AP Vouchers to Payable Invoices

Order and Inventory Management – FinancialForce Connector enables you to create payable invoices in Accounting from the AP vouchers issued by your suppliers so that your Accounts Payable department can process the payments.

For more information about these objects, see the following:

Eligible AP Vouchers

For a payable invoice to be created from an AP voucher, all of the following must be true:

  • The purchase order related to the AP voucher must have a valid Accounting company and Accounting currency.
  • The supplier site related to the AP voucher must be linked to a valid vendor account.

In addition, the following must be true for AP voucher lines of type "Item":

  • The item being procured on the related purchase order line item must belong to a product group that is linked to a product record.
  • If the related purchase order line item is of type "Category", the Purchase Analysis GLA for Category field must be defined for the category.
  • If the related purchase order line item is of type "Description", a general ledger account must be defined for the purchase order line item.

If the AP voucher line is of type "Accounting", the accounting item must belong to a product group that is linked to a product record.

If the AP voucher line is of type "Tax", an OIM line type to product mapping record must be defined for tax lines. For more information, see Mapping OIM Line Types to Salesforce Products.

Automatically Populated Fields

When you create or edit an AP voucher line, the fields listed in the table below are automatically populated to avoid manually entering repetitive data.

Note:

If your org is configured to validate connector fields when you match an AP voucher, if these fields are empty, the connector automatically tries to populate them. If a required field cannot be populated, the connector stops you from matching the AP voucher. For more information, contact your administrator and see Validate While Matching.

Fields Automatically Populated on AP Voucher Lines
Field Description
Item
  • If the line is of type "Item", this is set to the item being procured on the related purchase order.
  • If the line is of type "Accounting", this is set to the accounting item.
Product
  • If the line is of type "Item", this is set to the product of the product group related to the item being procured.
  • If the line is of type "Accounting", this is set to the product of the product group related to the accounting item.
  • If the record type is "Tax", this is set from the OIM line type to product mappings.
Dimension 1-4
  • If the line is of type "Item", these are set to the dimensions defined on the product group of the item being procured on the related purchase order.
  • If the line is of type "Accounting", these are set to the dimensions defined on the product group of the accounting item.
General Ledger Account
  • If the related purchase order line item is of type "Category", this is set to the Purchase Analysis GLA for Category of the related product group.
  • Otherwise, this is set to the General Ledger Account field of the purchase order line item.

Accounting Company and Currency

When you create a purchase order, the Company picklist field is automatically populated with the value defined in the Default Company field on the OIM – FinancialForce Connector Admin page. The connector then automatically populates the Accounting Company lookup field using the Company Name picklist. You manually change the company by modifying the picklist or the lookup field, depending on your permissions. The Accounting Currency field is automatically set to the Accounting currency that belongs to the Accounting company and has the same ISO code as the name of the currency defined in the Currency field.

When you create an AP voucher line that relates to a purchase order line item, the Accounting Company and Accounting Currency fields are automatically copied from the purchase order to the AP voucher. If you then add AP voucher lines that relate to other purchase orders, the connector ensures that all the purchase orders have the same Accounting companies and currencies.

If the first AP voucher line that you create for an AP voucher does not relate to a purchase order line item, the Accounting Company field on the AP voucher is populated with the default company. The Accounting Currency field is populated using the AP voucher's currency ISO code. If you then add an AP voucher line that relates to a purchase order line item, the Accounting Company and Accounting Currency fields are populated from the purchase order.

Creating Payable Invoices

You can create payable invoices from AP vouchers in several ways:

Mappings

The following table lists how fields on the AP Voucher object map to the relevant fields on the Payable Invoice object. In some cases, the connector looks up information from related records or provides static values.

Note:

Your administrator might have changed the default mappings or added custom mappings.

Default Mappings between AP Voucher Fields and Payable Invoice Fields
AP Voucher Field Static Value Payable Invoice Field
Accounting Company   Company
Accounting Currency   Invoice Currency
Currency ISO Code   Currency ISO Code
Due Date   Due Date
Invoice Date   Invoice Date
Period   Period
Record ID   AP Voucher
Registered Date   Registered Date
Supplier Invoice Number   Vendor Invoice Number
Supplier Site > Account   Account
  Deselected (false) Copy Account Values
  Deselected (false) Derive Currency
  Deselected (false) Derive Due Date

Once a payable invoice is created from an AP voucher, the Export Status field on the AP voucher is set to "Exported" and the Payable Invoice field is populated with the newly created payable invoice.

Note:

If the AP voucher contains more lines than the limit defined by your administrator, multiple payable invoices are created for the AP voucher. When this happens, the Payable Invoice field is populated with the last payable invoice that was created. You can view all the payable invoices linked to an AP voucher in the Payable Invoices related list. For more information, contact your administrator and see Payable Invoice Line Limit.

Lines

When creating the payable invoice, AP voucher lines are used to create product and expense lines for the payable invoice. Expense lines are created when the purchase order line item related to the AP voucher line is of type "Description" or "Category". In all other cases, product lines are created on the payable invoice. The Product Line formula field is used to determine whether a product line or an expense line is created.

The following table lists how fields on the AP Voucher Line object map to the relevant fields on the Payable Invoice Line Item object. In some cases, the connector looks up information from related records or provides static values.

Default Mappings between AP Voucher Line Fields and Payable Invoice Line Item Fields
AP Voucher Line Field Static Value Payable Invoice Line Item Field
Dimension 1   Dimension 1
Dimension 2   Dimension 2
Dimension 3   Dimension 3
Dimension 4   Dimension 4
Item   Item Master
Product   Product
Purchase Order Line Item > Item Being Procured > Item Description   Line Description
Quantity Vouchered   Quantity
Record ID   AP Voucher Line
Unit Price   Unit Price
  Deselected (false) Derive Unit Price from Product
  Selected (true) Derive Line Number

The following table lists how fields on the AP Voucher Line object map to the relevant fields on the Payable Invoice Expense Line Item object. In some cases, the connector looks up information from related records or provides static values.

Default Mappings between AP Voucher Line Fields and Payable Invoice Expense Line Item Fields
AP Voucher Line Field Static Value Payable Invoice Expense Line Item Field
Amount   Net Value
General Ledger Account   General Ledger Account
Purchase Order Line Item > Description   Line Description
Record ID   AP Voucher Line
  Deselected (false) Set GLA to Default
  Selected (true) Derive Line Number