A/P Invoices
Accounts Payable Menu -> A/P Invoices
This invoice entry program can be used to enter A/P invoices
distributing expenses directly to the G/L account, or to enter A/P
invoice with inventory costs that update the inventory
sub-ledger.
Refer to A/P Daily / Weekly Procedures for
a flow chart diagramming the A/P invoicing process.
After entering the invoices, post using the posted invoices will
automatically credit Accounts Payable and debit the selected
accounts (inventory, expense, or tax accounts) in the General
Ledger.
- Start-Up Entry Options:
- There are two methods of capturing the existing A/P data at
start-up.
- Import the vendor information, supporting data files, and the
outstanding A/P invoices from spreadsheets as outlined in Data Import.
Contact Texada Client Services for assistance.
-
Start-up invoices (i.e. unpaid invoices existing at the time of
conversion to the software system as a new company) can also be
entered manually using the A/P Start-Up
utility.
Note: Using either method, the start up G/L postings need to be
completed to balance the A/P sub-ledger to the General Ledger.
After the start-up is completed, use either A/P Invoices or
A/P Invoices By P.O. to ensure the balance
between ledgers is maintained.
Parameters Controlling Vendor Taxing:
-
- The ability to change the Tax Codes on
an AP Invoice is controlled by operator permission setup in
Security Role Permissions.
-
The Calculate Tax On setting in Company Taxing Parameters can be set to AP
Invoices or Both to activate the option to automatically
calculate taxes on each line detail on the invoice.
It calculates and adds tax transactions in one of two ways based on
the "Tax Included?" prompt in the Default Tax Codes pop-up
triggered on each invoice header:
- If the tax is not included in the AP invoice expensed details,
the tax amounts are calculated on the line totals, and additional
tax transactions are added to the invoice details.
- If the tax has been included in the invoice detail amounts, it
calculates the tax that has been charged and splits the tax amounts
out of each detail reducing the line total, and then adds the tax
transactions as separate detail lines.
Default tax codes and default "Tax Included" values can be set by
vendor in the "Additional Information" window of Vendor Information.
When the calculate tax feature is activated, the taxes will be
included on the report available in the Tax
Activity Report.
-
When the above tax calculation feature is activated, the
Prompt To Update Vendor Taxes In A/P Invoices setting in
Company Taxing Parameters can also be used
to prompt the operator whether to update the 'Tax Codes' in the
Vendor Information when Tax codes are
changed in the A/P Invoices header.
-
If the feature to automatically calculate and add taxes to an
Accounts Payable invoice, has NOT been activated any relevant tax
records must always be manually entered as separate line details in
the A/P invoice.
Using the Sales Order to Create a P.O.:
- A Sales Order can be used to capture
the sales products to be sold to the customer, and also to generate
a Purchase Order to fill the Sales
Order.
If the Sales Order is flagged to create a Drop Ship P.O. to
deliver the parts directly from the supplier to the customer, when
the A/P Invoice By P.O. from the vendor is
received and entered, the operator is immediately prompted to
confirm the Warehouse Receiving and the
order is automatically filled to generate a Sales Order Invoice to bill the customer.
Refer to Purchase Order from Sales Order
Overview for details on this feature and the process flow.
Note: The A/P invoice must be entered by P.O. in order to
complete the invoice, receive and bill, Drop Ship
process.
Job Costing:
- If the Job Cost tracking feature is enabled in the Company Posting Parameters, the operator will be
prompted for the customer, site and job cost code as outlined in
Job Costing Customer, Site and Cost Code,
with each detail line that is entered on the invoice.
The "Default Job Cost Info from AP Invoice Header" flag in the
Company Miscellaneous Parameters controls
whether the Customer, Site and Job Cost code information defaults
from A/P Invoice header to the detail transactions.
When this parameter is unchecked the operator is forced to select
the appropriate Job Cost information for each line rather than just
accept a defaulting value.
Distribute Invoice For Multiple Payments:
- This feature enables a large A/P invoice total to be split into
multiple invoices with constant or varying amounts to be paid off
on scheduled dates as outlined in A/P Invoice
Distribution Details.
