IFS IDEAS Accounts Payable User Guide

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Accounts Payable Overview

The Accounts Payable module enables users to perform the entire accounts payable process and to update and maintain all payables records.  Each invoice entered into the system is recorded and maintained in the currency (foreign or domestic) in which the financial settlement is due.

To operate the Accounts Payable module, follow these procedures:

• Initialize the system

• Process invoices

• Process checks

• Journalize

• Perform month end processing

• Perform year-end processing

Modules to Set Up Before Accounts Payable

P2 IDEAS requires that the General Ledger module be set up before the Accounts Payable module can be set up.

AP System Setup Procedures

To set up the Accounts Payable module, complete the steps in the following chart.  Each step requires that a button be clicked, or a function be selected from a drop-down menu and completing the screen(s) that P2 IDEAS displays.  Please see the Screen-by-Screen Instructions section for detailed instructions regarding how to complete each screen.

AP Monthly Processing Procedures

To perform monthly processing, complete the steps in the chart below.  Each step requires clicking a button or selecting a function from a menu and completing the screen(s) that P2 IDEAS displays.  Please see the Screen-by-Screen Instructions section for detailed instructions regarding how to complete each screen.

AP Month End Processing Procedures

To perform month end processing, refer to the chart below and use the function specified.  Please see the Screen-by-Screen Instructions section for detailed instructions regarding how to complete it.

AP Year End Processing Procedures

To perform year end processing, the first two steps in the chart below are required. All other steps are optional based on system configuration and individual business processes at each company.  Each step requires a function to be selected from a menu and the screen(s) that P2 IDEAS displays to be completed.  Please see the Screen-by-Screen Instructions section for detailed instructions regarding how to complete each screen.

The Accounts Payable module offers functions to support all activities required to perform accounts payable processing.  The following chart contains the seven menus and the functions that fall under each. The remainder of this guide details the menus and features in the P2 IDEAS AP module.

P2 IDEAS also provides quick and easy access to four commonly-used functions by clicking on the associated toolbar buttons:

  Vendor Maintenance

  Invoice Entry

  Vendor Inquiry

  Create Accounts Payable Journal

Some screens in this module may have an Export to Excel button  incorporated in the screen or an Export to Excel  icon in the toolbar.  The user can click on this button or icon to export the raw report data directly to an Excel spreadsheet, bypassing the report.  This feature is useful as it allows clients to use Excel features (for example, pivot tables, etc.) to organize the data as desired.

Advances (Optional)

P2 IDEAS supports vendor payment (trade) advances as well as employee advances.

To enable features for advances (optional) in P2 IDEAS, perform the following steps:

1. Double-click the P2 IDEAS .ini file on the local computer. The filename is usually the database name followed by ‘_Ideas.’ In this example screenshot, OGDEMO_Ideas is the .ini file.  

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2. The .ini file opens in Notepad. Scroll down to the text that says ‘ODBC=TRUE,’ then enter either ‘ADVPAY=NORUS’ OR ‘ADVPAY=RUS.’ Each option is explained below.

• NORUS processes advances according to GAAP.    

• RUS processes advances according to Russian Accounting Practices. 

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3. Save the file ( File > Save), then close the window ( File > Exit).

4. If the Accounts Payable module is open, close the module.

5. Open the Accounts Payable module.

6. P2 IDEAS features for advances are now enabled.    

The subsections below describe all the advance features that are available in the Accounts Payable module in detail. Refer to the subsections below for information about how to create, approve and validate, and pay an advance, as well as for instructions to apply an advance to invoice(s) and journalize advance applications.

Creating Advances

The first step in the general process of applying an advance to invoice(s) is to create an advance. Advances are created in the Invoice Entry screen ( Transaction menu > Invoice Entry).

When ADVPAY=NORUS or ADVPAY=RUS is set, an additional invoice option called A – Advance becomes available for selection in the Invoice Entry screen ( Transaction menu > Invoice Entry > Invoice tab > General tab > Inv/Mem Type field). Selecting the A – Advance option allows the user to designate that an advance is being created. The user can then proceed with creating the advance like any other invoice type. For detailed information on how to create an invoice, refer to the Invoice Entry section.

Enter Fully Qualified Account Elements Information for Advances

When creating an advance, enter the element information (for the advance’s FQA) in the Non-Stock Line/Stock Line tab in the Invoice Entry screen (Transaction menu > Invoice Entry > Invoice Tab > Non-Stock Line/Stock Line tab).

For advances, the Non-Stock Line tab or Stock Line tab will only have one (1) grid line/row. The available column fields in this row are the line number, which will always be 1, and the columns that are applicable to each of the advance’s FQA elements.  An advance only requires the FQA that represents the advance account so only one FQA is entered.

Approving and Validating Advances

After an advance is created, it must be validated and approved just like any other invoice type.  To validate advances, use the Transaction Batch Validation and Transaction Approval screens.

Paying Advances

Once an advance is validated and approved, it needs to be paid. Users can use the Generate Cash Requirements screen to select invoice(s), including advances, due on or before the due date for the specified payable accounts and vendors.  Invoices selected on this screen are designated for automatic check payment.  Advances can be paid using the Automated Check Processing (Automatic Check Process) screen or the Manual Check Processing (Manual Check) screen.  The Automated Check Processing screen requires that the Generate Cash Requirements process be run.  The Manual Check Processing screen does NOT require that the Generate Cash Requirements process be run.

Applying Advances to Invoices

After an advance has been paid, it can be applied to invoice(s) in the place of payment(s). The Apply Advance function can be used to do this. (For detailed information about how to enable this function in the Transaction menu in P2 IDEAS, refer to the Advances (Optional) section.) 

An advance can be applied fully to one invoice or it can be applied partially to multiple invoices.  The invoice must be valid, approved, and not of the advance invoice type to be eligible to be paid with an advance.

The Apply Advance screen is configured differently depending on the vendor selected for the advance in the Invoice Entry screen (Accounts Payable module > Transaction menu > Invoice Entry > Invoice tab > General Tab > Vendor ID field). There are two types of vendors available, Trade Vendors or Employee vendors. By default, vendors created in the Vendor Maintenance screen (Vendor menu > Vendor Maintenance) are designated as Trade Vendors unless the Employee checkbox in the General tab is marked to indicate an Employee vendor, and not a traditional vendor. 

Trade Vendors

When a Trade Vendor is selected for an advance, only invoices entered for the same vendor as the advance are eligible for application in the Apply Advance screen.  An advance is created for a Trade Vendor when the vendor requires a down payment or some form of advance payment before processing an order.  The advance is generated and the payment for the advance is sent to the vendor to satisfy the advance payment request.  When the goods are received and invoiced, then the advance is applied against the invoice and any remaining balance can be paid with standard payment types (e.g., auto check, bank draft, manual check, wire transfer).  Therefore, only invoices for the same vendor as the advance are eligible for application.

Employee Vendors

When a vendor of the Employee vendor type is selected for an advance, any valid and approved invoice is eligible for application in the Apply Advance screen.  As an employee incurs various costs, invoices are entered into AP to record those costs.  The advance given to the employee is then applied to those invoices for reporting purposes.  It is necessary, therefore, to have the ability to apply the advance to other vendors’ invoices in the Apply Advance screen.  Because of this, an additional Vendor ID column exists in the Apply Advance grid to identify the different vendors applicable to the invoices for selection.

Journalizing Advances, Paid Advances, and Advance Applications

Journalization is a required process. Journalization organizes data from the sub-ledger modules (AP, ART, JIB, etc.) and sends it to the General Ledger module so that it can be posted and included in financial reports.  The original advance and payment for the advance are journalized as part of the invoice and disbursement process found in the Create Accounts Payable Journal screen (Journalize > Create Account Payable Journal).  Advance applications to invoice(s) are journalized in the same screen by selecting the option ‘Journalize only Advance Applications.’  An example of what the user can expect for the accounting for advances when a journal is created at each step of the process is as follows.

Advance Entry

Advance Payment

Invoice Entry

Advance Application

Removing Advance Applications

Like voiding payments, occasionally the need arises to remove an advance application from an invoice.  The Remove Advance Application screen allows for the removal of the advance application from an invoice and reopens the invoice so that another advance or payment can be applied instead. (For instructions to enable the Remove Advance Application function in the Transaction menu, refer to the Advances section.)  Whenever an advance is removed using this screen, the system will verify if the original advance application was journalized.  If so, a reversing journal batch is created in the General Ledger module to reverse the original posting.  These reversing journal entries are created for previously journalized advance applications to maintain an audit trail. 

For detailed instructions to use this screen, refer to the Remove Advance Application subsection.

Generating Advance Status Reports to Manage Advances

Advance Status Report (Reports menu > Advance Status) generates an Advance Status report that helps the user manage advances and their applications.  The report can be run to show all advances and their respective activity, or it can be run to show only open advances.

For instructions to enable this function in the Reports menu, refer to the Advances (Optional) section.

Vendor Menu

Vendor functions allow users to establish vendors, perform vendor maintenance, and report on vendor maintenance that has been performed. 

Following are screen-by-screen descriptions of how to use each function.

Vendor Maintenance

To track accounts payable history for a vendor or to automatically pay a vendor, a record for that vendor must be created in the P2 IDEAS system.  Invoice and payment history, as well many other items, can then be tracked.

To create the vendor record or to modify or delete an existing vendor record, use the Vendor Maintenance function. Invoice Entry function can then be used  to enter invoices for those vendors.

Extensive information about a vendor can be stored using the Vendor Maintenance function.  However, only five fields are required:  Vendor ID, Name, Abbreviation, Status, and Payment Type.

To save changes to a newly created vendor or modifications to an existing vendor in this screen, ensure the respective fields described in the subsections below are completed as necessary, and then click the Save button   from the toolbar.

