Epicor ERP

Epicor ERP Accounts Payable

Transaction Hierarchy
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Revision: June 25, 2014 3:00 a.m.
Total pages: 25
sys.ditaval
Epicor ERP Accounts Payable Transaction Hierarchy Contents

Contents
Epicor ERP Accounts Payable Transaction Hierarchy...........................................................4
AP Invoice Entry - Add Invoice..........................................................................................................................4
AP Invoice Entry - Add Debit Memo.................................................................................................................7
AP Invoice Entry - Get DMR Debit Memos........................................................................................................9
Invoice/Receipt Match Maintenance...............................................................................................................10
Logged AP Invoice Entry.................................................................................................................................11
AP Invoice Entry - Get Approved Logged Invoices...........................................................................................13
AP Invoice Entry - Get Approved Logged Invoices (Debit Memo).....................................................................15
Logged Invoice Approve and Void Entry.........................................................................................................17
AP Adjustment Entry......................................................................................................................................19
AP Payment Entry..........................................................................................................................................20
Void Payment Entry........................................................................................................................................22
Payment Instrument (PI) Payable Entry............................................................................................................22
Bank Adjustment Entry..................................................................................................................................22
Bank Funds Transfer.......................................................................................................................................23
Bank Reconciliation........................................................................................................................................24

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Epicor ERP Accounts Payable Transaction Hierarchy

This hierarchy is a summary of common general ledger (GL) transactions posted from within the Accounts Payable
(AP) module.
Important This hierarchy assumes your company uses an unmodified version of the Standard posting
rules delivered with the Epicor application. If you use the Extended posting rules, or if you need information
regarding an AP transaction that is not listed on this hierarchy, refer to GL Transaction Type Maintenance
to review the posting rule operation details.

AP Invoice Entry - Add Invoice

Transaction/Program Function Debit Credit

AP Invoice Entry -
Add Invoice
Important: The AP
Account GL Control
can always be
changed in AP Invoice
Entry.

Add Receipt Billing Clearing Account Payables Account

Line
1. AP Account GL Control - 1. AP Account GL Control -
Supplier Supplier
2. AP Account GL Control - 2. AP Account GL Control -
Company Config Company Config
3. Inventory, COS and WIP GL
Control - Company Config

Less Advanced Payables Account Advanced Payment Account

Payment
1. AP Account GL Control - 1. AP Account GL Control -
Supplier Supplier
2. AP Account GL Control - 2. AP Account GL Control -
Company Config Company Config

Add Advanced Advanced Payment Account Payables Account

Billing Line
1. AP Account GL Control - 1. AP Account GL Control -
Supplier Supplier
2. AP Account GL Control - 2. AP Account GL Control -
Company Config Company Config

Add Job Clearing Account Payables Account

Miscellaneous Line

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Transaction/Program Function Debit Credit

Note: Price variances 1. AP Account GL Control - 1. AP Account GL Control -
are ADJ-PUR Supplier Supplier
inventory
2. AP Account GL Control - 2. AP Account GL Control -
transactions.
Company Config Company Config
3. Inventory, COS and WIP GL
Control - Company Config

Add Unreceived Clearing Account Payables Account

Billing Line
1. AP Account GL Control - 1. AP Account GL Control -
Supplier Supplier
2. AP Account GL Control - 2. AP Account GL Control -
Company Config Company Config
3. Inventory, COS and WIP GL
Control - Company Config

Add Miscellaneous Expense Account Payables Account

Line
1. Part GL Control - Part 1. AP Account GL Control -
Supplier
2. Part Class GL Control - Part
Class 2. AP Account GL Control -
Company Config
3. Supplier GL Control - Supplier
4. AP Account GL Control -
Supplier
5. AP Account GL Control -
Company Config

Add Header Expense Account Payables Account

Miscellaneous
1. Miscellaneous Charge GL 1. AP Account GL Control -
Charge
Control - miscellaneous Supplier
Charge/Credit
2. AP Account GL Control -
2. AP Account GL Control - Company Config
Supplier

