SpendMap User Guide (v14.5)

Field

Description of Options

Interface option

•Select one of the interface types to enable the A/P Interface and start logging new transactions for export as they are processed in SpendMap.

•Select "Report only" if you do NOT want to export data/transactions to another system, but prefer to generate a hard copy report listing the transactions instead.  If so, the report will be generated each time you run the Approved Invoice Export or the Expense Reimbursement Export.  This might be used as a working document to key transactions into the other system manually.
 
If you would like to perform an interface AND generate a report, select the applicable interface option here, then select (check) the next option, below.

Related settings

Also print a report when exporting transactions

•Check this box to ALSO print a hard copy report listing the transactions.  

•The report will be generated (in addition to exporting the transactions), each time the interface is run.  

Create separate file for each currency type

•For batch file integration, check this box to create a separate export file for each currency when invoices are exported. This might be used if you need to do separate check runs in your A/P system for each currency.

•If enabled, a separate file will be created with the file extension as the currency code (e.g. AP-TRAN.USD, AP-TRAN.CAD, AP-TRAN.GBP, etc.).

•If not enabled, a single file will be created for all currencies.

•TIP: If you do not select to create a separate file for each currency, you can include the currency code as one of the fields to export for each invoice when you configure the export file.

Use separate interface for expense reimbursements

•For batch file integration, check this box to enable the separate/dedicated Expense Reimbursement Export , otherwise approved Expense Reimbursement Reqs can be exported using the Approved Invoice Export (i.e. both types of transactions will be included in a single interface).

•NOTE: The use of Expense Reimbursement Requisitions is optional.  If you do not use them, the export will only include invoice transactions.

•TIP: If you do not select to use a separate interface for expense reimbursements (i.e. if you're using a single interface for both types of transactions), you can include the "transaction type" as one of the fields to export for each transaction when you configure the export file.

Include exchange rate for foreign suppliers in interface

•If you are using direct integration and if the target system supports it, check this box to include the exchange rate (i.e. multiplication factor) when transactions are exported to the target system, otherwise it is assumed that the other system already has the applicable exchange rates for transactions in foreign currencies.

Include supplier remit-to address in interface

•Check this box to send the supplier's remit-to address information with each invoice transaction, otherwise only the supplier code will be included.

Include automatic invoices in interface

•This setting determines whether or not automatic invoices are included when the A/P interface is run.

•Automatic invoices are generated by SpendMap automatically at the receipt stage if the "auto-invoice/close" feature has been enabled for one or more PO Number Sets.

Interface option for One-Off Suppliers

•This setting can be used to override the default invoice export option (i.e. the "Interface Option" selected at the top of this screen) for transactions for one-off suppliers (suppliers NOT in the Supplier Master File).  For example, if your Accounting system cannot import invoices for one-off suppliers, you might only include them on the report (e.g. to use as a working document to process the transactions manually).

•A similar setting is available for suppliers that ARE set up in the Supplier Master File, in the [Accounts Payable] folder of the Supplier Master File.

Interface option for expense reimbursements

•This setting can be used to override the default invoice export option (i.e. the "Interface Option" selected at the top of this screen) for Expense Reimbursement Req transactions.  For example, if your Accounting system cannot import this type of transaction, you might only include them on the report (e.g. to use as a working document to process the transactions manually).

Interface option for invoice cancellations

(and related settings)

•This setting can be used to exclude canceled invoices from the interface.  

•Unlike the previous "Interface option for" settings, above, this setting only relates to the report option, but not the batch file option, as canceled invoices cannot be included in the interface file when using the "Batch file option" (although some of the "direct integrations" do support canceled invoices, depending on the capabilities of the target system).

•If you are including canceled invoices in the interface, depending on the interface option you are using and the capabilities of the target A/P system, you may be able to specify when the canceled invoice will be removed from the other system, either at the time the A/P Interface is run, or immediately when the invoice is canceled in SpendMap.

•You may also be able to specify how to post the invoice cancellation (e.g. as a cancellation transaction or a credit, etc.).  A cancellation will remove/delete the original invoice transaction in the A/P system, while a credit note will leave the original invoice transaction as-is and will post a separate credit transaction.