Processing the Vendor Maintenance Screen

Click on the VM button   to load the Vendor Maintenance screen  from the Vendor menu.

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The top portion of the Vendor Maintenance screen, called the Header, contains a set of fields and toolbar buttons that are always visible on the screen.  The fields on the header always remain in view, regardless of tab or sub-tab selections.

The bottom portion of the screen contains seven main tabs. There is a set of sub-tabs on the Address tab for inputting different Address Types, if desired. Each tab is discussed in detail in the sections below.   

• Vendor ID – To create a new vendor record, type a unique Vendor ID in the text box or click the New button in the Toolbar to obtain a system-generated Vendor ID.  To view an existing vendor record, type the existing Vendor ID or use the spyglass  button to search.

  • If using the spyglass, the following window will pop-up:

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To use this window, type in any known information. Use the   button to execute the search. Once the search results are displayed, select a vendor from the list by double-clicking the record or by selecting the record and clicking the Ok button.

• Name – If creating a new vendor, enter a vendor name.  The vendor name may be up to 50 characters long.  When viewing an existing vendor record, the vendor name will display automatically.

• Abbreviation – If creating a new vendor, enter a vendor abbreviation.  It may be up to 30 characters long.  When viewing an existing vendor record, the vendor abbreviation displays automatically.

• Status – Mark a vendor’s status as active or inactive using the Active or Inactive radio buttons in this group box.  The radio button selected by default is Active.  Active vendors can have new invoices entered for them.  Inactive vendors cannot.  A company may mark a vendor as inactive if they do not want to use a vendor anymore, but still want to include that vendor in reporting.  Inactivating a vendor does not delete the vendor.

These four  fields, and the Payment Type field in the Defaults tab are the only required fields for a vendor record.  These fields must be completed before the user can save the record.  If desired, the user may complete these fields, click the Save button to save the record, then complete additional, optional information in the other tabs and fields later.  These tabs and fields are described in detail in the subsections below.  Although these fields are not required to save the vendor record, completing them may be necessary for the successful use of other P2 IDEAS processes or modules.

The Address Tab

The Address tab consists of six sub-tabs:  Vendor, Miscellaneous, Mailing, Remit, Return, and Bank.

Each is discussed in detail below. Entering address information for a vendor is optional but encouraged.

Vendor Sub Tab

The Vendor subtab is the first subtab in the Address tab.  

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The Vendor subtab is for recording physical address information for a vendor. This address may be omitted, or it can be included for informational purposes.

• Address 1 - 3 – Type in the vendor’s physical address.

• City – Type in the city for the vendor’s physical address.

• State – Type the state abbreviation for the vendor’s physical address or select one from the drop-down list. All US states will be loaded automatically. States outside the US can be set up through User Tables located in the Utilities menu. For detailed instructions, see the User Tables section of this guide.

• Country – Type the country for the vendor’s physical address or select one from the drop-down list. Countries can be set up through User Tables located in the Utilities menu. For detailed instructions, see the User Tables section of this guide. 

• Postal Code – Type in the postal code for the vendor’s physical address or use the spyglass  button to search for an existing postal code.  Unlike with the State and Country fields, postal codes do not need to exist in the database to be valid. Frequently-used postal codes can be set up using User Tables, but this is an optional step.

• Contact – Type in a point-of-contact name for the vendor.

• Telephone – Type in the vendor’s telephone number.

• Fax – Type in the vendor’s fax number. 

• E-mail – Type in the vendor’s e-mail address.

Miscellaneous Sub Tab

The next sub-tab on the Address tab is the Miscellaneous tab. The Miscellaneous sub-tab can be used to record miscellaneous vendor address information that does not fall under the other Address sub-tabs.   

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• Address 1 - 3 – Type in the vendor’s miscellaneous address.

• City – Type in the city for the vendor’s miscellaneous address.

• State – Type the state abbreviation for the vendor’s miscellaneous address or select one from the drop-down list. All US states will be loaded automatically. States outside the US can be set up through User Tables located in the Utilities menu. For detailed instructions, see the User Tables section of this guide.

• Country – Type the country for the vendor’s miscellaneous address or select one from the drop-down list. Countries can be set up through the User Tables located in the Utilities menu. For detailed instructions, see the User Tables section of this guide.

• Postal Code – Type in the postal code for the vendor’s miscellaneous address or use the spyglass   button to search for an existing postal code.  Unlike with the State and Country fields, postal codes do not need to exist in the database to be valid. Frequently-used postal codes can be set up in User Tables, but this is an optional step.

• Contact – Type in the vendor’s miscellaneous point-of-contact name.

• Telephone – Type in the vendor’s miscellaneous telephone number.

• Fax – Type in the vendor’s miscellaneous fax number.

 Mailing Sub Tab

The third Address sub-tab is the Mailing sub-tab. Use the Mailing sub-tab to record mailing address information for the vendor, if it is different from the information on the Vendor sub-tab. For example, use this sub-tab if the vendor prefers to receive all mail at a P.O. Box.  

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• Address 1 - 3 – Type in the vendor’s mailing address.

• City – Type in the city for the vendor’s mailing address.

• State – Type the state abbreviation for the vendor’s mailing address or select one from the drop-down list. All US states will be loaded automatically. States outside the US can be set up through the User Tables located in the Utilities menu. For detailed instructions, see the User Tables section of this guide.

• Country – Type the country for the vendor’s mailing address or select an option from the drop-down list. Countries can be set up through the User Tables located in the Utilities menu. For detailed instructions, see the User Tables section of this guide.

• Postal Code – Type in the postal code for the vendor’s mailing address or use the spyglass  button to search for an existing postal code.  Unlike with the State and Country fields, postal codes do not need to exist in the database to be valid. Frequently-used postal codes can be set up in the User Tables, but this is an optional step.

• Contact – Type in a point-of-contact name for the vendor.

• Telephone – Type in a telephone number for the vendor.

• Fax – Type in a fax number for the vendor. 

Remit Sub Tab

The fourth sub-tab under the Address tab is the Remit sub-tab. Use the Remit sub-tab to record remittance address information for the vendor, if it is different from the information on the Vendor sub-tab.

• Address 1 - 3 – Type in the vendor’s remittance address.

• City – Type in the city for the vendor’s remittance address.

• State – Type the state abbreviation for the vendor’s remittance address or select one from the drop-down list. All US states will be loaded automatically. States outside the US can be set up through the User Tables located in the Utilities menu. For detailed instructions, see the User Tables section of this guide.

• Country – Type the country or select an option from the drop-down list. Countries can be set up through User Tables located in the Utilities menu. For detailed instructions, see the User Tables section of this guide.

• Postal Code – Type in the postal code for the vendor’s remittance address, or use the spyglass  button  to search for an existing postal code.  Unlike with the State and Country fields, postal codes do not need to exist in the database to be valid. Frequently-used postal codes can be set up in User Tables, but this is an optional step.

• Contact – Type in a point-of-contact name for the vendor.

• Telephone – Type in a telephone number for the vendor.

• Fax – Type in a fax number for the vendor.

Return Sub Tab

The next Address sub-tab is the Return sub-tab. Use the Return sub-tab to record the vendor’s address for returned goods, if different from the information on the Vendor sub-tab.

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• Address 1 - 3 – Type in the vendor’s return address.

• City – Type in the city for the vendor’s return address.

• State – Type the state abbreviation for the vendor’s return address or select an option from the drop-down list. All US states will be loaded automatically. States outside the US can be set up through the User Tables located in the Utilities menu. For detailed instructions, see the User Tables section of this guide.

• Country – Type the country for the vendor’s return address or select an option from the drop-down list.  Countries can be set up through the User Tables located in the Utilities menu.  For detailed instructions, see the User Tables section of this guide.

• Postal Code – Type in the postal code for the vendor’s return address or use the spyglass  button to search for an existing postal code.  Unlike with the State and Country fields, postal codes do not need to exist in the database to be valid. Frequently-used postal codes can be set up in User Tables, but this is an optional step.

• Contact – Type in a point-of-contact name for returned goods.

• Telephone – Type in a telephone number for returned goods.

• Fax – Type in a fax number for returned goods.

Bank Sub Tab

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The final Address sub-tab is the Bank subtab. Use the Bank subtab to record a vendor’s bank address, account, and routing information.

• Bank Name – Type in the name for the vendor’s bank

• Address 1 - 3 – Type in the address for the vendor’s bank.

• City – Type in the city for the vendor’s bank.

• State – Type the state abbreviation for the vendor’s bank address or select one from the drop-down list. All US states will be loaded automatically. States outside the US can be set up through the User Tables located in the Utilities menu. For detailed instructions, see the Utilities section of this guide.

• Country – Type the country or select an option from the drop-down list. Countries can be set up through the User Tables located in the Utilities menu. For detailed instructions, see the User Tables section of this guide.

• Postal Code – Type in the postal code for the vendor’s bank address or use the spyglass   button to search for an existing postal code.  Unlike with the State and Country fields, postal codes do not need to exist in the database to be valid.  Frequently-used postal codes can be set up in User Tables, but this is an optional step.

• Contact – Type in a point-of-contact name for the vendor’s bank.

• Phone – Type in a telephone number for the vendor’s bank.

• Fax – Type in a fax number for the vendor’s bank.

• Account Number – Type in the account number for the vendor’s bank account.  This is necessary information if this vendor will be paid via wire transfer.

• Routing Code – Type in the bank routing code, or routing number, for the vendor’s bank. This is necessary information if this vendor will be paid via wire transfer.

• Country Code – For ACH payment purposes, enter the country code for the vendor’s bank.

• Routing Number Identifier – For ACH payment purposes, enter the Routing Number Identifier (ABA or CPA) for the vendor’s bank.
  
