Edit Pay Selected A/P Invoices - Transaction Entry Tab
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Access this form using the Transactions>Accounts Payable>Edit Pay Selected A/P Invoices Session>Start button. |
Use this tab to edit transaction entry line items or document information for an existing Accounts Payable system generated check. When you paid invoices (Activities>Accounts Payable>Pay Selected A/P Invoices), the system automatically generated checks (with a transaction source of APS) to pay the selected invoices (Activities>Accounts Payable>Select A/P Invoices to Pay).
Begin by selecting a Document number. The system displays the current document information. You can change the Date, Description, and transaction entry line items. If you change the Debit or Credit amount, the total Amount must not change.
You cannot add new documents or change the Document number, Vendor ID, document Amount, or transaction lines with an A/P account type.
Advanced Security Users
Account Level Security is available for this form. This feature allows you to define the account codes and related amounts a user can view on transaction entry forms. Note that if a user does not have Account Level Security enabled, the user will see all account codes.
Multicurrency Users
The Exchange Rate field is only available if the Administrator has installed and added this module (Organization>Add a Module). When the system is required to perform multiplication calculations involving fractional numbers, it is not uncommon to have rounding differences. See Rounding Rules for Transaction Entry for more information. When an Accounts Payable transaction originating in an alternate currency is paid, it is settled. See Process to Settle Open A/P and A/R Transactions for more information.
Document Number: Select an existing document ID from the drop-down list.
Date: Accept the date assigned to the selected check, or enter a new one.
Amount: The system displays the amount of the system generated check you created using the Activities>Accounts Payable>Pay Selected A/P Invoices form. You cannot edit this amount.
Description: Accept the existing description, or enter a new one.
Vendor ID: The system displays the vendor ID associated with this check. You cannot edit this ID.
Check Address: The system automatically displays the default Preferred Check Address for this Vendor ID. You cannot edit this check address.
Transaction Entry Table: You can either accept the data in this table, or edit it.
- Fund, General Ledger and other segments: The system displays the document's segment codes. You cannot change segment codes for line items that have an A/P type account.
- 1099 Box: The system displays the 1099 box number associated with the vendor. This column only appears if you specified a vendor ID that receives a 1099.
- Invoice Number: The system displays the invoice number.
- Debit, Credit: The system displays the debit or credit for the line item. If you make changes to these columns, the total Amount must not change.
- Exchange Rate: The default Exchange Rate displayed here is determined by cross referencing the Effective Date used in the transaction line to the Active Date entered on the Maintain>Multicurrency>Exchange Rates form, for the Rate Type selected on the Session form. The Administrator can override the default exchange rate for the Currency selected on the Session form, if the Allow Rate Override During Transaction Entry check box is selected (Organization>Set Up Modules>Multicurrency). For more information, see Multicurrency Dates.
- Entry Type: The system displays the entry type for the line item. Valid types are: Normal, End of Year Adjustments, Adjust Opening Balances, or Beginning Balances.
- Effective Date: The system displays the existing effective date. This is the effective date that posts to the ledgers.
- Description: The system displays the existing line item description.
- {User Defined Field}: This column displays any user defined field with a Transaction Lines type and transaction source of APS (A/P System Generated Checks and Vouchers). The system automatically appends one column for each field (to the right of the Transaction Entry table). These fields were created by the Administrator using Organization>Set Up User Defined Fields. Currency user defined fields follow the formatting of the organization's functional currency, even though the data is still processed in the currency selected on the Session form (if it is different than the functional currency). If flow-thru was set up by the Administrator (Organization>Set Up UDF Default Sources), a UDF value can flow from Maintain>Accounts Payable>Vendors or Transactions>Accounts Payable>Enter A/P Invoices to this tab.
Note: In the MIP 2020.3 release, any MISC-07 coded activities with an effective date of 1/1/2020 or later have been automatically updated to NEC-01.