Accounts Payable Company Controls Edit MGAB

Use the Accounts Payable Company Controls screen MGAB to identify how Accounts Payable operates for each company, including the following:

Online data entry parameters, such as whether document batching is used.
Payment processing parameters, such as the minimum transaction amount required to create a payment.
Miscellaneous parameters, such as the number of days that paid and cancelled transactions remain online.
Service ledger controls, such as the General Ledger Posting Batch Type and the Location Path Key.

You can purge company control parameters. Purging a company control parameter marks the parameter for deletion. You must submit the Deferred Purge process, ZA1, to physically delete the parameter from the database. Refer to Deferred Purge for more information.

To Add Accounts Payable Company Controls

Enter Company, if different to the default, in the selection window and click Edit: Insert from the pull-down menu.
Enter the Company code on the Accounts Payable Company Controls screen MGAB.
Click the Data Entry tab to access the Data Entry format.
On the Data Entry format of the Accounts Payable Company Controls screen MGAB, enter the following fields:
1. Select one of the following in Transaction Duplicate to define how the system handles transaction duplicates on individual supplier accounts:
2. 1. - Error. The system issues an error.
    - Warning. The system issues a warning. You can override warnings during document registration/entry.
1. In Log Transactions, select one of the following options to use when registering Accounts Payable document receipts into the system:
2. 1. - None. Registration is not available for this Accounts Payable company.
    - Mandatory. Registration is required for each purchase transaction entered on the supplier accounts.
    - Optional. Registration is optional.
1. In Tax Variance Tax Code, enter a tax code to use as a default to which tax variance transaction details are attributed for reporting purposes. When the system generates a tax variance line, it uses this tax code as a default. The posting generated is based on the tax variance account stored in the control accounts code specified on the General Ledger/Diary format of the Accounts Payable Company Controls screen MGAB, unless an overriding control accounts code is identified at the supplier level on the Supplier Accounts Payable Controls screen MPBE. Any tax account that you set up for the tax variance tax code is ignored. You cannot use this tax code in data entry or supplier maintenance after it is attached here.
Click the Payment Proc tab to access the Payment Proc format.
On the Payment Proc format of the Accounts Payable Company Controls screen MGAB, enter the following fields:
1. Enter the Default Bank Code that indicates the bank from which payments are normally made. For automatic payment schedules, the bank code is taken from the bank/payment method combination.
2. In Payment Reconciliation, select one of the following payment reconciliation codes:
1. 1. - None. Payment reconciliation is not required.
    - Accounts Payable Only. Payment reconciliation is available from Accounts Payable only.
    - General Ledger Only. Payment reconciliation is available from General Ledger only.
    - Accounts Payable and General Ledger. Payment reconciliation is available from Accounts Payable and General Ledger.

If you request reconciliation, you must complete this process before you can archive payment transactions. If you specify General Ledger Only or Accounts Payable and General Ledger, Reconciliation Code in General Ledger enquiries displays the cheque or payment reference number of the payment.

For system-created cheque payments, the reconciliation code will not be created against the posting to the bank account until you perform the cheque number update routine.

If you specify Accounts Payable Only or Accounts Payable and General Ledger, payment reconciliation lets you enter bank statement details. The system attempts to match the bank statement payments to the generated payments.

Bank charges entered using the Miscellaneous Payments option create the necessary reconciliation code to General Ledger if you specify one of the General Ledger settings in this field.

If you are using the Bank Reconciliation product, then payment reconciliation can be set to None on this screen. See Bank Reconciliation in General Ledger for more information.

1. In Cheque Duplication, select one of the following codes
1. 1. - Error. The system generates an error when entering duplicate cheque numbers on the same payment schedule.
    - Warning. The system generates a warning when entering duplicate cheque numbers on the same payment schedule. You can override the warning.

Click the General Ledger/Diary tab to access the General Ledger/Diary format.
Enter the following fields in the General Ledger/Diary format of the Accounts Payable Company Controls screen MGAB:
1. Enter Control Accounts Code to determine the General Ledger control accounts used by this company. You can create the control accounts code on the Accounts Payable Control Accounts screen MGAD.
  Enter a different set of control accounts at the individual supplier level, if required. That entry overrides this field entry.
2. If desired, enter any optional fields.
Click the Batch Types tab to access the Batch Types format.
Enter the following fields on the Batch Types format of the Accounts Payable Company Controls screen MGAB:
1. Enter a Default Batch Type for the General Ledger postings generated from Accounts Payable activity, such as data entry and payments. If you enter batch types for specific types of Accounts Payable transactions, they override the default code in this field.
2. If desired, enter any optional fields. Fields on the Payment Anal format are optional. Enter additional information on this format by clicking the Payment Anal tab.
Click Update to add the company controls.

