This section discusses how the information in the AP Register Type field was moved into the AP Register Source field during a prior system update (this update was done prior to the 267 database revision of Stream V using the conversion program FV082T01). The data move was performed
• To allow the system to use the new 2 character SOURCE field for auditing and other processes where the data is must be defined in advance.
• To free up the TYPE field in the accounts payable invoice record so that the user can define the type of each invoice and then use the field for reporting and other purposes.
The conversion program also loaded all existing invoices with a status of “A” for active or approved. This was required as the status field is now used to determine if an invoice is submitted or approved and whether or not it will be printed on the open accounts payable reports.
The processing steps performed by the program were as follows.
• Move “A” to REGISTER.STATUS
• If REGISTER.TYPE EQ A MOVE AS TO REGISTER.SOURCE
• If REGISTER.TYPE EQ B MOVE BB TO REGISTER.SOURCE
• If REGISTER.TYPE EQ R MOVE RD TO REGISTER.SOURCE
• If REGISTER.TYPE EQ I MOVE AP TO REGISTER.SOURCE
• Move blank into REGISTER.TYPE field if SOURCE field is loaded.
AP Invoice Types – Prior to Conversion – These are the REGISTER TYPES that were used by the system prior to the conversion steps described above.
Blank. Invoices processed using the old AP Invoice Entry program.
B Beginning Balance Invoice. This type is used to identify AP invoices which are converted from another computer system. Type “B” invoices should also store a converted balance as this is field is used when auditing the payment activity on these invoices.
I Invoice. This invoice type is the default type assigned to invoices entered using the AP Entry program.
R Return to Vendor. An invoice type of “R” is assigned to invoices which are created due to an immediate or a non-immediate return of merchandise to a vendor.
A Assigned. Type “A” invoices are created when an invoice from one vendor is assigned to another vendor for payment. In this situation, the original invoice is paid off and replaced by an invoice payable to the vendor who should actually receive payment for the original invoice.