request Number from the DOC record. Required if System Option 87 is Y, and System Option 124 is 4, 12, 20, or 28; otherwise, do not enter a value. If System Option 148 is Y, Pay Request Number must be in digits (rather than characters).
20	Exchange Rate	Opt	F 12.6	Enter a value greater than zero. If the job’s currency is the same as the Source Currency Id, this field 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 DOC record). The rate necessary to change between the Source Currency Id and the job’s currency. A rate of 1.0.
21	Check Form Id	Opt	C! 8	The default is the Form Id of the following: DOC record Job AP OU Id Required if System Option 75 is 2; 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.
22	AP Account Number	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 DOC record. If the account does not have a currency, then the currency of the job’s OU must equal the Source Currency from the DOC record. 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), do not enter a value.
23	Tax Exempt Reason Code	Opt	C! 3	The defaults are: Costcode tax exempt reason code. Job’s tax-exempt reason code. If System Option 152 is N, do not enter a value. If Tax Exempt Reason Code on the INTR_AP_DOC record has a value, this field 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.
24	Tax Exempt Certificate Id	Opt	C 15	The defaults are: Costcode tax certificate. Job’s tax certificate. If System Option 152 is N, do not enter a value. If the Tax Exempt Certificate Id on the INTR_AP_DOC record has a value, this field 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.
25	Earnings Code	Opt	C 3	1099 Earnings Code
26	State Code	Opt	C 4	1099 State Code

Optional PO Detail Fields (place after Field 26)

Field	Format	Description
TRANX_REF_ID	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.
WO_ID	C! 25	Id of the Work Order.
WO_OU_ID	X	Id of the Work Order Organizational Unit.
WO_COST_TYPE_CD	C! 4	Id of the Work Order Cost Type.
WO_CUS_LOC_CD	C 8	Id of the Work Order Customer Location.
WO_CUS_EQ_ID	C! 15	Id of the Work Order Customer Equipment.
WO_TASK_ID	C! 10	Id of the Work Order Task.
WO_FA_ID	X	Id of the Work Order Fixed Asset.
WO_FA_EXP_CAT_ NUM	I 3	Id of the Work Order Fixed Asset Expense Category.
WO_MAINT_SCHD_ NUM	I 6	Id of the Work Order Maintenance Schedule.
WO_MAINT_ CONTRACT_ID	C! 15	Id of the Work Order Maintenance Contract.
RET_AMT	F 15.2	The Retention Amount.

Subcontract (SC) Detail Record

#	Field	Entry	Format	Description
1	Batch Number	Req	I 9	Must match the Batch Id in the Header Record.
2	Invoice Number	Req	C! 15	The Invoice Number from the DOC record.
3	Record Type	Req	C! 5	The value should be SC.
4	Job Id	Req	X	The Job Id.
5	SC Number	Req	X	The Subcontract Number.
6	SC Line Number	Req	I 9	The Subcontract Line Number.
7	Distribution Description	Req	C 30	The default is the description from the Subcontract Line Number.
8	Distribution Amount	Req	F 15.2	The Distribution Amount.
9	Units	Opt	F 12.3	The number of Units for the line item.
10	Unit Price	Opt	F 12.3	The Unit Price for the line item.
11	Retention Amount	Opt	F 15.2	The Retention applied against all invoices entered for the Subcontract and line item.
12	Pay Request Number	Opt	C 15	The default is the Pay Request Number from the DOC record. Required if System Option 87 is Y, and System Option 124 is 8, 12, 24, or 28; otherwise, do not enter a value. If System Option 148 is Y, Pay Request Number must be in digits (rather than characters).
13	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 field must be 1.0. Entry is required if System Option 44 is Y; otherwise, do not enter a value. The default is: The job’s exchange rate (from the DOC record). The rate necessary to change between the Source Currency Id and the job’s currency. A rate of 1.0.
14	Check Form Id	Opt	C! 8	The default is the Form Id of the following: DOC record Job AP OU Id Entry is required if System Option 75 is 2; 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.
15	AP Account Number	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 DOC record. If the account does not have a currency, then the currency of the job’s OU must equal the Source Currency from the DOC record. The default is the AP account of the Source Currency Id. If System Options 109 and 44 are 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 field must be blank or null.
16	1099 Earnings Code	Opt	C 3	1099 Earnings Code
17	1099 State Code	Opt	C 4	1099 State Code

Optional SC Detail Field (place after Field 17)

Field			Format	Description
TRANX_REF_ID			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.

