Invoice Register - Pay Approval All Levels Screen

Published August 14th, 2023 by Jarrad Sonnenberg

Requisition Approval: As a Buyer

Published March 20th, 2023 by Jarrad Sonnenberg

The main functionality for the Requisition Approval Screen as a buyer is to review and update the reqs that are coming in to make sure they have accurate information in them before pushing them into the approval process. When the user clicks on the RAPS Req Approval button, the following screen will pop up. This screen shows the outstanding requisit

Invoice Register - Finance - Add Orders

Published July 20th, 2023 by Jarrad Sonnenberg

Through the invoice register finance screen, the user can add a PO to the invoice using the add order(s) mode. In this screen, the user can search for an existing PO in the list by using the find button. It will automatically search in the first sorted field as shown below. By clicking on the or by pressing F2, the list of available POs to match wil

MFF General

Published September 9th, 2022 by Jarrad Sonnenberg

The following flags impact Automated AP throughout the process and are not tied to any specific module set of Automated AP. BANK_SECU This flag forces the user to select supplier types when running a selective invoice payment. When getting to the supplier type field, a pop up will appear with a data-grid showing the supplier types. This is a PSA Air

Purchase Order Status Codes

Published March 27th, 2023 by Jarrad Sonnenberg

The following is a list of each defined purchase order status: 00 Being Entered  A user is currently entering the order for the first time. 01 Periodic Order 02 Quotation Requested Quotation for a direct purchase order is requested to the supplier of materials. This is used with the re-order report. 03 Quotation Printed 04 Blanket Order 06 Contract

MFF TAX_OPTIONS

Published September 13th, 2022 by Jarrad Sonnenberg

These flags will modify how the tax displays on the various screens in PSA Air Automated AP. The screens where labels exist for tax, such as the correct screen on validate invoices, are what is impacted by these flags.    CTAX_RATE If this flag is set to yes, it will automatically pull the tax rates from the tax tables.     HELP_GST This is the desc

Validate Invoices - Mapping an Invoice

Published January 11th, 2023 by Jarrad Sonnenberg

Mapping is a vital process in PSA Air because mapping helps cut out the manual entry of the important fields that you input on each invoice. PSA Air uses an OCR (Optical Character Recognition) to capture all the important information on the invoice and streamline the process of getting that invoice paid. In this section we will go over the process o

Sample File: Distr. Checks

Published September 8th, 2022 by Jarrad Sonnenberg

MFF DEPTS

Published September 8th, 2022 by Jarrad Sonnenberg

This function flag is purely for review purposes only. It will highlight the departments set up. It is recommended that users utilize the function “PSA Air - Departments” from the menu instead when building and maintaining departments. The use of this MFF is simply for convenience of consultants when comparing settings and flags in one location.   

Requisition Approval: As an Approver

Published March 20th, 2023 by Jarrad Sonnenberg

The approver in the requisition process is somebody who is routed requisitions for their approval. The approver has a number of functions they can perform. The typical screen appears as per the below. Each of the modes and fields could be different depending on the major function flags used within RAPS. This guide will summarize the functionality of

Invoice Register - Payment Approval Screen

Published August 14th, 2023 by Jarrad Sonnenberg

Invoice Register - Admin Approved Payments

Published August 14th, 2023 by Jarrad Sonnenberg

Payment Approval

Published March 18th, 2024 by Jarrad Sonnenberg

Payment approval will release the payment file to the bank. This is done from the Payment Approval screen (ZUIT.M021). The initial screen will show all payment batches pending release. A payment can only be released in full for all vendors.  At this point it is not possible to split the payment run. The approval is done at the batch level, not the v

ATC Purchase Order Enquiry

Published August 14th, 2023 by Jarrad Sonnenberg

This module will show the user details of any requisition/purchase order that originated as an ATC. The user can use this screen to locate where an ATC Requisition is in the approval process, or track the spend on a specific ATC. All the modes on this screen have been documented in detail on ATC Requisition Approval Screen Modes The Backorder Mode w

Bank File Transmission

Published September 8th, 2022 by Jarrad Sonnenberg

The application service allows a file to be automatically transmitted to the bank. This App server will run after payments have been approved;

Sample File: EFT

Published September 8th, 2022 by Jarrad Sonnenberg

Bank Payment trigger to Payment Approval

Published September 8th, 2022 by Jarrad Sonnenberg

There is a critical AI even that transmits the generate XML file. Without this AI, the payment run will not fall into the payment authorization program. Ensure program “payments/z-payment-trigger” is installed.   