Add Line
Miscellaneous
Charge

No Purchase Order Expense Account Payables Account

Note: Transaction is 1. Miscellaneous 1. AP Account GL Control -
seen on AP Invoice Charge(Purchase) GL Control - Supplier
Edit List. Purchasing Miscellaneous
2. AP Account GL Control -
Charge
Company Config
2. AP Account GL Control -
Supplier

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Transaction/Program Function Debit Credit

Purchase to the job WIP Material (or WIP Clearing Account

(PUR-MFG) Subcontract) Account
1. AP Account GL Control -
Note: Transaction is 1. Product Group (Part, Job) Supplier
seen on Inventory/WIP
2. Inventory, COS and WIP GL 2. AP Account GL Control -
Reconciliation Report.
Control - Company Config Company Config
3. Inventory, COS and WIP GL
Control - Company Config

Purchase to Variance Account Clearing Account

inventory (PUR-STK)
1. AP Account GL Control - 1. AP Account GL Control -
Note: Transaction is Supplier Supplier
seen on Inventory/WIP
2. AP Account GL Control - 2. AP Account GL Control -
Reconciliation Report.
Company Config Company Config
3. Inventory, COS and WIP GL
Control - Company Config

Purchase to other Account selected on PO Line Clearing Account

(PUR-UKN) Release
1. AP Account GL Control -
Note: Transaction is Supplier
seen on Inventory/WIP
2. AP Account GL Control -
Reconciliation Report.
Company Config
3. Inventory, COS and WIP GL
Control - Company Config

Taxes AP Tax Accrual Payables Account

1. Tax GL Control - Tax Type 1. AP Account GL Control -
Supplier
2. AP Account GL Control -
Company Config

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AP Invoice Entry - Add Debit Memo

Transaction/Program Function Debit Credit

AP Invoice Entry -
Add Debit Memo
Important: You can
always change the AP
Account GL Control in
Debit Memo Entry.

Add Miscellaneous Payables Account Expense Account

Line
1. AP Account GL Control - 1. Part GL Control - Part
Supplier
2. Supplier GL Control -
2. AP Account GL Control - Supplier
Company Config
3. AP Account GL Control -
Supplier
4. AP Account GL Control -
Company Config
5. Part Class GL Control - Part
Class

Add Advanced Payables Account Advanced Payment Account

Billing Line
1. AP Account GL Control - 1. AP Account GL Control -
Supplier Supplier
2. AP Account GL Control - 2. AP Account GL Control -
Company Config Company Config

Add Header Payables Account Expense Account

Miscellaneous
1. AP Account GL Control - 1. Miscellaneous Charge GL
Charge
Supplier Control - Miscellaneous
Charge/Credit
2. AP Account GL Control -
Company Config 2. AP Account GL Control -
Supplier

Add Line
Miscellaneous
Charge

No Purchase Order Payables Account Expense Account

Note: Transaction is 1. AP Account GL Control - 1. Miscellaneous
seen on AP Invoice Edit Supplier Charge(Purchase) GL Control
List. - Purchasing Miscellaneous
2. AP Account GL Control -
Charge
Company Config

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Transaction/Program Function Debit Credit

2. AP Account GL Control -
Supplier

Purchase to the job Clearing Account WIP Material (or WIP

(PUR-MFG) Subcontract) Account
1. AP Account GL Control -
Note: Transaction is Supplier 1. Product Group (Part, Job)
seen on Inventory/WIP
2. AP Account GL Control - 2. Inventory, COS and WIP GL
Reconciliation Report.
Company Config Control - Company Config
3. Inventory, COS and WIP GL
Control - Company Config

Purchase to Clearing Account Variance Account

inventory (PUR-STK)
1. AP Account GL Control - 1. AP Account GL Control -
Note: Transaction is Supplier Supplier
seen on Inventory/WIP
2. AP Account GL Control - 2. AP Account GL Control -
Reconciliation Report.
Company Config Company Config
3. Inventory, COS and WIP GL
Control - Company Config

Purchase to other Clearing Account Account selected on PO Line

(PUR-UKN) Release
1. AP Account GL Control -
Note: Transaction is Supplier
seen on Inventory/WIP
2. AP Account GL Control -
Reconciliation Report.
Company Config
3. Inventory, COS and WIP GL
Control - Company Config

