AP: Invoice Entry

The Payment Method defaults from the Vendor Master File (Payments tab, if one was selected.

Select the method used for paying an invoice. If you select Credit Card, then the Credit Card Vendor is required. For more information see Adding a Credit Vendor.

• Check - Select Check to pay the invoice with a check.
• Credit Card - Select Credit Card if the invoice is being paid with a credit card. A check is not created to pay this invoice and a Credit Card Vendor is required.
• NACHA - Select NACHA to pay the invoice electronically be transmitting the payment to the Vendors bank account.

Important:  If you change the payment method, the AP Payment Wizard still uses the default payment method from the Vendor Master File. For example, if the vendor is set-up to use a NACHA default payment method and you change the payment method to check, the AP Payment Wizard will still designate all invoices as NACHA payment method. In this example, you would have to clear the NA check box in the AP Create Automatic Batch window to bypass the default method.

Select this invoice to use the Standard or Alternate Payment Plan. The Vendor Invoices screen defaults to a Standard payment plan. The Alternate payment plan is used when an invoice will be paid in more than one payment, but is not a recurring payment. If the Alternate payment plan is selected, you will need to enter the payment schedule in the Alternate Payments grid. Negative amounts are allowed in the Alternate Payment grid.

Note:  You cannot select a Payment Method of Credit Card if the Payment Plan is Alternate.

Use to enter Invoice, Posting, and Due dates. Dates require different information based on the Payment Plan selected. Dates must be within the Valid Dates for Data Entry in the Fiscal Year Setup screen.

For Standard Invoices

Invoice

Use the Invoice Date field to enter the date of the Invoice, or use the Date Control to select a date.

Due

This is available for Standard Invoices only.

The Due Date will default based on the Terms selected for this vendor in the Vendor Master File.

Posting

Use the Posting Date field to enter the date the system uses to post the invoice to the General Ledger, or use the Date Control to select a date. The Posting Date defaults from the date entered in the Invoice Date. You may modify this field if needed.

The Discounts fields will display only if the Standard Payment Plan is selected.

Use the Discounts fields to enter any discounts that may be applied to this invoice. The discount information defaults based upon the invoice date and the discount information set up in the Vendor Master File. If no discount is offered by this Vendor, the Due Date and Amount field will be blank.

To add a discount for this invoice, enter the Due Date and enter the discount amount.

Note:  The Discount Due Date is calculated based on the Invoice Date entered in the previous Dates field, and by the discount information in the Vendor Master File (Payments tab) for this Vendor. This date may be modified if new terms are available. The Discount Amount is calculated based on the discount percentage in the Vendor Master File (Payments tab), Percent Discount field.

If the Vendor Master File (Payments tab) has a Credit Card Vendor listed, it will display here.

Displays only for Liability Transfer invoices, and shows the Vendor Number that transferred the liability. The Transfer Liability From and Credit Card Vendor fields are disabled on posted records.

The Credit Vendor Information icon displays only when the invoice is paid by a Credit Vendor account.

It indicates the cleared/reconciled status based on the Credit Vendor.

• If there is an R on the Credit Vendor icon , the Payment has been reconciled.
• If there is a C on the Credit Vendor icon , the Payment has been cleared, but not reconciled.

Select the Include on 1099 check box if this Vendor requires a 1099 at the end of the year. If the Vendor is a corporation and does not require a 1099, leave the check box cleared. Normally, any non-corporate vendor who is paid more than $600.00 a year is issued a 1099 form at the end of the year.

Example:  You may generate a Vendor 1099 Report at the end of the year for every Vendor that has Compute 1099 selected. The report lists each Vendor with the total amount paid during the year.

When AP Invoices are imported, the Include on 1099 check box is selected on the invoice if the Compute 1099 check box is selected in the Vendor Master File (Payments tab).

Use the Pay Use Tax check box if your company is required to pay Use Tax for items on this invoice. If the vendor does not charge sales tax on the items you purchase from them, you will normally have to pay Use Tax on those items purchased at appropriate times during the year.

If Pay Use Tax is selected, two additional fields are required for entry.

• Use Tax Amount - The Use Tax Amount field will default to the same amount as the Invoice Amount, but it is possible that not all items listed on the invoice should be taxed, so you will need to verify the amount that is subject for paying Use Tax.
• Use Tax Code - You must also select the Use Tax Code to define the taxing authority to be paid. Based on the tax rates that are set up with the Use Tax Code, the system will calculate what Use Tax is owed to each tax entity when running the Use Tax Due Report for any invoices that are marked to Pay use Tax. You can double-click in the Use Tax Code field to open the Use Tax Codes Add/Edit list.