RAPS Email Log

Published November 29th, 2022 by Jarrad Sonnenberg

The RAPS email log is a log file of every email triggered by RAPS.   Modes Find The Find mode will search the datagrid based upon the Requisition number and back order flag     Order Enquiry Order Enquiry will take the user to the PO/Requisition header.           Fields Order No/BO Flag This is the Requisition/PO Number     Email Seq This is the num

Bank Payment Register

Published March 18th, 2024 by Jarrad Sonnenberg

The payment approval process in PSA Air will store the details of every payment made to every vendor in a customized table. This table is called the Bank Payment Register (ZUIT M022). Within Bank Master (SYS M054) a ‘Details’ mode allows the bank account to be defined as XML Enabled. This needs to be turned on for every bank that will be going throu

Expediting PO Types

Published September 22nd, 2022 by Jarrad Sonnenberg

The expediting PO types can be selected on a PO. This is a custom field that allows a user to define a set of order types for the expediter to select. These are maintained in the XP system table;

Process EFT Files

Published September 8th, 2022 by Jarrad Sonnenberg

There is the option for users to manually send files to the bank. This method is largely unused in 2022, as clients are typically using the payment approval process to automatically transmit files to the bank. This program will allow a user to select a bank code from SYS.M054 Bank Master Maintenance. The user can then select the file and transmit. T

Bank Details Entry/Approval Segregation - OLD

Published March 18th, 2024 by Jarrad Sonnenberg

Overview An important function of all organizations is to segregate the access users have to banking information. PSA Air allows this through security set up and an approval process on updated bank accounts. To initiate this, ensure the following Air MFF is set to Y=yes. When a new vendor is created, the user can enter the banking details of the ven

ATC Requisition Approval Process

Published August 14th, 2023 by Jarrad Sonnenberg

ATC Requisition Approval process is the process that an ATC goes through to get approved and become a PO. ATC Approval Process Flow ATC Requisition is entered by end user ATC Requisition flows to the buyers for review and updating. Once buyers are happy with the details they will push it into the approval process based on dollar limit. ATC Requisiti

Supplier Details

Published September 8th, 2022 by Jarrad Sonnenberg

The Tax ID must be set up in Supplier Maintenance. This is used to identify the supplier on invoices processed through PSA Air AP. This is stored in the PSA Air label below.  If no match is found between the Tax ID in Maintain Supplier Account AP.M001 and the scanned invoice, the invoice is loaded into Validate Invoices with the error message “Suppl

PSA Air - Major Function Flags

Published September 8th, 2022 by Jarrad Sonnenberg

All of the features in Automated AP can be driven by flags and settings. As the product evolves, more flags are added to the suite so that customers can have greater flexibility in using the software. There are several categories of function flags that can be set up and the flags are continually evolving. This guide will remain updated on how each f

RAPS PO Search

Published November 29th, 2022 by Jarrad Sonnenberg

The PO Search function allows a user to search POs for string values so they are able to review prior requisitions and reuse them if required.   There are some filters to assist in reducing the amount of data searched. These are; Supplier Order Date Received Date The user has the option to search current POs or POs also in the PO archive (this is on

Validate Invoices "Process as Credit"

Published September 12th, 2022 by Jarrad Sonnenberg

The system will scan the new credit notes using the same process as scanning invoices.  Invoice is still inside of PSA Air Once the invoice is in the validate invoices screen, select the correct button.  In this screen, the user needs to validate the invoice number, invoice date, due date, amount. The credit note number has to be identical to the or

MFF Custom

Published September 8th, 2022 by Jarrad Sonnenberg

The Custom category for major function flags is currently not used by the off the shelf release of PSA Air.

