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Def - Trans - AP Invoice/Credit Memo
Def - Trans - AP Invoice/Credit Memo
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 The purpose of this page is to view, add, edit, remove, and post individual AP Invoices and Credit Memo transactions.

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Toolbar IconsDescription
Delete
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Delete - RV Header
Delete - RV Header
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Grid Layout
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Grid Layout - Global
Grid Layout - Global
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Journal Details
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Journal Details - RV Header
Journal Details - RV Header
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Load from POLoads information from the specified purchase order once a PO is entered. This button is disabled once the transaction is Approved or Ready to Post.

This icon is disabled until a value has been entered in the PO field that matches an open Purchase Order #. When enabled and clicked, the transaction data will auto fill from the Purchase Order. This icon is disabled once the transaction is Approved or Ready to Post.

Help
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Help - Global
Help - Global
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New

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New - Multi-Select Trans Type - Global
New - Multi-Select Trans Type - Global
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  • Invoice: A transaction to record a purchase you are making from a Vendor.
  • Credit Memo: A transaction to record a return/refund you are getting from Vendor.
Notes
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Notes - Global
Notes - Global
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Save
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Save - RV Header
Save - RV Header
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View Applications
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View Applications - Global
View Applications - Global
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FieldsDescription
Amount

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Amount - Transaction
Amount - Transaction
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 This is a non-editable text box that displays the total amount based on the sum of all transaction lines on the invoice/credit memo. This defaults to "0.00" and is not required. This field is never editable by the user, but can be changed by updating the quantity and/or price of one or more transaction lines.

Database Field: ERPx_APTransactionHeader.ExtendedAmount

Description

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Description - Header
Description - Header
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This is text box to assign a description to the invoice/credit memo. This defaults to blank and is not required, but if entered, it must be <=60 characters. This is always editable.

Database Field: ERPx_APTransactionHeader.Description

Doc Date

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Doc Date
Doc Date
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 This is a text box to assign/edit a date for the invoice/credit memo. This defaults to today's date and is required. If missing, the message "Doc Date is required." will be displayed on Save. The Doc Date must be on or before the GL Date when Approving or Posting the Invoice/Credit Memo. If not, the message "The GL Date must be on or after the Doc Date." will be displayed on Save. This field is always editable.

Database Field: ERPx_APTransactionHeader.TransactionDate

Doc No

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Doc No
Doc No
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This is a text box to assign a enter the document number your Vendor assigned to the invoice/credit memo. This defaults to blank and is required and must be <= 50 characters. If missing, the message "Doc No is required." will be displayed on Save. This is always editable while in a status of New.

Database Field: ERPx_APTransactionHeader.DocNumber

Payment Terms

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Payment Terms
Payment Terms
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This is a single-select standard lookup that defaults from the Payment Terms assigned to the 'Vendor Class' of the selected Vendor. This is required and if missing, the message "Payment Terms are required when approving or posting transactions." will be displayed on Save. This is editable on an invoice while in a status of New, but not editable on a credit memo.

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Def - Payment Terms
Def - Payment Terms
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The lookup contains a blank value, the current assigned value, and a list of all the 'Active' Payment Terms.

Database Fields: ERPx_MFPaymentTerms.PaymentTermName, APTransactionHeader.PaymentTermSK

PO

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Purchase Order
Purchase Order
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This is a text box to assign a purchase order to an invoice/credit memo. This defaults to blank and is not required, but if entered, it must be <=50 characters. This is always editable while in a status of New.

Database Field: ERPx_APTransactionHeader.PurchaseOrderID

Status

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Status
Status
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 This is a single-select standard lookup that defaults as 'New' and is required. This is always editable while the transaction is in a Status of 'New' or 'Approved'.

