Enter A/P Invoices - Transaction Entry Tab

Access this form using Transactions>Accounts Payable>Enter A/P Invoices.

Use this form to enter or adjust Accounts Payable Invoices. (The A/P Invoices Session form always precedes it.) These invoices are recorded to the appropriate subledger, and then you can include them on various reports and select them for payment. In order for each invoice to be recorded to the Accounts Payable subledger, you must have set up the General Ledger payable account as an account type of Accounts Payable - Vendors.

Use this tab to enter document and transaction information.

Once these transactions are posted you can use the following forms to credit, pay, or partially pay the invoices:

• Transactions>Accounts Payable>Enter A/P Credits - Transaction Entry Tab or Enter Manual A/P Checks - Transaction Entry Tab
• Activities>Accounts Payable>Write Checks or Pay Selected A/P Invoices

 

Invoice

• To create a new document, enter a unique ID or press the "+" (plus) key to have the system assign a document ID.
• To edit or view an existing document, select it from the drop-down list.
• We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols, such as: | and ".

• When the entered invoice number exists for the selected Vendor ID, the system changes this field from Invoice to Appending Invoice, and this entry modifies the original invoice. This option is only available if the Allow Appending Entries to Invoices and On Account Credits check box was selected by the Administrator on the Organization>Set Up Modules>A/P form.

Note: If you enter the same invoice number that has already been used for a particular vendor (in a different session), the system displays a message stating that this invoice will be posted as an appending entry to the original invoice.

Date: Accept the session date, or enter a valid date specific to this document.

Amount: Enter the amount of the invoice, omitting currency and grouping symbols. The document amount and the net of the transaction lines must equal if the Session status is BP or OL. If the status is BS, these lines can be out of balance.

Description: Accept the session description, or enter a description specific to this document.

Vendor ID: Select the vendor that is associated with the invoice, or use Find to help you select an ID. The vendor can have a status of Active or Inactive.

To display only the 200 most recently used IDs in the drop-down list, select "View Frequently used IDs" on the Options>Customize Workstation Settings>Preferences tab.

Due: Accept the default date, or enter a new due date for this invoice. The system displays the due date calculated using the information you specified when setting up this vendor (Maintain>Accounts Payable>Vendors).

Check Address: Accept the default Preferred Check Address for this Vendor ID, or select a different check address from the drop-down list. If the Check Address you are looking for is not available in the drop-down list, complete the following steps: Click Vendor Information to display the Vendors form; select the Address tab and then the Check Address button; enter a new Address Code and complete the form; be sure to save your changes and close the form; once saved, the Check Address will automatically refresh the drop-down list on the Enter A/P Invoices form.

1099 Type: Accept the default entered on the Maintain>Accounts Payable>Vendors>1099 Information tab or select a 1099 form type from the drop-down list, such as NEC, MISC, DIV, INT, R, or W2G. This field is only available if the Vendor ID selected has 1099 information associated with it, however,

• If creating an invoice On Account, then the 1099 Type is able for selection.
• If Applying Credit to an invoice, then the 1099 Type displays but cannot be modified.

Transaction Entry Table: In order for an entry to be saved or posted, every line item must include all required account codes (segments) for the organization, a debit or credit amount, an effective date, entry type, and a description. These fields can be found on all transaction entry forms. However, the following fields are specific to this form, see Transaction Entry Overview.

• PO/Enc ID: If you have installed the Purchase Order and Encumbrance modules, and you select an item using Choose Items/Encumbrances , the table displays either the Purchase Order ID or the Encumbrance ID in this column. It displays the Purchase Order ID, when items selected are related to a Purchase Order. Otherwise, it displays the Encumbrance ID.
• PO Line #: If you select an item using >Choose Items/Encumbrances , that is related to a Purchase Order, this column identifies transaction lines with individual items ordered on the purchase order.
• 1099 Box: If the selected vendor needs a 1099, enter the 1099 box number (Form Type-Box Number) for this line, or accept the default (if any). If a vendor was set up (Maintain>Accounts Payable>Vendors>1099 Information tab) with a 1099 box number of "No Default," and the Vendor ID was selected on this form, you are required to enter a 1099 Box number here. Also, if the 1099 Type is changed for this transaction, select the 1099 Box number, associated with the 1099 Type form, from the available drop-down list which displays the Code (Form Type-Box Number) and its Description, such as MISC-15 or DIV-01a.
• 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 Currency and Rate Type selected on the Session form. You 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 by the Administrator (Organization>Set Up Modules>Multicurrency). For more information, see Multicurrency Dates.
  

• {User Defined Field}: This column displays any Transaction Lines type user defined field that was assigned the API transaction source. 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 to this tab.
  When you select a GL segment with an account type of FAO, Asset Quick Entry becomes available (only if the Fixed Assets module is installed).