Payables & Cash Management

Get Involved. Join the Conversation.

Topic

    Mohan Gundepudi
    How to restrict AP Trade Liability accountAnswered
    Topic posted May 30, 2019 by Mohan GundepudiBronze Medal: 1,250+ Points, tagged Financials, Payables, Subledger Accounting 
    124 Views, 7 Comments
    Title:
    How to restrict AP Trade Liability account
    Summary:
    How to restrict AP Trade Liability account
    Content:

    Hi Experts,

    I have a question on how to restrict users from using AP Trade Liability account in Distributions Expense Account.

    Users are using same Liability account code combination as Distribution Expense Account which is not correct. So how to restrict such practice. 

     

    Best Regards

    Mohan

     

    Best Comment

    Becky Alvarez

    Well there are approvals, routing for account coding workflow and a thing called training.  Why would users be putting in the liability account as the expense account and why would this not be something they would know not to do and why isn't this being caught during approval if it is an issue?

    There is not any way to prevent them from entering in a valid GL account you can setup override rules in SLA so that create accounting will check what is on the invoice and can change the accounting but that means that the invoice will not reflect the account that was actually posted to the GL but at least the GL will get the correct account.

    Comment

     

    • Becky Alvarez

      How do you have your Expenses System Options setup for the Business Unit?  You can choose to define an expense liability account for each business unit or use the Setup from Payables.  If you have it setup to use the Employee Liability Account from Payables then it will use the default Liability account that is setup under Manage Common Setups for Procurement and Payables.

      See screen print from Manage Expenses System Options where I have selected a specific business unit and reviewed the Processing Options for the Expense Report which is where the default liability account is derived in expenses.

      • Mohan Gundepudi

        Thanks Becky, for your help.

        I have uploaded an image to show you what I am asking for.

        User has selected AP Trade Liability Account in the Invoice distribution which is same as the Liability Account.

        Business does not want this to happen.

        Kindly review the attached screenshot and advise.

         

        best regards

        Mohan

         

    • Becky Alvarez

      Well there are approvals, routing for account coding workflow and a thing called training.  Why would users be putting in the liability account as the expense account and why would this not be something they would know not to do and why isn't this being caught during approval if it is an issue?

      There is not any way to prevent them from entering in a valid GL account you can setup override rules in SLA so that create accounting will check what is on the invoice and can change the accounting but that means that the invoice will not reflect the account that was actually posted to the GL but at least the GL will get the correct account.

      • Mohan Gundepudi

        Hi Becky,

        Thanks for your reply.

        As mentioned by you, we have done enough coaching. But in spite, these errors creep in. I was checking if there are any other options to prevent these mistakes from happening. 

        I know the best way to plug these errors is to - TRAIN/COACH the team.

         

        regards

        Mohan

      • Liezel Francisco

        Hi Becky,

        Thanks for sharing your insights. It is very helpful. We are encountering the same issue where users are entering the liability account as the expense account. I know that training the users is the best way to deal with this but as of the moment they just want to restrict the liability account from being entered as expense account during account creation. Maybe can you help me by putting in more details on the options you have mentioned. We want to maximize the routing for account coding workflow.

        Thank you so much

    • Tracy Davies

      Hi Mohan,

      We have used the Create 'Cross-Validation Rules in Spreadsheet' feature to prevent certain account combinations being able to be posted in the GL.  It has been very helpful in these types of situations. 

      Hope this helps!

      How To Upload Cross-Validation Rules Using The Spreadsheet? (Doc ID 1990551.1)

      -Tracy

    • Becky Alvarez

      Absolutely.

      This was released with 18C.  If you go the the

      There is a Video and a Handout under Readiness Training Section that offers some training.  THe Release Readiness for 18C can be found here and the specific write up in the What's New is here.  You can also find more in the AP User Guide and the AP Implementation Guide.

      If you need more information you can work with support.