  
  

Defaults Tab

The Defaults tab contains the Payment Type field, the only field required for a vendor record that is not on the header.e header fields and the Payment Type field must be completed before the Vendor record can be saved. While all other fields are optional to save the vendor record, completing optional fields may be necessary for successful use of other P2 IDEAS processes or modules. processes or modules.

Any selections made in the Defaults tab will be the default value for that vendor in the Invoice Entry screen. However, any default can be changed while performing invoice entry, if desired.      

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• Payment Type (Required) – Type in the respective number code for the desired payment type or use the spyglass button for a list of valid payment type options. If using the spyglass, the following pop-up window appears. Select an option from the list and click Ok.

• Tax Type (optional) – If the Purchase Taxes module is installed, complete this text box. Enter the tax type letter code or use the spyglass   button to open the Tax Type Selection window shown below.  Select the appropriate tax type for this vendor, then click Ok.

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• Purpose of Payment (optional) – Enter the Purpose of Payment code or use the spyglass  button to open the Purpose of Payment Selection window.  Select the appropriate Purpose of Payment code for this vendor, then click Ok.

• Payment/Discount Terms (optional)– Type in the respective number code for the desired term or use the spyglass button to open the Discount Terms Selection window shown below.  Select the desired term, then click the Ok button.  The system will then calculate the due date and any applicable discount information during invoice entry. See the chart below for definitions of the available payment/discount terms. the available payment/discount terms.

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   Payment/Discount Terms :

*No discount available for these terms

• Payment Days – This field is only active for payment/discount term codes 3, 4 and 5. See the chart above for details.

• Discount– This field is only active for payment/discount term code 5. See the chart above for details. code 5. See the chart above for details.

• Discount– This field is only active for payment/discount term code 5. See the chart above for details. code 5. See the chart above for details.

• Entity (or Company) – Type a valid entity ID into the grid or double-click the field to display a list of entities.

• Currency – Type a valid currency code into the grid or double-click the field to display a list of currencies.

• AP Account – Type a valid AP Account ID into the grid or double-click the field to display a list of AP accounts.

 More than one entity, currency, and AP Account combination can be defined in the grid, if desired

Other Tab

The Other tab can contain up to 16 user-defined fields. These fields can be used for recording useful information about the vendor, but which does not fit into another field or tab. Examples of information that may be recorded on the Other tab are:  minority vendor status information; government contract details; and additional, key employees beyond the main point-of-contact. This tab and the user-defined fields are at the discretion of each company.

User-defined fields are set up in the User Definitions screen. See the User Definitions section for detailed instructions.

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Once the user-defined fields have been set up, they may be used from this sub-tab according to established business practices.

Notes Tab

Unlike the Other tab, the Notes tab can be used to record a narrative of the vendor record. There is a single field on the Notes tab that can be used for recording additional details about the vendor or the vendor’s contract terms.  

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To use this subtab, simply click into the Comments text box and begin typing.

IVA Tab

Use the IVA tab to enter tax information for the vendor. This information is necessary for processing 1099s at year end.

Renaming the IVA Tab

The default tab name (IVA) can be renamed. For example, the IVA tab can be renamed to 1099, 394, or any other name that more closely aligns with the local reporting requirements for the user’s respective country.

To rename the IVA tab, perform the following steps:

1. Click the Utilities menu > System Tables submenu > AP Miscellaneous.

2. Enter VAR in the Code field. Enter the desired name in Field 1. Click the Save button .

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3. Close the Accounts Payable module.

4. Reopen the Accounts Payable module. The IVA tab is now renamed.  Note that the IVA Tax checkbox that appears in the Defaults tab of the Invoice Entry screen and the Recurring Invoice Entry screen will be renamed as well.  For example, if the IVA tab was renamed to 1099, the checkbox will be renamed to “1099 Tax.”  Other screens in Accounts Payable that contained the IVA name will be updated as well. 

Using the IVA Tab

• Tax ID – Enter the vendor’s tax ID.  If a Tax ID is specified for a vendor, the (IVA/1009/394/etc.) Tax checkbox on the Invoice tab > Defaults tab of the Invoice Entry and Recurring Invoice Entry screens will be marked by default whenever that vendor is selected in those screens.  Users will also be able to search for the vendor by the specified Tax ID in these screens.  This information can be changed during invoice entry or recurring invoice entry, as desired. 

• Tax Authority vendor’s applicable tax authority. applicable tax authority.

Rating Tab

Use the Rating tab to record an internal rating of the vendor based on past performance.

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• Quality Rating – This is a freeform field. Type a description of the internal rating for this vendor.

• Delivery – This is a freeform field. Type a description of the usual delivery time for this vendor.

General Tab

Use the General tab to assign vendors to groups, types and factors. This tab also contains two checkboxes to further specify the vendor’s type; one to designate the vendor as a foreign company and one to mark the vendor as an employee.

• Group – Enter a valid group code or use the spyglass to choose from a list of groups. These groups are defined in the Utilities menu. See the Utilities Menu section for details.

• Type – Enter a valid type code or use the spyglass to choose from a list of types. These types are defined in the Utilities menu. See the Utilities Menu section for details.

• Factor – Enter a valid factor or use the spyglass  to choose from a list of factors. This field is used when a vendor passes to or sells their accounts receivable processing to a 3^rd-party company and requires their customers to pay the 3^rd-party company directly. This 3^rd-party vendor must be set up in Vendor Maintenance as well.

• Foreign – Use this checkbox to designate the vendor as a foreign (or non-domestic) company.

• Employee – Use this checkbox to designate the vendor as an employee.  This checkbox indicates that the vendor record is for an employee and not a trade vendor.  Selecting a vendor of the ‘Employee’ vendor type in the Apply Advance screen will affect which grid columns display in the Apply Advance screen.

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Vendor Analysis Report

Use the Vendor Analysis Report to create a report to analyze vendor activity. The report can be run for one or more vendors, covering one or more years.

The report includes information such as name and address of vendors as well as current balance due and last invoice paid.  In addition, the report includes period-to-date and year-to-date information regarding purchases, returns, discounts taken, discounts missed and disbursements.  It also includes purchase taxes, if applicable.  The system calculates information for the report by summing current and historical data.

Processing the Vendor Analysis Report

Select Vendor Analysis Report from the Vendor menu.

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• Entity (or Company) – Enter a valid entity ID or choose one from the drop-down list. If there is only one entity defined, it displays automatically. Users may use the All Entities checkbox instead to select all entities.

• All Entities – Check this checkbox to generate the report for all entities in the system.

• Currency – Enter a valid currency or choose from the drop-down list. If there is only one currency for the selected entity, the currency name displays automatically. 

• Year – Choose the desired radio button in this section.  To generate the report for a single year, choose One Year.  To generate the report for more than one year, choose Multiple Years. Choose Range of Years to select all years in a desired range.

  • Year – This field is active with One Year and Multiple Years radio button selections. Type the desired year. When the Multiple Years radio button is selected, press tab after entering a new year to add the year to the list box on the right. Once a year has been added to the list box, the << Remove button activates.

  • Beginning Year – This field is active when the Range of Years radio button is selected.  Type the desired beginning year of the range, and press tab to jump to the Ending Year field.

  • Ending Year – This field is active when the Range of Years radio button is selected.  Type the desired ending year of the range and keep pressing tab to jump to the Period field.

  • Period – Enter a code to represent the desired fiscal period.

• Vendor – Choose the desired radio button from this section. These options function in a similar way to the way the radio buttons work in the Year section.

  • Vendor ID – This field is active with the One Vendor and Multiple Vendors selections. Type the desired vendor ID or use the spyglass  button to search for a vendor ID. If the Multiple Vendors radio button is selected, press tab after specifying a vendor ID to add it to the list box on the right.  Once a vendor ID has been added to the list box, the << Remove button activates.

  • Beginning Vendor ID – This field is active when the Range of Vendors radio button is selected.  Type the desired beginning vendor number in the range or use the spyglass  button to search. Press tab to jump to the Ending Vendor ID field below.

  • Ending Vendor ID – This field is active when the Range of Vendors radio button is selected. Type the desired ending vendor number in the range or use the spyglass  button to search.

  • All Vendors – If desired, the user can check the All Vendors checkbox to generate the report for all vendors.

Once all selections have been made in the Vendor Analysis Report screen, use the  button to view the report. A Crystal Report viewer will come up once the report has completed. The report can be printed or exported as desired.

Vendor Audit Trail

Use the Vendor Audit Trail function, and deletions to vendor records. Generate the report for specific vendors, users, or dates in any combination. or dates in any combination.

Processing the Vendor Audit Trail Screen

Select Vendor Audit Trail from the Vendor menu.

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• Print -  For a summary report of vendor changes and the respective type of changes (New, Changed, Deleted), select the Vendor Audit Trail radio button from this group box.  For a more detailed summary report that includes the fields in the vendor record that were changed, and when and by whom they were changed, select the Vendor Change Audit Trail radio button from this group box.  This will activate the Detail Audit Trail panel in the bottom left portion of the screen (see the Delete Audit Trail bullet below for details). 

• User – Type in a user ID to audit. Use the wildcard character (*) to select users whose user IDs begin or end with the same characters. To run the audit report for all users, check the All Users checkbox.

• Type – Enter the code for the type of activity to view in the audit report or use the spyglass button to select from a list of available options. Available activity types are:  Added, Changed, Deleted. To run the audit report for all types, check the All Types checkbox.

• Modified Dates Options – Choose the desired radio button. Select One or Multiple to choose one or more dates. Select Range to choose a range of dates. Select All to view activity for all dates.

  • Date – This field activates with the One or Multiple selection. Type a date in the MM/DD/YYYY format or use the calendar button to select a date. Press tab to add the date to the selected dates list box.

