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PR AP Update

PR AP Update creates an Accounts Payable batch from payroll deduction / liability amounts (and earnings codes marked for automatic AP update) for a PR Group and pay period. Use it after the pay period is closed and PR Ledger Update is complete. The batch is editable in AP; AP edits do not flow back to PR.

Deduction / liability setup on PR Deductions and Liabilities controls which codes create payables (vendor, payable type, frequency). Craft- and employee-level vendor / description overrides are supported.

Before you start​

  • Pay period is closed in PR Pay Period Control and has not already been interfaced to AP for this run.
  • PR Ledger Update is finished for the group / period (Final Updates on Pay Period Control reflect that).
  • All pay-period changes are complete. A processed AP Update batch cannot be reprocessed; if you clear it, recreate the invoices manually in AP.
  • Deduction / liability (and any auto-AP earnings) codes have the correct vendor / payable type / frequency.

Steps​

  1. Open PR AP Update.
  2. Enter PR Group and Pay Period Ending Date.
  3. Optionally restrict by payment month or frequency code. Highlight the correct frequency when you filter; otherwise no updates process. Be careful on payment-month reruns: omitting the restriction can create reversing or repeated amounts.
  4. Set CM Account Override (if used), Expense Month, and Invoice Date. Expense Month must be equal to or later than the employee payment month; unrestricted updates skip payment sequences later than that month.
  5. Optionally select Create Restricted AP Batch (only the creator can open it; unrestricted batches are available to any user).
  6. Select Post, confirm batch creation, then Close. Repeat for other group / period combinations.
  7. Open the AP batch, review invoices, then post in AP when ready. Invoice date comes from this form; discount / due dates use vendor terms. AP Reference, Hold Code, and Payment Control default blank; each applicable transaction gets a unique AP reference.

Notes​