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 transactions.
Software Version: 2020.06.05 and newer
Page Header
| Toolbar Icons | Description |
|---|---|
| Excel | Export 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. |
| Grid Layout | Opens 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).
|
| Help | Opens the online WIKI help page for the current page.
|
| Inquiry Criteria | Opens Inquiry Criteria window where users can define the following criteria:
|
| Refresh | Re-queries the contents of the grid/page based on the Inquiry Criteria parameters or the default parameters for grids that do not support Inquiry Criteria. |
| Fields | Description |
| Checkbox | Used to select one or more records. |
| Currency | Identifies the Currency assigned to the transaction. This comes from the 'Currency ID' on the 'Properties' tab of the Invoice/Credit Memo Record View. This is not editable on the transaction. 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. Database Fields: ERPx_MFCurrency.CurrencyID, ERPx_APTransactionHeader.CurrencySK |
| Distributed To | Identifies how the (extended) amount of the line item was, or will be, applied. Identifies the name of a Project, Employee, Fisherman, Tender or Fisherman Loan. This can be edited from the 'Distributed To' on the Item grid of the Invoice/Credit Memo Record View. This 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 | Identifies the type of distribution based on the selected Distributed To field. 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. Database Field: ERPx_APTransactionLine.ToMFDistributionTypeEN |
| Doc Date | Identifies the date of the transaction. This can be edited from the 'Doc Date' on the 'Home' tab of the Invoice/Credit Memo Record View. This is always editable. Database Field: ERPx_APTransactionHeader.TransactionDate |
| Doc Description | Error rendering macro 'excerpt-include' : No link could be created for 'Description - Header'. This can be edited from the 'Description' 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 |
| Doc No | Identifies the Doc No (document number) for the transaction. Unlike a Transaction ID that is system assigned based on the Transaction Class of the Transaction Type, this is a manually entered value. This can be edited 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 is always editable while the transaction is in a Status of New. Database Field: ERPx_APTransactionHeader.DocNumber |
| Extended | Identifies the Extended amount of the line item. 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 Field: ERPx_APTransactionLine.ExtendedAmount |
| GL Date | Identifies the date the transaction posted (or will post) to the general ledger. This can be edited from the 'GL Date' on 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 | Identifies the Fiscal Period based on the GL date on the source transaction or manual journal entry. This can only be edited by changing the GL Date. |
| GL Year | Identifies the Fiscal Year based on the GL date on the source transaction or manual journal entry. This can only be edited by changing the GL Date. |
| Item Description | Identifies the Description for the line item. This can be edited from the 'Description' on the Item grid of the Invoice/Credit Memo Record View. This is always editable while the transaction is in a Status of New or Approved. Database Field: ERPx_APTransactionLine.LineDescription |
| Payable Account | Identifies the payable account number for the line item. 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. The Accounts Payable Account is the Balance Sheet Account that Purchase Transactions post to. This comes from the "Accounts Payable" Account Type on the Vendor Master File. For an AP Invoice, this is the GL Account that is Credited and for an AP Credit Memo, this is the GL Account that is Debited. The offsetting GL Account(s) come from the Purchase Accounts on the transaction or transaction item. Database Fields: ERPx_GLAccount.AccountNumber, ERPx_APVendor.APGLAcctRef |
| Payable Account Description | Identifies the name of the payable account number for the line item. 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 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.
Database Field: ERPx_APTransactionHeader.IsOnApplicationHold |
| PO | Identifies the Purchase Order number (PO number) entered for the transaction or transaction line item. This 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. Database Field: ERPx_APTransactionHeader.PurchaseOrderID |
| Price | Identifies the price of the line item. This can be edited from the 'Price' on the Item grid of the Invoice/Credit Memo Record View. This is always editable while the transaction is in a Status of New. Database Field: ERPx_APTransactionLine.Price |
| Purchase Account | Identifies the GL Account the purchase line will post to. This can be edited from the 'Purchase Account' on the Item grid of the Invoice/Credit Memo Record View. This is always editable while the transaction is in a Status of New. The Purchase Account represents the GL Account a line item will post to. For an AP Invoice line, this is the Debited account and for an AP Credit Memo line, this is the Credit account. The offsetting GL Account is always the GL Account that is assigned as the "Accounts Payable" Account Type on the Vendor Master File. Database Fields: ERPx_GLAccount.AccountNumber, ERPx_APTransactionLine.AccountSK |
| Purchase Account Description | Identifies the name of the General Ledger account assigned as the purchase account on the line item. This is not editable, it only changes if the 'Purchase Account' on the Item grid of the Invoice/Credit Memo Record View is changed. Database Fields: ERPx_GLAccount.Description, ERPx_APTransactionLine.AccountSK |
| Quantity | Identifies the quantity of the line item. This can be edited from the 'Quantity' on the Item grid of the Invoice/Credit Memo Record View. This is always editable while the transaction is in a Status of New. Database Field: ERPx_APTransactionLine.Quantity |