A/P INVOICING Options:
Because the Texada SRM is fully integrated with
inventory, posting invoices will automatically credit the Accounts
Payable control account and debit the selected accounts (inventory,
tax, or expense accounts, etc.) in the General Ledger, log the
invoice for the Vendor in the Accounts Payable sub-ledger, and
update the purchases in the Inventory sub-ledger.
When entering A/P invoices for purchases of inventory, your firm
may select one of two approaches, according to your business
practices, as outlined in Inventory Receiving
Overview.
Posting using the "One Step Method"
causes both the quantities on hand and the costs to be updated.
Posting using the "Two Step Method" causes only the costs on the
invoices to be updated in the G/L and the A/P sub-ledger, as the
quantities have already been reported when the inventory was
received in
Warehouse Receiving.
This A/P invoice program can be used to enter A/P Invoices with
or without inventory.
It can also be used to enter Re-rental expenses, Repairs, Freight
charges, and Work Order purchases, against the products.
If the A/P invoice is to be entered according to a P.O., click
on the ENTER BY P.O. button at the bottom of the
screen and proceed as outlined in A/P Invoices
by P.O.
The prompts to enter the A/P invoice are:
-
- INVOICE NUMBER
- To enter a new invoice in Add mode type in the invoice
number.
If the supplier's invoice number exceeds 9 digits, only the first 9
characters will display as the Invoice Number, and the first
20 characters will populate the Invoice Ref field.
In Change mode, a window is provided to view any unposted A/P
invoices as outlined in A/P Invoice
Search.
VENDOR NUMBER
- Type in the vendor's number, or enter the first few characters
of the vendor name (ALPHA KEY) to list matches in the
search/selection pop-up, or search for the vendor in the Vendor Search window.
The Vendor address as stored in the Vendor
Information table is displayed for reference so the correct
vendor can be easily validated.
The Vendor number on the A/P invoice can be changed prior to
posting using the Change Vendor# on Unposted A/P
Invoice utility.
Note: An AP Invoice cannot be created for an "Inactive" supplier
as designated in the Vendor Information,
with the exception of any existing Purchase Orders that had already
been created before the Vendor was flagged as "Inactive" which
still be received and can still be invoiced.
DEFAULT TAX CODES
- After the vendor number is entered, if the feature to
Calculate Tax On: A/P Invoices or Both has
been activated in Company Taxing Parameters
to automatically calculate and add taxes to an Accounts Payable
invoice, the Default Tax Codes window opens as follows:
-
- TAX IS INCLUDED ON INVOICE LINE AMOUNTS
- The default value displays as set up in the Additional
Information window of Vendor
Information which can be set to reflect how this supplier
charges tax on AP invoices, and can be over-typed for this invoice
as required.
Check this box if the supplier has included the tax in each
transaction total on the AP invoice and has not provided separate
tax details.
By checking this box, the system will calculate the tax on each
line detail, subtracting the tax amount from the line total and
then automatically adding the tax transactions to the
invoice.
Uncheck this box if the taxes are not already included in the
line item total and should be calculated and added as additional
tax transactions without reducing the line total.
Note: If taxes should not be calculated on this expense at all,
change both Tax 1 and Tax 2 to NTX.
TAX 1 INCLUDED
- The tax code for Tax 1 defaults from Vendor Information and if the operator has
permission to 'Change Tax Codes' as defined in the Document
Field Access of Role Permissions,
the tax code can be over-typed for this invoice as required.
A drop-down list is provided to view and select from valid tax
codes.
TAX 2 INCLUDED
- The tax code for Tax 2 defaults from Vendor Information and if the operator has role
permission, the tax code can be over-typed for this invoice as
required.
A drop-down list is provided to view and select from valid tax
codes in the window.
Finished?
- Click OK to accept the tax information and exit the window.
Tax transactions post to the division defined in the AP Invoice
header.
Update Vendor Tax Information With These Tax Codes?
- This prompt only appears if the tax codes were changed for this
invoice in the Default Tax Codes window, and the setting in
the Company Taxing Parameters has been
activated to update the Vendor Information
taxes from the header of an invoice.
Click YES to update the taxes for the supplier in
Vendor Information.
Click NO to only apply the taxes changed in the
invoice header, on this specific A/P invoice.
