Send Subcontract Invoices to AP Transaction Entry

Follow the steps below to update AP.

This replaces the need to enter these invoices in the AP Transaction Entry form; however, they will still be available to edit the invoices just like any other AP transaction.

  1. In the SL Worksheet form, make sure that all information and invoice amounts are entered for the subcontracts.
  2. Select File > Update to Accounts Payable > Update to AP Transaction Entry. The Batch Selection form opens.
  3. Select an existing batch or create a new one and then click the OK button. The SL Update to AP form opens.
  4. Select which subcontracts will update to AP.
  5. Complete the Pay Category and Pay Type fields.
Note: These fields only display if the Using Pay Category box on the Pay Types/Discounts/ICR tab in the AP Company Parameters form is checked, and they are only enabled if the Allow Payable Type Override box on the same tab and form is checked.

Pay Category

This field defaults a pay category based on the following:

  • If a standard or user pay category override is set up in F3 Properties (not recommended), defaults the F3 pay category.
  • If an F3 override does not exist, defaults the pay category specified for the current user in VA User Profile.
  • If an override pay category is not specified for the user, defaults the pay category defined in AP Company Parameters.
  • If a default pay category is not defined for the company, default will be null. In this case, the pay type defaults from AP Company Parameters based on the line's type.

If pay category is null, pay type will also be null. If both are left null, the update automatically assigns the subcontractor pay type from AP Company Parameters to each subcontract added to AP Unapproved Invoice Entry.

Pay Type

This field defaults based on the subcontract pay type on the selected pay category. This is set up using the Subcontract field on the AP Pay Category form.

You can only select a pay type that is associated with the selected pay category, or set up as unassigned. Assigned pay types are pay types that are restricted to a designated pay category (in AP Payable Types). Unassigned pay types are pay types that have no pay category restriction.

If pay category is null, pay type will also be null. If both are left null, the update automatically assigns the subcontractor pay type from AP Company Parameters to each subcontract added to AP Unapproved Invoice Entry.

  1. Click Update. After the update is complete the AP Batch Processing form displays. Entries in the AP batch do not become AP transactions until the batch is validated and posted.

Which subcontracts will not be added?

Subcontracts will not be added to the AP Transaction Entry batch if:

  • The Ready flag is not checked
  • They are “in use” by some other SL or AP batch
  • They point to a JC GL Co# in which the month is “closed”
  • They do not have current amounts due

Clear the SL Worksheet