Payable API

Overview

The following provides information when using the API for the creation of records in the Payable cycle of Accounting Seed including the following:

• Object API names
• Required fields for inserting a record
• Post and Unpost via Global Class

The following fields are required on the Payable object: AcctSeed__Account_Payable__c

Field Name	API Name	Type
Vendor Contact Employee Either an Account, Contact or User can be a payee. One is required and only one can be used.	AcctSeed__Vendor__c AcctSeed__Contact__c AcctSeed__Employee__c	Lookup (Account) Lookup (Contact) Lookup (User)
Payee Reference	AcctSeed__Payee_Reference__c	Text (250)

The following fields are required on the Payable Line object: AcctSeed__Account_Payable_Line__c

Field Name	API Name	Type
Payable	AcctSeed__Account_Payable__c	Master-Detail (Payable)
Amount	AcctSeed__Amount__c	Currency (16,2)
Expense GL Account This field is not needed if a default Expense GL Account is set on the Account	AcctSeed__Expense_GL_Account__c	Lookup (GL Account)

Posting or Unposting a Payable via Apex Code

The following provides information when using the API for posting or unposting a Payable via Apex Code.

There is a global class in the Accounting Seed Financial Suite managed package called AccountPayablePostService. This class can be called through Apex Code external to the Accounting Seed Financial Suite package to post or unpost a set of payable records. Please note the following:

• This class contains two static global methods. One of the static methods is related to posting payable records and is called postAccountPayables. The other static method is related to unposting payable records and is called unpostAccountPayables.
• You cannot call either the post or unpost methods with a set of payable records where the aggregate line count is more than 1,000 payable lines. If you need to post or unpost more than 1,000 payable lines, you will need to call the class static method from a class which supports batch apex.
• Each method returns a list of post result records, which will indicate if the payable was posted or unposted successfully. If the record was not posted or unposted successfully, an error status code is provided documenting the reason the record was not posted or unposted.

The following error status codes are supported for the AccountPayablePostService class:

Payable Post Method

• LINE_COUNT_LIMIT_EXCEEDED – Attempted to post a set of payable records where the aggregate number of payable lines exceeded 1,000.
• CLOSED_ACCOUNTING_PERIOD – Accounting period associated with the payable is closed.
• ALREADY_POSTED – The record has already been posted.
• STATUS_NOT_APPROVED – The payable status is not approved.
• NO_CONTROL_AP_ACCOUNT_DEFINED – An Account Payable GL Account needs to be defined on the Accounting Settings tab to post the payable records.
• SYSTEM_EXCEPTION – Internal exception.

Payable Unpost Method

• LINE_COUNT_LIMIT_EXCEEDED – Attempted to unpost a set of payable records where the aggregate number of payable lines exceeded 1,000.
• CLOSED_ACCOUNTING_PERIOD – Accounting period associated with the payable is closed.
• AP_DISBURSEMENTS_EXIST – Payable record has associated AP disbursement records and cannot be unposted.
• AP_CREDIT_MEMOS_EXIST – AP credit memos exist which are associated with this payable. You must delete all AP credit memos before you can unpost.
• SYSTEM_EXCEPTION – Internal exception.

Example using the AccountPayablePostService class to post and unpost a set of payable records

The following example posts and unposts a set of payable records:

// Create account payable records to post and unpost
AcctSeed__Account_Payable__c[] payables = new List <AcctSeed__Account_Payable__c> ();
payables.add(
  new AcctSeed__Account_Payable__c(
    AcctSeed__Vendor__c = [Select Id From Account limit 1].Id,
    AcctSeed__Payee_Reference__c = 'ThisIsATestPayeeReference123'
  )
);

payables.add(
  new AcctSeed__Account_Payable__c(
    AcctSeed__Vendor__c = [Select Id From Account limit 1].Id,
    AcctSeed__Payee_Reference__c = 'ThisIsATestPayeeReference456'
  )
);

insert payables;

// Create account payable line records to post and unpost
AcctSeed__Account_Payable_Line__c[] apLines = new List <AcctSeed__Account_Payable_Line__c> ();
AcctSeed__GL_Account__c glAccount = [Select Id From AcctSeed__GL_Account__c Where AcctSeed__Type__c = 'Expense' limit 1];

for (AcctSeed__Account_Payable__c ap : payables) {
  AcctSeed__Account_Payable_Line__c apLine = new AcctSeed__Account_Payable_Line__c();
  apLine.AcctSeed__Account_Payable__c = ap.Id;
  apLine.AcctSeed__Amount__c = 45;
  apLine.AcctSeed__Expense_GL_Account__c = glAccount.Id;
  apLines.add(apLine);

  apLine = new AcctSeed__Account_Payable_Line__c();
  apLine.AcctSeed__Account_Payable__c = ap.Id;
  apLine.AcctSeed__Amount__c = 25;
  apLine.AcctSeed__Expense_GL_Account__c = glAccount.Id;
  apLines.add(apLine);
}

insert apLines;

// Call the post service
AcctSeed.PostResult[] postResults = AcctSeed.AccountPayablePostService.postAccountPayables(payables);

// Loop through post results
for (AcctSeed.PostResult theResult : postResults) {
  if (theResult.isSuccess) {
    System.debug('Successfully posted account payable: ' + theResult.id);
  }
  else {
    System.debug('Error posting account payable ' + theResult.id);
    for (AcctSeed.PostResult.PostErrorResult errorResult: theResult.errors) {
      System.debug('Error status code ' + errorResult.statusCode);
      System.debug('Error message ' + errorResult.message);
    }
  }
}

// Call the unpost service
AcctSeed.PostResult[] unpostResults = AcctSeed.AccountPayablePostService.unpostAccountPayables(payables);

// Loop through unpost results
for (AcctSeed.PostResult theResult : unpostResults) {
  if (theResult.isSuccess) {
    System.debug('Successfully unposted account payable: ' + theResult.id);
  }
  else {
    System.debug('Error unposting account payable ' + theResult.id);
    for (AcctSeed.PostResult.PostErrorResult errorResult: theResult.errors) {
      System.debug('Error status code ' + errorResult.statusCode);
      System.debug('Error message ' + errorResult.message);
    }
  }
}

See also the Account Payable Test Class.