Accounts Payable
The Accounts Payable or AP module records vendor invoices (vouchers), and aligns with the Purchasing and Receiving modules to ensure timely payment to vendors. In this module, you can, with the right permissions:
- Enter vouchers for payment, post, un-post, correct, and delete vouchers
- Match vouchers with purchase orders and receivers
- And other aspects of the payables module including generating reports to further analyze AP information.
AP Profiles
AP Level I Support
AP Level I Support is a high-level access profile, allowing you access to many areas within AP for research and support. It also allow you to adjust purchase orders, enter standard comments, and much more. This profile is for an AP user that provides support to other users for their AP use and is for subject matter experts within AP.
Facility Approval
Select Facility Approval if you will be approving vouchers at a facility level, and specifically NOT for home office. This profile has level 2 and 3 voucher approval authority for your origin. Selecting this profile requires you to enter at least one voucher approver level under origin route control.
Paycycle
The Paycycle profile provides you restricted access to maintain paycycles.
Regional Approval
Select Regional Approval if your job requires you to approve vouchers AP privileges at a regional level. This profile has level 2 voucher approving authority for your specific origin. Selecting this profile requires you to enter a voucher approver level under origin route control.
State Office Approval
Select the State Office Approval profile if your job requires you to approve vouchers at a state office level. This profile has level 2 and 3 voucher approval authority for all origins.
Vendor Entry
Select the Vendor Entry profile if you need the ability to enter and maintain vendors.
Voucher Entry All Allocations
The Voucher Entry profile allows you to enter and approve Level One vouchers for all locations. Selecting this profile requires you to enter at least one voucher approver level under origin route control and a single voucher entry origin.
AP Manual Roles for HHSC Employees
A_AP_VCHR_BUILD
Select A_AP_VCHR_BUILD to be able to process voucher builds.
A_AP_VCHR_CLOSE
Select A_AP_VCHR_CLOSE if you require the ability to close vouchers.
AP Optional Preferences
VOUCHER_REVERSAL
You can also select the “allow reversal voucher style template” preference, which will allow to utilize the Reversal Style Voucher Template.
AP Restricted Roles and Rules
All restricted roles and rules require justification if selected.
A_AP_FIN_APPROVER
Select A_AP_FIN_APPROVER to update and approve account payable vouchers. This role requires you to enter a business justification.
A_AP_FIN_MANAGER
Select A_AP_FIN_MANAGER to update and approve vouchers, and access all areas of AP Management. This role requires you to enter a business justification.
A_AP_SETUP
The A_AP_SETUP role provides you the ability to establish and maintain account payable parameters. This is for a high level user that may also provide AP support. This role requires you to enter a business justification.
A_AP_VCHR_ATCH_DELETE
The A_AP_VCHR_ATCH_DELETE roles provides you the ability to delete AP voucher attachments. This role requires you to enter a business justification.
A_AP_VCHR_UNPOST
The A_AP_VCHR_UNPOST role gives you the ability to unpost vouchers from the system. This role requires you to enter a business justification.
BUDG_DT_AP
This commitment control rule provides budget date override access. This role requires you to enter a business justification.
OVRD_AP
This commitment control rule provides AP budget override access. This role requires you to enter a business justification.
AP Profiles
VENDOR ENTRY
Select VENDOR ENTRY to have the ability to enter and maintain vendors. No other access is provided.
VOUCHER ENTRY
Select VOUCHER ENTRY to have the ability to enter vouchers.
PROCUREMENT
Select PROCUREMENT for the ability to make purchase order adjustments.
AP SETUP (Finance Data Team)
Select AP SETUP (Finance Data Team) for access to AP Level 1 support menus and setup options. (FDT only)
AP LEAD
Select AP LEAD to approve vouchers at level 1, 2, and 3, delete vouchers.
AP MANAGER
Select AP MANAGER to approve vouchers at level 1, 2, and 3, delete/close vouchers. (AP Manager only)
AP Manual Roles
A_AP_PAYCYCLE
Select A_AP_PAYCYCLE to process Advance Travel Checks.
A_AP_STANDARD_COMMENTS
Select A_AP_STANDARD_COMMENTS to add or update standard comments.
A_AP_UNLOCK_KK_SOURCE_HDR
Select A_AP_UNLOCK_KK_SOURCE_HDR to unlock AP Commitment Control Voucher Locked by Budget Check
A_AP_VCHR_BUILD
Select A_AP_VCHR_BUILD to access the Voucher Build process.
Optional Preferences
Select VOUCHER_REVERSAL to gain access for utilizing the Reversal Style Voucher Template.
Restricted Access
Select A_AP_VCHR_UNPOST for the ability to unpost vouchers.
AP Profiles
VENDOR ENTRY
Select VENDOR ENTRY to have the ability to enter and maintain vendors. No other access is provided.
VOUCHER ENTRY
Select VOUCHER ENTRY to have the ability to enter vouchers at Level 1 & 2.
AP APPROVAL
Select AP APPROVAL for the ability to approve vouchers at Level 3. (Level 3 origin must be different than Level 2/3.)
AP SETUP/LEVEL 1
Select AP SETUP/LEVEL 1 for access to AP setups, AP support, DLT comment setup. (For high level AP user only)
AP Manual Roles
A_AP_FIN_MANAGER
Select A_AP_FIN_MANAGER to update and approve vouchers.
A_AP_VCHR_BUILD
Select A_AP_VCHR_BUILD to access the voucher build process.
A_AP_VCHR_CLOSE
Select A_AP_VCHR_CLOSE to close vouchers.
A_AP_VCHR_DELETE
Select A_AP_VCHR_DELETE to delete vouchers.
A_AP_VCHR_UNPOST
Select A_AP_VCHR_UNPOST for the ability to unpost Vouchers.
A_AP_PAYCYCLE
Select A_AP_PAYCYCLE to process Advance Travel Checks.
A_AP_UNLOCK_KK_SOURCE_HDR
Select A_AP_UNLOCK_KK_SOURCE_HDR to unlock AP Voucher Locked by Budget Check.
Optional Preferences
VOUCHER_REVERSAL
Select VOUCHER_REVERSAL to gain access for utilizing the Reversal Style Voucher Template.
OVRD_AP
Select OVRD_AP for the ability to override budgets.
BUDG_DT_AP
Select BUDG_DT_AP for the ability to override budget dates.