Taxes Payables Account AP Tax Accrual

1. AP Account GL Control - 1. Tax GL Control - Tax Type
Supplier
2. AP Account GL Control -
Company Config

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AP Invoice Entry - Get DMR Debit Memos

Transaction/Program Function Debit Credit

AP Invoice Entry -
Get DMR Debit
Memos

Get Debit Memos Payables Account Reason Code - DMR

from DMR
1. AP Account GL Control - Expense Account
Processing
Supplier
1. Part GL Control - Part
2. AP Account GL Control -
2. Supplier GL Control - Supplier
Company Config
3. AP Account GL Control - Supplier
4. AP Account GL Control - Company
Config

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Invoice/Receipt Match Maintenance

Transaction/Program Function Debit Credit

Invoice/Receipt
Match Maintenance

Match Unreceived Invoice

Lines to Unmatched PO
Receipt Lines
Note: A transaction is
created only if there is a
variance between the PO
receipt amount and invoice
amount. That transaction can
be either a debit or a credit
and displays on the
Inventory/WIP Reconciliation
Report.

Purchase to the Job Clearing Account WIP Material (or WIP

(PUR-MFG) Subcontract) Account
1. AP Account GL Control -
Supplier 1. Product Group (Part,
Job)
2. AP Account GL Control -
Company Config 2. Inventory, COS and
WIP GL Control -
3. Inventory, COS and WIP GL
Company Config
Control - Company Config

Purchase to Inventory Clearing Account Variance Account

(PUR-STK)
1. AP Account GL Control - 1. AP Account GL
Supplier Control - Supplier
2. AP Account GL Control - 2. AP Account GL
Company Config Control - Company
Config
3. Inventory, COS and WIP GL
Control - Company Config

Purchase to Other Clearing Account Account selected on

(PUR-UKN) PO Line Release
1. AP Account GL Control -
Supplier
2. AP Account GL Control -
Company Config
3. Inventory, COS and WIP GL
Control - Company Config

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Logged AP Invoice Entry

Transaction/Program Function Debit Credit

Logged AP Invoice
Entry
Note You can
always change
the AP Account
GL Control in
Logged AP
Invoice Entry.

Add a Logged Invoice Expense Suspense Payables Suspense Account

Account
Important In 1. AP Account GL Control -
Company 1. AP Account GL Control - Supplier
Configuration, the Supplier
2. AP Account GL Control -
accounting option is
2. AP Account GL Control - Company Config
set to Book All to
Company Config
Suspense
Accounts.

Add Logged Invoice Tax Tax Suspense Account Payables Suspense Account
1. AP Account GL Control - 1. AP Account GL Control -
Supplier Supplier
2. AP Account GL Control - 2. AP Account GL Control -
Company Config Company Config

Add a Logged Debit Payables Suspense Expense Suspense Account

Memo Account
1. AP Account GL Control -
1. AP Account GL Control - Supplier
Supplier
2. AP Account GL Control -
2. AP Account GL Control - Company Config
Company Config

Add a Logged Invoice Expense Suspense Payables Account

Account
Important In 1. AP Account GL Control -
Company 1. AP Account GL Control - Supplier
Configuration, the Supplier
2. AP Account GL Control -
accounting option is
2. AP Account GL Control - Company Config
set to Account for
Company Config
Taxes.

Add Logged Invoice Tax AP Tax Accrual Payables Account

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Transaction/Program Function Debit Credit

1. Tax GL Control - Tax Type 1. AP Account GL Control -
Supplier
2. AP Account GL Control -
Company Config

Add a Logged Debit Payables Account Expense Suspense Account

Memo
1. AP Account GL Control - 1. AP Account GL Control -
Supplier Supplier
2. AP Account GL Control - 2. AP Account GL Control -
Company Config Company Config

Add a Logged Invoice, Posting has no affect on the Posting has no affect on the
Logged Invoice Tax, or general ledger. general ledger.
Logged Debit Memo
Important In
Company
Configuration, the
accounting option is
set to
Authorization
Tracking.

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AP Invoice Entry - Get Approved Logged Invoices

Transaction/Program Function Debit Credit

AP Invoice Entry -
Get Approved
Logged Invoices
Note You
always have the
option to
change the AP
Account GL
Control at the
time of AP
Invoice Entry.

