Equipment Profile Update Supplier Invoice Amount

The Supplier Invoice Amount Update (formerly called Equipment Costing Update) is an interface to automatically update the Original Cost of a stock unit. The interface works by creating a zero voucher with the equipment cost information loaded in from the Equipment Order header file (POEOH) that comes from the Purchase Order system. Essentially, it creates the same distribution line as would be created when manually selecting a stock number from Purchase Order tab on a voucher. The voucher is then added to a batch which can be processed through a normal A/P update. As the costing is pulled from an Equipment Order, a Purchase Order for the unit is required for the interface to function.

Note:  The security switch Update Supplier Invoice Amount in system 800 - Equipment Profile must be activated in order for a user to access the interface.

Configuration Screen

  1. The configuration screen for this interface is accessed through Configuration > Equipment > Profile > Update Supplier Invoice Amount

  2. On this screen, default accounts should be configured for the vendors you wish to use this interface with:

  3. To add a new default, click the Create button and fill in all appropriate fields:

    1. Dealer Number is an optional field. You may enter a dealer in order to configure default liability accounts on a dealer number basis, or you may leave the field blank if you wish to use the same account for all dealer numbers for a specific vendor.

Walkthrough

  1. To update the original cost on a unit, navigate to the Equipment Profile screen for the unit. If the unit fulfills these conditions, you will see the Update Supplier Invoice Amount button:

    1. User has the appropriate security settings (see above)

    2. Cannot be status Invoiced

    3. Original cost must be less than or equal to $0.01

    4. There must not be any records in Voucher Distribution that match the stock number

  2. Clicking on the Update Supplier Invoice Amount button will open the batch selection popup:

  3. On this popup, you need to select the batch under which your voucher will be created. You may choose one of the batches in the list of your user batches, or create a new batch below.

  4. If you choose to create a new batch, you may enter a Batch Name and G/L date or you may leave the fields blank.

    1. Clicking New Batch will create a new voucher batch with your requested batch name and G/L date, or it will generate a new batch with the naming convention OC + Location + Month + Day

  5. If voucher creation was successful, the window will automatically close. You can then navigate to the Vouchers screen in Accounts Payable and view your voucher in the batch selected:

  6. If voucher creation was not successful, you will see an error message of some sort at the top of the popup which will remain open:

Feature: 6242 - Equipment Profile Original Costing

Security: 999 - Configuration

Revision: 2025.03