Validate Invoices Screen

Published September 8th, 2022 by Jarrad Sonnenberg

The first step in using PSA Air Automated AP is to bring invoices into the system by scanning the new invoices. The validate invoices screen starts the process off by scanning all new invoices that have been received. The OCR technology will attempt to scan invoices into the system and load the data into the system. The screen below is responsible f

Invoice Register - Department - Fields

Published September 13th, 2022 by Jarrad Sonnenberg

The fields available in this screen are; Supplier This field shows the user the Supplier Code that is attached to the invoice     Supplier Name This field shows the user the Supplier Name that is attached to the invoice      Days Aged This field shows how long this invoice has been in the department/finance screen     Invoice This field shows the in

ATC Purchase Order Cancel

Published August 14th, 2023 by Jarrad Sonnenberg

The ATC Purchase Order Cancel is a screen where the user can go in and cancel the ATC Requisition before it becomes a PO. This has to be done before the ATC Requisition is approved and converted to become a purchase order. The user can come into this screen and use the Cancel Order mode. This specific mode gives this user the ability to cancel any A

MFF PMNT_RJCT

Published September 12th, 2022 by Jarrad Sonnenberg

The payment rejection section details the way to customize the way the rejection process works in the DOA approval screen.  If this below flag RJCT_CONF is set to Y, then when the user rejects an invoice instead of getting a prompt saying “Are you sure you want to reject this invoice” it will simply reject the invoice and suppress the message.     

PSA Helpdesk

Published October 2nd, 2024 by Jarrad Sonnenberg

The document outlines the transition of Pronto Solutions Alliance Inc. (PSA) from SysAid Technologies to a new Help Desk platform powered by Flowcentric Technologies. Here's a summary of the key features and steps for using the new platform: URL:  https://helpdesk.psainc.ca/HelpDeskExt   Creating a Help Desk Ticket Log a Ticket Users can log a Help

EFT Send Audit

Published September 8th, 2022 by Jarrad Sonnenberg

The following screen allows users to see the success of a bank transfer in Pronto. An Exit status of 0 means the transfer was successful. Any other exit status is a curl error that should be reviewed with a developer. 

Document Register - Payment Pack

Published March 18th, 2024 by Jarrad Sonnenberg

When the payment register functionality is set up, every vendor payment will generate a document register payment pack. The first step in ensuring the payment pack has been generated would be to look within document register to see if the payment CSV has been sent to document register.  PSA Air - Document Register Payment CSV (ZUDR.M005) is responsi

Sample File: XML Wire

Published September 8th, 2022 by Jarrad Sonnenberg

MFF REVERSAL

Published September 12th, 2022 by Jarrad Sonnenberg

The invoice reversals configuration part of MFF The flags below control how the Reversals work; When executing the invoice reversal function “PSA Air - Invoice Register Reversals” ZUIT.M019 the default system does not request a batch date for the reversal. If the flag PROMPT_DT = “Y”, then a date prompt will appear. The PROMPT_GL function flag is no

Invoice Register - Finance Screen

Published September 13th, 2022 by Jarrad Sonnenberg

Once an invoice had been validated, it is moved to this finance screen. The different modes are explained below. Find The find mode will allow users to search by supplier. It will automatically default to the column on which the sort is applied (identifiable by the icon).     Review The review mode shows a summary of the invoice and PO.     Ready to

Expediting Days by Warehouse

Published September 22nd, 2022 by Jarrad Sonnenberg

In the expediting module, a calculation for the ETA Expected is calculated by taking the ETD Updated and adding the number of expediting days to the line based upon the warehouse the order is for. It is necessary to set up the Expediting days in the warehouse codes table in SYS.M165.

