If you are converting an existing Stream V system to use the current AP Entry program that supports three way matching, and you have not used this process in the past, the following steps should be performed in order to assure a smooth transition.
1. Determine the cutoff date to be used. All receipts occurring on or after this date will be matched using the new AP invoice program. All receipts prior to this date will not be matched in AP entry.
2. Complete all receiving and AP invoice activity to be done prior to conversion and halt processing until conversion is complete.
3. Load a 1 (one) into the AP_NO field of all receipts prior to the cut-off date (all type VS,VP,IR,PR transactions in File 91 with dates prior to cut-off). This will prevent the records from showing up in the Tagging Overlay which is used to match AP invoices to receiving transactions in the AP Invoice Entry program.
4. Change the autopost number of the current Inventory Accrual account to 0 and create a new Inventory Accrual account in the General Ledger. The new account should be assigned an autopost of 340 (this replaces the old accrual account with a new accrual account into which the after cut-off transactions will be posted). Make sure that the proper Accper records have been created for the new account so that it can be posted to by the inventory receiving program.
5. Process Transactions. During the period in which you will be receiving invoices for receipts posted both prior to and after the cut-off date, the following logic should be used.
• If you are entering an invoice for inventory received on or after the conversion date, you should tag the receipts using the Three Way matching overlay in the new AP program. This will cause the value of the tagged records to be posted to the new inventory accrual account (this is correct since transactions received after cut-off date will have been posted to the new accrual account by the receiving program).
• If you are entering an invoice for inventory received prior to the conversion date, you should manually post the invoice for the merchandise to the old inventory accrual account. This should cause the old inventory accrual account balance to zero out once invoices have been processed for all of the receipts prior to cut-off date.
• If you are not sure if the invoice you are entering is for inventory received before or after the conversion date, then you should try to match the invoice to the “open” receiving transactions in the Inventory Activity file. If the proper inventory transactions cannot be found in the three way matching overlay.
• The receipt was processed prior to conversion and should be posted to the old inventory accrual account.
• The inventory receipt was processed after the conversion but was not received with the same vendor record being used in the AP Entry program. In this case you may want to look up the receiving transactions using the inventory items or use other methods to confirm that you are using the correct vendor record.
• The inventory for which you are being billed has not yet been received. In this case, the recommended procedure is to either.
1. Hold the invoice until the items are received.
Post the invoice to a “Vouchered but not received” account in the general ledger. This account is used as a holding account until the related inventory receipt is processed. Once the inventory receipt is processed, the original invoice can be credited (reversed), and a new AP record can be created and used to match the receipts in the normal manner. Note: This process will require you to enter a total of three invoice records into AP. The first record stores the actual invoice number and is posted to the vouchered but not received account. The second invoice stores first invoice number with an additional identifier on the end of the invoice number (such as -R), and is used to reverse the 1st invoice. The first and second invoices can be applied against each other in the Apply AP Credit Memo program to close them both out. The third AP invoice record stores the original invoice number with an additional identifier on the end (such as -M) and is used to match the receipts. This procedure requires some extra work but has the advantages in that the balance in the vouchered but not received account is easily visible, and it provides a way of identifying invoices which are being processed before the merchandise you are billed for is being received.