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Insert excerptDef - Trans - AP Invoice/Credit MemoDef - Trans - AP Invoice/Credit Memonopaneltrue The purpose of this page

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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 AP Invoices and Credit Memos. Additionally, users can Mass Update the GL Date, Pmt/Apply Hold, and Status of multiple transactions at once.

(lightbulb) This list view also contains columns for each Attribute that is set up for the 'AP Purchasing' attribute type. Because these are user defined, they are not included in the default view but can be added a saved layout. AP Purchasing attributes are not included in the help documentation.

Software Version: 20212023.0706.2330 and newer

Table of Contents
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Page Header

 Each Transaction Type (Invoice or Credit Memo) that only has one Transaction Class is displayed as just the Transaction Type Name (e.g. Invoice).  Each Transaction Type that has more than one Transaction Class is displayed as Transaction Type Name-Transaction Class Name (e.g. Invoice-Home Office). The base list of Transaction Types includes:
  • IQ: PO Linked Transactions - Opens the "PO Linked Transactions" inquiry showing the Purchase Order and all AP Invoices, AP Credit Memos, and Inventory Receipts associated with it. 
  • RV: Transaction - opens the Transaction Record View in a new tab.
  • RV: Purchase Order - Opens the record view of the Purchase Order. If there is not a linked PO, a message will appear indicating "There is no Purchase Order for this transaction."  
  • View in PaperVision - This option is only visible when the preferences for PaperVision are configured.
Amount - Transaction
Toolbar IconsDescription
Column Filter Show/Hide
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Column Filter Show/Hide - Global
Column Filter Show/Hide - Global
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Delete

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Delete - LV 3.0
Delete - LV 3.0
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Edit

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Edit - LV 3.0
Edit - LV 3.0
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Excel

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Excel - LV 3.0
Excel - LV 3.0
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Favorites

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Favorites Add/Remove - Global
Favorites Add/Remove - Global
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Group By Show/Hide
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Group By Show/Hide - Global
Group By Show/Hide - Global
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Help
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Help - Global 3.0
Help - Global 3.0
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Mass Update

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Mass Update - Global 3.0
Mass Update - Global 3.0
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  • GL Date: A date field that defaults to "(No Change)", but also allows users to select a date from the calendar. Assigns the selected date to the selected/filtered transactions when the 'Apply' icon is clicked.
  • Pmt./Apply Hold: A single-select lookup that defaults to "(No Change)", but also has options for (blank) and "Yes". Assigns the selected value to selected/filtered transactions when when the 'Apply' icon is clicked.
  • Status: A single-select lookup that defaults to "(No Change)", but also has options for "New", "Approved" and "Ready to Post". Assigns the selected Status to selected/filtered transactions when the 'Apply' icon is clicked.
More Actions

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More Actions - Global 3.0
More Actions - Global 3.0
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  • View in PaperVision
New
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New - Multi-Select Trans Type - GlobalNew - Multi-Select Trans Type - Global
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New

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New - Multi-Select Trans Type - Global 3.0
New - Multi-Select Trans Type - Global 3.0
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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.
Print

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Print - LV 3.0
Print - LV 3.0
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Quick Column Filter
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Quick Column Filter
Quick Column Filter
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Refresh
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Refresh - Global 3.0
Refresh - Global 3.03.0
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Saved Layouts
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Column Layouts for Framework 3.0 - Global
Column Layouts for Framework 3.0 - Global
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FieldsDescription
Checkbox
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Checkbox
Checkbox
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Saved LayoutsAmountCheckbox
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CheckboxCheckbox
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Amount

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Amount - Transaction
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Column Layouts for Framework 3.0 - GlobalColumn Layouts for Framework 3.0 - GlobalnopaneltrueFieldsDescription

Amount - Transaction
Amount - Transaction
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 This is calculated from the sum of all transaction lines 'Amount'. This can only be edited by changing the quantity and/or price of one or more transaction lines.

Database Field: ERPx_APTransactionHeader.ExtendedAmount

Comment

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Comment - Header
Comment - Header
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 This comes can be edited from the 'AmountComment' field on the 'Home' tab of the Invoice/Credit Memo Record View and is calculated based on the sum of all transaction lines. This is required and can only be edited by changing the quantity and/or price of one or more transaction linesalways editable, even after the transaction is Posted.

Database Field: ERPx_APTransactionHeader.ExtendedAmountDescription

Created

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Created
Created
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Linked  

Database Field:ERPx ERPx_APTransactionHeader.CreatedDate

Created By

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Created By
Created By
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Linked Database Field:ERPx ERPx_APTransactionHeader.CreatedBy

Currency ID

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Currency
Currency
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 This is required and comes from the 'Currency ID' on the 'Properties' tab of the Invoice/Credit Memo Record View. This is not editable on the transaction.

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Def - Currency
Def - Currency
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Database Fields: ERPx_MFCurrency.CurrencyID, ERPx_APTransactionHeader.CurrencySK

DescriptionDoc DateDescription - Header

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Description - Header

Doc Date
Doc Date
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 This

is not required and

can be edited from the '

Description

Doc Date' on the 'Home' tab of the Invoice/Credit Memo Record View. This is always editable, even after the transaction is Posted.

Database Field: ERPx_APTransactionHeader.

Description

TransactionDate

Doc DateNo

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Doc
Date
No
Doc
Date
No
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 This is required and can be edited from the 'Doc DateNo' on the 'Home' tab of the Invoice/Credit Memo Record View and represents the transaction/Invoice # assigned by your Vendor. This is always editable while the transaction is in a Status of New.