Interface option for Return Of Goods (RMAs)

•This setting can be used to override the default invoice export option (i.e. the "Interface Option" selected at the top of this screen) for Return Of Goods (RMA) transactions.  For example, if your Accounting system cannot import this type of transaction, you might only include them on the report (e.g. to use as a working document to process the transactions manually).

Payment consolidation option

•If you are using direct integration, depending on the capabilities of the target system, you may be able to specify how payment transactions are consolidated into a single "payment  request".  For example, instead of sending a separate check request to the A/P system for each and every invoice, you might consolidate payments by supplier to produce a single payment for all pending invoices for that supplier.

•While consolidation will result in fewer payment transactions to process in Accounting (e.g. fewer checks to cut, possibly reduced postage costs, etc.), consolidating payments may affect your ability to cancel transactions, in that all transactions related to a payment request must be canceled as a group rather than individually.  For example, if you attempt to cancel an invoice in SpendMap that was sent to your Accounting system along with other invoices in a single/consolidated payment transaction, you will be notified that the other invoices will also be canceled (you will have the option to abort the operation if required).  See also the related setting for "Interface option for invoice cancellations", above.

• Also, if you consolidate transactions, depending on your transaction volume and the number of transactions that are included in a single/consolidated payment transaction, it is possible that the length of some of the reference fields may be exceeded/truncated.  For example, if you are passing the PO number to your Accounting system as one of the user-definable reference fields (see below), and if the payment transaction spans multiple POs (e.g. "Purchase Order 10001, 10002, 10003..." shows in the reference field), it is possible that you may exceed the field length available in the target system, in which case the data will simply be truncated (chopped off).

•NOTE: Regardless of the consolidation option selected, payments will always be separated by 1) supplier address group and 2) terms of payment.

Credit Account
(account that payments are drawn from)

•If you are using direct integration, some Accounting systems allow you to specify which account (e.g. "Checking") the funds will be drawn from when payments are processed in the Accounting system.

•At the time of writing, this only applies to Expense Reimbursement transactions.

Account codes for taxes to A/P

•For use with batch file integrations and some direct integrations, these four fields can be used to override the account codes used for the sales tax portion of invoices when invoices are exported.

•If populated here, the applicable account codes will be substituted in and separate line items in the export will be created for taxes (using these account codes), otherwise the taxes will be charged to whatever account codes the invoice line items are coded to.

•This setting should be used if you use dedicated account codes for ALL sales taxes.  If you only use dedicated account codes for certain types of tax, you can specify the account codes to use on a case-by-case basis, using the corresponding fields in the Tax Master File.

User-Configurable fields (field mapping)

•If you are using direct integration, depending on the capabilities of the target system, you will be able to specify the relationship between various data entry fields in SpendMap and the corresponding fields in the target system.  This allows you to "map" where the data will be sent to in the target system.

•Simply enter the applicable "field codes" (displayed in the "SpendMap Field Code Legend" at the bottom of the screen) into the applicable fields that are available in the target system (the available fields will be different based on the target system).  For example, if the target system does not have a specific field for the description of an invoice line item, but perhaps has a "comment" field, you may include "<SHORTDESC>" (the code that represents the primary/short description) in that comment field.
 
NOTE:  In addition to specifying the applicable field codes, you can also optionally add text/comments in the fields, which will be passed to the target system along with the applicable data from the transaction.  For example, you might want to pass "Purchase order: <PONO>" to the other system.
 
Also, you can optionally combine multiple SpendMap fields into a single field in the target system.  For example, you might want to combine the Cost Center and G/L Account Fields (two separate fields in SpendMap) into a single/long "account code" field in your Accounting system, such as "<ACCT2>:<ACCT1>".  In this example, the G/L and Cost Center codes will be combined into a single field, with a ":" added between the two codes.

•Make sure to use fields in the target system that are long enough to accommodate the data entered into the corresponding fields in SpendMap.  With the exception of the short and long description, if data is passed to the target system that is too long for any of the other fields, an error will result and the transaction will not be passed to the target system (the failed transaction will be retained in SpendMap and SpendMap will attempt to exported them the next time the interface is run).