Once the tax decisions have been completed, the vendor name,
terms, and account balance information display in the A/P invoice
header.
ACCOUNT BALANCE
- The current account balance of the vendor will display.
TERMS
- The terms for payment to this supplier display as defined in
the Vendor Information.
INVOICE REF
- This field is populated automatically if the vendor's invoice
number exceeds the 9 character maximum.
Up to 20 characters can be stored in this field for reference.
This is information only and can only be set in ADD mode.
If the Invoice Ref is automatically populated from the
Invoice Number field, it cannot be modified.
If this field is not filled in by the Invoice Number a
reference number can be entered manually as required.
When the A/P invoice is posted any related Invoice Ref
numbers can be viewed in:
- Vendor Account Inquiry
Hold/Release Invoices - unposted
option
Select Invoices - Computer Checks
Select Invoices - Manual Checks
Aged A/P Detail Report - spreadsheet
output
Note: Any invoices that are created from this invoice in the
invoice distribution process, will not inherit this reference
number.
INVOICE DATE
- The Invoice Date initially defaults to today's date, or
defaults to the Invoice Date entered for the previous
invoice entered in this session when the operator has not yet
exited the A/P Invoices screen.
The date can be over-typed as required.
This is the date that will be used for calculating the due date on
the invoice given the vendor terms.
Date Range checking applies for module code APVI.
The original invoice date is viewable in Vendor Account Inquiry, and is printed on the
Aged A/P Detail, Cash
Application Report, and Check
Register. This date also prints on the check stub of computer
checks.
In the Aged A/P Detail and Aged A/P Summary reports, the option is provided
to choose this Invoice Date on which to base the invoice
aging categories reflected in the AP Aging reports.
POSTING DATE
- The Posting Date defaults to the Invoice Date in
Add mode, unless this date falls in a closed accounting period, as
defined by the Date Range set for module APIP and the operator does
not have Date Range override permission.
In this situation where the Invoice Date is outside the Date
Range allowed for APIP, then the Posting Date defaults to
today's date.
This allows late invoices to be entered for the correct date
without requiring a re-balancing of a closed accounting period.
The date can be over-typed within the range if required.
The Posting Date will be used to post this purchase or
expense to the General Ledger.
It is also the date used to balance Accounts Payable control
account in the General Ledger to the Accounts Payable
sub-ledger.
In the Aged A/P Detail and Aged A/P Summary reports, the option is provided
to choose this Posting Date on which to base the invoice
aging categories reflected in the AP Aging reports.
The Posting Date does NOT print on the check stub when
using computer checks, instead the original Invoice Date is
used.
DUE DATE
- Accept the date displayed, as defined by the terms set for this
supplier in Vendor Information, or
over-type it with the correct Due Date.
The terms calculation is based on the Invoice Date.
The option is provided to choose the Due Date to age the
invoices in the Aged A/P Detail and
Aged A/P Summary reports.
This due date is NOT relevant if the invoice is actually to be
distributed over several Due Dates.
Note: To speed up data entry, press the <TAB> key, to move
through the invoice header fields, stopping only where input is
mandatory.
CURRENCY
- Accept the vendor's default currency, or select one from the
drop-down list.
Exchange Processing:
If the currency assigned here
has a currency exchange rate in Currency
Codes, and the exchange posting processing has been activated
from the Support Application Parameters, G/L
posting transactions will be generated for the amount of the
exchange.
Though these transactions do not display in the invoice details of
A/P Invoices, a credit is generated to the currency exchange
default account as assigned in Default
Accounts, and a debit is generated to each distribution G/L
account from the invoice, for the amount of the exchange.
These postings do NOT change the total dollar amount of the A/P
invoice. They are noted on the A/P Purchases Journal printed from
Post A/P Invoices, and a separate A/P
Purchases Exchange, Duty & Freight Summary is also printed.
In Change mode, if the currency on a previously entered invoice
is changed, and there is an exchange rate in Currency Codes for one of the currencies, a
warning to check the exchange is displayed on the screen.
Click OK to continue and make the appropriate adjustments to the
invoice details.
DISCOUNT DATE
- Accept the default date according to the terms defined in
Vendor Information, or over-type it with
the correct date when your discount opportunity expires.