Screen Tabs

Data Entry	Payment Processing	NEW CIS
Authorisation / VAT	GL Controls	Service Ledger
Withholding	Matching	Audit
Supplier	BEM / Diary

Data Entry

Data Entry Tab
Transaction Duplicate	Enter the Transaction Duplicate Error Warning indicator. This allows you to define the procedure for transaction duplicates on individual Supplier Accounts. Error - Generates an Error if a Transaction Reference is entered that already exists on that Supplier account. Warning - Generates a Warning if a Transaction Reference is entered that already exists on that Supplier account. In this situation you may override the warning.
Log Transactions	Enter a Log Transaction Before Detail Entry setting of: None - Logging is not an option for this Purchase Ledger company. Mandatory - Logging must be made for each Purchase Ledger transaction entered on the Supplier accounts. Optional - Logging Purchase Ledger transactions before detail entry is optional. If selected, you must 'Batch on Entry'. Mixed - Logging Purchase Ledger transactions before detail entry is optional and entry of batches of mixed logged and detail entered transactions is allowed in a detail batch. Logging allows early reclamation of Tax and is useful for registering receipts of Purchase Ledger Transactions on to the system.
Transaction Updates Auditing	Set a flag if using Spend Analytics as it will keep a record of when each AP Transaction is Updated (Invoices/Credit Notes & Payments) which are used to export the data to Spend Analytics.
Allow Zero (FOC) Invoices	Set this control to either disallow or allow entry of free of Charge invoices. (FOC).
Post Code Entry	Indicator to control whether supplier post codes must be entered during data entry for Type 1 suppliers. Not required - post code is not permitted Warning - a warning is presented if the post code is not entered Error - an error is presented if the post code is not entered
Transaction Updates Audit Max Age (Days)	This sets the clear down age for the spend analytics temporary table. NOTE At Release 5.4 this approach to spend analytics integration was made obsolete as standard audit columns were added.
Transaction Totals Correction	Set a flag to allow you to correct your entered transaction totals on the header of the Transaction being processed (MGBC). If not set you cannot correct these totals. If your entered totals do not agree with the system calculated totals (based on the entries made at line level) the transaction cannot be updated.
Credit Note Due Date	Settlement - due date is calculated based on settlement terms Transaction Date - due date is set to Transaction Date System Date - due date is set to System Date
Item Description Amendable	Specifies the circumstances under which the description field may be amended after it has defaulted from the item. Valid values are as follows: Never - (The description cannot be changed) Always - (The description can always be changed) Standard Items Only - (The description can only be changed for standard items - i.e. non-generic items) Generic Items Only - (The description can only be changed for generic items)
Received Date	If you wish to use Received Date processing, then set this flag on. When set on, the system will force the entry of a received date for each invoice created.
Don't Take Discount on Credit Note	Indicates whether the supplier discount terms should be applicable when entering a credit note. When this flag is set will identify that the Take Discount Indicator on the header when entering a new credit note should default to a value of 'Don't Take'
Batched Data Entry
Batch Totals Correction	Set if the batch totals entered by you may be corrected.
Batch on Entry	Set if Invoices or Credit/Debit notes must be detail entered in batches. If not set batching is disallowed.
Mandatory Transaction Date	If set (you must enter the transaction date on the transaction header) during data entry. If not set, the date field on the transaction header will default to the current date, which may be over typed.
Batch Totals on Number of Transactions	Set if the total number of transactions created must form part of the Batch total details.
Batch on Logging	Set if Invoices or Credit/Debit notes must be logged in batches. If not set batching is disallowed. NOTE If 'None' was entered for Log Transaction Before Detail Entry then 'Y' cannot be flagged in Batch on Logging.
Batch Totals Override	Set if batch totals override is to be allowed. If not set, the batch totals needs correcting. Where discrepancies arise between system calculated totals and your entered batch totals, you may override and accept the batch without having to correct your entered details.
Batch on Expense	Set where expenses or advances must be entered in detail in batches. If not set, batching is disallowed.
Currency
Foreign Currency Rate Type	Enter a Rate Type Code as defined on Rate Type - Edit (MAGF), that reflects the requirements of this company's Purchase Ledger. Foreign Currency Processing (MAGH) allows you to define multiple exchange rates for each Base/Foreign Currency/Rate type combination. The entry made in the Foreign Exchange Rate Type at Common Purchasing Company Controls (MPAB), is displayed in this field.