  • Beginning Date – This field activates with the Range selection. Type a beginning date in the MM/DD/YYYY format or use the calendar button to select a date.

  • Ending Date – This field activates with the Range selection. Type an ending date in the MM/DD/YYYY format or use the calendar button to select a date.

• Vendor Options – Choose the desired radio button. Select One or Multiple to choose one or more vendors. Select Range to choose a range of vendor IDs. Select All to view activity for all vendors.
  
  

  • Vendor ID – This field activates with the One or Multiple selection. Type a vendor ID, then press tab to add the vendor ID to the selected vendors box. Or use the spyglass   button to search for a vendor ID from a pop-up window.

  • Beginning Vendor ID – This field activates with the Range selection. Type in a beginning vendor ID number or use the spyglass   button to search.

  • Ending Vendor ID – This field activates with the Range selection. Type in an ending vendor ID number or use the spyglass   button to search.

• Delete Audit Trail – Enabled when the Vendor Change Audit Trail radio button from the Print group box is selected.  Use the spyglass  button to choose fields from the vendor record to view in the audit report.  There is also a checkbox option to show the old value and the new value after changes were made.

• Sort By – Chose the desired radio button for the field on which the report should be sorted. Vendor ID, Vendor Name, or Date are the options.

Once all desired entries have been made in the Vendor Audit Trail screen, use the button to view the report. A Crystal Report viewer will come up once the report has completed. The report can be printed or exported, as desired.

Vendor Listing Report

Use the Vendor Listing Report action to print a list of vendor records in the system  Listing Report window to narrow down the listing of vendors.

Processing the Vendor Listing

Select Vendor Listing Report from the Vendor menu.

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• Name – Use the name field to select only certain vendors by typing full or partial vendor names. Use the wildcard character (*) to choose vendor records that begin, contain, or end with a certain word or even a letter. For example, type “N*” to select all vendors with names that begin with N.

• All Vendors – Check this checkbox to return a listing of all vendors.  Checking this box enables the Vendor Type field.  The listing can further be narrowed down by choosing a vendor type. However, note that entries in the Address 1-3, City, State, Country, and Postal Code fields will override the All Vendors selection.

• Address 1 - 3 – Use the Address 1 through Address 3 fields to select for vendors with certain address information.

• City – Use the City field to select vendors in a specified city.

• State – Use the State field to select vendors in a specified city.

• Country – Use the Country field to select vendors in a specified country.

• Postal Code – Use the Postal Code field to return vendors in a specified postal code.

• Vendor Type – Enabled when the All Vendors checkbox is selected. To filter for a specific vendor type, select the desired vendor type from the drop-down list. Examples of vendor types include CN (contractors), EMP (employees), and Trade (trade vendors). Vendor types can be added/defined using the Vendor Types utility. This field can be used together with the radio buttons in the Status group box to further refine the list of vendor record(s) in the report.

• Status – Enabled when the All Vendors checkbox is selected. The Status group box contains radio buttons that can be used together with the Vendor Type field to further refine the list of vendor record(s) in the report.

  • Active – Select this radio button to include only active vendors (invoices can be applied to these vendors) in the report.

  • Inactive – Select this radio button to include only inactive vendors (invoices cannot be applied to these vendors) in the report.

  • Both Radio Button – Select to include both active and inactive vendors in the report.

• Available Sort Options – Highlight sort options from the Available Sort Options box and move them to the Sort By box by using the Add - > button. The order in which items are selected is the order in which the vendor records will be sorted on the report. To correct any accidental additions to the Sort By box, use the < - Remove button.

• Sort By – See above.

Once all selections have been made, use the  button to generate the report. A Crystal Report viewer will come up once the report has completed. The report can be printed or exported, as desired.

Vendor Lock

Use the Vendor Lock process to place locks on vendor records.  Updates to the vendors are not permitted once the lock is in place.  Vendor Lock can also be used to unlock vendor records that were previously locked with this screen.

Processing the Vendor Lock

Select Vendor Lock from the Vendor menu.

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• Vendor ID – Type in a vendor ID or use the spyglass  button to search.

• Lock Vendor – If the selected vendor ID is not locked, the user can check the Lock Vendor checkbox to so that the vendor record will lock when this screen is saved.  If a vendor record was previously locked using this screen, the user can uncheck this box so that the vendor record will unlock when this screen is saved.

 To lock or unlock a vendor record, ensure the fields above are specified as necessary, then click the save button from the toolbar.

Vendor Fields Unlock

It is possible to unlock specific fields for all locked vendor records. Use the Vendor Fields Unlock screen to unlock fields for editing.  This screen can also be used to generate a report of all Vendor Maintenance fields that will still be enabled even if a vendor record is locked.

Processing the Vendor Fields Unlock

Select Vendor Fields Unlock from the Vendor menu.

To unlock fields, use the spyglass  button to search for the desired field(s) to unlock. The pop-up window shown below appears. To select multiple fields from this window, hold down the Ctrl or Shift key while clicking more than one field. Then click the Ok button. The selected fields will be added to the Unlock Fields list box on this screen.

Once all desired fields have been added to the Unlock Fields list box for unlocking, click the save  button to save and then click the exit button to exit the screen.

To remove a previously-added field name from the Unlock Fields list box, highlight the field and delete it using the delete   button. Once the change has been saved, this field will no longer be open for editing in the Vendor Maintenance screen for locked vendor records.

To generate a report of all unlocked fields, click on the  button.

Vendor Fields Log

Use the Vendor Fields Log screen to indicate the desired fields from Vendor Maintenance to audit for activity.  This screen allows the user to set up what fields are tracked for the Vendor Audit Trail report when the Vendor Change Audit Trail radio button is selected on that screen and the report is run.  The spyglass in the Audit trail field names list box from this screen will only contain fields that were specified in the Vendor Fields Log screen.

Processing the Vendor Fields Log

Select Vendor Fields Log from the Vendor drop-down menu.

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  Use the spyglass button to bring up a list of available fields, select the fields, and then click Ok to add them to the Log Fields list box.   

Once all desired fields have been added to the Log Fields list box for unlocking, click the save button   to save and the exit button  to exit.

To remove a previously-added field from the Log Fields list box, select the field and delete it using the delete  button.  Once the change has been saved, this field from the Vendor Maintenance screen will be audited for activity.

To generate a report of all fields from the Vendor Maintenance screen that will be audited, click on the  button.

Vendor Audit Trail Purge

Use the Vendor Audit Trail Purge to delete the audit trail of the additions, changes, and deletions made on vendor records. The purge can be done for a specific user, vendor, and date or for all users, vendors, and dates.

Processing the Vendor Audit Trail Purge

Select Vendor Audit Trail Purge from the Vendor menu.

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• User – Enter the user ID for which to run the purge. Use the wildcard character (*) to add user IDs with similar beginning or ending characters. Alternatively, use the All Users checkbox to run the purge for all users.

• Type – Enter the code for the type of activity to purge or use the spyglass button to select from a list of options.  Select Added, Changed, Deleted, or Original.  Users may also check the All Types checkbox to purge all four types of audit information.

• Modified Dates Options – Choose the desired radio button.  Select One or Multiple to choose one or more dates. Select Range to choose a range of dates. Select All to purge activity for all dates.

  • Date – This field activates with the One or Multiple selections. Type a date in the MM/DD/YYYY format or use the calendar button to select a date.  Press tab to add the date to the selected dates list box.

  • Beginning Date – This field activates with the Range selection. Type a beginning date in the MM/DD/YYYY format or use the calendar button to select a date.

  • Ending Date – This field activates with the Range selection. Type an ending date in the MM/DD/YYYY format or use the calendar button to select a date.

• Vendor Options – Choose the desired radio button. Select One or Multiple to choose one or more vendors. Select Range to choose a range of vendor IDs. Select All to purge activity for all vendors.

  • Vendor ID – This field activates with the One or Multiple selections. Type a vendor ID and press tab to add the vendor ID to the selected vendor's list box.  Or, use the spyglass button to search.

  • Beginning Vendor ID – This field activates with the Range selection. Type in a beginning vendor ID number or use the spyglass button to search.

  • Ending Vendor ID – This field activates with the Range selection. Type in an ending vendor ID number or use the spyglass button to search.

Once all selections have been made, use the    button to execute the purge process.

Transaction Menu

The Transaction menu is where all day-to-day functions of the AP module are accessed, including, but not limited to, invoice entry and approvals.

Invoice Entry

Use Invoice Entry Maintenance invoice can also be used to update, delete, and approve open invoices.

To save changes to new or edited invoices, ensure the fields described in the subsections below are specified as necessary, then click the save button  from the toolbar.

Processing Invoice Entry

Click on the INV button   to load the Invoice Entry function Invoice Entry from the Transaction menu.

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The Invoice Entry screen consists of a header section and a tab section.  These are the fields in the header section:

• Entity (or Company) – Enter a valid entity number or select from the drop-down list. If only one entity is defined in the system, it will display automatically.

• Currency – Enter a valid currency code or select from the drop-down list. If only one currency is defined for the selected entity, it will display automatically.

• Batch button  to search.

• Open Batches Only -   Check this box to filter for only batches that have open invoices.  (The spyglass loads all batches.)

The fields in the tab section are explained in detail below.

Batch Tab

The Batch tab has two subtabs: Control and Detail.

Control Sub Tab

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The Control must be completed before moving on to the Invoice tab.

• Control – Use these fields to indicate the number of invoices and the amount for the current batch. 

  • Count – Enter the total number of invoices for this batch.

  • Amount – Enter the total monetary value for the invoices for this batch.

• Actual – These fields are system-generated. The system will keep a running count of the invoices entered and their monetary value.

  • Count – This field will display a running count of the invoices entered.

  • Amount – This field will display a running total of the monetary value of the invoices entered.

