The article below pertains to Procure to Pay (P2P) for the following applications and/or module(s):
AP Automation
Using Defaults an application owner can set which items should be presented by default when importing invoices into the application and/or coding invoice lines.
Navigate to the Setup → Invoice settings. In the Invoice settings overview, select Defaults.
Create new defaults
Click on the button in the Defaults overview
A new 'Default' setting can now be created. This page contains two tabs:
- Header fields
- Codingline fields
Tab Header fields
This page contains the following fields (depending on the ERP used):
Company:
In the Company field, one company can be selected for which this setting applies.
Posting date:
In the Posting date field you can choose how the posting date is filled when importing an invoice into the application.
Opties:
| Scan date | The posting date is set equal to the scan date (current date). |
| Empty | The posting date is left empty and must always be entered manually in ISP Invoice. |
| Invoice date | Invoice date The posting date is set equal to the invoice date. |
Remark:
When the date of the invoice is past the open posting periode while importing the invoice, the posting date will be set to the first day of the open posting period.
Header text
In the Header text field you can choose how the Header text field will be filled when importing an invoice into the application.
Options:
| Invoice number | The header of an invoice is filled with the invoice number by default. |
| Vendor name | The header of an invoice is filled with the name of the found vendor by default. |
| Vendor name + invoice number | The header of an invoice is filled by default with the name of the found vendor plus the invoice number. The separator between the two values is a dash. |
| Vendor search code . | The header of an invoice is filled with the search code of the found vendor by default |
| Vendor search code + Invoice number | The header of an invoice is filled by default with the search code of the found vendor plus the invoice number. The separator between the two values is a dash. |
| Empty | The header is left empty and must always be filled manually in AP Automation. |
Remark:
If the header text appears to be too long when importing an invoice (length depends on the ERP used), an error message will be displayed and the header in AP Automation must be corrected manually.
Credit note payment term
A standard payment term for a credit note can be added in the credit note payment term field. The added payment term can be seen in the header of the invoice if it has been recognized as a credit invoice.
Dimensions
For specific ERP system it is possible to set up dimensions. Under Dimensions it is possible to enter the Business Unit and the Project. These dimensions can be seen on the header of the invoice. These are not required fields and can be left blank.
Tab Codingline fields
Description
In the Description field you can choose how the description is filled when adding coding lines to an invoice.
Options:
| Empty | Empty The description of new coding line is cleared and must be filled in manually |
| Header text | The description of new coding line is filled with the header text from the invoice header. |
| Header text + Month of posting date |
The description of new coding line is filled with the header text plus the month of the posting date from the invoice header. |
| Vendor name | The description of new coding line is filled with the name of the vendor from the invoice header. |
| Vendor name + Invoice number | The description of new coding line is filled with the name of the vendor plus the invoice number from the invoice header. The separator between the two values is a dash. |
| Invoice number | The description of new coding line is filled with the invoice number from the invoice header. |
| Vendor search code | The description of new coding line is filled with the vendor's search code from the invoice header. |
| Vendor search code + Invoice number | The description of new coding line is filled with the vendor's search code plus the invoice number from the invoice header. The separator between the two values is a dash. |
Remark:
If the description is too long when automatically filling the description of a new codingline (length depends on the ERP used), an error message will be displayed and the description must be corrected manually.