Use the Permanent Hold check box to put this invoice on hold so this invoice will not be selected for check printing. An invoice may be put on hold if there is a dispute over merchandise delivered or for some other reason. If an invoice is put on a Permanent Hold status, you may use the Notes area to explain the reason for the hold. This will help ensure that everyone knows why this invoice is on hold.

Use Memo Lines to enter information to print on the stub and advice of checks issued to a Vendor. Memo Lines print on the check stub under the Memo, next to Invoice Date, Invoice No., Amount, Discount and Net Amount information. Memo Line fields are populated by default with any information that may be entered in the Vendor Master File (Payments tab), but you may overwrite this information.

If an invoice has been paid or partially paid, click the arrow to view payment information. The Check Date, Amount Paid, Discount Offered, Check Number and Status Description display.

Use the Notes field to enter any notes pertaining to this invoice.

This button is available for use only on existing invoices. Click to create a credit invoice for the selected invoice. The system creates a negative invoice for the same amount and GL Distribution as the original invoices.

Use the General Ledger Distribution grid to enter the General Ledger Account Number you want to distribute the invoice amount to and the Job Number to charge for this distribution.

If the Taxable check box is selected in the Vendor Master file, a "Taxable" label will display in green text above the grid. This serves as a visual clue to the AP entry person so that Use Tax can be properly recorded for this AP invoice.

If your cursor is in the Amount field and you want to distribute the entire Invoice Amount, you can press the space bar and the Invoice Amount will populate the Amount field in the GL Distribution grid.

If you have already added a partial Amount to the GL Distribution grid, you can press the space bar and the remaining amount (the portion that has not been distributed) will populate the Amount field in the GL Distribution grid. Once you tab off the line item in the GL Distribution grid, the Amount Left is recalculated to a zero amount.

Note:   For single companies - If you enter a balance sheet account number, the Job Number defaults to the Balance Sheet Job Number indicated in your Company Defaults.
For multiple companies - If you enter a balance sheet account number, you will also need to enter the Balance Sheet Job Number of the Company to whom the distribution belongs to.

Example:   If you have entered General Ledger Distribution information in the Vendor Master File (Invoices tab) for this Vendor, click the Lookup button to display the default GL number and Job number information specifically for this Vendor.

General Ledger Account Number

Enter the General Ledger Account Number to identify the general ledger account distribution, or use the Lookup to locate the General Ledger Account Number.

Note:  If you select an account number that is set up as a Balance Sheet account, the word '[NONE]' displays in the Job Number field and the cursor moves to the Amount field.

Job Number

Enter the Job Number to charge for this distribution, or use the Lookup to locate the Job Number.

If you enter a balance sheet account number in General Ledger Account Number, [NONE]' displays in this field, and ‘Balance Sheet’ displays in the Description field.

Ticket Number

Enter the Ticket Number, or use the Lookup to locate the Ticket Number) to associate with this Purchase Order. Double-click to open the WS: Ticket Details screen for the specified ticket.

Notes

Use the Notes field to enter any notes concerning the distribution. The Notes field can contain up to 250 characters.

These Notes can be included when running the General Ledger Detail Report by selecting the Include Notes check box.

Amount Left

The Amount Left field displays the amount of the invoice that has not been distributed. When the entire invoice

amount has been distributed, the value in this field will be $0.00. The invoice cannot be saved until the invoice amount and distributions equal one another.

Click to display a list of invoices for this Vendor. The Get Selected Invoice GL Distribution pop-up window displays a list in descending date order. Select the invoice from the list and the GL Distribution grid will populate with the information from the selected invoice. If the GL Distribution amount is different than the current Invoice Amount you will need to make an adjustment equal to the invoice amount so that the Amount Left is $0.00.

Click to display a list of Purchase Orders for this Vendor. The list displays in descending date order.

The AP Invoice Entry screen has its own Security Group, AP Invoice Entry.

The following security features are available for this screen:

• Can Change Liability Transfer
• Can Override Valid Dates for Data Entry
• Import
• Read-Only

The AP Invoice Entry screen is part of the AP ALL Security Group.

The AP Invoice Entry screen is part of the AP ALL Security Group with the Import feature selected.

The AP Invoice Entry screen is part of the SYS Drill Down AP Security Group with the Read-Only feature selected.

In order for a user to import invoices, a user must belong to the SYS ALL Security Group or you will need to create a custom security group adding AP Invoices as a screen, with the Import Feature selected.

This screen has the Read-Only Feature. For more information see Learning about Read-Only Security.

Tip:  For more information see Security Groups Overview and Security Groups By Module.

For more information see Custom Settings and List of Custom Settings.