Re: Synchronize External Acc/Pay/Sys with Purch -- MAPICS-L

Forwarded by moderator on behalf of Dale Gindlesperger
[DaleGindlesperger@fft-inc.com]:
----------------------------------------------------------

Yes, we tried the autogenerate (I agree with you - I can't really conceive
that this is easier, but....).  The problem that we have is that it is
actually OK for our vendors to overship quantities, depending on a variety
of conditions that are not very definable in a system.  Everytime our A/P
group tried any of the interface options they got hold codes everywhere.
They actually say they'd rather manually match them.  As hard as it is for
me to believe, I watched them do their checking, and they are VERY fast. Of
course, we have assisted them with some special daily receiving/acceptance
reports that tell them which ones need looked at by doing an "outside of
MAPICS" check on price and quantity.

What it boils down to is that they sincerely feel that the MAPICS interface
slows them down, and I can't force it on them.  They are doing a very good
job the way they are doing it now.

Dale Gindlesperger




Vanessa.King@cussys.com
Sent by: owner-mapics-l@midrange.com
06/29/01 07:43 AM
Please respond to MAPICS-L


To:     MAPICS-L@midrange.com
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Subject:        Re: Synchronize External Acc/Pay/Sys with Purch



Dale:

I'm just curious, but has your AP staff ever tried using the PUR, IM
interface to autogenerate the invoices in AP based upon the PO price and the
RP quantity? I've just never heard anyone say that doing a manual match with
paperwork is easier than using the Mapics autogen capabilities. It seems if
they're checking the system anyway, the autogen would be faster & more
accurate (unless your PO's or RP's are inaccurate, but then that's another
can or worms).

Anyone else have comments on this?

Best regards,

Vanessa T. King
Custom Systems Corp.



"David Shaw" <daveshaw@bellsouth.net
To:     "MAPICS-L" <mapics-l@midrange.com>
cc:
Sent by:
Subject:     Re: Synchronize External Acc/Pay/Sys with Purch


06/28/2001 12:16 PM
Please respond to MAPICS-L






Sorry for the delay on this, I'm on a contract job in Charlotte and haven't
been able to keep up with everything.

Forwarded by moderator on behalf of Dale Gindlesperger
[DaleGindlesperger@fft-inc.com]:
---------------------------------------------------------------------


Hi Peter,

You didn't mention if you have I/M and Purchasing - I assume you do.  We use
MAPICS A/P, but don't interface it with I/M or Purchasing.  We just use it
to pay bills, like you do with your external system.  We just generate a
daily report of all "RP" transactions for A/P so they know what has been
received, and daily acceptance reports (one page per RP that gets matched up
to the P.O. on file).  When A/P gets invoices, they look up the P.O. in
MAPICS and verify that everything is kosher (variances over a certain
percentage get sent to buyers for approval) then they just key the invoice
into A/P for payment.  Everything works OK, and this is easier (for them)
than doing the Purchasing/AP matchup through MAPICS.  I know this is
"antiquated" compared to some systems, but it meets our accounting
departments requirements, and I have to admit it is faster than keying
invoices by line item with variances and holds.  The files are pretty useful
too for archiving (although I am looking into document management - so far
it's too time consuming).

I think the only file in MAPICS you probably want to keep up regarding A/P
is the vendor master (VENNAM).  I would post the following fields from your
off-line system that our buyers find useful:

DLTDA           Amount to date
DLYTD           Amount year-to-date
DLPYR           Amount last year
LPADA           Last payment date

There are other fields that track discounts taken, lost, NEC amounts, and so
on.  However, more than likely your off-line A/P system will track that
information.  You need to talk to your buyers and accountants to see what
else they may want.  I assume you manually post G/L entries from your A/P
system, that would be more complex than this would be.

Dale Gindlesperger
Fleetwood Folding Trailers






Peter_Vidal@Pall.com
Sent by: owner-mapics-l@midrange.com
06/25/01 04:24 PM
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To:     mapics-l@midrange.com
cc:
Subject:        Synchronize External Acc/Pay/Sys with Purch


Hello guys!

This is the case.  I receive the inventory material (or expense) through
MAPICS but I have an external A/P System (I know what, when and how I pay an
order) which I use to pay the order.  I am not feeding MAPICS with this
event. There is a manual intervention to solve these kind of situations. The
question is: (technically speaking) which are the areas (files,fields, etc.)
if have to be aware of to accomplish this task?  I want to process
everything in MAPICS' way.

Anybody that can give some tips and/or advises? Thanks!

Peter Vidal


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