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# Using the Related AP Items Function in AP.E for Credit Card Payments and Invoice Consolidation

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# Problem Statement

Users need to manage credit card payments to vendors and consolidate multiple receipts or invoices into a single accounts payable (AP) invoice in RoverERP.

# Symptoms

  • Difficulty tracking which vendor invoices were paid by credit card
  • Need to create a single AP invoice for multiple receipts or invoices
  • Uncertainty about how to use the Related AP Items function in AP.E

# Cause

The Related AP Items function in AP.E was designed to handle credit card payments and invoice consolidation, but users may not be familiar with its operation or benefits.

# Resolution Steps

# Example 1: Handling Credit Card Payments

1. Create a New Invoice for the Credit Card Provider

In AP.E, create a new invoice for the credit card provider.

  • Leave the AP ID field blank; an AP ID will be assigned automatically when the record is saved.

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2. Enter Related Vendor Invoices

Navigate to the Related AP Items tab.

  • Enter the AP IDs of the vendor invoices that were paid on the credit card statement.
  • The AP IDs can be in either "invoiced" or "accrual" status.

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3. Adjust Payment Amounts if Needed

  • You may change the payment amount for each related item, but the amount cannot exceed the open balance.
  • If there is a difference between the total related amount and the statement amount, apply the difference to a GL account (e.g., office supplies as a miscellaneous charge).

# Example 2: Creating a Single Invoice for Multiple Receipts

1. Create a New Consolidated Invoice

In AP.E, leave the AP ID field blank.

  • Enter the vendor number, invoice number, date, and amount for the new consolidated invoice.

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2. Add Related Receipts or Invoices

On the Related AP Items tab, enter the AP IDs or receipts you wish to consolidate into this single invoice.

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3. Save the Record

When the record is saved:

  • The IDs entered on the Related AP Items tab will be flagged as paid.
  • The check number for these items will be the AP ID of the newly created consolidated invoice.

4. Verify Status

  • If the invoice is paid in full, its status will be changed to "closed."

# Verification

  • Confirm that all related AP items are flagged as paid and reference the correct consolidated AP ID.
  • Verify that any differences between statement and related amounts are properly expensed to the appropriate GL account.
  • Ensure that the status of fully paid invoices is set to "closed."

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# Notes

  • The Related AP Items function streamlines the process of reconciling credit card payments and consolidating multiple receipts or invoices into a single AP record.
  • Always review the amounts and GL postings for accuracy before finalizing.

# Additional Information

  • For further assistance or complex scenarios, contact RoverERP support.
  • Document all consolidated payments and related items for audit and reconciliation purposes.