Tolerance Processing	Enter a Currency Tolerance Processing Active indicator. Using the exchange rate tables, the system checks that the conversion of the computed Non-Base Currency matches the Base Currency amount entered, or falls within the tolerances expressed on the Foreign Currency tables. This may contain: None - Tolerance processing not active (default). Warning - Tolerance processing active and generates a warning where conversions exceed the tolerances set. Error - Tolerance processing active and generates an error where conversions exceed the tolerances set. Operation of Foreign Currency tolerance processing depends on the Base and Non-Base Currency amounts entered for the processed transaction. Possible when using the Advance option in Expense Ledger or when making a miscellaneous payment.
Currency Turnover Maintained	Set to maintain Currency turnover figures including turnover figures for Foreign Currency Suppliers. For multi-currency suppliers, turnover figures in each currency can be held and the Company Base Currency equivalent. NOTE You must specify currency turnover requirements for each supplier on Supplier Turnover - Edit (MPBL)
Currency Revaluation Ind	Enter the Currency Revaluation Method. Not allowed - Currency revaluation is not allowed and the Batch Type must not be entered. (default) Report and Update - Currency revaluation is report and update (i.e. current processing). The Batch Type must not be set for Accruals. Control postings will be made to the Creditors Control Account. Report and Accrue - Currency revaluation is report and accrue to General Ledger (i.e. the invoice value is not changed). The Batch Type must be entered and must be an Accrual Batch Type. Control postings will be made to the Accrual Account rather than the Creditors Control Account. The system of multiple exchange rates, used for individual foreign currencies, is distinguished by a series of effective dates. An invoice can be registered on the system at a different rate to which it is paid. This allows currency revaluation to occur, in which the exchange rate(s) applicable will then be that which is effective at the time of request. NOTE Currency revaluation is a user requested background process.
Tax
Tax Allowed in Debit Notes	Not Allowed - When set tax cannot be input when entering AP Debit Notes This includes the Tax Code, Tax Type, Handling Code and Tax Location. Manual D Notes - tax can be entered on Manual Debit Notes but will not be on System Generated Debit Notes. Manual and Generated - When set tax can be entered on Manual Debit Notes and will also be on System Generated Debit Notes (using the tax details from the original Transaction) When set to D Notes, tax can be entered into AP Debit Notes.
Tax at Detail Level	Set to specify that a Tax Code or combination of tax type and tax location applicable to each item detail line is entered in data entry. This is useful when processing documents containing items subject to different Tax rates. If not set only the gross amount of Tax applicable to the document is to be entered.
Tax on Expenses at Detail Level	Set to specify that the Tax Code applicable to each item detail is entered on Expense Ledger. Useful when dealing with documents containing Taxable and Non-Taxable items. If flag is not set only the gross amount of Tax applicable to the Expense Ledger document is entered.
Tax Posting at Logging	Controls whether VAT postings are made when an AP Invoice is logged.
Self Assessed Tax Allowed	Set to indicate that self assessed tax is permitted. If set the Self Assessed Tax Control Account must be defined on the Purchase Ledger Control Account Table. Self Assessed tax functionality allows you to record a transaction (without tax), calculate the amount of tax appropriate to the transaction, store the calculated value (as a separate field) and report that amount to the tax authorities. Do not set a flag to indicate that self assessed tax is not permitted.
Tax Variance Tax Code	Enter a Tax Code to be used as a default to which tax variance transaction detail will be attributed for reporting purposes. The system generates a tax variance line at data entry time, and uses the Tax Code defined in this sector as a default. Once attached, this Tax Code cannot be used in data entry or supplier maintenance.
Invoice Barcode Production
Barcode Production	Enter a valid value from the list below, otherwise a value of '0' will default. Valid Values: Not in use - Barcode Production Not in use Logging only - Barcode Production in use for Logging only Invoice entry only - Barcode Production in use for Detail entry only Both - Barcode Production in use for both
QED Company / Mapping	The e5 Company for the Barcode QED Mapping Where e5 is configured to produce Barcode labels as a by product of AP Data Entry, an e5 Company Code may be nominated to define where that QED Mapping has been defined. We typically ship default QED Mappings in Company 01. The example QED Mapping for barcode production is shipped as Company 01 / Mapping PL_DBARCH_BARCODE. The e5 Barcode QED Mapping Where e5 is configured to produce Barcode labels as a by product of AP Data Entry, a QED Mapping may been defined. We typically ship default QED Mappings in Company 01. The example QED Mapping for barcode production is shipped as Company 01 / Mapping PL_DBARCH_BARCODE.

