welcome to the video titled General invoicing settings the bulk of the invoicing settings that can be configured by an AP administrator can be found under the AP Administration menu in the submenu of configure AP settings like you see here on the screen now this AP Administration menu option would not be available to your day-to-day end users of course only users with the AP Administration permission can see this now once in there they'll have access to a number of AP related configuration settings like you see here on the right side of the screen now we'll see this in a second but this is what the AP settings page looks like essentially giving you the ability to turn on or turn off specific org level settings that's related to invoicing now when you enable certain settings they may open up a new subsetting so it's really important to pay close attention to what you're turning on and turning off what settings are configured here really depends on the organization I wish I could say that generally an organization turns these 11 on and turns these four off or vice versa but it's really just not the case every organization is so different that's why it's really important to have a good understanding of each of these settings now that being said there are a couple of the just the standard invoicing settings that most clients set up and I'll go through these in our in-app demo in a moment now we're going to see a setting in a little while regarding POS it's very important to understand and that is the PO Auto close setting which does exactly what it's titled to do it automatically closes the PO however there are different sub settings around this that you need to be sure you understand so let's focus on them now the term po hard close means the purchase order is closed and cannot be received or invoiced against so once you close a PO in the system it's considered hard closed and generating any other documents against it won't be allowed when you set a PO to closed in invoicing this could trigger the export to an Erp and it will close it there as well for some erps though it's difficult to reopen a closed po I believe Banner is one of those examples so we have a setting that allows us to set it to something called Soft close po soft closed and that means the PO will remain open over on the Erp side for a specified amount of time now it looks like it's closed in Jagger but it remains open for a certain amount of time to still allow receipts and invoices to be generated against it if you have it configured to do so in the settings that being said it's still considered as closed if you you want to add a receipt or invoice manually you need to reopen the PO to manually add the receipt or invoice but there's a setting to allow the receipts or invoices to come in Via an automated process now you can set the delay in the AP settings screen that we'll see in a little while for a certain amount of time until it goes and changes to hard closed so this is what it looks like you can see there's a setting there called delay between po soft close and closed and when you set that to zero which is how it's set by default that means there's no delay and that sort of disables soft close for clients that use soft close most of them also use the setting that you see on the screen wait for paid status update to close POS so they don't have to manually close that PO and allows that Erp to close the PO when it's been completely invoiced against okay so that's just one of the many settings that we're going to be talking about in a moment let's go into the AP Administration menu and go into the configure AP settings and go through a number of those settings to see what they do we'll go one by one and talk about them to see what they do okay let's go in and configure those AP settings to do that I'll go to the accounts payable fly out AP Administration and then click on configure AP settings again most users will not have access to what we just clicked on because I have permission as an administrator I can do that most users won't even see that menu all right so let's start at the top here with our number wheel section that should look familiar this is where you go to assign your AP related number Wheels to your documents now the AP settings page we're going to focus on this accounts payable settings section we'll scroll down here we can see we have another section for supplier configuration parameters we're going to be talking about that in a different video and down at the bottom we've got our po Auto close and then receipt reminder emails we'll talk about that in another video as well so let's go back up to the top here and let's start off talking about some of these settings here we've got our use org manage list of payment terms we do want to go in and set that up when I click on it you may recall that I mentioned that when you enable a setting sometimes a subsetting may appear let me turn that back off you can see that a new one pops up right below it this is one of those cases so again really pay very close attention to what you're turning on and turning off because there may be another setting Associated to it that you might need to focus on as well so I will enable this so we use our org managed list of payment terms for more information about payment terms please review the video that we created on that topic just do a search for payment terms in Jagger University one user of Tolerance issues before receipt is submitted we do want to turn that on now when you create an invoice from a PO this just says that if you have a tolerance expecting the invoice to be matched with a receipt that it will display a warning it won't prevent them from submitting the invoice but it'll just give the user an idea that it won't be processed as quickly prevent receipt submission if over received we'll go ahead and turn that on you'll want this enabled to prevent additional receipts to be submitted if the POS already been completely received against so when they try to submit another one they'll see an error that says over receive condition on that line now you can still create return receipts if this is enabled just as a heads up prevent receipt submission if po line canceled when this is blank