Departments GL Prefix
Auto code invoices to your departments
Written by Jarrad Sonnenberg
Updated at May 9th, 2024
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Requisition Approval Processing Suite (RAPS)
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- AP - Automated Invoice Workflow
- AP - Payment Approval Management
- Global Upload Program (GUP)
- Document Register (DocReg)
- Rotables / Component Changeout
- Standard Pronto Modules
- PSA HelpDesk
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 above, any GL code starting with 080 or 084 would be mapped to the EXEC department. Any length of GL code can be used to find the department.
In order for the automatic allocation of an invoice to a department to occur, the DEPT_POGL function flag needs to be set to Y.
The automation will look at the longest prefixes first and assign to the department, and then get to the shortest prefixes to ensure mapping can be done at the most granular level required.
To set up the GL prefixes select the following mode;
The following screen will appear for the department;
Within this screen, users can enter any GL prefixes linked to the selected department.
Utilizing the SHOW GL ACCOUNTS mode, the user can see all GL codes that will result in an allocation to the selected department.
Once this is set up, and the function flag is set to Y, then the validate invoice process will automatically scan for a GL code on the invoice's associated PO and assign the department automatically.