Database Field: ERPx_APTransactionHeader.TransactionDateDocNumber

Doc NoGL Date

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Doc NoDoc NoGL Date
GL Date
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 This This is required and can be edited from the 'Doc NoGL Date' on the 'HomeProperties' tab of the Invoice/Credit Memo Record View and represents the transaction/Invoice # assigned by your Vendor. This . If not manually edited, this will be automatically set to match the 'Doc Date' when the transaction is saved with a Status of either Approved or Ready to Post. This is always editable while the transaction is in a Status of New.

Database Field: ERPx_APTransactionHeader.DocNumberGLDate

GL DatePeriod

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GL

Date

Period
GL

Date

Period
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 This

This is required and

can be edited from

calculated using the 'GL Date' on

the

the 'Properties' tab of the Invoice/Credit Memo Record View.

If not manually edited, this will be automatically set to match the 'Doc Date' when the transaction is saved with a Status of either Approved or Ready to Post. This is always editable while the transaction is in a Status of New.

Database Field: ERPx_APTransactionHeader.GLDate

GL Period

This can only be edited by changing the GL Date.

GL Year

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GL

Period

Year
GL

Period

Year
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 This

This is required and calculated using the 'GL Date' on the 'Properties' tab of the Invoice/Credit Memo Record View. This can

only be edited by changing the GL Date.GL Year

only be edited by changing the GL Date.

Last Updated

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Last Updated
Last Updated
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Database Field: ERPx_APTransactionHeader.LastUpdated 

Last Updated ByLast Updatednopaneltrue 

Linked Database Field: ERPx_APTransactionHeader.LastUpdated

Last Updated By

Insert excerptLast Updated ByLast Updated Bynopaneltrue Linked Database Field: ERPx_APTransactionHeader.LastUser

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GL YearGL Yearnopaneltrue  This is required and calculated using the 'GL Date' on the 'Properties' tab of the Invoice/Credit Memo Record View. This can only be edited by changing the GL Date.Last Updated Insert excerptLast Updated

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

Linked Receipt Transaction ID

Identifies the transaction ID from the linked Receipt transaction. This is not required and not editable. This will be populated if a Receipt was created from this AP Invoice/Credit Memo or if the AP Invoice/Credit Memo was auto-created from the Receipt. If a Receipt was linked but was either deleted or voided, the link will be removed.

Database Field: ERPx_APTransactionHeader.IMTransactionHeaderSK 

Payment Terms

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Payment Terms
Payment Terms
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 This is required and can be edited from the 'Payment Terms' on the 'HomeProperties' tab of the Invoice/Credit Memo Record View. This is always editable while the transaction is in a Status of New. If the Payment Terms are changed, the 'Due Date' and 'Discount Date' values will be automatically updated based on the new Payment TermsStatus of New.

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Def - Payment Terms
Def - Payment Terms
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Database Fields: ERPx_MFPaymentTerms.PaymentTermName, ERPx_ APTransactionHeader.PaymentTermSK

Pmt./Apply Hold

Displays as "Yes" for AP Invoices and Credit Memos that are on a Payment or Application hold. This is not required and can be edited from the 'Pmt./Apply Hold' on the 'Properties' tab of the Invoice/Credit Memo Record View. This 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

PO #


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Purchase Order
Purchase Order
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 This is not required and can be edited from the 'PO #' on the 'Home' tab of the Invoice/Credit Memo Record View and represents the purchase order you used when making the purchase. This is always editable while the transaction is in a Status of New.used when making the purchase. This is always editable while the transaction is in a Status of New.

Database Field: ERPx_APTransactionHeader.PurchaseOrderID

Reference


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Reference
Reference
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This is text box that is not required and is always editable even after the transaction is posted.

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Def - Reference #
Def - Reference #
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Database Field: ERPx_APTransactionHeader.

PurchaseOrderID

Reference

Status

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Status
Status
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 This is required and can be edited from the 'Status' on the 'Home' tab of the Invoice/Credit Memo Record View and represents the status of the transaction. 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

Transaction

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Transaction ID
Transaction ID
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 Clicking on this link opens the AP Invoice / Credit Memo Record View for the selected record. This is a system assigned number that comes from the 'Transaction Class' and is required but is not editable by users.

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Def - Transaction ID
Def - Transaction ID
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Database Field: ERPx_APTransactionHeader.TransactionID

Transaction Class ID


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Transaction Class
Transaction Class
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 This is required and comes from the 'Transaction Class' on the 'Properties' tab of the Invoice/Credit Memo Record View. 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

Transaction Type

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Transaction Type
Transaction Type
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 This is required and comes from the Transaction Type selected when starting a new transaction. This is never editable.

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Def - Transaction Types
Def - Transaction Types
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Database Fields: ERPx_APTransactionType.TransactionName, ERPx_APTransactionHeader.TransactionClassSK

Vendor Class ID


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Vendor Class
Vendor Class
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 This is required and comes from the 'Vendor Class' assigned to the 'Vendor' that is selected on the 'Home' tab of the Invoice/Credit Memo Record View. Because this defaults from the Vendor it is not editable on the transaction.

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Def - Vendor Class
Def - Vendor Class
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Database Field: ERPx_APVendorClass.ClassDescription, ERPx_APTransactionHeader.VendorSK

Vendor ID

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Vendor ID
Vendor ID
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 This is required and represents the ID of the 'Vendor' on the 'Home' tab of the Invoice/Credit Memo Record View. This is 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

Vendor Name

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Vendor Name
Vendor Name
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This is required and represents the name of the 'Vendor' on the 'Home' tab of the Invoice/Credit Memo Record View. This is only editable by changing the Vendor assigned to the transaction.

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Def - Vendor Name
Def - Vendor Name
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Database Fields: ERPx_APVendor.VendorName, ERPx_APTransactionHeader.VendorSK

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