1. Fields & Definitions for Manual A/P Entries
1.1. Manual AP Entry Tab

  

Manual AP Entry tab field Definitions

  This toggle button will either put item on hold or remove item from hold. NOTE:  This button will only be available if the record status is "Editable" or if the record status is "Released to GL" and the record is on "Pmt Hold". 
Trans Dt This column will display the date of the transaction.
Invoice No

The supplier’s Invoice Number.
Invoice Date

The date of the Supplier’s invoice.
Supplier Name

The name of the Supplier.
Total Amount

This is the total amount of the invoice.
Due Date The date the invoice is due to the supplier
PO/Reference

The Purchase Order number or other reference.
Status

Editable – this means that most of the fields are eligible for changes. 

Paid Only – this means that the invoice has been paid manually and removed from the AP Aging records, but has not been released or posted yet, . The  invoices with this status can NOT be edited.

Released to GL – this means that the invoice has been released and/or posted to GL, but is still open in the A/P Aging and is unpaid.  The invoices with this status can NOT be edited because they’ve already been released to G/L.   NOTE:   If they are on "Pmt Hold" the "Remove Hold" button will be available, so user can remove the invoice from payment hold so Invoice will be displayed in AP Check Payment.

Paid/Rel to GL – this means that the Check has been written for the invoice and it has been released and posted  to the G/L.  Thes invoices with this status can NOT be edited.

Deleted – this means that the invoice/record has been deleted, and the invoice/record can NOT be reinstated.
Hold Status   If an invoice is placed on Hold this field will display the type of Hold Status such as "Pmt Hold".  If an Invoice is on "Pmt Hold" user can still release and post the invoice to the GL.  If the status of the Invoice is "Released to GL", this record will not be Editable, but the "Remove Hold" button, will be available. 
Date Last Changed

The last change made to the invoice.
Reason

The reason for the change.
By

The initials of the user who made the change.

If lit in red, there is a note regarding the invoice.

This will take the user to the pertinent addresses for this invoice, as displayed:

 

For the INVOICE highlighted:

Item

The item number of the invoice. 
Description

The description of the purchase.
Quantity

The amount purchased.  We allow a fraction of a whole number in the qty within this module, because user may need to create a manual invoice for something that is measured in inches, feet, etc. Or another example is an invoice for 1.75 hours of work on something. 
Price Each

The price to be paid to the supplier.
Total

The total of the invoice.
Tax Pct

The sales tax percentage the supplier charged the user.
GL Number

The General Ledger Number to which the item was charged.
  Add special detail for line item 
  Delete special detail for line item

If lit in red, a note exists regarding the detail line.
Total Tax

This is the total of the sales tax on all of the line items.
Total Incl Tax

This is the grand total of the invoice due the supplier.

1.2. Maintain Recurring AP's Tab

Maintain Recurring AP’s tab Field Definitions

For the Recurring Payable highlighted, the screen will display:

View    
Number of Pmts - Orginal The Original Number of payments (if Type is defined as Fixed).
Number of Pmts - Remaining The number of payments remaining (if Type is defined as Fixed). 
Last AP Generated  The last scheduled payment date which was generated via the Generate Recurring AP’s tab. 
Setup Date  The date the Recurring AP was Setup. 
Date Last Changed The last date on any changes made to the Recurring AP record. 
Changed By  The users initials from the last change to the Recurring AP record. 
  To Close the highlighted Recurring AP record.
  This screen will display the confirm and remit to address for the supplier.
Reason  The reason for the Reucrring AP record.
  If lit in red, there is a note regarding the highlighted item. 

RECURRING INVOICE INFORMATION

Supplier Name  Supplier Name 
Pmt Amount

The amount of the recurring payment for each payment made.
Type

The type of recurring payment, either Fixed (a definite number of payments) or Open (number of payments is indefinite). 
Frequency

The payment interval, either monthly or quarterly. 
Description 

The description of the recurring payable. 
1st Pmt 

The date the 1st recurring payment was scheduled to be made. 
PO/Reference  The PO number or other reference.
Invoice No  The Invoice No 

RECURRING INVOICE DETAIL INFORMATION

Itm  The item number on the Invoice
Description  The description for that line item on the Invoice. 
Quantity  The Qty for that line item from the Invoice. We allow a fraction of a whole number in the qty within this module, because user may need to create a manual invoice for something that is measured in inches, feet, etc. Or another example is an invoice for 1.75 hours of work on something. 
Price Ea Price each for that line item from Invoice.
Total  Total Price for that line item from invoice. 
Tax PCT  Tax that was charged for that line item from invoice.
GL Number

The General Ledger Account number where the payment will be charged. 

If lit in red, a note exists regarding the detail line

Total Tax

This is the total of the sales tax on all of the line items.
Total Incl Tax

This is the grand total of the invoice due the supplier.

1.3. Generate Recurring AP's Tab

Generate Recurring AP's tab           

Overview

This screen is used to generate the Recurring Accounts Payable and set them up for payment by transferring them into the A/P Aging module.

Generate Recurring AP’s tab Field Definitions

Sel

If this column is checked, the recurring payable will be selected for Transfer to Accounts Payable Aging module.

Supplier Name

The name of the supplier for the recurring payable.

Pmt Amount 

The amount of the payment to the supplier.

Due Date

The scheduled due date for the recurring payable.

Type

The recurring payable type, either Fixed (a definite number of payments) or Open (a variable number of payments).

Frequency

The interval of payment, either monthly or quarterly.

Description

The description of the recurring payable.

PO/Reference

The PO or other reference for the recurring payable.

Invoice Number

The supplier assigned number for this recurring invoice.

 

Depressing this button will bring the ungenerated Recurring Payables through the Ending Date into the screen.

Ending Date  The field is to determine through which date the user wants to generate recurring payables.
If lit in red, the item note button will display the note for the recurring payable highlighted.
Depressing this button will cause the selected recurring payables to forward into the A/P Aging module.