Invoice Interface AP52/AP520 - using batches or authority codes

We will be receiving invoices from our freight company and are using AP52 to process. We use AP52 for our refunds coming from our patient billing software but I am unsure as to the batch field. Can a batch number be hardcoded in the file coming from the vendor and be used each time for file transmission OR does the batch number have to change each time?

I have read a few articles about authority codes being used. Authority codes can be used for specific vendors and I am wondering if this is what needs to be done in order for the file to interface using AP520 and not have any errors.

201008_monthly_proactive.pdf

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Comments

unknown

You can reuse the batch number as many times as you like. We do this for several interfaces. Once AP reviews the batch and releases it, they recreate the empty batch so that we can interface to it again next week.

robert-canham

There are a few things that depends on. You only need to use a batch if you bring them in unreleased and plan to release them on AP25. If you bring them in unreleased, then no batch number is needed.

If you're bringing them in unreleased, and your system is setup to autonumber then it will need new numbers every time I think (not entirely sure how that would work). Otherwise, like MaryBeth said, you can reuse the same batch number, you just need to create it before import.

As for Authority code, we use this for our feeds so that we can process just some of the invoices that are waiting for import. Most of ours come in released, so this is our check to make sure what we thought was going in is what went in.

cpashley

Thank you to Marybeth and rmcanham - this is just the type of information I was looking for. I did not set the format up with a batch number so I wanted to be sure that either way I proceed will work. Have a great day!

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