Transaction User Analysis	Enter a User Analysis Format Code, if required. This should be defined on the User Analysis Data Control screen. If entered, appropriate analytical data may be accessed at data entry time. If left blank, the system assumes additional user defined transaction data is not required.
AP/AR Netting Off Indicator	Indicator to control whether AP/AR Netting off is allowed at the company level. To allow netting off to be applied for certain suppliers then the company level must be set on. The Valid values are: Not Allowed - This means no netting off is allowed for the company Allowed - Netting off is allowed for the company Debit Only - Netting off is only allowed if the overall position is a debit Credit Only - Netting off is only allowed if the overall position is a credit If not entered then this field will default to '0' - Not Allowed.

Authorisation / VAT

Authorisation
Code	Enter an Authorisation Code defining the default type method and control of authorisation invoked for supplier transactions processed. Entry may be overridden by input specified in the same field at individual supplier level (MPBE) and Transaction Legend level (MGAE). NOTE An entry must be made if an Authorisation Code is to be used at Supplier File and Transaction Legend levels.
Multi Authorisation Groups	Set if multiple Authorisation Groups can be defined against an individual Transaction Legend. When set the user will be able to define the Authorisation Groups which are valid for each Transaction Legend. Within AP Data Entry the data entry clerk will then be able to select the Authorisation Group which is to be used from this list. This function is available to Invoice and Credit note data entry. It does not apply to Expense Ledger, or document logging.
Structure	Enter the Authorisers' Structure relationship applicable to this Purchase Ledger Company. A code entered here allows high-level authorisers to authorise documents/transactions for their subordinates. This structure defaults to the selection window on Unauthorised Transactions List (MGO3), used for authorisation processing. An entry may be made where an entry exists in the Authorisation Code field.
Prevent Self Authorisation	This flag controls whether users are to allowed to authorise transactions that they have detail entered. When set, users will be prevented from "self-authorising" their own transactions.
Company Structure	Enter a Company Structure Code, as defined on Structure - List (MECA), if elements are used to determine General Ledger responsibility for authorisation. Elements within the structure (created in General Ledger) are nominated here so the correct authorisers to documents being processed are attached. An entry may be made when an entry exists in the Authorisation Code field.
No Authorisation Confirmation	If this flag is set on then when performing an authorisation action on the Unauthorised Transactions List (MGO3) the confirmation screen (MGO4) is not displayed. The authorisation of any selected entries is performed immediately.
Structure Path	Enter a path if a company structure was specified. Paths break the elements down into constituent parts.
VAT Analysis by Cost Centre
Use VAT Analysis	Set a flag to perform detailed VAT analysis either because the company is partially exempt or for internal analysis purposes. Do not set if detailed VAT analysis is not required. VAT Default Balance Class and Posting Type are only entered if General Ledger postings are required.
Code Identifier	Set if a VAT Analysis Code Identifier has been entered in VAT Analysis. This is used to indicate for which segments of the General ledger account key the VAT analysis is required; for example, account key segments defined as A-nominal, B-cost centre and C-location on Account Code Definition (MAKB). If analysis of Tax is required by cost centre, ('B') is entered. Amendments can be made if reporting is required for more than one segment of the account key. Take care to ensure that transactions are not updated (when background process is run, updates are not requested on the parameters screen).
Default Balance Class	Enter a VAT Default Balance Class as defined on Balance Class (MAKT), in e5 General Ledger. It is used to hold balances (numerical values). If a balance class is entered, analysis will be performed for all Tax Codes used by the company, and the analysed figures will be posted to this balance class in General Ledger. A balance class may be nominated for certain Tax Codes (if not all Tax Codes require analysis). The required balance class(es) are entered on Purchase Ledger Tax Accounts (MAHD). The Balance class entered on MAHD overrides the balance class nominated. This must be created in General Ledger with the Tax Flag set to 'Y'. It must not be the Actual Balance class (AB) or Prior Actuals balance class (PA).
Posting type	Enter the Tax Posting Type to indicate the level of detail of the analysis that is required. Cost Centre - reporting and posting will be by cost centre within Tax Code. Nominal - reporting and posting will be by General Ledger expense nominal. This is amendable if, for example, a company policy is changed, but the integrity of the postings to the Tax balance class(es) may be lost. The balance class maintains the correct balance if this field is changed, but some postings contributing to the balance will be by expense nominal and cost centre (Nominal) and the remainder by cost centre only (Cost Centre). If required, change the posting type at period or year end. If changed, there are implications for Purchase Ledger Tax Accounts (MAHD). If 'Y' is entered on VAT Analysis, Tax posting type entry must be made.
Archiving
Days Before Archiving	Enter the default time period (in days), that Purchase Ledger settled transactions are kept on-line before being archived during an archive run. Also appears on the Supplier File within Category Codes which overrides the setting at this level.
VAT Analysis is Not Required before Archiving	Used to determine whether transactions can be archived without running VAT Analysis.

Withholding

Withholding
Withholding Type	Enter a Withholding Type Indicator. Indicates no Withholding Type processing. CIS Withholding where Withholding Processing depends on the CIS Certificate or Registration Card Expiry Date and Tax Identification Number. 1099 Withholding where Withholding Processing depends on the WHO Eligibility Indicator on Common Purchasing Supplier Controls. PPS Withholding where Withholding Processing depends on the Certificate Type on Common Purchasing Supplier Controls. NOTE If the Withholding Indicator is set to ('0') then none of the following fields may be entered.
Tax Authority Supplier	Enter a Supplier Number for use as Inland Revenue Account for CIS or Target Revenue Account for 1099 Withholding processing or Tax Authority Account for PPS Withholding Processing. If through CIS, 1099 or PPS part of a payment is withheld, then the value withheld will be inserted as a Tax Adjustment Transaction under this account.
Tax Rate	Enter the current 1099, CIS, or standard PPS tax rate.
Number of days to Tax prompt	Enter the number of days warning required. Applicable to CIS and PPS processing. If Withholding Type Indicator is set to 1099 processing, entry is disallowed. A literal appears on the Transaction Enquiry screen warning the user if the Supplier's CIS certificate or registration card is due to expire within the number of days specified here.
Tax Contractor Number	Enter the Contractor Tax Reference, up to a maximum of 13 characters. If Withholding Type Indicator is set to no processing, entry is disallowed.
Withholding Payment Analysis	Enter a Payment Analysis Code that will be used when reporting an adjustment transaction which was generated as a result of 1099 withholding processing.
Validate Unique Tax Reference	Allows control over whether UTRs are validated. When the above flag is set on, the “Unique Tax Reference” field will be validated to ensure that it is 10 numeric digits and that the check digit is correct.
CIS at Element Level	Identifies that the CIS Statement reports and CSV files are to be produced per ICA Element and separate Contractor Registration Details can be held per ICA element. NOTE This is only available for a ICA company that has the CIS Withholding Tax Type.
Non Compliant Tax Rate	Enter the Non-Compliant PPS Tax Rate if Withholding Type Indicator is set to PPS processing.
Tax Contractor Name	Enter the Name the company is known as, by the Tax Authority, up to a maximum of 35 characters. If Withholding Type Indicator is set to 1099 or to no processing, entry is disallowed.
EDI ID	Enter the EDI ID for Withholding Type CIS. Format should be XXX9 where X represents an alphanumeric character and 9 represent a single digit number. You can only enter this field if CIS EDI processing is enabled on the OLAS Controls.

