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AP Invoices represent transactions that carry amounts the company owes for purchasing goods or services from a Vendor. AP Credit Memos represent transactions that carry amounts owed to the company because of returns and/or credits on goods or services previously purchased from a Vendor. The purpose of this page is to show line item detail for all these unposted transactions.

(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: YYYY.MM.DD and newer

Page Header

Toolbar IconsDescription
EditOpens the selected record for editing. If a record is not selected, the page will not open.
ExcelExport the contents of the list view to an Excel file that will automatically download. The contents that export are those that are visible to the user. Therefore, if the user has filtered the view only the filtered contents will be exported. 
Favorites Clicking on the star icon when it is an outline, adds the page to the 'My Shortcuts' tab and fills in the star. Clicking on the star icon when it is filled in (solid color), removes the page from the 'My Shortcuts' tab and returns the icon to an outline. 

(lightbulb) Users must log out and back in before the pages will be visible in the 'My Shortcuts' tab.

Grid LayoutOpens the Saved Grid Layout menu that allows the user to select another saved layout, create a new layout, save changes to a layout, or assign a saved layout as the default for the page. Once changes are made to a grid, such as columns are added or removed, the user can click the Saved Grid Layout icon and save the changes to the grid layout and name the new layout. The new layout can also be set as the default, instead of the System View. This is useful for creating specific views to separate master files or transaction types (i.e. Invoice specific vs. Credit Memo specific).

(lightbulb) The bolded view is the default view, which will determine the view will automatically display in when opened. 

HelpOpens the online WIKI help page for the current page. 

(lightbulb) This icon is only visible on pages that are documented in the online help.

New

Allows users to select the type of transaction or record they want to add. The list contains:

  • 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.
FieldsDescription
Checkbox
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Currency

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 The Currency identifies the kind of money used for transactions. For example, if a Customer or Vendor is setup with a Currency of "USD" then all transactions for them are stated in terms of US Dollars and all payments received or made must be in US Dollars. This comes from the 'Currency ID' on the 'Properties' tab of the Invoice/Credit Memo Record View. This defaults from the Currency setup on the Vendor and is not editable on the transaction.

Database Fields: ERPx_MFCurrency.CurrencyID, ERPx_APTransactionHeader.CurrencySK

Distributed To

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This comes from the 'Distributed To' on the Item grid of the Invoice/Credit Memo Record View. This defaults as blank and is always editable while the transaction is in a Status of New.

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

Distributed To Type

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This is derived from the 'Distributed To' on the Item grid of the Invoice/Credit Memo Record View. Because this defaults from the Vendor, Employee or Project, it is not editable on the transaction. This contains the associated value in the MFDistributionType Enumeration Class.

Database Field: ERPx_APTransactionLine.ToMFDistributionTypeEN

Doc Date

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 This comes from the 'Doc Date' on the 'Home' tab of the Invoice/Credit Memo Record View. This defaults from the current date and is always editable while the transaction is in a Status of New.

Database Field: ERPx_APTransactionHeader.TransactionDate

Doc Description

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 This comes from the 'Description' on the 'Home' tab of the Invoice/Credit Memo Record View. This defaults as blank and is always editable, even after the transaction is Posted.

Database Field: ERPx_APTransactionHeader.Description

Doc No

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 This comes from the 'Doc No' on the 'Home' tab of the Invoice/Credit Memo Record View and represents the transaction/Invoice # assigned by your Vendor. This defaults as blank and is required. This is always editable while the transaction is in a Status of New.

Database Field: ERPx_APTransactionHeader.DocNumber

Extended

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This comes from the 'Extended' on the Item grid of the Invoice/Credit Memo Record View and is calculated based on the product of the Quantity and Price of the transaction line. This can only be edited by changing the Quantity and/or Price of the transaction line.

Database Fields: ERPx_APTransactionLine.ExtendedAmount

GL Date

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 This comes from the 'GL Date' on the 'Properties' tab of the Invoice/Credit Memo Record View. This defaults as blank and if not manually edited, 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
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 This is a calculated field 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
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  This is a calculated field 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.
Item Description

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This comes from the 'Description' on the Item grid of the Invoice/Credit Memo Record View. This defaults as blank and is always editable while the transaction is in a Status of New or Approved.

Database Field: ERPx_APTransactionLine.LineDescription

Payable Account

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This comes from the Vendor's 'Accounts Payable' on the 'Accounts' tab of the Vendors List View. Because this defaults from the Vendor, it is not editable on the transaction.