it's possible to create receipts when a PO has been canceled we'll keep that off let's scroll down a little bit one user of Tolerance issues before the invoice is created let's turn that on and this will show that same type of warning as the one that we talked about with the receipts uh when you create instead a draft invoice the early payment discount is calculated from most clients calculate from the subtotal because they're not including tax or shipping and handling but that's a business practice that you would really have to know when configuring this for your organization the auto apply early payment discounts at invoice that's going to show the discount on the invoice let's keep that on display payment term discounts after the discount data is passed now if this is enabled payment term discount amounts will always be displayed even after the discount date has passed it'll also be included in the XML as well if it's disabled then it just simply won't display after that discount date has passed and as far as XML that's sent it will display payment term discount amounts at 0.00 so it'll just have a zero value show negative values on credit memo and negative invoice lines for amounts with price splits yeah we do want to show that we're re-encumbering those funds so we want it to show with a negative value uh only show create cost receipt option for flagged POS now if you remember way back we had a video uh where we showed how we can create cost receipts and quantity receipts against POS now this setting is used if you only want that cost receipt option to show for invoices that are flagged to require cost receiving so if you turn this on you do need to add a workflow step which is going to flag that PO there's a robot called declining po robot that you can use to flag those invoices to show that cost receipt menu selection convert po amount of price splits to a percentage I'll turn that on so for example if a PO has an amount of a price split with 100 on the split line one and a hundred dollars on split line two the invoice will have those same splits with 50 on each line as well enable receipt mapping for invoices we're going to turn this off this is a particular feature that's used by certain organizations that we won't really be using for this org so we go ahead and uncheck that and it'll take away that sub setting as well just one more time I'm going to click on it we can see the custom field and we can turn this off default internal attachment PDF as invoice image on the buyer invoice so if someone uploads an attachment the system is going to recognize that as the invoice image and it will display it do not transfer po attachments to invoice this is uh this refers to all attachments header line level internal external after PO is converted to an invoice attachments can be added to the invoice or the credit memo manually add miscellaneous fees to the invoice header so if there's going to be non-taxable fees that you want to capture on the invoice you can search for them here so here's what I'll do I'll click on search we can see that it's going to load a variety of default fees that you can add on the invoice so I'll go ahead and select a miscellaneous fee to add on it we'll click on Match selected there that's going to add a field for miscellaneous fee again a non-taxable fee if you want to add for example five dollars on there that will add five dollars to the grand total these settings here for po invoices when the invoice owner is modified this will modify the business unit and the department on the invoice to the new owner's business unit and the new owners Department update invoice custom field values based on the invoice owner this allows whoever is logged in to see the invoice owner's account codes or custom fields for selection use contract invoice approvers on contract this designates who should approve invoices for the contract now this setting will allow an administrator to create a new user group on a contract itself because a lot of times an invoice will go through invoice workflow and it needs to be approved by a contract administrator someone who is familiar with the contract not necessarily someone who's on the invoicing team so with this enabled and that settings set up over on the contract that's this will redirect it over to them for approval and then allow it to continue on on the invoicing workflow use invoice date instead of create date to calculate exchange rates I think that's pretty self-explanatory if it's enabled the system uses the invoice date to calculate exchange rates if it's not enabled it will always use the invoice create date to determine the exchange rate of course you have to have those fields configured on the invoice document for this to function stop matching from re-running on paid invoices you turn this on to prevent the history of the document from logging any matching updates after the invoice has been paid okay so that's pretty much it in a nutshell if you have any questions about specifically what these settings do you can just hover over this and then find the help document on this and learn a little bit more about it now if I scroll down further again we've got our supplier configuration parameters we'll talk about that in another video and our po Auto close so we talked about this before in detail during the key terms section what I'm going to do is turn this to zero that's going to disable the setting however I want to turn on the wait for paid status update to close the PO so once we get the update from the Erp saying that this invoice has been paid it will automatically close that PO and finally the allow receipts against soft close POS although the PO is hard closed and documents can't be added this will allow receipts to still be added further down here we've got our receipt reminder emails we'll talk about that in another section as well now we've made a number of changes to this page and if we try to navigate away from this page then we're going to get a pop-up to let us know that hey you've made some changes it's always suggested to go in and just hit save at the bottom make sure that you see this success screen and that the changes you've made have been taken and then you can navigate away