Supplier

Supplier
Suspense Account	Enter a Suspense Account Number that must be of a type '1' (Supplier) and have existing Purchase Ledger Supplier Controls. This enables any non-existing Supplier accounts entered during Batch take on, to be posted to Suspense Supplier number and reallocated at a later date to the relevant Supplier account, for example, by use of transaction or whole account transfer.
Auto Cancel	Enter the default auto cancel indicator. This indicator is used when a Payment Transaction is cancelled to determine if the invoices that are allocated to the cancelled cash should be cancelled or left in a status of await payment. Valid values: Cancel Awaiting Payment.
Ignore Supplier auto Cancel in E03	When set on, this flag indicates that the setting of the Auto Cancel Indicator at Supplier Level Controls will be ignored by the E03 process. That is, the AP Company Control setting of the Auto Cancel Indicator will always be used by the E03 process.
Transaction Enquiry in Reverse Date Sequence	Set to view PL transactions in reverse date sequence. Do not set if not required. If set this will default into the corresponding field on PL Transaction Enquiry Parameter - List (MGZA). NOTE This field should only be set to ('Y') if the PL Transaction Table (TGBTRAN) has been installed with optional index 4 defined.
Transaction Enquiry Parameter Default	Set the Transaction Enquiry Parameter Default indicator to one of the following to specify how the Period and Year parameters should be defaulted on applicable on AP Transaction Enquiry screens. Valid Values are: (None) - Period and Year are not defaulted Transactions for all Periods/Years will be selected (Period and Year) - Current AP Period and Year are defaulted Transactions for the current AP Period and Year will be selected (Year Only) - Current AP Year is defaulted, Period is not defaulted Transactions for all Periods within the current AP Year will be selected
Turnover To Include Tax	Set a flag to include the Tax element of transactions processed in supplier turnover figures maintained by the system. Do not set it if you do not want to include Tax in turnover figures.
Turnover Calendar Name	Enter the Turnover Calendar Name if supplier turnover periods are to be defined on the basis of a user calendar, created in the calendar processing option, Fiscal Calendar Controls - Edit (MAPJ). This calendar works in with the calendar activity nominated to define the time periods applicable. Once updated, the value cannot be amended.
Sundry Supplier Audit Keep Days	This is used to identify the number of days to keep sundry supplier address audit records on the audit tables.
Unregistered Supplier Tax Details
Tax Code	Tax Code to be used when the payee details entered for a sundry supplier indicate that the payee is not tax registered.
Tax Handling Code	Tax Handling Code to be used when the payee details entered for a sundry supplier indicate that the payee is not tax registered.
Single Payment Suppliers
Credit Transfer	Enter a supplier code to be used if reconciliation is actioned in PL with payments made via Credit Transfer. The payment will be assigned a reference number that will appear on the bank statement which will ease payment reconciliation. If entered, the supplier code is type '1' (Supplier) with both the Hold Payment and Stop Invoice fields flagged as 'Y' in the Suppliers Purchase Ledger Controls (MPBE). The Supplier Account will then be used for reconciliation purposes and will hold the total payment value for payments generated by Credit Transfer Payment Schedules.
BACS	Enter a supplier code to be used if reconciliation is actioned in PL with payments made via BACS. The payment will be assigned a reference number that will appear on the bank statement which will ease payment reconciliation. If entered, the supplier code is type '1' (Supplier) with both the Hold Payment and Stop Invoice fields flagged as 'Y' in the Suppliers Purchase Ledger Controls (MPBE). The Supplier Account will then be used for reconciliation purposes and will hold the total payment value for payments generated by BACS Payment Schedules.
SWIFT	Enter a supplier code to be used if reconciliation is actioned in PL with payments made via SWIFT. The payment will be assigned a reference number that will appear on the bank statement which will ease payment reconciliation. If entered, the supplier code is type '1' (Supplier) with both the Hold Payment and Stop Invoice fields flagged as 'Y' in the Suppliers Purchase Ledger Controls (MPBE). The Supplier Account will then be used for reconciliation purposes and will hold the total payment value for payments generated by SWIFT Payment Schedules.
SEPA	This optional field identifies the supplier that will be used for reconciliation and will hold the total SEPA payment value for payments generated by SEPA payment schedules during the schedule payment process GHC.
User 1-4 Single Payment Supplier	Enter a supplier code. If entered and payment reconciliation is to take place in PL then the supplier accounts will hold the total payment value for payments generated by Payment Schedules with the corresponding user defined payment medium. If entered, the supplier codes must be type '1' (Supplier) with both the Hold Payment and Stop Invoice fields flagged as 'Y' in the Suppliers Purchase Ledger Controls (MPBE). A Single Payment Supplier may be nominated for each user defined payment medium. The Single Payment Suppliers User1 through User4 are for user defined payment mediums 'A' through 'D' respectively. The four field titles (User1 through User4) are defined in Mnemonic Group PLPPMEDM. See Mnemonic Group - Edit (MABD) in System Controls Manual for details of how to define your own titles for these fields.

