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.
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: 2020.06.05 and newer
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| Toolbar Icons | Description |
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| Column Filter Show/Hide |  Toggles between displaying and hiding a filter row in the grid under the column headers. The filter row will be displayed by default if the Quick Column Filter is also implemented in the page. When enabled, this will allow users to type in text to filter by a specific column. |
| Edit |  Opens the selected record for editing. If a record is not selected, the page will either not open or will open the first record (depending on how the page was coded). |
| Excel |  Exports the contents of the grid 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, or excluded columns, only the contents in the grid 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.
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| Group By Show/Hide |  Toggles between displaying and hiding a row in the grid above the column headers to enable grouping by one or more column(s). Once displayed, users may drag and drop column headers to group by a specific column. Once the grid is grouped by a column(s), a subtotal footer row will display in the grouping for columns that have a page footer total. |
| Help |  Opens the online WIKI help page for the current page. |
| New | Allows users to select the type of transaction or record they want to add. The list contains: 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:
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When clicked, all the Reports that launch from the Print Dialog that are assigned to this page, and that the user has rights to (if Report Data Access is enabled) are displayed. When clicked, all the Reports assigned to the Functional Area of Purchasing, that launch from the Print Dialog, are assigned to this list view, and that the user has rights to (if Report Data Access is enabled) are displayed. | |
| Quick Column Filter |  Used to filter across all columns in the grid. When the user types text into the Quick Column Filter text box, the grid's Filter Row will be automatically hidden. The text in the Quick Column Filter text box automatically replaces any existing Filter Row filters. The results of the data immediately refresh as you enter text. |
| Refresh |  Re-queries the contents of the grid/page based on the Search Options or the default values for grids that do not support Search Options.
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| Saved Layouts |  Displays the column layout lookup and related icons. This tool allows users to select a previously saved layout, create a new layout, save changes to a layout, forget/delete a layout and/or assign a saved layout as the default for the page. Once changes are made to the layout, such as columns are added or removed, the user can click the Save Layout icon and save the changes to the column layout. The visibility of the Filter Row is also saved with a saved layout. The new layout can also be set as the default. This is useful for creating specific views to separate master files or transaction types (i.e. Invoice specific vs. Credit Memo specific). Default layouts can be removed by clicking the 'Set as Default' button again when the current default layout is selected. Please note that existing saved grid layouts will display the Filter Row as hidden by default. |
| Fields | Description |
| Checkbox | Used to select one or more records to perform an action, such as Mass Update, More Actions, or Delete. |
| Amount | Identifies the Extended amount of the line item. This is required and comes from the 'Extended' column on the Item grid of the Invoice/Credit Memo Record View and is calculated by multiplying the Quantity and Price of the transaction line. This can only be edited by changing the Quantity and/or Price of the transaction line. Positive lines represent a purchase and negative lines represent a purchase credit. Database Field: ERPx_APTransactionLine.ExtendedAmount |
| Currency ID | Identifies the Currency assigned to the transaction. 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. 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 |
| Description | Error rendering macro 'excerpt-include' : No link could be created for 'Description - Header'. This is not required and 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 |
| 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 is not required and 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 Type | Identifies the type of distribution based on the selected Distributed To field. This is not required and is derived from the 'Distributed To' on the Item grid of the Invoice/Credit Memo Record View. Because this defaults from the Project, Employee, Fisherman, Tender or Loan, it is only editable by changing the Distributed To field on the transaction. This contains the associated value in the MFDistributionType Enumeration Class. Database Field: ERPx_APTransactionLine.ToMFDistributionTypeEN |
| Doc Date | Identifies the date of the transaction. This is required and 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 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 is required and 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 |
| GL Date | Identifies the date the transaction posted (or will post) to the general ledger. This is required and 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 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 | Identifies the Fiscal Year based on the GL date on the source transaction or manual journal entry. 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. |
| Item Added | Identifies the Date & Time that the line item was added to the Transaction. This is formatted from the users 'Date Format' preference and is a system assigned value and is never editable by a user. |
| Item Added By | Identifies the name of the user that added the line item to the transaction. It is formatted to be the "logged-in" users [User First Name] + [User Last Name]. This is a system assigned value and is never editable by a user. |
| Item Description | Identifies the Description for the line item. This is required and can be edited from the 'Description' on the Item grid of the Invoice/Credit Memo Record View. This is always editable even after the transaction is posted. Database Field: ERPx_APTransactionLine.LineDescription |
| Item Last Updated | Identifies the Last Updated Date & Time of the line item on the Transaction, formatted from the users 'Date Format' preference. This is a system assigned value and is never editable by a user. |
| Item Last Updated By | Identifies the name of the user that last updated the Transaction. It is formatted to be the "logged-in" users [User First Name] + [User Last Name]. This is a system assigned value and is never editable by a user. |
| Payable Account | Identifies the payable account number for the line item. This is required and 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 GL Account that is assigned for the "Accounts Payable" Account Type, on the Accounts tab of the Vendor Record View and Vendor Class Record View. This is the account where accounts payable amounts are posted for the selected Vendor. Database Fields: ERPx_GLAccount.AccountNumber, ERPx_APVendor.APGLAcctRef |
| Payable Account Description | Identifies the name of the payable account number for the line item. This is required and 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 GL Account that is assigned for the "Accounts Payable" Account Type, on the Accounts tab of the Vendor Record View and Vendor Class Record View. This is the account where accounts payable amounts are posted for the selected Vendor. 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 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.
Database Field: ERPx_APTransactionHeader.IsOnApplicationHold |
| PO | Identifies the Purchase Order number (PO number) entered for the transaction or transaction line item. 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. Database Field: ERPx_APTransactionHeader.PurchaseOrderID |
| Price | Identifies the price of the line item. This is required and 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 Fields: ERPx_APTransactionLine.Price |
| Purchase Account | Identifies the GL Account the purchase line will post to. This is required and 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. 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 required and 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. Database Fields: ERPx_GLAccount.Description, ERPx_APTransactionLine.AccountSK |
| Quantity | Identifies the quantity of the line item. This is required and 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 Fields: ERPx_APTransactionLine.Quantity |
| Status | Identifies the Status of the transaction. 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'. 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 transactions 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". 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 required but 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.TransactionID |
| Transaction Class | The unique identifier of the Transaction Class. This is required and 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 is required and comes from the Transaction Type selected when starting a new transaction. This is never 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 is not required and can be edited from the 'UOM' on the Item grid of the Invoice/Credit Memo Record View. This is only editable while the transaction is in a Status of New. Database Fields: ERPx_IMUOM.UOMID, ERPx_APTransactionLine.QuantityUOMSK |
| Vendor Class | Identifies the class that is assigned to the Vendor on the transaction. 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 is assigned to the Vendor it is not editable on 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 Field: ERPx_APVendorClass.ClassDescription, ERPx_APTransactionHeader.VendorSK |
| Vendor ID | Identifies the ID of the Vendor account that is assigned to the transaction. 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. 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 Name | Identifies the name of the Vendor assigned to the transaction or master file. This is set in the Vendor Record View. 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. Vendor Names are used as a long description for Vendors. Database Fields: ERPx_APVendor.VendorName, ERPx_APTransactionHeader.VendorSK |