DISCOUNT %
- Accept the discount percent according to the terms defined in
Vendor Information, or over-type it with
the correct discount percentage which applies up to and including
the Discount Date.
1099-MISC CODE
- This prompt only applies if the 1099-Misc processing has been
activated in the Company Miscellaneous
Parameters.
The 1099-Misc code for the vendor displays, as setup in the
Additional Information window of Vendor
Information. If this is not correct for this invoice,
over-typed the code.
The code remains with the invoice and can be viewed in Vendor Account Inquiry. The 1099-Misc forms can be
generated from U.S. 1099-Misc
Forms.
DIVISION
- Accept the Operator's default division, or enter a preferred
division code, or select it from the drop-down list.
Note: This A/P Invoice entry program does respect
division restrictions by the Access Values
assigned to the operator.
For more information on this security feature refer to Divisional Restricted Views.
Division Posting in the General Ledger:
EVENT WINDOW
- This window only appears if the event management processing has
been activated in the Company Rate
Parameters and it has not been de-activated for the operator's
division in the Additional Pop-Up Windows,
in the Divisional Contract Parameters.
Enter the event information as prompted in Location and Event Information, or close the
window if event rates do NOT apply to this document.
BATCH
- Batch codes are used to post groups of A/P invoices.
There are two methods of assigning batch codes as defined in the
Company Miscellaneous Parameters for the
company.
- If your firm uses the manual assign method, enter the batch
code or select the batch code from the drop-down list, as setup in
A/P Batch Codes.
If more than one person is entering Accounts Payable invoices, each
person should have their own batch code (i.e. their initials). This
allows each person to input invoices and post separately.
This defaults from the Batch Code entered for the previous
payment entered in this session if the operator has not yet exited
the AP Invoices screen.
-
If your firm uses the auto-assign batch code, the software
assigns the batch code to each new group of invoices, with no
ability to over-ride the batch number.
ON HOLD
- Once an invoice is entered, it is assumed to be ready to post
(not on hold) unless it is specifically put on Hold.
Putting an invoice on Hold prevents the invoice from posting
with Post A/P Invoices.
To put an invoice On Hold or to Release it for posting, use
Hold/Release Invoices.
INVOICE NOTE
- Enter any invoice comments. These notes can be reviewed in
Vendor Account Inquiry and changed in the
window in Change Vendor Invoice Due
Dates.
Comments also print on the Purchases Journal.
- PRINT NOTE
- This field is skipped if there are no notes.
Check this box to print these notes or comments on the Check
Stub, and on the Cash Requirements Report.
Uncheck this box to prevent these notes from printing on the Check
Stub or Cash Requirements Report. They will still print on the
Purchases Journal.
FILE ATTACHMENTS
- Multiple external documents or images can be associated with
this invoice when setup in the File
Attachments window.
This field is disabled if there is no attachment directory
defined in Company Miscellaneous
Parameters.
RECURRING DISTRIBUTION INVOICE Window:
- This A/P Invoice Distribution window
only opens if this supplier had been setup to generate standard
percent distribution invoices as determined by the %
Distribution for the vendor defined in Recurring A/P Invoice Distribution.
INVOICE TOTAL
- The total value including taxes is displayed. This is useful in
Change mode.
Finished?
- Click ACCEPT when the A/P invoice header is complete to proceed
with the G/L transactions disbursements for in the invoice as
outlined in A/P Invoice Details, or click
CANCEL to abort.
ACTIONS:
Additional actions provided by buttons on the A/P Invoice
screen include:
- Enter the A/P Invoice Expense from a Purchase Order:
This button is only active when the Inventory Received in
Warehouse feature is activated in the Company Inventory Parameters.
Click the ENTER BY P.O. button to enter the A/P
Invoice based on the products received on a specific Purchase
Order, as outline in A/P Invoices By
P.O.
This button will only be active when the role assigned to the
operator in Operators has permission to
defined in the "Miscellaneous" window of Security Role Permissions to "Enter A/P Invoices
with Inventory", and if Inventory Received in Warehouse
feature has been activated in the Company
Inventory Parameters.
Topic Keyword: APVI03