Payment Processing

Schedule Days Advance Warning	Enter a number between '0' and '9' to define the advanced warning period. All transactions due are printed on an Advanced Warning Report generated automatically when payment schedules are requested. Nearly due payments can be drawn onto the payment schedule to ensure awareness of forthcoming commitments.
Default Blank Code	Enter the Company Bank Code. Defaults to payment screens to identify the bank from which payments are normally made. The Bank Code is taken from the Bank/Payment Method combination for automatic payment schedules.
Minimum Payment Value	Enter the lowest payment value made for any one supplier on any one schedule.
Payment Register Value	Enter the Payment Register Value. Amounts equal to or greater than the value specified are highlighted on the cheque register report.
Payment Reconciliation	Enter the type of payment reconciliation required, if any. NOTE If reconciliation is requested, it must be completed before payment transactions are archived. General Ledger Enquiries displays the cheque or payment reference number associated with the payment if setting '2' or '3' is specified. 1. Payment reconciliation not required. 2. Payment reconciliation available from Purchase Ledger only. 3. Payment reconciliation available from General Ledger only. 4. Payment reconciliation available from Purchase Ledger and General Ledger. NOTE For system-created cheque payments, reconciliation codes are not created against the posting to the bank nominal until the cheque number update routine is performed. Payment reconciliation in Purchase Ledger (('1') or ('3')), allows the entry of bank statement details which the system matches to generated payments. Bank charges entered on Miscellaneous Payments create reconciliation codes to General Ledger (subject to one of the General Ledger settings being specified in this field).
Cheque Duplication	Enter the type of Error/Warning to be defined when cheque number duplicates are handled on an individual payment schedule. System generates an Error if duplicate cheque numbers are entered on the same payment schedule. System generates a Warning if duplicate cheque numbers are entered on the same payment schedule. The Warning can be overridden.
Third Currency Payments	Enter a value which determines at company level whether or not payments will be allowed in a third currency. Blank - Third currency payments are not allowed. 'Y' - Third currency payments are allowed. NOTE You may only set Third Currency Payments to 'Y' if the Third Currency Payments account has been defined for the company on Purchase Ledger Control Accounts - Edit (MGAD).
Pay Negative Supplier Balances	If the Supplier has multiple payment addresses, enter a flag if payments to addresses with positive balances are to be allowed even though the Supplier's net balance (across all its payment addresses) is negative. If no flag set, no payments to any of the Supplier's payment addresses will be allowed if the net balance is negative.
Duplicate Bank Account Check	When this flag is set on, bank account details entered during supplier maintenance will be checked to ensure that they are not already in use on another supplier.
Bank Details Mandatory	When this flag is set, a supplier cannot be created without bank details being entered.
Payment Analysis
Use Payment Analysis	Enter a Payment Analysis indicator to determine whether Payment Analysis is activated or deactivated for a company. NOTE Payment Analysis can be activated/deactivated at supplier level if required. Set a flag to indicate that payment Analysis functionality is available for suppliers in the selected company. If flag not sets indicates payments cannot be summarised for any suppliers in the selected company.
Transmitter Control Code	Enter the Transmitter Control Code as supplied by the IRS to be used when electronic 1099 Filing is carried out.

GL Controls

General Ledger Controls
Relationship Indicator	Displays the type of relationship that purchase ledger has with one or more General Ledgers as defined on Common Purchasing Company Controls (MPAB). Valid settings are: (Normal) indicates that Purchase Ledger is working on a one to one basis with General Ledger of the same Company Code. (Single) indicates that this and other Purchase Ledgers are posting into one General Ledger company. (Multi) indicates that Purchase Ledger may post into more than one General Ledger. Define the Inter-Company (holding) accounts for each General Ledger company to which postings are made. NOTE Once updated, the value cannot be amended.
CIDOCS GL Summarisation	Enter a valid value from the list below. Valid Values: Summarisation is not in use (default) GL Account Level GL Account/Component Level This indicator will summarise postings to the General Ledger within AP before the batch is created in GL. This indicator will determine the level of this summarisation for IDOCS batches only. If set, each posting will be summarised by the GL Account and the component (for component level). Note, that the linked enquiry information will not contain any line level information and only contain transaction related data.
Company	Displays a General Ledger Company Code if 'single' environment is designated. If 'multi'/'normal' environment is designated, the General Ledger holding (process) company is defaulted.
Transaction Summarisation	Enter a valid value from the list below. Summarisation is not in use (default) GL Account Level Transaction Legend Level This indicator will summarise postings to the General Ledger within AP before the batch is created in GL. This indicator will determine the level of this summarisation for transactions (excluding IDOCS batches and expense batches). If set, each posting will be summarised by the GL Account or the type subtype (for legend level). Note, that the linked enquiry information will not contain any line level information and only contain transaction related data for GL Account level and only the supplier for transaction legend level postings.
Control Account Code	Enter a Control Account Code that determines the company's General Ledger control account. The Accounts Codes are created on Purchase Ledger Control Accounts (MGAD). NOTE A different set of control accounts may be nominated at individual supplier level if required. This will override the entry made.
Expense Summarisation	Enter a valid value from the list below. Summarisation is not in use (default) GL Account Level Transaction Legend Level This indicator will summarise postings to the General Ledger within AP before the batch is created in GL. This indicator will determine the level of this summarisation for expense transactions only. If set, each posting will be summarised by the GL Account or the type subtype (for legend level). Note, that the linked enquiry information will not contain any line level information and only contain transaction related data for GL Account level and only the supplier for transaction legend level postings.
Default Period	Set a flag if the current period and year in which this Purchase Ledger company is operating defaults for the Purchase Ledger Data Entry screens. Do not set if period and year entries are required in the Data Entry screens.
Current Year / Period	Enter the current processing period and year of the Purchase Ledger Company. These may be the same as in advance of, or behind the current OLAS General Ledger period and year. These must be manually advanced each time the next period for processing is reached.
Batch Types
Default Batch Type	Enter a Batch Type Code to identify transactions in General Ledger sourced from Purchase Ledger. If entries are made for specific types of Purchase Ledger transactions, the nominated default code is overridden.
Logged Transactions	Enter a Batch Type to define postings in General Ledger representing Logged transactions. If left blank, logged transactions are labelled with the nominated default batch type.
Entered Transactions	Enter a batch type to define postings in General Ledger representing entered transactions. If left blank, entered transactions are labelled with the nominated default batch type.
Cancelled Transactions	Enter a batch type to define postings in General Ledger representing cancelled transactions. If left blank, cancelled transactions are labelled with the nominated default batch type.
Transaction Transfer	Enter a batch type to define postings in General Ledger representing transaction transfers. If left blank, transaction transfers are labelled with the nominated default batch type.
Batch Match Processing	Enter a batch type to define postings in General Ledger representing batch matched transactions and on-line credit and debit note matching. If left blank, batch matched transactions are labelled with the nominated default batch type.
Expense Ledger	Enter a batch type to define postings in General Ledger representing Expense Ledger transactions. If left blank, Expense Ledger transactions are labelled with the nominated default batch type.
Cancelled Payments	Enter a batch type to define postings in General Ledger representing cancelled payments. If left blank, cancelled payments are labelled with the nominated default batch type.
VAT Analysis By Cost Centre	Enter a batch type to label postings to General Ledger relating to VAT Analysis for partially exempt businesses. If left 'blank', the default batch type is used to label postings.
Payments	Enter a batch type to define postings in General Ledger representing automatic payments. If left blank, automatic payments are labelled with the nominated default batch type.
Foreign Currency Revaluation	Enter a batch type to define postings in General Ledger representing revalued foreign currency transactions. If left 'blank', revalued foreign currency transactions are labelled with the nominated default batch type.
AP/AR Netting Off	Enter a batch type to define postings in General Ledger representing AP/AR net off transactions.

