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Forums Financial Management Lawson S3 Financials

auto-load one-time vendors

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sharonpeters
New Member
Posts: 0
New Member
10/15/2007 4:19 PM
Hello - I'm hoping someone out there has experience with using AP520 to create one-time vendors during invoice import process. My organization is working to consolidate refund requests from our patient accounting system with a file upload. While we do import invoices on a regular basis, we have not used the vendor auto-create function in the past. Both AP and accounting staff have concerns in the following areas...

Duplication of existing vendors. It does happen even now, and is it that critical in the case of a patient refund?

Archiving or purging old transactions / inactive vendors. Recommendations on when to remove data on completed transactions?

Comments for ck stub in APCATTACH - can these be loaded in at the same time as APCINVOICE and APCDISTRIB? Doesn't look like it to me.

I'd also welcome thoughts about using batch vs no batch in AP520, can use of check comments eliminate need for enclosures, single vs multiple check runs, any automated way to verify whether a vendor/address exists already, other tips or traps.

We are on unix 8.0.1.6 and we use both Epic physician billing and hospital billing. Thanks for taking time to share your insights.

Sharon Peters
k-rock
Veteran Member
Posts: 142
Veteran Member
10/15/2007 5:26 PM
In a past job I did a load into AP520. We built an Access database for billing people to key refunds into along with comments. These were FTP'd to the lawson box weekly and interfaced through AP520. We didn't worry about duplicate vendors. We didn't archive transactions or vendors. The comments can be loaded, but they need to be in a separate file.
Sam Simpson
Veteran Member
Posts: 239
Veteran Member
10/15/2007 6:22 PM
We have patient refund interface thats been running everyday. We use Mercator to map the input into three files to be imported(impexp) into Lawson's staging or conversion files(APCINVOICE, APCDISTRIB and APCATTACH). APCATTACH can be optional.
BCI procedures are created to send emails to users that transactions are ready for AP520 processing. For onetime vendor the vendor number is always blank.