Important To
complete this
transaction, a
logged invoice
must first be
approved in
Logged
Invoice
Approve and
Void Entry.

Match Approved Expense Account Payables Account

Logged Invoices to AP
1. Part GL Control - Part 1. AP Account GL Control -
Invoices (Actions menu
Supplier
> Get > Approved 2. Supplier GL Control -
Logged Invoices) Supplier 2. AP Account GL Control -
Company Config
Important: Accounting 3. AP Account GL Control -
Option field in Company Supplier
Configuration is set to
4. AP Account GL Control -
Book All to Suspense
Company Config
Accounts.
Note: Creates two sets
of transactions.

Payables Suspense Account Expense Suspense Account

1. AP Account GL Control - 1. AP Account GL Control -
Approved Logged Invoice Approved Logged Invoice
2. AP Account GL Control - 2. AP Account GL Control -
Logged Invoice Logged Invoice
3. AP Account GL Control - 3. AP Account GL Control -
Supplier Supplier

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Transaction/Program Function Debit Credit

4. AP Account GL Control - 4. AP Account GL Control -
Company Config Company Config

Tax on Matched AP AP Tax Accrual Payables Account

Invoice
1. Tax GL Control - Tax Type 1. AP Account GL Control -
*Assumes tax was added Supplier
at the time of Logged
2. AP Account GL Control -
Invoice Entry*
Company Config
Note: Creates two sets
of transactions.

Payables Suspense Account Tax Suspense Account

1. AP Account GL Control - 1. AP Account GL Control -
Approved Logged Invoice Approved Logged Invoice
2. AP Account GL Control - 2. AP Account GL Control -
Logged Invoice Logged Invoice
3. AP Account GL Control - 3. AP Account GL Control -
Supplier Supplier
4. AP Account GL Control - 4. AP Account GL Control -
Company Config Company Config

Match Approved Expense Account Expense Suspense Account

Logged Invoices to AP
1. Part GL Control - Part 1. AP Account GL Control -
Invoices (Actions menu
Approved Logged Invoice
> Get > Approved 2. Supplier GL Control -
Logged Invoices) Supplier 2. AP Account GL Control -
Logged Invoice
Important: In Company 3. AP Account GL Control -
Configuration, the Supplier 3. AP Account GL Control -
accounting option is set Supplier
4. AP Account GL Control -
to Account for Taxes.
Company Config 4. AP Account GL Control -
Company Config

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AP Invoice Entry - Get Approved Logged Invoices (Debit Memo)

Transaction/Program Function Debit Credit

AP Invoice Entry -
Get Approved
Logged Invoices
(Debit Memo)
Important To
complete this
transaction, a
logged debit
memo must
first be
approved in
Logged
Invoice
Approve and
Void Entry.

Match Approved Payables Account Expense Account

Logged Debit Memos
1. AP Account GL Control - 1. Part GL Control - Part
to AP Debit Memos
Supplier
(Actions menu > Get > 2. Supplier GL Control -
Approved Logged 2. AP Account GL Control - Supplier
Invoices) Company Config
3. AP Account GL Control -
Important: In Company Supplier
Configuration, the
4. AP Account GL Control -
accounting option is set
Company Config
to Book All to Suspense
Accounts.
Note: Creates two sets of
transactions.

Expense Suspense Account Payables Suspense Account

1. AP Account GL Control - 1. AP Account GL Control -
Approved Logged Debit Approved Logged Debit
Memo Memo
2. AP Account GL Control - 2. AP Account GL Control -
Logged Debit Memo Logged Debit Memo
3. AP Account GL Control - 3. AP Account GL Control -
Supplier Supplier
4. AP Account GL Control - 4. AP Account GL Control -
Company Config Company Config

Tax on Matched AP Payables Account AP Tax Accrual

Debit Memo
1. Tax GL Control - Tax Type

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Transaction/Program Function Debit Credit

*Assumes tax was added 1. AP Account GL Control -
at the time of Logged Supplier
Debit Memo Entry.*
2. AP Account GL Control -
Note: Creates two sets of Company Config
transactions.