Matching

Invoice / Order Matching
Tolerance Type	Enter the Tolerance Type. Mandatory field if 'Tolerance Required' is selected. Valid entries are: The Percentage and Amount must both be exceeded before matching will be revoked. Percentage only. If the value of the invoice line exceeds the value of the order line plus the Tolerance Percentage then matching will be revoked. Amount only. If the total value of the invoice line exceeds the value of the order line plus the Tolerance Amount then matching will be revoked. Percentage or Amount. If the invoice line value exceeds the order line value by either the Percentage specified or the fixed Amount, then matching will be revoked.
Tolerance +	Enter the percentage that an extended line value of invoice must not exceed. Enter three whole numbers and two decimal places. If this percentage is exceeded, a warning will be displayed that may be over-ridden.
Tolerance -	Enter the percentage that an extended line value of invoice must not exceed. Enter three whole numbers and two decimal places. If this percentage is exceeded, a warning will be displayed that may be over-ridden.
Tolerance Amount	Enter the tolerance amount which any order match extended line value must not exceed (depending on the Tolerance Type). Enter a 15 digit number inclusive of decimal places. If this amount is exceeded, a warning will be displayed that can be over-ridden.
Credit / Debit Matching
Tolerance Type	Enter the indicator for the type of tolerance checking to be done when Credit Note and Debit note is matched: Tolerance Percent and Amount. Tolerance Percent Only. Tolerance Amount. Tolerance Percent or Amount.
Tolerance +	Enter the percentage that the Credit/Debit Note Extended line value of credit note must not exceed. Enter three whole numbers and two decimal places.
Tolerance Amount	Enter the tolerance amount which any Credit/Debit note extended line value must not exceed depending on the Tolerance Type. Enter a 15 digit number inclusive of two decimal places.