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Def - Status
Def - Status
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 The Statuses that apply to transactions in this List View include:

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Def - Status - New
Def - Status - New
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Def - Status - Approved
Def - Status - Approved
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Def - Status - Ready to Post
Def - Status - Ready to Post
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Database Fields: ERPx_APTransactionStatus.StatusName, ERPx_APTransactionHeader.TransactionStatusSK

Vendor

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Vendor Name (ID)
Vendor Name (ID)
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This is a single-select standard lookup to assign a Vendor to the invoice/credit memo. This defaults as blank and is required. If not assigned, the message "A Vendor is required." will be displayed on Save. This is always editable while the transaction is in a Status of 'New'.

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Def - Vendor Name
Def - Vendor Name
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The lookup contains a blank value, the current assigned value, and a list of all the 'Active' Vendors.

Database Fields: ERPx_APVendor.VendorID, ERPx_APTransactionHeader.VendorSK

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FieldsDescription
Created By

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Created By
Created By
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Database Field: ERPx_APTransactionHeader.CreatedBy

Created Date

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Created
Created
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Database Field: ERPx_APTransactionHeader.CreatedDate

Currency ID

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Currency
Currency
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 This is a non-editable text box that defaults from the Currency assigned to the 'Vendor Class'. This is required and not editable from this page. Even though this field is required, it is currently for information only and does not drive any functionality. 

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Def - Currency
Def - Currency
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The lookup contains a blank value, the current assigned value, and a list of all the 'Active' Company Currencies.

Database Fields: ERPx_MFCurrency.CurrencyID, ERPx_APTransactionHeader.CurrencySK

Discount Date

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Discount Date
Discount Date

Identifies the date the discount expires. It is based on the number of discount days set up for the selected Payment Terms. This is a text

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 This is a text box that is calculated from taking the Doc Date and adding the number of discount days set up on the selected Payment Terms. If the assigned Payment Term does not support discounts, this will be blank. This

field

is not required and is disabled until the transaction is Posted. Prior to Posting, this field can only be changed by updating the Payment Terms assigned to the transaction. Once enabled and if the field is updated,

then

it must be on or before the Due Date. Else, the message "The Discount Date must occur on or before the Due Date." will be displayed on Save.

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Def - Discount Date
Def - Discount Date
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Database Field: ERPx_APTransactionHeader.DiscountDate

Due DateIdentifies the date payment is due. It is based on the number of days set up for the selected Payment Terms.

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Due Date
Due Date
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 This is a text box that is calculated from taking the Doc Date and adding the number of days set up on the selected Payment Terms. This field is required and is disabled until the transaction is Posted. Prior to Posting, this field can only be changed by updating the Payment Terms assigned to the transaction. Once enabled and if the field is updated, then it must be on or before the Due Date. Else, the message "The Discount Date must occur on or before the Due Date." will be displayed on Save. Once enabled and if the field is updated, then it must be on or after the Discount Date. Else, the message "The Discount Date must occur on or before the Due Date." will be displayed on Save.

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Def - Due Date
Def - Due Date
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Database Field: ERPx_APTransactionHeader.DueDate

GL Date

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GL Date
GL Date
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This is a editable date picker that defaults as blank and is required. If not manually edited, will be automatically set to match the 'Doc Date' in the Home tab  when the transaction is saved with a Status of either Approved or Ready to Post.  The GL Date must be on or after the Doc Date when Approving or Posting the Invoice/Credit Memo. If not, the message "The GL Date must be on or after the Doc Date." will be displayed on Save. This is always editable while the transaction is in a Status of New.

Database Field: ERPx_APTransactionHeader.GLDate

Last Updated

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Last Updated
Last Updated
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Database Field: ERPx_APTransactionHeader.LastUpdated

Last User

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Last Updated By
Last Updated By
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Database Field: ERPx_APTransactionHeader.LastUser

Pmt./Apply Hold

Displays as "Yes" for AP Invoices and Credit Memos that are on a Payment or Application hold. This is an editable text box that defaults as blank and is always editable, even for posted transactions as long as they have not yet been fully applied.

  • Invoices on hold will not be selected for payment when building AP Check Batches.
  • Credit Memos on hold cannot be selected to apply to open Invoice

Database Field: ERPx_APTransactionHeader.IsOnApplicationHold

Transaction Class

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Transaction Class
Transaction Class
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 This is a non-editable text box that is required and defaults as 'Default'. This is not editable.