• Difference – These fields are system-calculated. The system will calculate the difference between the Control and Actual totals.

  • Count – This field will display the difference between the Control Count and the Actual Count.

  • Amount – This field will display the difference between the Control Amount and the Actual Amount.

Detail Sub Tab

The information on the Details subtab will populate with a list of the invoices that have previously been entered to the batch.  Use the Detail subtab to review data entered for the current batch. It provides an overview of the individual invoices. Refer to the Invoice Tab subsection for detailed information about the fields that populate the Detail tab’s grid, if desired.  Double-clicking on a line in the grid will load that invoice’s details to the main Invoice Entry screens.

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• Invoice No – The invoice number populates after each invoice is saved.

• Invoice Amount – The total amount of each invoice displays after each invoice is saved.

• Vendor ID – The applicable vendor ID displays for each invoice after each invoice is saved.

• Vendor Name – The applicable vendor name displays for each invoice after each invoice is saved.

• Invoice Date – The applicable invoice date displays after each invoice is saved.

• Due Date – The applicable invoice due date displays after each invoice is saved.

• Approved – The status of the invoice displays after each invoice is saved. Y=Approved, N=Not approved.

Invoice Tab

The next tab on the Invoice Entry screen is the Invoice tab. The Invoice tab and its subtabs are where the entry of individual invoices is performed.

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When in the Invoice tab, the header changes slightly, displaying additional fields to aid in accurate data entry. These fields display total information at a glance.

• Invoice Total – This field displays the total of the current invoice.

• Distribution Total – This field displays the total of the line items entered on the current invoice.

• Tax Total – This field displays the total amount of taxes for the current invoice.

• Approved – This checkbox will display as checked if the current invoice has been approved. Invoices must be approved before they can be journalized and paid.

There are four subtabs on the Invoice tab, described in detail below.

General Sub Tab

The General subtab is the first tab in the Invoice tab. This subtab contains fields for entering the basic information on the invoice, including the vendor, invoice number and applicable dates.

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• Vendor ID (Required) – Enter a valid Vendor ID or use the spyglass button to search.

• Inv/Memo Type (Required) – This field will default to “I” for Invoice. If desired, enter a valid invoice/memo type code or use the spyglass button to select a different one. The available type options are I – Invoice, D – Debit Memo, and C – Credit Memo.  If advance features are enabled, then A – Advances will also be available for selection. For instructions to enable advance features, refer to the Advances (Optional) section.

• Invoice No (Required) – When entering a new invoice, type in its invoice number from the vendor’s invoice.  To view or edit an existing invoice, use the spyglass button to search for the desired invoice.

• Ledger ID (Required) – Enter a valid ledger ID or use the drop-down list to choose the ledger to which the invoice will be posted.  If only one ledger is defined, it will automatically display when the user tabs through the field.

• Reference No (Optional) – Use this field to record an additional reference number for the invoice, if necessary.  This field limit is 50 characters.

• Document Type (Optional) – If creating purchase orders (POs) using the Requisition Processing and Purchase Documents modules, this field allows the user to enter or choose a document type from the drop-down for those POs.

• Document No (Optional) – This field is used in conjunction with the Document Type field. Enter the document number of the PO in this field. The system will then load the existing line items into the grid on the Line Items sub-tab.

• Receipt No (Optional) – The Receipt No field is only enabled if it is turned on through AP Miscellaneous.  If desired, refer to the AP Miscellaneous section for instructions to enable this field (code INV_REQ_RECEIPT in the AP Miscellaneous Codes table).  This flag should be set if the invoice is related to a purchase document.  If this flag is enabled, every invoice requires a receipt.  Enter a receipt number or click on the spyglass icon to select a receipt number to be included with the invoice. 

• Invoice Date (Required) – This field is used for recording the date of the invoice.   Enter a new date using the MM/DD/YYYY format or use the calendar button to use the defaulted date (current date) or select a new date.  If the date entered is in the future or is more than a year old, the system will prompt with a warning message.  Click yes.

• Invoice Amount  – Type the amount of the invoice. If entering a credit memo, enter a negative amount in this field.

• Receipt Date (Required) – Enter the date the goods were received. Use the calendar button to choose the defaulted date (current date) or a new date.

• Due Date (Required) – Enter or use the calendar button to select the date the payment is due. If Payment/Discount Terms were selected in Vendor Maintenance, this date will be calculated automatically based on the invoice date. If no date or the No Terms option were selected, the system will set the Due Date to the same date as the Invoice Date.

• Discount – The system will calculate the discount date for the vendor automatically, but the date can be changed by typing a new date in the MM/DD/YYYY format or by using the calendar button.

• Discount  – This field will only be active if option 5 was selected in the Payment/Discount Terms field of Vendor Maintenance. Based on entries in Vendor Maintenance, the system will automatically calculate the discount amount for paying by the discount date. This amount can be changed, if necessary.

• Description (Optional) – Enter a description for the invoice, if desired. The description can be up to 50 characters long.

• Comments (Optional) – Enter any desired comments for the invoice. The comments can be up to 60 characters long.

• Factor – If a factor vendor was selected for this vendor in Vendor Maintenance, that information will display in the lower right corner of the screen in this box.

• Attachments – This field is only visible if iApprove is enabled.  From the iDEAS group box, click the Attachments button to add an attachment to the invoice.

• Approvals – This field is only visible if iApprove is enabled.  From the iDEAS group box, click the Approvals button to view approval information for the invoice.

• Route To (Optional) – From the iDEAS group box, click the Route To button to select the reviewer(s) and approver(s) to which this invoice or purchased goods should go to for review/approval.  

Invoice Spot Rate

If a conversion rate different than the invoice date in the Rate table is needed for conversion, the information can be entered here.  The rate will be passed to the General Ledger and will be used to convert the invoice instead of the Rate table rate.

• Target Currency – Select the Currency that the invoice will be converted to.

• Spot Rate – Enter the operator and conversion rate to be used instead of the Rate table rate.

• Converted Amount – After supplying the Target Currency and Spot Rate, the Converted Amount will be calculated based on the Invoice amount and the Operator and Spot Rate entered.

Payment in a Different Currency

If there is a requirement to pay the invoice in a currency other than the source currency of the invoice, then the information to accomplish that is entered here.  At the point of payment, either Automatic Check Process or Manual Check, the Operator and Pay Rate entered here will be used to create the payment record in the target currency.

• Pay Currency – Select the Currency that the invoice will be paid in.

• Pay Rate – Enter the operator and conversion rate to be used to calculate the other currency payment amount.

• Converted Amount – After supplying the Pay Currency and Pay Rate, the Converted Amount will be calculated based on the Invoice amount and the Operator and Pay Rate entered.[WR1]

Tax Sub Tab

The Tax subtab is used to assign tax information to an invoice.  It can be done at the invoice level or at the line level. If a default was chosen for the tax type for a vendor, that information will display. It can be changed as desired.  The Purchase Taxes module must be set up before taxes can be added to the invoice in Invoice Entry.

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• Tax Only Invoice – If desired, select the Tax Only Invoice checkbox to enter invoices for VAT taxes only without any expense lines. 

• Tax Option – Use the spyglass button to select the desired Tax Option.  If the Purchase Taxes module is not in use, the only available option will be None.  If using the Purchase Taxes module, select to apply taxes at the invoice level (I), the line level (L), or not at all (N).

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• Tax Type – If a tax type was defined for this vendor in Vendor Maintenance  button to select a Tax Type after choosing at which level the taxes should be button to select a Tax Type after choosing at which level the taxes should be applied button to select a Tax Type after choosing at which level the taxes should be applied.

• Tax Amount (Display-only) – This field will populate with the tax amount after a Tax Code is chosen.

• Tax Charged – This field only displays for the Incremental Tax Type. Enter the tax charged.

The subtabs in the subsections below will activate based on the selection made in the Tax Type field. The user will be able to choose a tax code to apply to the invoice.

VAT Sub Tab Instructions - Tax Type “V” – Heading 7?

For the Tax Type “V,” the VAT activates.

• Tax Code –  Use the spyglass button to select a tax code from the list.

• Basis –  The system calculates the basis based on invoice amount and tax type and displays it automatically in this field. This amount can be changed, if necessary.

• Rate – Rate is the tax rate Taxes. This field cannot be changed.

• Amount – The system calculates the tax amount and displays it in the grid.  This field cannot be changed.

Withholding Sub Tab Instructions - Tax Type “W” 

For the Tax Type “W,” the Withholding subtab activates.

• Tax Code – Use the spyglass button to select a tax code from the list.

• Basis  – The system calculates the basis based on invoice amount and tax type and displays it automatically in this field.  This amount can be changed, if necessary.

• Rate – Rate is the tax rate Taxes.  This field cannot be changed.

• Amount – The system calculates the tax amount and displays it in the grid.  This field cannot be changed.

• Tax Authority – This is the tax authority entered in the Purchase Taxes module when the tax code was created.  This field cannot be changed.

Incremental Sub Tab Instructions - Tax Type “I” 

For the Tax Type “I,” the Incremental subtab activates.

• Tax Code – Use the spyglass button to select a tax code from the list.

• Basis    – The system calculates the basis based on invoice amount and tax type and displays it automatically in the text box. This amount can be changed, if necessary.

• Rate – Rate is the tax rate Taxes.  This field cannot be changed.

• Amount – The system calculates the tax amount and displays it in the grid.  This field cannot be changed.

• Tax Authority – This is the tax authority you entered in the Purchase Taxes module when you created the tax code.  You may not override this field.

VAT and Withholding Sub Tabs Instructions - Tax Type “B” 

For the Tax Type “B,” both the VAT subtab and the Withholding subtab.

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Complete the VAT subtab first.