Tax Suspense Account Payables Suspense Account

1. AP Account GL Control - 1. AP Account GL Control -
Approved Logged Invoice Approved Logged Invoice
2. AP Account GL Control - 2. AP Account GL Control -
Logged Invoice Logged Invoice
3. AP Account GL Control - 3. AP Account GL Control -
Supplier Supplier
4. AP Account GL Control - 4. AP Account GL Control -
Company Config Company Config

Match Approved Expense Suspense Account Expense Account

Logged Debit Memos
1. AP Account GL Control - 1. Part GL Control - Part
to AP Debit Memos
Approved Logged Invoice
(Actions menu > Get > 2. Supplier GL Control -
Approved Logged 2. AP Account GL Control - Supplier
Invoices) Logged Invoice
3. AP Account GL Control -
Important: In Company 3. AP Account GL Control - Supplier
Configuration, the Supplier
4. AP Account GL Control -
accounting option is set
4. AP Account GL Control - Company Config
to Account for Taxes.
Company Config

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Logged Invoice Approve and Void Entry

Transaction/Program Function Debit Credit

Logged Invoice
Approve and Void
Entry

Approve a Logged Expense Account Suspense Account

Invoice or Debit
1. Part GL Control - Part 1. AP Account GL Control -
Memo
Approved Logged Invoice
2. Supplier GL Control - Supplier
Important: In
2. AP Account GL Control -
Company 3. AP Account GL Control -
Logged Invoice
Configuration, the Supplier
accounting option is set 3. AP Account GL Control -
4. AP Account GL Control -
to Authorization Supplier
Company Config
Tracking.
4. AP Account GL Control -
2. Supplier GL Control - Supplier
Company Config
3. AP Account GL Control -
Supplier
4. AP Account GL Control -
Company Config

Approve a Logged Expense Account Payables Suspense Account

Invoice or Debit
1. Part GL Control - Part 1. AP Account GL Control -
Memo
Approved Logged Invoice
2. Supplier GL Control - Supplier
Important: In
2. AP Account GL Control -
Company 3. AP Account GL Control -
Logged Invoice
Configuration, the Supplier
accounting option is set 3. AP Account GL Control -
4. AP Account GL Control -
to Account for Taxes. Supplier
Company Config
4. AP Account GL Control -
Company Config

Approve a Logged Expense Account Payables Account

Invoice or Debit
1. Tax GL Control - Tax Type 1. AP Account GL Control -
Memo
Supplier
2. AP Account GL Control -
Important: In
Supplier 2. AP Account GL Control -
Company
Company Config
Configuration, the 3. AP Account GL Control -
accounting option is set Company Config
to Book All to a
Suspense Account.

Payables Suspense Account Expense Account

1. AP Account GL Control - 1. Tax GL Control - Tax Type
Approved Logged Invoice
2. AP Account GL Control -
Supplier

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Transaction/Program Function Debit Credit

2. AP Account GL Control - 3. AP Account GL Control -
Logged Invoice Company Config
3. AP Account GL Control -
Supplier
4. AP Account GL Control -
Company Config

Void a Logged Invoice Logged Invoice/Debit Memo Logged Invoice/Debit Memo

or Debit Memo transactions are cleared from transactions are cleared from
AP, GL, and AP Tax tables. AP, GL, and AP Tax tables.

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AP Adjustment Entry

Transaction/Program Function Debit Credit

AP Adjustment
Entry

Increase or Decrease an Payables Account Enter Account Number

Open Invoice Amount
1. AP Account GL Control
assigned to posted invoice

Increase or Decrease an Enter Account Number Payables Account

Open Debit Memo Amount
1. AP Account GL Control
assigned to posted invoice

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AP Payment Entry

Transaction/Program Function Debit Credit

AP Payment Entry

Select Invoices for Payables Account Cash Account

Payment
1. AP Account GL Control 1. Bank GL Control - Bank Account
assigned to the posted AP
Note: If the Reconciled AP Balance
invoice
check box is selected on the bank
record in Bank Account
Maintenance, this transaction credits
the Pending Cash Account defined
in the Bank GL Control instead of
the Cash Account.

Payment Discount Payables Account Payment Discount Account

(Set on Invoice)
1. AP Account GL Control 1. AP Account GL Control assigned
Note: Payment assigned to the posted AP to the posted AP invoice
discounts are not invoice
taken for
miscellaneous charges.