Invoice Register - Finance - Fields

Published September 13th, 2022 by Jarrad Sonnenberg

The fields available in this screen are; Supplier This is the vendor code associated with the invoice.      Supplier Name This is the vendor short name for the invoice.      Invoice This is the invoice number.     Dept This is the department associated to the invoice.     Details This field shows the details of the invoice. It will automatically pul

MFF PMNT_APPR

Published November 29th, 2022 by Jarrad Sonnenberg

The PMNT_APPR flag settings are used to add PAYMENT APPROVAL to the PSA Air invoice approval process. Once an invoice has been posted, if these flags are used, then the invoice will not be available to select on a payment run until it has been PAYMENT APPROVED.    PMNT_CONF This is a flag that allows the user to suppress the message to confirm the a

Invoice Register - Admin Payment Approval

Published August 14th, 2023 by Jarrad Sonnenberg

Invoice Register - Invoice Payment Approval Setup

Published August 14th, 2023 by Jarrad Sonnenberg

Deep Scanning

Published September 8th, 2022 by Jarrad Sonnenberg

When an invoice doesn't have high quality, it may be necessary to force the invoice to be deep scanned using the FORCE DEEP SCAN column. Use this function when a vendor has consistently poor invoices for better results in the OCR scanning process or if an invoice is not registering a supplier when it is scanned through the validate invoices screen. 

ATC Register Screen Modes

Published August 14th, 2023 by Jarrad Sonnenberg

This screen shows the user a summarized grid of all the ATC's that have been created. It gives the users a bird eye view of the details for each ATC Contract. Below are the different modes available. Find The find mode will allow users to do a search. It will automatically default to the column on which the sort is applied (identifiable by the icon)

Bank EFT SFTP Access: Username and Public Key

Published September 8th, 2022 by Jarrad Sonnenberg

The following program needs to be set up to create a relationship between the Pronto server and the banks server. This program is purely to store the details on the bank account and the bank, it does not transmit the files here. This version of the program does not require a password, but DOES require a public key from the server. The guide to getti

MFF TAX

Published September 12th, 2022 by Jarrad Sonnenberg

The tax flags help the integration from PSA Air Automated AP to the GL codes for Tax. The standard system has 3 tax codes; GST PST HST Each of these codes in this table need to be mapped to a standard tax code in the standard Tax Codes tables; The default tax group needs to come from the Tax Group table and is typically a blend of the tax codes used

APN Overrides

Published September 21st, 2022 by Jarrad Sonnenberg

APN overrides are used to allow users to order anything on a requisition, even if the part number they have entered exists in Inventory. This is only used if the APN Search MFF is turned on. For more information, refer to the RAPS SYSTEM CONTROL section. 

PSA Air User Setup

Published September 8th, 2022 by Jarrad Sonnenberg

To provide access to departments to a user in PSA Air, they must be set up in the following table. This screen has a standard FIND, ENTRY, CORRECT, REMOVE, AUDIT function associated with it.  Users can be assigned to multiple departments.  The summary on the right hand side details which user is able to access specific functions within Automated AP.

Overview: Pre-Revision Quotation Module

Published April 5th, 2023 by Jarrad Sonnenberg

The Pre-Revision Module allows for quotation requests to be automatically generated. When a requisition is entered into the system by the end user the system checks if the Pre-Revision module is turned on. If it it is turned on, when the requisition is created a number of copies of the requisition will be made to total the value set in Pre Revision

%VARIABLE% Definitions

Published September 8th, 2022 by Jarrad Sonnenberg

When setting up a payment template, Pronto needs to automatically source key data from within the ERP. To do so dynamically, there are %VARIABLES% set up. These variables will pull this data into the XML file automatically. Section Variable Name Field Description Header %VARIABLE1% zxbp-atch-ref Batch Reference Header %VARIABLE2% System-Date-Time Cr

Expediting Purchase Order Header

Published September 22nd, 2022 by Jarrad Sonnenberg

The following changes have been made to the PO Header for expediting; Added the Type to the Order Details section Re-labelled the Order Dates to ETD/Promised Date/ATA Added the Expediting information to the Shipment/Expediting Details

Departments Overview

Published September 8th, 2022 by Jarrad Sonnenberg

The departments screen allows the organization to set up the structure of the company according to its organizational chart. Departments are mandatory set up that must occur for AP Automation to route invoices through the organization for approval. When a new department is added, or an existing one removed/edited, as the user exits out of this scree