Database Fields: ERPx_GLAccount.AccountSK, ERPx_APVendor.APGLAcctRef

Payable Account Description

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This comes from the Vendor's 'Accounts Payable' on the 'Accounts' tab of the Vendors List View. Because this defaults from the Vendor, it is not editable on the transaction.

Database Fields: ERPx_GLAccount.Description, ERPx_APVendor.APGLAcctRef

Pmt./Apply Hold

Displays as "Yes" for AP Invoices and Credit Memos that are on a Payment or Application hold. This comes from the 'Pmt./Apply Hold' on the 'Properties' tab of the Invoice/Credit Memo Record View. This 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

PO

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 This comes 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 defaults as blank and is not required. This is always editable while the transaction is in a Status of New.

Database Field: ERPx_APTransactionHeader.PurchaseOrderID

Price

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This comes from the 'Price' on the Item grid of the Invoice/Credit Memo Record View. This defaults as "0.00" and is not required. This is always editable while the transaction is in a Status of New.

Database Fields: ERPx_APTransactionLine.Price

Purchase Account

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This comes from the 'Purchase Account' on the Item grid of the Invoice/Credit Memo Record View. This defaults as blank and is not required. This is always editable while the transaction is in a Status of New. 

Database Fields: ERPx_GLAccount.AccountNumber, ERPx_APTransactionLine.AccountSK

Purchase Account Description

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This comes from the 'Purchase Account' on the Item grid of the Invoice/Credit Memo Record View. This defaults as blank and is not required. This is always editable while the transaction is in a Status of New. 

Database Fields: ERPx_GLAccount.Description, ERPx_APTransactionLine.AccountSK

Quantity

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This comes from the 'Quantity' on the Item grid of the Invoice/Credit Memo Record View. This defaults as "1.00" and is not required. This is always editable while the transaction is in a Status of New. 

Database Fields: ERPx_APTransactionLine.Quauntity

Status

This needs to be updated to only have statuses of New, Approved and Ready to Post.

This comes from the 'Status' on the 'Home' tab of the Invoice/Credit Memo Record View and represents the status of the transaction. This 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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Database Fields: ERPx_APTransactionStatus.StatusName, ERPx_APTransactionHeader.TransactionStatusSK

Transaction

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 Transaction numbers are system assigned IDs to differentiate unique transactions. Transaction ID's are unique by the unique combination of 'Transaction Type' + 'Transaction Class'. This is a system assigned number that comes from the 'Transaction Class' and is required but is not editable by users.

Database Field: ERPx_APTransactionHeader.TransactionID

Transaction Class

Transaction Classes are used to differentiate transactions within a Transaction Type. For example, Transaction Classes of Fresh and Frozen can be setup for the Transaction Type of 'Sales Order'. Transaction Classes are used in all functional areas throughout the application. This comes from the 'Transaction Class' on the 'Properties' tab of the Invoice/Credit Memo Record View. This defaults as 'Default' and is not editable.

Database Fields: ERPx_APTransactionClass.TransactionClassDescription ,ERPx_APTransactionHeader.TransactionClassSK

Transaction Type

Transaction Types are used to differentiate unique types transactions within the system. Transactions with the same Transaction Type share the same record view pages and business rules. Transaction Types can be further classified using Transaction Classes. Every transaction in the system is assigned a Transaction Type. This comes from the Transaction Type selected when starting a new transaction. This is never editable.

Database Fields: ERPx_APTransactionType.TransactionName, ERPx_APTransactionHeader.TransactionClassSK

UOM

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This comes from the 'UOM' on the Item grid of the Invoice/Credit Memo Record View. This defaults as blank and is not required. This is always editable while the transaction is in a Status of New. 

Database Fields: ERPx_IMUOM.UOMID, ERPx_APTransactionLine.QuantityUOMSK

Vendor

Vendor IDs are used as a short description and unique identifier for Vendor records. They can be changed at any time to any alphanumeric value. If you do not have an existing strategy for Vendor IDs the 3-3-2 method would be recommended. This 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.

Database Fields: ERPx_APVendor.VendorID ,ERPx_APTransactionHeader.VendorSK

Vendor Class

Vendor Classes are used to identify default values that will be applied to new Vendor accounts and to group Vendor accounts together for reporting purposes.  This 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.

Database Field: ERPx_APVendorClass.ClassDescription, ERPx_APTransactionHeader.VendorSK

Vendor Name

Vendor Names are used as a long description for Vendors. This 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.

Database Fields: ERPx_APVendor.VendorName ,ERPx_APTransactionHeader.VendorSK

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