Use this screen to determine how the A/P Voucher Preprocessor replaces invalid charging data. The A/P Voucher Suspense Setup screen consists of two major sections: the Validation Method group box and the Suspense Values group box. In the Validation Method group box, you can choose the method by which the preprocessor will replace invalid data with the suspense values. In the Suspense Values group box, you can designate the values to be used for replacement.
Fill out this screen and save your selections before running the A/P Voucher Preprocessor. The preprocessor uses your selections to replace invalid charging data with the suspense value data you provide, based on the data replacement method you choose.
Use this group box you to specify the data replacement method you want the preprocessor to use. You can choose either a "single" method (e.g., account only, project only) or a "combination" method (e.g., account/organization or project/account/ organization) for replacing items that fail the preprocessor validations. You cannot select both methods across the different validation items; i.e., if a "combination" method is selected in one box, you must select that same "combination" method in all group boxes, where applicable. If you select a "single" method, other validations will be automatically set to No Substitution.
Use this group box to specify how you want the preprocessor to handle accounts that fail validation.
Select this radio button to replace an invalid account with the project or non-project account entered in the Suspense Values group box. Only the account will be replaced; the remaining information on the row will be subjected to normal validation procedures. If you select this method, you must enter a project and a non-project account in the Suspense Values group box.
Select this radio button to replace an invalid account and the organization with the account and organization entered in the Suspense Values group box. When you save your selections, the system will verify that they are linked in the Organization Account table. If you select this radio button, you must also select it in all other applicable group boxes.
Select this radio button to replace an invalid project/account/organization with the project account, non-project account, organization, and project entered in the Suspense Values group box. If it is a non-project account, only the account/organization will be replaced. When you save your selections, the system will verify that these items have been appropriately linked. If you select this radio button, you must also select it in all other applicable group boxes.
If you select this radio button, the system will select those records that fail validation because of an account and write them to the error file without uploading them. If you entered a project or non-project account in the Suspense Values group box, it will not be used.
Select this radio button to replace an invalid organization with the organization entered in the Suspense Values group box. Only the organization will be replaced; the remaining information on the row will be subjected to normal validation procedures.
Select this radio button to replace an invalid account and the organization with the account and organization entered in the Suspense Values group box. When you save your selections, the system will verify that they are linked in the Org Account table. If you select this radio button, you must also select it in all other applicable group boxes.
Select this radio button to replace an invalid project/account/organization with the project account, non-project account, organization, and project entered in the Suspense Values group box. Only the account/organization will be replaced in the case of a non-project account. When you save your selections, the system will verify that these items have been appropriately linked. If you select this radio button, you must also select it in all other applicable group boxes.
If you select this radio button, the application will select those records that fail validation because of an organization and write them to the error file without uploading them. If you entered an organization in the Suspense Values group box, it will not be used.
Select this radio button to replace any invalid project with the project entered in the Suspense Values group box. Only the project will be replaced; the remaining information on the row will be subjected to normal validation procedures.
Select this radio button to replace an invalid project/account/organization with the project account, non-project account, organization, and project entered in the Suspense Values group box. If you select this radio button, you must also select it in all other applicable group boxes.
If you select this radio button, the application will select those records that fail validation because of a project and write them to the error file without uploading them. If you entered a project in the Suspense Values group box, it will not be used.
Select this radio button to replace the invalid PLC with the PLC entered in the Suspense Values group box. Only the PLC will be replaced; the remaining information on the row will be subjected to normal validation procedures.
Select this radio button to replace an invalid PLC and project with the project and a PLC entered in the Suspense Values group box. The application will check the Project Labor Category table to see whether the PLC/Project is valid.
Select this radio button to replace the PLC with the PLC in the Suspense Values group box. If the new combination does not pass validation, the preprocessor will replace the project as well. The application will also verify that the project and PLC are in the Project Labor Category table.
If you select this radio button, the system will select those records that fail validation because of a PLC and write them to the error file without uploading them. If you entered a PLC in the Suspense Values group box, it will not be used.
Select this radio button to replace the invalid account with the project or non-project account entered in the Suspense Values group box. Only the account will be replaced; the remaining information on the row will be subjected to normal validation procedures.
Select this radio button to replace the account with the account entered in the Suspense Values group box. If the new account/organization combination does not pass validation, the preprocessor will also replace the organization. The application will verify that the accounts and organizations have been properly linked in the Org Account table.