Validate Invoices Screen - Fields

Published September 12th, 2022 by Jarrad Sonnenberg

The fields available in this screen are;   Supplier Provides the Supplier's Account Code if the OCR picks up the mapped supplier code on the invoice. If invoice scan does not find a mapped supplier, it will appear like below.      Supplier Name If PSA Air OCR picks up the supplier code from the mapping it will automatically fill in the supplier name

XML File Overview

Published September 8th, 2022 by Jarrad Sonnenberg

Most banks accept a file format called XML.pain.001 v3. This is the standard format PSA has based its integration engine on. XML is tagged like the below example; <?xml version="1.0" encoding="UTF-8"?> <Document xmlns="urn:iso:std:iso:20022:tech:xsd:pain.001.001.03" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"> <CstmrCdtTrfIn

Invoice Register - Payment Rejections Screen

Published August 14th, 2023 by Jarrad Sonnenberg

MFF DOA

Published September 9th, 2022 by Jarrad Sonnenberg

The DOA MFFs refers to a subset of functionality in PSA Air for Delegation of Authority approval. Documentation on how the DOA functionality works can be found in the DOA Overview section.  The standard process in Air, is that once an invoice is marked by the department as READY FOR PROCESSING, the AP team can post the invoice to the GL. When the DO

ATC (Approval to Commit) - Process Overview

Published August 14th, 2023 by Jarrad Sonnenberg

The ATC process is part of RAPS and allows an organization to have a separate and segregated workflow for ATC type Requisitions that will not be accessible by normal RAPS functions and vice versa. The process is similar to RAPS, in that a user enters a request, it goes for approval and becomes a purchase order. The primary difference is that every r

Requisition Approval: As an End User

Published March 20th, 2023 by Jarrad Sonnenberg

The main functionality of the Requisition Approval screen as an end user is to keep track of the reqs that the user has raised and also resubmit/cancel any reqs that have been sent back to you. Modes Find This mode will allow the user to search this data grid by Order No.      Cancel The mode allows only the end user to cancel the req. If a user tri

Roles and Access

Published September 8th, 2022 by Jarrad Sonnenberg

Automated AP relies on some standard roles to ensure users have access to the functions they need. These modules and functions contain all of the relevant functions to perform tasks within air, such as receiving a PO from the department or finance screens. All installations are unique and each organization may have built their own access for each us

Invoice Register - Ready for Processing Screen

Published May 9th, 2024 by Jarrad Sonnenberg

Once an invoice had been approved, it is moved to this ready for processing screen. The different modes are explained below. Find The find mode will allow users to search by supplier.      Review The review mode shows a summary of the invoice and PO.     Ready to Process The ready to process button allows a user to formally signal to the system that

Obtaining a public key

Published September 8th, 2022 by Jarrad Sonnenberg

To acquire the public key for a server, this is done at the linux level. A public key is a file that identifies the server, in a .pub file. This file needs to be generated and sent to the bank that is being integrated with so they are able to authenticate the Pronto server when a file is being transmitted. This is used in place of a password. To gen

Validate Invoices "Correct" Screen

Published September 12th, 2022 by Jarrad Sonnenberg

The validate invoices screen has a correct mode that allows the user to update information about the invoice in a data entry screen. There is some key logic in this screen that needs to be considered. This screen is structured by having a visual JPG of the image on the right and the data entry fields on the left.  You can use the correct mode at the

Validate Invoices "Notes"

Published September 12th, 2022 by Jarrad Sonnenberg

The X Air AP Notes is a very powerful mode that can help with communication throughout the organization. This mode is used to add relevant information about a specific invoice to help others in your organization understand the full picture. The user will be able to tell if there are notes added to a specific entry by looking at the Notes Column and

Invoice Register - Department Screen

Published September 13th, 2022 by Jarrad Sonnenberg

The department screen is the primary screen where department users can go in and add orders, direct code, goods receipt, change department. and select the invoice Ready to Process for invoices that were assigned to them from Account Payable. While in the department screen the user can only see invoices that are relevant to the department that they h