Payment Discount Payment Discount AP Tax Accrual

Reduces Tax Account
1. Tax GL Control - Tax Type
(Populates the 1. AP Account GL Control
Payment Discount assigned to the posted AP
Treatment field in Tax invoice
Type Maintenance)

Terms Discount Payment Discount AP Tax Accrual

Reduces Tax Account
1. Tax GL Control - Tax Type
(Populates the 1. AP Account GL Control
Payment Discount assigned to the posted AP
Treatment field in Tax invoice
Type Maintenance)

Add Miscellaneous Expense Account Cash Account

Payment
1. Account selected on 1. Bank GL Control - Bank Account
Payment > Misc Detail
Note: In Bank Account
sheet
Maintenance, if the Reconciled AP
Balance check box is selected on the
bank record, this transaction credits
the Pending Cash Account defined
in the Bank GL Control instead of
the Cash Account.

Add Bank Fee Bank Fee Account Cash Account

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Transaction/Program Function Debit Credit

1. Bank Fee GL Control - 1. Bank GL Control - Bank Account
Bank Fee
Note: If the Reconciled AP Balance
2. Option to change check box is selected on the bank
account on the Payment record in Bank Account
> Bank Fee sheet) Maintenance, this transaction credits
the Pending Cash Account defined
in the Bank GL Control instead of
the Cash Account.

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Void Payment Entry

Transaction/Program Function Debit Credit

Void Payment Entry

Void an outstanding Payables Account Cash Account

payment
1. AP Account GL Control - 1. Bank GL Control - Posted
Posted Invoice Check

Payment Instrument (PI) Payable Entry

Transaction/Program Function Debit Credit

Payment Instrument
(PI) Payable Entry

AP PI PI Payable Account Payables Account

Payment
1. Payment Instrument GL 1. AP Account GL Control assigned
Control assigned to the to the invoice to which you are
Payment Instrument Payable applying the Payment Instrument
Payable

Bank Adjustment Entry

Transaction/Program Function Debit Credit

Bank Adjustment Entry

Important Transaction is reversed
when you enter a negative
adjustment amount.

Adjust a Bank Cash Account Enter Account

Account Number
1. Bank GL Control - Bank
Account

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Bank Funds Transfer

Transaction/Program Function Debit Credit

Bank Funds Transfer

Transfer funds from one bank Transfer Account Cash Account

account to another.
1. Bank GL Control on 1. Bank GL Control on
Important: Creates two sets of the transfer From Bank the transfer From Bank
transactions. Account Account
Note: Results of a bank transfer use
the journal code linked with the
Transfer From GL controls for the
bank.

Note: This transaction uses the Cash Account Transfer Account

journal code linked with the Transfer
1. Bank GL Control on 1. Bank GL Control on
To GL controls for the bank.
the transfer To Bank the transfer From Bank
Account Account

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Bank Reconciliation

Transaction/Program Function Debit Credit

Bank Reconciliation

Add AP Payment Clearing Pending Cash Account Cash Account

Note: Transaction only occurs 1. AP Account GL Control 1. Bank GL Control -
when Reconciled AP Balance is assigned to the paid AP Bank Account
selected on the bank in Bank invoice
Account Maintenance.

Variance between bank Variance Account Cash Account

statement amount and posted
1. Bank GL Control - 1. Bank GL Control -
check amount
Bank Account Bank Account
Note: Transaction is reversed
when bank statement amount is
more than the posted check
amount.

Add Transaction Clearing Cash Account Pending Cash Account

Note: Transaction only occurs 1. Bank GL Control - 1. AR Account GL Control
when Reconciled AP Balance is Bank Account assigned to the paid AR
selected on the bank in Bank invoice
Account Maintenance.

Add AP Payment Instrument Clearing a Payment Clearing a Payment

Clearing Instrument Payable does Instrument Payable does
update the Paid status update the Paid status
and no transaction is and no transaction is
created created

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Documentation areas of the EPICweb Customer Portal. To access
this site, you need a Site ID and an EPICweb account. To create an
account, go to http://support.epicor.com.