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Def - Transaction Class
Def - Transaction Class
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Database Fields: ERPx_APTransactionClass.TransactionClassDescription, ERPx_APTransactionHeader.TransactionClassSK

TransactionSK

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Transaction SK
Transaction SK
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This is a non-editable text box that is system generated, required and is not editableis not editable. This field is primarily used by support.

Database Field: ERPx_APTransactionHeader.TransactionHeaderSK

Vendor ID

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Vendor ID
Vendor ID
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This is a non-editable text box that defaults as the Vendor ID of the selected Vendor. This is required and only editable by changing the Vendor assigned to the transaction.

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Def - Vendor ID
Def - Vendor ID
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Database Fields: ERPx_APVendor.VendorID, ERPx_APTransactionHeader.VendorSK

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Def - Not Defined

The lookup contains a blank value, the current assigned value, and a list of all the 'Active' Vendors, Employees and Projects.

Database Fields: ERPx_APVendor.VendorName, ERPx_MFEmployee.EmployeeName, ERPx_GLProject.ProjectDescription, ERPx_APTransactionLine.ToDistributionAccountSK

true

The lookup contains a blank value, the current assigned value, and a list of all the 'Active' Units of Measure.

Database Fields: ERPx_IMUOM.UOMID, ERPx_APTransactionLine.QuantityUOMSK

Toolbar IconsDescription
Delete
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Delete - RV Grid
Delete - RV Grid
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Excel
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Excel - RV Grid
Excel - RV Grid
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New

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New - multi blank rows - RV Grid
New - multi blank rows - RV Grid
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FieldsDescription
Checkbox
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Checkbox
Checkbox
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Description

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Description - Item
Description - Item
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This is a text box that defaults as blank, is required and must be <= 200 characters. If missing, the message "A Description is required for all line items." will be displayed on Save. This field is always editable while the transaction is in a Status of New or Approved.

Database Field: ERPx_APTransactionLine.LineDescription

Distributed To

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Distributed To - Vendor
Distributed To - Vendor
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This is a single-select standard lookup that defaults as blank and is not required. This is always editable while the transaction is in a Status of New.
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Def - Not Defined
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Extended

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Amount - Extended
Amount - Extended
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This is a non-editable textboxtext box that defaults as "0.00" and is required. This can only be edited by changing the Quantity and/or Price of the transaction line. It is calculated as [Quantity of line item] * [Price of line item].

Database Field: ERPx_APTransactionLine.ExtendedAmount

Price

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Price
Price
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This is a text box that defaults as "0.00" and is required when the Status is set to Approved. If missing, the message "Price is required and must be greater than zero." will be displayed on Save. This is always editable while the transaction is in a Status of New.

Database Field: ERPx_APTransactionLine.Price

Purchase Account

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Sale Purchase Account - ItemSale
Purchase Account - Item
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This is a single-select standard lookup that defaults as blank and is required when the Status is set to Approved. If missing, the message "A Purchase Account is required for all lines." will be displayed on Save. This is always editable while the transaction is in a Status of New. This is always editable while the transaction is in a Status of New unless the line is being distributed to a Fishing Account. For lines distributed to fishing accounts, the Purchase Account is set to the Settlement Accrual Account for the assigned account and is disabled

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Def - Not DefinedGL Account - Purchases
Def - GL Account - Not DefinedPurchases
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The lookup contains a blank value, the current assigned value, and a list of all the 'Active' GL Accounts.

Database Fields: ERPx_GLAccount.AccountNumber, ERPx_APTransactionLine.AccountSK

Quantity

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Quantity
Quantity
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This is a text box that defaults as "1.00" and is required. This can be a positive or negative value. This is always editable while the transaction is in a Status of New. 

Database Field: ERPx_APTransactionLine.Quantity

UOM

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UOM - Units
UOM - Units
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This is a single-select standard lookup that defaults as blank and is not required. This is always editable while the transaction is in a Status of New. 
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Def - Not DefinedDef - Not Definednopanel

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