AP Invoices/Credit Memo Record View
- Janice Dannenberg (Unlicensed)
- Tom Williams
- Emma Greenwood
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 view, add, edit, remove, and post individual AP Invoices and Credit Memo transactions.
Software Version: 2020.06.05 and newer
Page Header
Header Toolbar
| Toolbar Icons | Description |
|---|---|
| Delete | Deletes the transaction or master file record. When clicked, users will be prompted with: "Are you sure you want to delete this record?". Click "OK" to confirm, or "Cancel" to return without deleting. WARNING: Records cannot be recovered once they are deleted! |
| 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).
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| Journal Details | Opens the Journal Details window showing the Journal Entry for this transaction.
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| 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 | Opens the online WIKI help page for the current page.
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| New | Allows users to select the type of transaction or record they want to add. The list contains:
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| Notes | Opens the Notes dialog, filtered for the appropriate Note Type(s). From here, users can add, review, or edit Notes associated with the record. This icon is always enabled. |
| Save | Saves the changes made to the record.
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| View Applications | Opens the Transaction Application Details page, which displays any applications associated with the transaction and allows users to apply and unapply applications. |
The bolded view is the default view, which will determine the view will automatically display in when opened. Home Tab
| Fields | Description |
|---|---|
| Amount | Displays the amount of the transaction, in the currency and currency format of the transaction. 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 | Identifies the header comment/description of the transaction or batch. 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 | Identifies the date of the transaction. 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 | 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 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 | Identifies the Payment Terms assigned to the transaction. 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. Payment Terms identify the terms your company extends to your Customers and that your Vendors extend to you. Payment Terms are used to calculate aging and payment discounts. 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 | Identifies the Purchase Order number (PO number) entered for the transaction or transaction line item. 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 | Identifies the Status of the transaction. 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'. 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 |
| Vendor | Identifies the Vendor assigned to the transaction. It is displayed as VendorName (VendorID). 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'. Vendor Names are used as a long description for Vendors. 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 |
|---|---|
| Created By | Identifies the name of the user that created the record. 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. Database Field: ERPx_APTransactionHeader.CreatedBy |
| Created Date | Identifies the Created Date & Time of the record, formatted from the users 'Date Format' preference. This is a system assigned value and is never editable by a user. Database Field: ERPx_APTransactionHeader.CreatedDate |
| Currency ID | Identifies the Currency assigned to the transaction. 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 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. 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 | Identifies the Discount Date of the transaction. 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. The Discount Date represents the last date that Payment Term Discounts apply. Database Field: ERPx_APTransactionHeader.DiscountDate |
| Due Date | Identifies the Due Date of the transaction. 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. The Due Date represents the date the transaction must be paid by. Database Field: ERPx_APTransactionHeader.DueDate |
| GL Date | Identifies the date the transaction posted (or will post) to the general ledger. 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 | Identifies the Last Updated Date & Time of the Transaction, formatted from the users 'Date Format' preference. This is a system assigned value and is never editable by a user. Database Field: ERPx_APTransactionHeader.LastUpdated |
| Last User | 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. 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.
Database Field: ERPx_APTransactionHeader.IsOnApplicationHold |
| Transaction Class | The unique identifier of the Transaction Class. This is a non-editable text box that is required and defaults as 'Default'. 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 |
| TransactionSK | Identifies the SK value of the transaction. 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 | Identifies the ID of the Vendor account that is assigned to the transaction. 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. 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 |
Attributes Tab
| Fields | Description |
|---|---|
| Attributes | A non editable text box that shows the name of the Attribute. Attributes are user-definable fields that are used on master files and transactions and are editable from the Attributes List View. The Attribute will only be displayed if the Applies property on the Assign Attribute Rules by page is set to either "Yes - Required" or "Yes - Not Required". Attributes set to "No" will not be displayed. The Attributes displayed here are setup and assigned in the Attributes section of the Company module (Company → Setup → Attributes → AP Purchasing). |
| Available | A non editable text box that shows whether the Attribute Value is required or not. If the Attribute Value is required it will display "Yes - Required" if it is optional it will display "Yes - Not Required". This value is only editable from the 'Assign Attribute Rules' page (Company → Setup → Attributes → AP Purchasing → Transactions hyperlink). |
| Value | Identifies the value assigned to the corresponding attribute. Because Attributes are configurable as either Text, List, Date, or Date/Time the data entry is either a text box, lookup, or date picker. The value defaults to blank and is only required if the Attribute's 'Applies' property is set to "Yes - Required" in the Assign Attribute Rules page. Attribute Values for Master Flies are always editable. Attribute Values for transactions are always editable for unposted transactions. |
Page Detail
Items Grid
The purpose of the Items grid is to add, edit and delete the line items for the Invoice and Credit Memo transaction.
| Toolbar Icons | Description |
| Delete | Deletes the selected line(s) from the transaction or master file. This icon is only enabled for transactions with a Status of 'New'. |
| 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 only the filtered contents will be exported. |
| New | Adds new blank lines in the grid section to allow for data entry. |
| Fields | Description |
|---|---|
| Checkbox | Used to select one or more records to perform an action, such as Mass Update, More Actions, or Delete. |
| Description | Identifies the Description for the line item. This is a text box that defaults as blank, is required and must be <= 200 characters. If missing, the message "A Description is required for all line items." will be displayed on Save. This field is always editable while the transaction is in a Status of New or Approved. Database Field: ERPx_APTransactionLine.LineDescription |
| 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 a single-select standard lookup that defaults as blank and is not required. 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, Employees and Projects. Database Fields: ERPx_APVendor.VendorName, ERPx_MFEmployee.EmployeeName, ERPx_GLProject.ProjectDescription, ERPx_APTransactionLine.ToDistributionAccountSK |
| Extended | Identifies the Extended amount of the line item. This is a non-editable text box that defaults as "0.00" and is required. This can only be edited by changing the Quantity and/or Price of the transaction line. It is calculated as [Quantity of line item] * [Price of line item]. Database Field: ERPx_APTransactionLine.ExtendedAmount |
| Price | Identifies the price of the line item. This is a text box that defaults as "0.00" and is required when the Status is set to Approved. If missing, the message "Price is required and must be greater than zero." will be displayed on Save. 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 is a single-select standard lookup that defaults as blank and is required when the Status is set to Approved. If missing, the message "A Purchase Account is required for all lines." will be displayed on Save. This is always editable while the transaction is in a Status of New unless the line is being distributed to a Fishing Account. For lines distributed to fishing accounts, the Purchase Account is set to the Settlement Accrual Account for the assigned account and is disabled. The GL Account that is assigned for the "Purchases" Account Type, on the Accounts tab of the Vendor Record View and Vendor Class Record View. The Purchase Account identifies the Expense Account that payable transactions post to. If assigned to a Vendor, this will default as the Purchase GL Account for new line items on AP Invoices, AP Credit Memos, and Purchase Orders. The lookup contains a blank value, the current assigned value, and a list of all the 'Active' GL Accounts. Database Fields: ERPx_GLAccount.AccountNumber, ERPx_APTransactionLine.AccountSK |
| Quantity | Identifies the quantity of the line item. This is a text box that defaults as "1.00" and is required. This can be a positive or negative value. This is always editable while the transaction is in a Status of New. Database Field: ERPx_APTransactionLine.Quantity |
| 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 a single-select standard lookup that defaults as blank and is not required. 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' Units of Measure. Database Fields: ERPx_IMUOM.UOMID, ERPx_APTransactionLine.QuantityUOMSK |