• Tax Code – Use the spyglass button to select a tax code from the list.

• Basis – The system calculates the basis based on invoice amount and tax type and displays it automatically in the text box. This amount can be changed, if necessary. The system calculates the basis based on invoice amount and tax type and displays it automatically in the text box. This amount can be changed, if necessary. The system calculates the basis based on invoice amount and tax type and displays it automatically in the text box. This amount can be changed, if necessary.

• Rate – Rate is the tax rate Taxes.  This field cannot be changed.

• Amount – The system calculates the tax amount and displays it in the grid.  This field cannot be changed.

• Tax Authority – This is the tax authority entered in the Purchase Taxes module when the tax code was created. This field cannot be changed.

Click the Withholding tab and complete the required fields.

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• Tax Code – Use the spyglass button  to select a tax code from the list.

• Basis – The system calculates the basis based on invoice amount and tax type and displays it automatically in the text box.  This amount can be changed, if necessary. This amount can be changed, if necessary.

• Rate  – Rate is the tax rate Taxes.  This field cannot be changed.

• Amount – The system calculates the tax amount and displays it in the grid.  This field cannot be changed.

• Tax Authority – This is the tax authority entered in the Purchase Taxes module when the tax code was created. This field cannot be changed. 

Defaults Sub Tab

The Defaults sub tab displays information chosen as the default values for the vendor selected for the invoice.  The fields on this tab can be changed if desired.

Review the following to determine if any of the default settings should be changed for the current invoice.

• AP Account

• Accounting Period

• Conversion (Currency Conversion)

• Special Handling  

• Single Check        

• Tax 1099 (or IVA)

• Invoice Level or Line Level

• Payment Type

• Purpose of Payment

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• Payment/Discount Terms (Display-Only): This text box contains the default payment and discount terms code selected for this vendor Refer to the chart below for the codes and their associated terms. This field cannot be edited.  Refer to the chart below for the codes and their associated terms. This field cannot be edited.

• Payment Days (Display-only): This number is determined by the payment and discount terms selected for this vendor and the number in the Payment Days text box will be zero. This field cannot be edited.
  
  

• Discount  – The number is calculated by the system based on the payment and discount terms selected for the vendor. This field displays the number of days from invoice date payment must be made to receive a discount. This field cannot be edited. The number is calculated by the system based on the payment and discount terms selected for the vendor. This field displays the number of days from invoice date payment must be made to receive a discount. This field cannot be edited. The number is calculated by the system based on the payment and discount terms selected for the vendor. This field displays the number of days from invoice date payment must be made to receive a discount. This field cannot be edited.

• Discount  – This field displays the discount percentage entered in Vendor Maintenance when the payment and discount terms were selected. This field cannot be edited.

• AP Account (Required) – This field will display the default AP account defined in Vendor Maintenance for the vendor. It can be changed, if necessary.

• Accounting Period (Required) – The current accounting period automatically displays.  It can be changed, if necessary.  Both the period and year values come from what is entered in the Period Control Dates screen from the Utilities menu.

• Accounting Year (Required) – The current accounting year automatically displays.  It can be changed, if necessary.  Both the period and year values come from what is entered in the Period Control Dates screen from the Utilities menu.

• Conversion (Optional) – This checkbox will only appear on the screen if the Currency Conversion module is installed and configured. This checkbox will default based on the selections made in Entity Maintenance in the AP module General Ledger and that converting journal is used in Entity Maintenance; this checkbox will be checked.  If the journal in General Ledger is not set to convert and that journal is used in the Entity Maintenance screen, this checkbox will not be checked. When marked, this indicates that the system will convert this invoice into a foreign currency during journalization.

• Special Handling (Optional) Mark the checkbox to indicate that payment of this invoice requires some sort of special handling after the check is printed. When this box is checked, the system will print the check for this invoice at the end of the run to make it easier to find and perform the necessary special handling. Mark the checkbox to indicate that payment of this invoice requires some sort of special handling after the check is printed. When this box is checked, the system will print the check for this invoice at the end of the run to make it easier to find and perform the necessary special handling. Mark the checkbox to indicate that payment of this invoice requires some sort of special handling after the check is printed. When this box is checked, the system will print the check for this invoice at the end of the run to make it easier to find and perform the necessary special handling.

• Single Check (Optional) Check this check box to indicate that this invoice needs to be paid on a separate check, even if there are other invoices to be paid to this vendor during the same check run.

• X 1099 (or IVA Tax) – This checkbox defaults if a tax ID was entered on the 1099 tab of Vendor Maintenance. This can be changed, if necessary

• Invoice Level – This radio button is the default level selection. If selected, it indicates that the 1099 issuance will be tracked at the invoice level.

• Line Level - If this radio button is selected, it indicates that the 1099 issuance will be tracked at the line level.

• Payment Type (Required) – This field will default with the value provided on the vendor record. It can be changed, if necessary. 

• Purpose of Payment – Enter the Purpose of Payment code to be used on the invoice.  Purpose of Payment codes are defaulted from the Vendor record for each invoice and can be modified if needed.

• Supplement of Payment ID – For Mexican customers, the Supplement of Payment ID (Complimentos de Pagos) can be entered or updated in this field.[WR1]
  
  
  

Line Sub Tab

Use the appropriate Line sub-tab to enter or edit multiple line items on an invoice. The Stock Line sub-tab is used in conjunction with the Warehousing, Requisition Processing, and Purchase Documents modules. The Non-Stock Line sub-tab can be used on its own or in conjunction with the Requisition and Purchase Documents modules.

• Line No (Display-only) – The system will generate line numbers in numerical order for each invoice line.

• Elements - The elements that display in the grid columns depend on the Fully Qualified Account setup (General Ledger module > Account Code Definition screen). Fully Qualified Accounts can have as few as 3 elements and up to 10 elements. Below are the five elements that pertain to this example screenshot. Your elements may be different depending on what fully qualified account elements were specified for your reporting requirements.

  • Entity (or Company) (Required) – Enter the entity number or double-click the field to choose from the list of available entities.

  • Account (Required) – Enter the GL Account number or double-click the field to choose from the list of available accounts.

  • Cost Center (Required) – Enter the cost center number or double-click the field to choose from the list of available cost center codes.

  • AFE (Required) – Enter the AFE number or double-click the field to choose from the list of available AFEs.

  • Billing (Required) – Enter the Billing code or double-click the field to choose from the list of available billing codes.

• Quantity (Required) – Enter the quantity.

• Unit of Measure (Optional) – Type in a unit of measure.  This text box is optional.

• Unit Price (Required) – Enter the price per piece.

• Extended Amount (Display-only) – This is a system-generated field. The system multiplies the value in the Quantity field by the value in the Unit Price field to generate the Extended Amount.

• Description (Required) – Enter a brief description for the line.

• Tax Code (Required) This field will only be active if Tax Option “L” was chosen on the Tax tab. Enter the tax code or double-click the field to choose from a list of available tax codes.  

• Tax Amount (Display-only) – This field will only display if Tax Option “L” was chosen on the Tax tab. The system calculates the tax amount and displays it in the grid. This field cannot be edited.

• 1099 (Required) – This field will only display if the Line Level option for 1099 tracking was chosen on the Default tab. Enter Y or N.

• Custom Field(s)   -   Custom fields can be added to this screen if desired.  For instructions, refer to the General Ledger module’s help documentation to see how to use the GL Miscellaneous screen to create a custom field(s).  

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• Entity (or Company) (Required) – Select an Entity from the drop-down list. If only one Entity is defined, it will display automatically.

• Currency (Required) – Select a Currency from the drop-down list. If only one Currency is defined for the chosen Entity, it will display automatically.

• Vendor (Display-only) – This field will automatically populate with “Miscellaneous Vendor” once the Entity and Currency are selected. It cannot be changed.

• Invoice Total (Display-only) – This field will automatically calculate the total for the invoice.

• Distribution Total (Display-only) – As items are added to the grid on the Line tab, the system will calculate the distribution total for the item(s) entered.

• Tax Total (Display-only) – If taxes are added to the invoice on the Tax tab, the system will calculate the tax total for the selected tax and display the amount in this field.

• Approved – Once the invoice is approved, this checkbox will show as checked. Until approval, this checkbox will be empty, and the invoice cannot be paid or journalized.

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• Invoice No (Required) – To create a new invoice, type a unique invoice number in this field. To look up an existing invoice, use the spyglass  button to open the search.

• Ledger ID (Required) – Enter a valid ledger ID or use the drop-down list to select one. If only one ledger is defined for the chosen entity, it will display automatically.

• Reference No (Optional) – Use the Reference No field to record an additional reference number for the invoice. This might be a PO, or a reference number provided by the vendor.

• Invoice Date (Required) – The current date will display by default. To enter a different date, type a new date using the MM/DD/YYYY format or use the calendar button to select.

• Invoice Amount  – Enter the total of the invoice.   Enter the total of the invoice.   Enter the total of the invoice.  

• Route To (Optional) – Enter the name of the person or department to which this invoice and/or the purchased goods should go.

• Receipt Date (Required) – The current date will display by default.  To change the date, type the desired date in the date format that applies to your region (e.g., MM/DD/YYYY or DDMMYYYY), or use the calendar button to make a selection.

• Due Date (Required) – The date will default to the same as the Invoice Date. To change this, type a new date in the MM/DD/YYYY format, or use the calendar button to choose a new date.

• Discount Date (Optional) Enter a discount date, if applicable.

• Discount Amount (Optional) – Enter a discount amount, if applicable.

• Description (Optional) – Type in descriptive notes that pertain to the invoice. A description can be up to 50 characters long.

• Comments (Optional) – Type in comments that pertain to this invoice. Comments can be up to 60 characters long.