Tax (TAX) Detail Record

#	Field	Entry	Format	Description
1	Batch Number	Req	I 9	Must match the Batch Id in the Header Record.
2	Invoice Number	Req	C! 15	The Invoice Number from the DOC record.
3	Record Type	Req	C! 5	The value should be TAX.
4	Tax Jurisdiction Id	Req	C 10	Id of the Tax Jurisdiction.
5	Consol Tax Rate	Opt	F 6.3	Consolidated rate for sales and use tax.
6	Sales Tax Rate	Opt	F 6.3	Rate for sales tax.
7	Use Tax Rate	Opt	F 6.3	Rate for use tax.

Work Order (WO) Detail Record

#	Field	Entry	Format	Description
1	Batch Number	Req	I 9	Must match the Batch Id in the Header Record.
2	Invoice Number	Req	C! 15	The Invoice Number from the DOC record.
3	Record Type	Req	C! 5	The value should be WO.
4	Work Order Id	Req	C 25	Id of the Work Order.
5	OU Id	Req	X	You have access to post charges to the OU associated with this WO, and The WO belongs to the same OU as the OU on the INTR_AP_DOC record.
6	Cost Type Code	Req	C! 4	Must be an active Cost Type associated with the WO, and the Cost Type’s All OU code must be A, or the OU associated with the Cost Type is the same as the WO’s OU.
7	Customer Location Code	Opt	C 8	Id of the Customer Location.
8	Customer Equipment Id	Opt	C! 15	Id of the Customer Equipment associated with the Work Order.
9	Task Id	Opt	C! 10	Id of the Task associated with the Work Order.
10	Fixed Asset Id	Opt	X	PENTA checks to insure the following: The Fixed Asset is active, You have access to post charges to the OU associated with this asset, and The Fixed Asset belongs to the same parent OU as the OU on the INTR_AP_DOC record.
11	FA Expense Category	Opt	I 3	PENTA checks to insure that the expense category is active and associated with the asset’s class in the Classes window. If there is a fixed asset value, you must enter an expense category.
12	Maintenance Schedule Number	Opt	I 6	Id of the Maintenance Schedule.
13	Maintenance Contract Id	Opt	C! 15	Id of the Maintenance Contract.
14	Distribution Description	Req	C 30	If System Option 104 is Y, the default is the vendor name of the Vendor Id from the INTR_AP_DOC record. If System Option 104 is N, there is no default.
15	Distribution Amount	Req	F 15.2	Enter a value other than zero.
16	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 field must be 1.0. Entry is required if System Option 44 is Y; otherwise, do not enter a value. The default is: The WO’s exchange rate (from the DOC record). The rate necessary to change between the Source Currency Id and the WO’s currency. A rate of 1.0.
17	Check Form Id	Opt	C! 8	The default is the Form Id of the following: DOC record Job AP OU Id Entry is required if System Option 75 is 2; 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.
18	AP Account Number	Opt	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 record. If the account does not have a currency, then the currency of the WO’s OU must equal the Source Currency from the INTR_AP_DOC record. The default is the AP account of the Source Currency Id. If System Option 89 is Y and the user type is not H (home office), this field must be blank or null.
19	Tax Exempt Reason Code	Opt	C! 3	The defaults are: Costcode tax exempt reason code. Job’s tax-exempt reason code. If System Option 152 is N, this field must be blank or null. If Tax Exempt Reason Code on the INTR_AP_DOC record has a value, this field 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.
20	Tax Exempt Certificate Id	Opt	C 15	The defaults are: Costcode tax certificate. Job’s tax certificate. If System Option 152 is N, this field must be blank or null. If the Tax Exempt Certificate Id on the INTR_AP_DOC record has a value, this field 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. The tax Certificate should default as follows: From the Tax Exemption window. From the Document tab. From the WO. From the WO OU.
21	Earnings Code	Opt	C 3	1099 Earnings Code
22	State Code	Opt	C 4	1099 State Code

Optional WO Detail Fields (place after Field 22)

Field			Entry	Description
TRANX_REF_ID			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.
UNITS			F 12.3	Quantifies the work order units associated with this purchase.

Accounts Payable Interface: Pipe Delimited Method