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ZeroAccountsPayable EDBL

Reference for the ZeroAccountsPayable EDBL routine in Encompass: zero out open balances on AP records imported by EDBL for an ImportGroupID. Needs GeneralAccountingEdit permission and AP enabled; v22.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 22.01

Pre-Conditions

  • Accounts Payable module must be enabled in Encompass to use this routine

  • You must have the GeneralAccountingEdit permission to run this routine

  • Typically used after importing purchases through the AccountsPayable EDBL routine

Steps

The ZeroAccountsPayable routine clears (zeroes out) the open balances of previously imported Accounts Payable records. This is useful when you need to reset the balances of imported AP transactions to reflect that they have been fully paid.

This routine works by:

  1. Finding all imported purchases associated with the specified ImportGroupID and EDBLSourceID

  2. Setting the Payment amount equal to the PurchaseTotal (making it fully paid)

  3. Setting OpenCredit and OpenDebit values to zero

  4. Removing any existing payment applications

  5. Recalculating AP terms and due dates

  6. The routine only affects purchases that were previously imported via EDBL with the specified ImportGroupID. It will not modify purchases created manually in the system or imported with a different ImportGroupID.

Fields And Definitions

ImportGroupID - Integer, Default: 1

  • Identifies which group of imports to zero out

  • If not specified, defaults to 1

  • If set to NULL in the import file, the routine will zero out purchases where ImportGroupID is NULL

Note: This routine doesn't require a detailed data file. A simple file with just an ImportGroupID column is sufficient, as the actual work is performed based on existing data in the system.

Best Practices

  • This routine is a special process used for odd data situations, not normally run

  • Consider creating separate ImportGroupIDs for different import sources or cycles to allow targeted zeroing of specific imports

  • Before running this routine, make sure any payment applications you want to keep are not associated with the ImportGroupID you're zeroing out

  • This routine is often used when replacing previously imported AP data with a fresh import, rather than trying to calculate differences

  • Always verify your AP balances after running this routine to ensure the expected records were zeroed out

  • This routine permanently changes your AP data - consider backing up your data or testing in a non-production environment first

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