Select this radio button to replace the project/account/organization with the project account, non-project account, organization, and project entered in the Suspense Values group box. If you select this radio button, you must also select it in all other applicable group boxes.
Select this radio button to replace the invalid organization with the organization entered in the Suspense Values group box. Only the organization will be replaced; the remaining information on the row will be subjected to normal validation procedures.
Select this radio button to replace the organization with the organization in the Suspense Values group box. If this new combination fails validation, the preprocessor will also replace the account. The application also verifies that the accounts and organizations have been properly linked in the Org Account table.
Select this radio button to replace both the account and organization with the project account, a non-project account, and organization entered in the Suspense Values group box. When you save your selections, the system will verify that they are linked in the Org Account table. If you select this radio button, you must also select it in all other applicable group boxes.
If you select this radio button, the preprocessor selects those records that fail validation because of an account/organization combination and writes them to the error file without uploading them. If you entered an account/organization combination in the Suspense Values group box, it will not be used.
Select this radio button to replace the invalid project/account/organization combination with the project or non-project account entered in the Suspense Values group box. Only the account will be replaced; the remaining information on the row will be subjected to normal validation procedures.
Select this radio button to replace an invalid account and organization with the project account, a non-project account, and an organization entered in the Suspense Values group box. When you save your selections, the system will verify that they are linked in the Org Account table. If you select this radio button, you must also select it in all other applicable group boxes.
Select this radio button to replace the project/account/organization with the project account, non-project account, organization, and project entered in the Suspense Values group box. If you select this radio button, you must also select it in all other applicable group boxes.
Select this radio button to replace the account and organization with the project account, non-project account, organization, and project entered in the Suspense Values group box. If the record still fails validation, the project will also be replaced.
Select this radio button to replace the organization of the invalid project/account/ organization combination with the organization entered in the Suspense Values group box. Only the organization will be replaced; the remaining information on the row will be subjected to normal validation procedures.
Select this radio button to replace the account first. If the new combination fails validation, it will replace the organization and project. If you select this radio button, you must enter a project account, a non-project account, an organization, and a project in the Suspense Values group box.
Select this radio button to replace the organization. If that fails validation, then the application will replace the account and project. You must enter a project account, a non-project account, an organization, and a project in the Suspense Values group box.
Select this radio button to replace the project in the invalid project/account/organization combination with the project entered in the Suspense Values group box. Only the project will be replaced; the remaining information on the row is subjected to normal validation procedures.
If you select this radio button, the preprocessor replaces the account first. If the new combination fails validation, it replaces the project. The application verifies that a project account, a non-project account, and a project are entered in the Suspense Values group box.
If you select this radio button, the preprocessor will select those records that fail validation because of a project/account/organization combination and write them to the error file without uploading them. The application checks to see whether there is a project account, non-project account, organization, and project entered in the Suspense Values group box. If any of these are present and are not being used by some other validation method, the application will return a warning message stating that these values will not be used in suspense processing. However, the values will not be deleted.
Use this group box to designate values that the preprocessor will use to replace invalid data.
Enter, or use Lookup to select, a valid project ID that will be used by the preprocessor to replace an invalid project ID. The project ID entered must exist in the Project table.
Enter, or use Lookup to select, a valid project account ID that will be used by the preprocessor to replace an invalid project account ID. The project account ID must exist in the Account table.
Enter, or use Lookup to select, a valid non-project account ID that will be used by the preprocessor to replace an invalid non-project account ID. The non-project account ID must exist in the Account table.
Enter, or use Lookup to select, a valid organization ID that will be used by the preprocessor to replace an invalid organization ID. The organization ID must exist in the Org table.
Enter, or use Lookup to select, valid reference number IDs for reference 1 and/or reference 2. The preprocessor will use these IDs to replace any invalid reference number IDs. The reference number IDs must exist in the Reference Structure table.
Enter, or use Lookup to select, a valid Project Labor Category (PLC) code that will be used by the preprocessor to replace an invalid PLC code. The PLC code must exist in the Billable Labor Category table.
Enter, or use Lookup to select, a valid General Labor Category (GLC) code that will be used by the preprocessor to replace an invalid GLC code. The GLC code must exist in the General Labor Category table.
Use the Save button on the toolbar to save your selections. The system will use your selections to replace invalid charging information when you run the preprocessor.