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• Tax Option (Required) – Use the spyglass  button to select the desired Tax Option. If the Purchase Taxes module is not in use, the only available option will be None. If using the Purchase Taxes module, select to apply taxes at the invoice level (I), the line level (L), or not at all (N).

• Tax Type (Required) – Choose a tax type.  This field is required if taxes will be added at the invoice or line level. It is not required if no taxes will be added.

• Tax Amount (Display-only) – This field will populate with the tax amount after a Tax Code is chosen.

• Tax Charged – This field only displays for the Incremental Tax Type. Enter the tax charged.

• Tax Code (Required) – This field will display on the appropriate sub-tab based on the chosen Tax Type. Use the spyglass  button to choose from the list.  Once the Tax Code is selected, the Basis, Rate, Amount, and/or Tax Authority (populates only when the Tax Code is selected) will populate.

• VAT Sub Tab Instructions - Tax Type “V”

• Withholding Sub Tab Instructions - Tax Type “W”

• Incremental Sub Tab Instructions - Tax Type “I”

• VAT and Withholding Sub Tabs Instructions - Tax Type “B”

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    • AP Account (Required) – Enter a valid AP Account ID or use the drop-down to select one from the list.

    • Accounting Period (Required) – The current accounting period automatically displays.

    • Conversion (Optional) – This checkbox will only display if the Currency Conversion module is installed and configured. The checkbox will default based on settings for the Entity record journalization.

    • Special Handling  Use this check box to indicate that the check has special handling instructions.

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• Line No (Display-only) – The system will generate line numbers in numerical order for each invoice line.

• Element Columns – The columns that appear for your configuration may differ depending on what elements were specified for your Fully Qualified Account.  The following elements are specific to this screenshot example:

  • Entity (or Company) (Required) – Enter the entity number or double-click the field to choose from the list of available entities.

  • Account (Required) – Enter the GL Account number or double-click the field to choose from the list of available accounts.

  • Cost Center (Required) – Enter the cost center number or double-click the field to choose from the list of available cost center codes.

  • AFE (Required) – Enter the AFE number or double-click the field to choose from the list of available AFEs.

  • Billing (Required) – Enter the Billing code or double-click the field to choose from the list of available billing codes.

• Quantity (Required) – Enter the quantity.

• Unit of Measure (Required) – Type in a unit of measure.

• Unit Price (Required) – Enter the price per piece.

• Extended Amount (Display-only) – This is a system-generated field. The system multiplies the value in the Quantity field by the value in the Unit Price field to generate the Extended Amount.

• Description (Required) – Enter a brief description for the line.

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• Vendor Name – Type the vendor’s name in this field.

• Address 1 - 3 – Enter the vendor’s street or mailing address.

• City – Enter the city of the vendor’s address.

• State – Enter a valid state code or choose one from the drop-down list. 

• Country – Enter a valid country code or choose a one from the drop-down list.

• Postal Code – Enter the postal code for the vendor’s address in this field or use the spyglass button for a list of available options.

• Contact – Enter the name of a contact person for the vendor.

• Telephone – Enter a telephone number for the vendor.

• Fax – Enter a fax number for the vendor. 

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• Entity (or Company) – Enter a valid entity ID or use the drop-down list to select one. If only one entity is defined, it will display automatically.

  • Currency – Enter a currency code or use the drop-down list to select one. If only one currency is defined for the selected Entity, it will display automatically.

  • Vendor ID – Enter the vendor ID or use the spyglass  button to open the search.

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• Total Obligation Amount (Required) – Enter the total amount of the obligation.  For example, if the obligation is 12 payments of $100.00 each, enter $1,200.00.

• Number of Payments (Required) – Enter the number of payments. For example, if the total obligation is $1,200.00 spread over 12 months, enter 12 in this field.

• Starting Invoice Date (Required) – Enter the date of the first invoice using the MM/DD/YYYY format or use the calendar button to select the desired start date.

• Frequency of Payments (Required) – Enter a frequency or use the spyglass  button to select an option.  Frequency options are Day, Week, Month, Year or 1-92. The 1-92 option is a placeholder. This option allows the user to type a number in the Frequency of Payments field to indicate the number of days between payments. This option can be used for payments to be made quarterly or bi-monthly.

• Individual Payment Amount (Display-only) – The system will calculate the individual payment amount based on entries in the Total Obligation Amount and Number of Payments fields and display it in this field. This is a good way to double-check that these entries are correct. 

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• Invoice Total – The Invoice Total field displays the amount of a single payment, based on the entries made in the Header tab.

• Distribution Total – The Distribution Total field will populate from entries made on the Line sub-tab.

• Tax Total – The Tax Total field will populate from entries made on the Tax sub-tab.

• Approved – The Approved checkbox will populate once the invoice has been approved.

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• Ledger ID (Required) – Enter a valid ledger ID or use the drop-down list to select one. If only one Ledger ID is defined for the selected Entity and Currency, it will display automatically.

  • Reference No (Optional) – Use this field to enter an additional reference number for this invoice, if necessary.

  • Invoice Date (Display-only) – The Starting Invoice Date from the Header tab displays in this field. It cannot be edited from here; if changes should be made, they must be made from the Header tab.

  • Invoice Amount (Display-only) The Individual Payment Amount displays in this text box. It cannot be edited from here; if changes should be made, they must be made from the Header tab.

  • Route To (Optional) – Enter the name of person or department to which this invoice and/or the purchased goods should go.

  • Description (Optional) – Type descriptive notes that pertain to the invoice.  A description can be up to 50 characters long.

  • Comments (Optional) – Type comments that pertain to this invoice.  Comments may be up to 60 characters long.

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• Tax Option – Enter or use the spyglass button to select the desired Tax Option. If the Purchase Taxes module is not in use, the only available option will be None. If using the Purchase Taxes module, select to apply taxes at the invoice level (I), the line level (L), or not at all (N).

• Tax Type (Required) – Choose a tax type. This field is required if taxes will be added at the invoice or line level. It is not required if no taxes will be added.

• Tax Amount (Display-only) – This field will populate with the tax amount after a Tax Code is chosen.

• Tax Charged – This field only displays for the Incremental Tax Type.  Enter the tax charged.

• Tax Code (Required) – This field will display on the appropriate sub-tab based on the chosen Tax Type. Use the spyglass button to choose from the list. Once the Tax Code is selected, the Basis, Rate, Amount, and/or Tax Authority (only appears when the Tax Code is selected) will populate.

• VAT Sub Tab Instructions - Tax Type “V”

• Withholding Sub Tab Instructions - Tax Type “W”

• Incremental Sub Tab Instructions - Tax Type “I”

• VAT and Withholding Sub Tabs Instructions - Tax Type “B”

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• Payment/Discount Terms (Display-only) The code in this field is the default payment and discount terms code that the user sets up for the vendor. For reference, the codes and their definitions are below.

• Payment Days (Display-only) – This number is determined based on the payment and discount terms set up for this vendor and the number in the Payment Days text box will be zero.

• Discount  – The number in this text box is the number of days from invoice date until a payment is due to get a discount, if applicable.

• Discount  – The number in this text box is the discount percentage, if applicable. The number in this text box is the discount percentage, if applicable. The number in this text box is the discount percentage, if applicable.

• AP Account (Required) – The AP Account will default from the vendor record. This can be changed using the options from the drop-down list if desired.

• Accounting Period (Required) – A default accounting period automatically displays. 

• Accounting Year (Required) – The current accounting year automatically displays.

• Conversion (Optional) – This checkbox Entity Maintenance. When marked, this indicates that the system will convert this invoice into a foreign currency during journalization. This checkbox will not be active if the Currency Conversion module is not installed and configured. the module is not installed and configured. the module is not installed and configured.

• Special Handling (Optional) Check this check box if the check for this invoice has special handling instructions. The check will print at the end of the check run, making it easier to locate in the batch. Check this check box if the check for this invoice has special handling instructions. The check will print at the end of the check run, making it easier to locate in the batch. Check this check box if the check for this invoice has special handling instructions. The check will print at the end of the check run, making it easier to locate in the batch.

• Single Check (Optional) Check this check box to indicate that this invoice needs to be paid on a separate check, even if there are other invoices to be paid to this vendor during the same check run. Check this check box to indicate that this invoice needs to be paid on a separate check, even if there are other invoices to be paid to this vendor during the same check run. Check this check box to indicate that this invoice needs to be paid on a separate check, even if there are other invoices to be paid to this vendor during the same check run.

• 1099 Tax (or IVA Tax) (Optional) – This checkbox defaults if a tax ID was entered on the 1099 tab of Vendor Maintenance. This can be changed, if necessary.

• Level – There are two options for indicating at which level the 1099 issuance will be tracked:  Invoice Level or Line Level .  The default is Invoice Level .

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• Line No (Display-only) – The system will generate line numbers in numerical order for each invoice line.

• Element Columns – The columns that appear for your configuration may differ depending on what elements were specified for your Fully Qualified Account.  The following elements are specific to this screenshot example:

  • Entity (or Company) (Required) – Enter the entity number or double-click the field to choose from the list of available entities.

  • Account (Required) – Enter the GL Account number or double-click the field to choose from the list of available accounts.

  • Cost Center (Required) – Enter the cost center number or double-click the field to choose from the list of available cost center codes.

  • AFE (Required) – Enter the AFE number or double-click the field to choose from the list of available AFEs.

  • Billing (Required) – Enter the Billing code or double-click the field to choose from the list of available billing codes.

• Quantity (Required) – Enter the quantity.

• Unit of Measure (Optional) – Type in a unit of measure.  This text box is optional.

• Unit Price (Required) – Enter the price per piece.

• Extended Amount (Display-only) – This is a system-generated field. The system multiplies the value in the Quantity field by the value in the Unit Price field to generate the Extended Amount. 