Invoice GRN Selection	This indicator defines which type of GRN's will be automatically selected during Invoice Data Entry All (Receipt and All type of Returns) Receipts Only Receipts and Returns for Replacement Receipts and Returns for Credit If a Return is a 'composite' return which contains both Replacement and Credit Values, then it will be returned in both the Replacement and the Credit scenarios.
Credit Note GRN Selection	This indicator defines which type of GRN's will be automatically selected during Credit Note Data Entry All (All types of Returns) Returns for Credit only Returns for Replacement only If a Return is a 'composite' return which contains both Replacement and Credit Values, then it will be returned in both the Replacement and the Credit scenarios.
Transaction Held for Price Difference	Enter the indicator to set the type of ('Hold') to be placed on a document if the extended invoice line value exceeds the order extended line value. This ('Hold') will stay on the invoice until such time as an ('Agreed Price') is entered. Valid values are: (No flag set) - Invoices will not be held. (Flag set) - Invoice will be held.
Over Invoicing of Auto GRN Orders	Error - attempting to over invoice an 'Auto GRN from Invoice' type order will generate an error. Warning - attempting to over invoice an 'Auto GRN from Invoice' type order will generate a warning. Allowed - attempting to over invoice an 'Auto GRN from Invoice' type order will be permitted.
Payment Address Default	Set this field if the Order Address is to default onto the Invoice entry. This processing will only occur if the Supplier has multiple payment addresses defined.
GRN Further Matching Option	Enter the order/invoicing matching indicator for use when an invoice has been held due to a quantitative difference. Enter one of the following: To be matched to the Invoice if the Quantity defined in the Receipt is not greater than that defined on the Invoice. To be matched to the Invoice taking as much Quantity as is contained in the receipt to satisfy the Invoice.
IDM Controls
Review Transactions	Flag to indicate whether valid AP offline take-on generated by the Document Manager XML process will go into an 'In Review' state or can be processed.
Threshold Value	Used in conjunction with the Review Flag, an optional threshold value can be entered such that the flag may only be used when the transaction gross value is greater than the threshold value.
eSupplier Controls
Review Invoices	Set this control on so that any Invoices created by the Supplier through the PO "Flip" function in the Supplier Portal are subject to a review process before being accepted onto the Supplier account.
Default Invoice Sub Type	Nominate a default sub type that will be used when an XML Invoice is created through the PO "Flip" function in the Supplier Portal.
Service Value Tolerance
Tolerance Type	Enter the indicator for the type of tolerance checking to be done when entering a Service Value Order related Invoice Line: None Tolerance Percent and Amount. Tolerance Percent Only. Tolerance Amount.
Tolerance %	Enter the percentage that the Service Order Related Invoice Line must not exceed for an Automatic Service GRN to be generated by the system. Enter three whole numbers and two decimal places.
Tolerance Amount	Enter the tolerance amount which a Service Order Related Invoice Line value must not exceed for an automatic Service GRN to be generated. Enter a 15 digit number inclusive of two decimal places.
Mismatch Resolution Transactions
Debit Note	Enter the Debit Note Sub-Type that is to be used for the Debit Notes that may be automatically generated during the Quantity Mismatch process. Where entered agreed quantities are less than the Invoice Quantity an AP Debit note will automatically be created for the difference. For example; I received 50, Invoiced for 100, Agreed that I only received 50 so debit note created in anticipation of Supplier Credit note.

BEM/Diary

Quantity / Value
Recipient	An indicator to define who Quantity/Value Mismatches will be routed to. Valid values are: Order Owner Order Buyer Requisition Owner (if a requisition is linked to the Order) Then set an indicator to define the substitution fields which will appear in the BEM Message.
Price
Recipient	An indicator to define who Price Mismatches will be routed to. Valid values are: Order Owner Order Buyer Requisition Owner (if a requisition is linked to the Order) Then set an indicator to define the substitution fields which will appear in the BEM Message.
Miscellaneous Charge
Recipient	An indicator to define who Misc Charge Mismatches will be routed to. Valid values are: Order Owner Order Buyer Then set an indicator to define the substitution fields which will appear in the BEM Message.
Diary
Days Resident	This setting allows sites to set a length of time (in days) that is used to calculate an eligible for deletion date when a Supplier Diary entry is inserted. If left blank, 30 is defaulted. If set to zero, the Diary delete date will default to the day on which the entry is created.
Diary Reference Create	Tick for a reference to be automatically created for any events that are being setup/accessed. A chosen set of events may be defined that are required to be completed at any one time. Each event(s) must have an attached reference. If not set, a reference is not automatically created.
Diary Reference Delete	Tick to ensure that once the last event on any one reference has been signed off the system automatically deletes the reference. If flag not set, this process is not automatic.

NEW CIS

Contractor Details
Unique Tax Reference	Enter the Contractors Unique Tax Reference (UTR). This field is Mandatory if CIS is applicable for the Company.
Account Office Reference	Enter the Contractors Accounts Office Reference. This field is Mandatory if CIS is applicable for the Company.
Employee Reference	Enter the Contractors Employers Reference. This field is mandatory if CIS is applicable for the Company.
Suppress CIS Warning	A warning message will be presented when a transaction is entered for a CIS5 or CIS6 Supplier in data entry. Set this flag if you want to suppress this message when no lines are flagged for withholding for a CIS5 or CIS6 Supplier with a valid certificate.

Service Ledger

Service Ledger
Service Ledger	Indicates whether Service Ledger is in use within the Accounts Payable company.
GL Posting Batch Type	Enter a batch type to identify postings in General Ledger representing accruals generated from Service Ledger. If the Service Ledger is in use, this is a mandatory field.
Location Path	Path Code identifying the location of a Service.
Calculation Type	This indicator identifies the default calculation for Service Codes. Valid values are: '0' - Days Average '1' - Seasonal Weight '2' - Manual Weight Note: Currently only '0' (Days Average) is supported in the product.
Post From Current Period	Set this flag on if you wish Service Ledger postings to GL to use the current GL period. When calculating accruals and deferrals, the system may determine that the period to be posted to is a closed prior GL period. Setting the flag On will ensure that all such postings are generated for the current open GL period.

Audit

Disabled	Provides a visual indication of whether the code is disabled or not.
Updated	Date and time and by whom it was last updated.
Created	The created date.

If not described in this topic, click on a field and press F1 to view help. See Common Fields for more information.

Fast prompt allows you to quickly view a list of options for certain fields.

NOTE Field visibility can be defined by your System Administrator, so not all fields documented may be shown.

See Using the Command Line on opening the screen without going through the menu.