Ap Ref Number Required Duplicate Field

Overview

A site setting has been added to make the Reference Number (Ref. No.) in Accounts Payable a required field, and to not allow Duplicate Ref. No. per vendor. Also security objects under Billing to override these settings have been added.

This Reference No. can be found in Enter Bills, Edit Bills, and Write Checks functionality.

Admin>Administrator>Sites>Site Settings

AP Reference Number Required has been added and unchecked by default.

• It will make the Ref. No. field in the Enter Bills, and Write Checks a required field for bills and checks created after the setting is checked.

• If a Bill is being edited after the setting was turned on does have a Ref. No. and, the user does not add a Ref No., a dialog box will appear stating “This bill does not have a reference No., do you want to continue?”

Duplicate AP Reference Number Not Allowed has been added and unchecked by default.

• This will check to see if the Ref. No. field in the Enter Bills and Write Checks is a duplicate within that vendor. This allows different vendors to have the same Ref No. just not within the same vendors.

• If a Bill is being edited after the setting was turned on, and the Ref No. was not empty, and the user changes the Ref No., then changes it back to the original value, the system does not check against the same bill to make sure it’s unique.

Admin>Administrator>Security>Billings

• 2 new security objects are unchecked by default

  • Override AP Reference No. Required Setting

  • Override Duplicate AP Reference No. Not Allowed Setting

Enter Bills

Create Bill - Req Setting On, Dupe Setting On , Req Security On , Dupe Security **On **

Note: Confirm logging out and back in after making these settings.

Create Bill - Required Reference Number

• Enter Bill WITHOUT entering a Ref No.

• Click Create Bill. A dialog box appear stating

“Are you sure you want to continue without a ReferenceNo.?”

• Click No and the bill is not created yet

• Click Yes to continue and the bill is created without a Ref No.

Create Bill - Duplicate Ref. No.

• Create Bill with Duplicate Ref No.

• Enter a Ref No. and it is a Ref No. that already exists for this Vendor.

• Click Create Bill

• A dialog box appears stating: “Bill No.______ exists for Amount $_____ in another bill for this Vendor, Are you sure you want to create this bill?”

• Click No and the bill is not created yet

• Click Yes to continue and the bill is created with the Dupe Ref No.

Create Bill - Req Setting On, Dupe Setting On, Req Security and Dupe Security Off

Note: Confirm logging out and back in after making these settings.

Create Bill - Required Ref. No.

• Enter Bill WITHOUT entering a Ref No.

• Click Create Bill. A dialog box appears stating

“Please enter a Unique Reference No.”

• Click OK and the bill is not created.

You are REQUIRED to enter a Ref No.. .

• Create Bill with Duplicate Ref No.

• Enter a Ref No. and it is a Ref No. that already exists for this Vendor.

• Click Create Bill

• A dialog box appears stating: “Bill No.______ exists for Amount $_____ in another bill for this Vendor, Are you sure you want to create this bill?”

• Click No and the bill is not created yet

• Click Yes to continue and “This Reference No. exists on another bill for this Vendor. Please enter a unique Reference No..”

• You are REQUIRED to enter a Ref No. that is not duplicated for the same Vendor.

NOTE: The above scenarios work in Edit Bills.

Write Checks

Write Check - Req Setting On, Dupe Setting On , Req Security On , Dupe Security **On **

Note: Log out and back in to confirm these settings.

Write Check - Required Ref. No.

• Write an AP Check and in the Bill Info screen

• Do not enter a Ref No.

• Click Save and New

• A dialog box appears stating “Are you sure you want to continue without a Reference No.?”

• Click No and the Check is not created yet

• Click Yes to continue and the Check is created without a Ref No.

Write Check - Duplicate Ref. No.

• Write Check with Duplicate Ref No.

• Enter a Ref No. and it is a Ref No. that already exists for this Vendor.

• Click Save & New

• A dialog box appears stating: “The Reference # exists on another Check for this Vendor, are you sure you want to continue with this duplicate Reference#?”

• Click No and the Check is not created yet

• Click Yes to continue and the Check is created with the Dupe Ref No.

Write Check - Req Setting and Dupe Setting On, Req Security and Dupe Security Off

Note: Confirm logging out and back in after making these settings.

Write Check - Required Ref. No.

• Write Check WITHOUT entering a Ref No.

• Click Save & New. A dialog box appears stating

“Please enter a Unique Reference No.”

• Click OK and the bill is not created.

You are REQUIRED to enter a Ref No.

Write Check - Duplicate Ref. No.

• Write Check with Duplicate Ref No.

• Enter a Ref No. and it is a Ref No. that already exists for this Vendor.

• Click Save & New

• A dialog box appears stating: “This Reference# exists on another bill. Please enter a unique Reference #.

• Click OK

• You are REQUIRED to enter a Ref No. that is not duplicated for the same Vendor.