| Status | Identifies the Status of the transaction. This 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'. Status is used to identify where a transaction, Purchase Order, Price List, BOM, or Master File record is in its life cycle. Records start in a Status of 'New' and progress sequentially through additional statuses until they are 'Posted' or 'Closed'. The list of potential Statuses changes depending on the transaction type. The Statuses that apply to transaction in this List View include: New: This is the default Status for all new Transactions. While in the Status of 'New' transactions are considered open and all editable fields are open for edit, no posting or approval validations are performed, GL Dates are not assigned, and journal entries are not created. If the transaction was moved back from Approved to New, the GL Date will be assigned and a Journal Entry will exist. Approved: Performs all the data validations required to post the transaction and applies to all Transactions. While in the Status of 'Approved' transactions are considered open but have limited fields open for edit. If one or more validations fail, messages are provided indicating what needs to be corrected. If all the validations pass, then all the fields are disabled except for the Status lookup (and any fields that are always editable), journal entries are created/updated, journal ID's are assigned to the journal entry, and blank 'GL Dates' are assigned. Ready to Post: Runs the Approval validations and applies to all transactions. While in the Status of 'Ready to Post' transactions are considered closed and all the fields are disabled with the exception of a few fields that are always editable. If one or more validations fail, messages are provided indicating what needs to be corrected. If all the validations pass, then all the fields are disabled with the exception any fields that are always editable and updates the Transaction Status to "Posted". Posted: Signifies the transaction has been posted and/or applied to a transactions (e.g. Payment Receipt). When a transaction is posted, it updates the General Ledger and/or On Hand Item Balances. While in the Status of 'Posted' transactions are considered closed and all the fields are disabled with the exception of a few fields that are always editable. Void: Signifies a previously posted transaction has been voided. This status is only available for transactions that support voiding posted records (not all transactions support this). Voided transactions remain in the database and can be viewed from history inquiries. Deleted: Signifies the transaction has been deleted. When a user deletes an open transaction, in some instances the transaction is not removed from the database but is changed to a Status of 'Deleted'. Deleted transactions are not visible from transaction list views but can be found in inquiries. Transaction in the Status of 'Deleted' are only used a information. Replaced: Signifies the transaction was voided or corrected. When a transaction is corrected or Voided, the Status of the original transaction is changed to 'Replaced' and a new transaction is cloned and marked as 'Void'. This is done to ensure that a reversal journal entry can be created and posted in an open fiscal period to record the Void. Database Fields: ERPx_APTransactionStatus.StatusName, ERPx_APTransactionHeader.TransactionStatusSK |
| Transaction | Identifies the unique Transaction ID for each transaction. 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 not editable by users. Transaction numbers are system assigned IDs to differentiate unique transactions. Transaction ID's are unique by the unique combination of 'Transaction Type' + 'Transaction Class'. Database Field: ERPx_APTransactionHeader.TransactionHeaderID |
| Transaction Class | The unique identifier of the Transaction Class. This comes from the 'Transaction Class' on the 'Properties' tab of the Invoice/Credit Memo Record View. This is not editable. 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. Database Fields: ERPx_APTransactionClass.TransactionClassDescription, ERPx_APTransactionHeader.TransactionClassSK |
| Transaction Type | Identifies the Transaction Type for each transaction. This comes from the Transaction Type selected when starting a new transaction (Invoice or Credit Memo). This is not editable. 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. Database Fields: ERPx_APTransactionType.TransactionName, ERPx_APTransactionHeader.TransactionClassSK |
| UOM | Identifies the unit of measure that the units are stored in (Box, Bag, Case, Each, Tote, etc.) for a line item or on the transaction. This can be edited from the 'UOM' on the Item grid of the Invoice/Credit Memo Record View. This is always editable while the transaction is in a Status of New. A UOM is a quantity used as a standard of measurement. It identifies how much makes up "1" of the measurement. Examples include Bag, Box, Each, Kg, Lb, ext. Database Fields: ERPx_IMUOM.UOMID, ERPx_APTransactionLine.QuantityUOMSK |
| Vendor | Identifies the ID of the Vendor account that is assigned to the transaction. 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. 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. Database Fields: ERPx_APVendor.VendorID, ERPx_APTransactionHeader.VendorSK |
| Vendor Class | Identifies the class that is assigned to the Vendor on the transaction. This comes from the 'Vendor Class' assigned to the 'Vendor' that is selected on the 'Home' tab of the Invoice/Credit Memo Record View. This is only editable by changing the Vendor assigned to the transaction. 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. Database Fields: ERPx_APVendorClass.ClassDescription, ERPx_APTransactionHeader.VendorSK |
| Vendor Name | Identifies the name of the Vendor assigned to the transaction or master file. This is set in the Vendor Record View. 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. Vendor Names are used as a long description for Vendors. Database Fields: ERPx_APVendor.VendorName, ERPx_APTransactionHeader.VendorSK |
The bolded view is the default view, which will determine the view will automatically display in when opened.