Departments GL Prefix

Published September 8th, 2022 by Jarrad Sonnenberg

The ability to automatically code invoices to a department within Automated AP exists by assigning a GL code or prefix to the department. The PO coding, when matched to an invoice either manually or automatically by the OCR will determine the department.  The first 5 mapping rules for each department is shown within the datagrid. In the example abov

Validate Invoices Screen - Line Help

Published September 12th, 2022 by Jarrad Sonnenberg

Within the validate invoices screen, there is a data-grid that displays information about each row, as well as line help below each line that dynamically changes as the user selects an invoice. There are 4 sections in the line here; Supplier Details Order Details Validated Mapping Info   Supplier Details Fields; Supplier This field shows you if ther

RAPS Commitment Rebuild

Published November 29th, 2022 by Jarrad Sonnenberg

If the Pronto database is using the commitments/budget variance module within RAPS, then this tool allows a system administrator, or preferably a PSA consultant with knowledge of the RAPS process to rebuild the commitments by GL/Project. This is necessary because the budget/variance approval process in RAPS that flags a requisition as budgeted or un

DOA Overview

Published September 9th, 2022 by Jarrad Sonnenberg

ATC Entry

Published August 14th, 2023 by Jarrad Sonnenberg

This section will show the user how to enter an ATC and what each mode function does through the process. Entering an ATC In this section the user will learn step by step on how to entry an ATC for Approval First the user will go to ATC Entry which is found under PSA Air- Requisition Management (RAPS) and then under the PSA Air - ATC Processing fold

Defining a file format by bank

Published September 8th, 2022 by Jarrad Sonnenberg

The first step is to evaluate the bank setup in SYS.M054 Bank Master Maintenance. Each payment method should have its own bank account. The template is set to the bank code, so it is not possible to pay checks and ACH and EFT out of the same pronto bank code, even though it may be the same actual bank account. The recommended solution is to take the

RAPS System Control (MFF)

Published September 18th, 2022 by Jarrad Sonnenberg

The RAPS System Control table holds all of the Major Function Flags (MFF) that drive how RAPS works. Each of these flags are broken into sections that impact different elements of the functionality.  Requisition Approval Process Controls general settings within the requisition process Approve Own Requisition This flag controls if a user can approve

Bank EFT SFTP Access: Username and Password

Published September 8th, 2022 by Jarrad Sonnenberg

The following program needs to be set up to create a relationship between the Pronto server and the banks server. This program is purely to store the details on the bank account and the bank, it does not transmit the files here. Field: Format This should mirror the bank account code from SYS.M054 Bank Master Maintenance.      Field: SFTP Path This i

Sample File: ACH

Published September 8th, 2022 by Jarrad Sonnenberg

Overview: RAPS Expediting Module

Published September 21st, 2022 by Jarrad Sonnenberg

The expediting module allows users to review all un-received PO's that have been transmitted to vendors and to record critical expediting information against them. ZPO.M002 “Expediting Maintenance” is the primary screen for the module. To enable access of this module, ensure that the Expediting Module flag is set to Y in the RAPS SYSTEM CONTROL. The

Standard Pronto EFT Setup

Published September 8th, 2022 by Jarrad Sonnenberg

Pronto has standard controls to set up a bank account. The set up of the bank needs to be done in the Setup of EFT Details screen in SYS.M007.  Field: Mailbox The mailbox should be the bank code from SYS.M054 Bank Master Maintenance.     Field: Format Set this to W.        The BANK then needs to be set up by clicking on the Bank mode. The bank scree

Invoice Register - Ready for Processing - Fields

Published May 9th, 2024 by Jarrad Sonnenberg

The fields available in this screen are; Supplier This is the vendor code associated with the invoice.      Supplier Name This is the vendor short name for the invoice.      Invoice This is the invoice number.     Dept This is the department associated to the invoice.     Details This field shows the details of the invoice. It will automatically pul

Enable XML Files and Set up Bank Details

Published September 8th, 2022 by Jarrad Sonnenberg

A custom mode has been added to the Bank Master Maintenance screen in SYS.M054. This mode is called details. In order for a file to be automatically generated (XML or otherwise), the ENABLE XML flag should be turned on. It is also necessary to populate the banks account number and routing number here;