Split Feature for Invoice and Purchase Orders
What is the Split Feature?
The Split Feature allows users to create a single Invoice (API) or Purchase Order (ENC) that contains line items for various vendors. At a later stage in the workflow process, authorized users will be able to split a single invoice or purchase
order into multiple separate documents, with one document generated per vendor.
Important Considerations: What Can and Cannot Be Split
While the Modern Split Feature offers significant advantages, it's important to understand its scope:
- Invoices: The core functionality lies in splitting normal Accounts Payable (APIN) documents. This enables granular control over your standard vendor invoices and payments.
- No Support for Partial Pay (APIP): The Split Feature does not support splitting Partial Pay (APIP) documents.
- No Support for AP from Posted ENC (APIL): Similarly, the feature does not allow for the splitting of Accounts Payable documents generated from posted Encumbrances (APIL). These documents typically represent commitments already finalized.
Split Feature: Pre-requisites
To ensure a smooth implementation of the Split Feature for both Purchase Order (ENC) and Accounts Payable (API) documents, a few simple pre-requisites must be met:
- Button/Functions Assignment via Security: The "Split" button, which will initiate the splitting process, needs to be explicitly assigned to users. Navigate to Security > Button/Functions to grant the necessary permissions. This ensures that only authorized personnel can access and utilize this feature.
- Setting the Split Document Level via Maintenance > Approval Level Setup: To maintain control and consistency in your financial workflows, the system requires a defined "Split Document Level." This is configured in Maintenance > Approval Level Setup. By setting an appropriate approval level, you can ensure that documents are at the correct stage in their lifecycle before being eligible for splitting, preventing premature or unauthorized modifications.
- Allow Line-item Vendor via Maintenance > Global Settings (GSID 74): the "Allow Line-item vendor" setting must be enabled. Enabling this option ensures that individual line items within a document can be managed and potentially assigned to different vendors during or before the splitting process.
When Will the Split Button Appear?
The "Split" button will only become visible and actionable under specific conditions outlined in the pre-requisites, ensuring data integrity and adherence to established workflows:
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