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AP Invoices/Credit Memo Record View

AP Invoices/Credit Memo Record View

Jul 08, 2021

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

Software Version: 2020.06.05 and newer

[ 1 Page Header ] [ 1.1 Header Toolbar ] [ 1.2 Home Tab  ] [ 1.3 Properties Tab  ] [ 1.4 Attributes Tab ] [ 2 Page Detail ] [ 2.1 Items Grid ] [ 2.1.1 Related Topics ] [ 2.1.1.1 Page Definitions ] [ 2.1.1.2 Technical Details ]

Page Header

Header Toolbar

Toolbar Icons

Description

Toolbar Icons

Description

Delete

Grid Layout

Journal Details

Load from PO

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

New

  • 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

Save

View Applications

Home Tab 

Fields

Description

Fields

Description

Amount

 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

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

 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

This is a text box to 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

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.

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

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

 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'.

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

Database Fields: ERPx_APTransactionStatus.StatusName, ERPx_APTransactionHeader.TransactionStatusSK

Vendor

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'.

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

Properties Tab 

Fields

Description

Fields

Description

Created By

Database Field: ERPx_APTransactionHeader.CreatedBy

Created Date

Database Field: ERPx_APTransactionHeader.CreatedDate

Currency ID

 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. 

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

 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 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, 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.

Database Field: ERPx_APTransactionHeader.DiscountDate

Due Date

 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.

Database Field: ERPx_APTransactionHeader.DueDate

GL Date

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

Database Field: ERPx_APTransactionHeader.LastUpdated

Last User

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

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

Database Fields: ERPx_APTransactionClass.TransactionClassDescription, ERPx_APTransactionHeader.TransactionClassSK

TransactionSK

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

Database Field: ERPx_APTransactionHeader.TransactionHeaderSK

Vendor ID

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.

Database Fields: ERPx_APVendor.VendorID, ERPx_APTransactionHeader.VendorSK