A/P service documents

We frequently receive support tickets along the topic that a user has created a service type accounts payable document which has been populated with the project code and subjob on the lines, but they do not display on the Purchasing tab of the job, or, that a service type A/P invoice has been entered with the links but no transaction now reflects on the job.

When we reference service A/P documents, we are referring to the dropdown option in the middle of the marketing document allowing you to select between a service type document or an item based document.

The difference between the two is that an item based document requires an item code to be entered on the lines of the marketing document, while a service type document allows the user to select a general ledger account directly to post the transaction to.

With regards to Eralis Job, service type A/P documents are not supported and will not create job transactions nor will they appear on the Purchases tab of the job.

The reason that Eralis Job does not support service type A/P documents is due to a fundamental difference in the postings associated to a job.

If we take an example of a service type A/P invoice that is created and not attached to a job, the user will specify the general ledger account on the lines of the document which will be used as the debit account.

Ignoring taxes, the used specified account will be debited and the accounts payable control account will be credited.

Within Eralis Job however, the debit needs to always be assigned to the work in progress general ledger account to control the value of work in progress assigned to the job. Hence, it makes the selection of a general ledger account redundant, as Eralis Job would have to override the selection to maintain the balance of the work in progress, which may lead to confusion as to why one general ledger account was selected, but the posting went to a different account.

At the same time, a different set of general ledger determination rules are available to Eralis Job which need to be taken into account when completing a job line either via invoice, write off or cancellation.

For these reasons, only item based accounts payable documents can be used and linked to jobs. However, please keep in mind that the item codes on the document can be non-inventory items which will allow the company to achieve the same objective.