• Description (Required) – Enter a brief description for the line.

• Tax Code (Required) This field will only be active if Tax Option “L” was chosen on the Tax tab. Enter the tax code or double-click the field to choose from a list of available tax codes. This field will only be active if Tax Option “L” was chosen on the Tax tab. Enter the tax code or double-click the field to choose from a list of available tax codes. This field will only be active if Tax Option “L” was chosen on the Tax tab. Enter the tax code or double-click the field to choose from a list of available tax codes.

• Tax Amount (Display-only) – This field will only display if Tax Option “L” was chosen on the Tax tab. The system calculates the tax amount and displays it in the grid. This field cannot be edited.

• IVA (or 1099) (Required) – This field will only display if the Line Level option for IVA (or 1099) tracking was chosen on the Default Tab. Enter Y or N.

• The batch number must be unique.  P2 recommends using a different set of batch numbers for auto invoices. For example – auto batch numbers might begin with “9999” or “A.”  This will eliminate duplicate batches between manual and auto invoices.

  • Invoice numbers must be unique for a specific entity, currency code, and vendor number combination.
    
    

• The auto Invoice process will not automatically create new vendors. The vendor must exist prior to executing the auto invoice process.

  • The auto invoice process will not automatically create new entities. The entity must exist prior to executing the auto invoice process.

  • All dates must be in the MM/DD/YYYY format.

  • Amounts must be entered with decimals and without commas.

  • All amount fields are required and cannot be blank.  0.00 must be entered if a specific amount is not necessary.

  • If the auto invoice is taxed at the Invoice Level, the tax amount must be evenly distributed between all the lines of the invoice.  The individual line’s tax amount is then entered in the TAX AMOUNT field of the ASCII file.

  • If the auto invoice is taxed at the Line Level, the tax amount must be entered in the TAX AMOUNT field for the taxed line.  If a line is a not taxed, 0.00 must be entered in the TAX AMOUNT field for that line.

  • The taxable amount is the full tax amount of the invoice.  This amount is entered in the TAXABLE AMOUNT field of the ASCII file for each line of the invoice.

  • The auto Invoice process will not automatically create new tax codes. The tax code must exist prior to executing the auto invoice process.

  • The tax code is blank when the tax option is “N,” and the tax type is “N.”  For all other tax options and tax type combinations, the tax code is required.

  • When INV_REQ_RECPT is active and a Receipt Number is entered, Auto Invoice will automatically create the lines of the invoice from the receipt record.  Therefore, it is not necessary to have lines in the ASCII file for each of the lines.  Only one line is required with all of the header information and the PO and Receipt Numbers.
    
    
    

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• Entity (or Company) (Required) – Choose an entity from the drop-down list. If only one entity is defined, it will display automatically.

• Currency (Required) – Choose a currency from the drop-down list. If only one currency is defined for the selected entity, it will display automatically.

• Vendor ID (Required)vendor ID or use the spyglass one...

• Advance No (Required) Use the spyglass advance number created through Invoice Entry...

• Application Date (Required) – The current date will display by default. It can be changed by typing a new date in MM/DD/YYYY format or by clicking the calendar button to choose a date from the calendar window.

• Batch (Display-only) – The batch will populate once the advance number is selected.

• Balance (Display-only) – The balance will populate once the advance number is selected. This amount is the total balance of all invoices entered for this vendor.

• Adv Balance (Display-only) – The advance balance will populate once the advance number is selected. This is the total balance for the advance number selected.

• Invoice No (Required) – Enter the invoice number which to apply the advance or double-click in the field to choose from a list of invoices.

• Amount Due (Required) – Enter the amount due on the selected invoice.

• Amount Paid (Required) – The Amount Paid column displays in the grid after the vendor ID for the advance is entered or selected.   Amount paid is the amount of the advance that should be applied to the invoice.   Enter the amount paid on the selected invoice. For example, to apply an advance of $1,000 to 3 invoices, enter the portion of the $1,000 that applies to each invoice in the Amount Paid column. 

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• Entity (or Company) (Required) – Choose an entity from the drop-down list. If only one entity is defined, it will display automatically.

• Currency (Required) – Choose a currency from the drop-down list. If only one currency is defined for the selected entity, it will display automatically.

• Vendor ID (Required)vendor ID or use the spyglass button to select a button to select a vendor.button to select a vendor.

• Advance No (Required) Use the spyglass  advance number created through Invoice Entry...

• Application Date (Required) – The current date will display by default. It can be changed by typing a new date in MM/DD/YYYY format or by clicking the calendar button to choose a date from the calendar window.

• Batch (Display-only) – The batch will populate once the advance number is selected.

• Adv Balance (Display-only) – The advance balance will populate once the advance number is selected. This is the total balance for the advance number selected.

• Invoice No (Required) – Enter the invoice number which to apply the advance or double-click in the field to choose from a list of invoices.

• Amount Due (Required) – Enter the amount due on the selected invoice.

• Vendor ID (Required) – Enter the Vendor ID to which to apply the advance or double-click in the field to choose to form a list of vendors. 

• Amount Paid (Required) – The Amount Paid column displays in the grid after the vendor ID for the advance is entered or selected.   Amount paid is the amount of the advance that should be applied to the invoice.   Enter the amount paid on the selected invoice. For example, to apply an advance of $1,000 to 3 invoices, enter the portion of the $1,000 that applies to each invoice in the Amount Paid column. 

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• Entity (or Company) (Required) – Choose an entity from the drop-down list. If only one Entity is defined, it will display automatically.

  • Currency (Required) – Choose a currency from the drop-down list. If only one currency is defined for the selected entity, it will display automatically.

  • Vendor ID (Required) one from the list.from the list.from the list.

  • Batch (Required)

  • Period (Optional) – Enter the accounting period.

  • Journalized (Display-only) – This checkbox will default based on whether or not the invoice has been journalized.

  • Application Date (Display-only) – This is the date the advance was applied to the invoice.

  • Invoice No (Display-only) – This is the invoice number the advance was applied to.

  • Amount Due (Display-only) – This is the amount due on the invoice.

  • Advance No (Display-only) – This is the advance number.

  • Amount Paid (Display-only) – This is the amount paid on the invoice.

• Vendor Number

• Invoice Number

• Invoice Fully Qualified

• Account

• Ledger Amount

• Discount Amount

• Tax Code

• Tax Amount

• Invoice Amount

• Vendor Total

• Batch Total

• Entity Total

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• Entity (or Company) – Choose an entity from the drop-down list. If there is only one entity defined, it displays automatically. Choosing an available entity will clear the All Entities checkbox.

  • All Entities – Mark this checkbox to analyze all entities, if applicable. If this checkbox is checked, the entity field will be cleared. This box defaults to checked.

  • Currency – Enter a valid currency or choose one from the drop-down list. If there is only one currency for an entity, the currency name displays automatically.

  • Details – Only visible if the AP Miscellaneous screen’s INVOICE_BATCH_CONV Field 1 is set to 1. (Refer to the INVOICE_BATCH_CONV in the AP Miscellaneous table for detailed information to enable this checkbox.)  If this checkbox is marked, the converted value of the selected currency to other currenc(ies) will be displayed on the report.

• One or Multiple Batch– Use this option to choose a single batch or multiple batches for which to generate the report. The Batch Number field will activate.– Use this option to choose a single batch or multiple batches for which to generate the report. The Batch Number field will activate.

  • Range of Batches – To select a range of batches, select this radio button. The Beginning Batch and Ending Batch fields will activate when this option is selected.

  • All Batches – Mark this checkbox to report on all batches.  If the All Batches option is selected, the system clears any existing selections for One or Multiple Batch and Range of Batches.

  • Misc Batches Only – Use this option to generate the report for miscellaneous batches only.

  • No Batches Only – This option will only activate if batches are not used for invoices. Choose this option when running the report for No Batches Only.

  • Batch  box to the right. Continue making entries in this manner until finished.. Continue making entries in this manner until finished.. Continue making entries in this manner until finished.

  • Beginning Batch ...

  • Ending Batch .    

  • Account Description – When this radio button is selected, the line descriptions on the report for each invoice will contain the account description of the account element in the FQA for that line.

  • Line Description – When this radio button is selected, the line descriptions on the report for each invoice will contain the line description entered in the invoice for each line.

• Accounting Period – Choose this radio button to use Accounting Period as the time criteria for the report.

  • Input Date – Select this radio button to use the input date for the time criteria for the report.

  • Invoice Date – Select the Invoice Date radio button to use invoice date as the time criteria for the report.

  • One or Multiple (Dates or Periods) – Use this radio button to select a one or more dates or accounting periods. The label on this radio button will change based on the choice made in the first box in this section.

  • Range (of Date or Periods) – This radio button can be used to select a range of date or accounting periods. The label on this radio button will change based on the choice made in the first box.

  • All (Dates or Periods) – Use this radio button to select all dates or accounting periods. The label on this radio button will change based on the choice made in the first box.

  • Period / Input Date/ Invoice Date – This field will activate when One or Multiple is chosen. Enter the desired period or date and press tab to move selections to the Selected Dates/Selected Periods list box to the right.

  • Beginning Period / Beginning Input Date / Beginning Invoice Date – This field will activate when the Range option is selected. The name of this field depends on whether the Accounting Period, Input Date, or Invoice Date radio button was selected. Enter the desired beginning period or date. For dates, users may also click the calendar button to choose an option.

  • Ending Period / Ending Input Date / Ending Invoice Date – This field will activate when the Range option is selected. The name of this field depends on whether the Accounting Period, Input Date, or Invoice Date radio button was selected.  Enter the desired ending period or date. For dates, users may also click the calendar button to choose an option.

  • Year – This field will activate when both Accounting Period and One or Multiple Periods are selected. Enter the desired year for the report.