Unapplied Payable Documents List View
- Janice Dannenberg (Unlicensed)
- Tom Williams
- Emma Greenwood
Payable documents are transactions generated from Accounts Payable Invoices, Credit Memos, and payments. The purpose of this page is to display all the outstanding A/P Credit Memos and Manual Payments. Outstanding transactions are defined as transactions that have not been fully applied. This page will be filtered to display transactions associated with the Vendor(s) selected on the Vendor Balances List View. If no Vendors are selected, then this page will display all outstanding debit balance transactions that have not been fully applied. From here, users can select a single transaction and click the 'Apply Document' icon in the header toolbar to manually apply the selected transaction to one or more credit balance transactions.
Software Version: 2021.04.09 and newer
Page Header
| Toolbar Icons | Description |
|---|---|
| Apply Document | Opens the Apply Payables Document Record View. Users must select a transaction prior clicking this toolbar icon. Only one transaction can be selected at a time. |
| 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).
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| Help | Opens the online WIKI help page for the current page.
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| Inquiry Criteria | Opens Inquiry Criteria window where users can define the following criteria:
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| 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 transaction to apply a document to. |
| Doc Date | Identifies the date of the transaction. This field is required. It comes from the 'Payment Date' field on the header of the Process Payments Record View for payment transactions. It comes from the 'Doc Date' field on the 'Home' tab of the Credit Memo Record View for Credit Memo transactions. This field is not editable after the transaction has been posted. Database Fields: ERPx_APTransactionHeader.TransactionDate (Credit Memo), ERPx_MFTransactionBatch.BatchDate (Payment) |
| 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 field is required. For Payment transactions, this field comes from the 'Payment #' field on the payment grid of the Process Payments Record View (e.g. this is the most often the Check #). For Credit Memo transactions, this field comes from the 'Doc No' field on the 'Home' tab of the Credit Memo Record View. This field is not editable after the transaction has been posted. Database Field: ERPx_APTransactionHeader.DocNumber (Credit Memo), ERPx_MFTransactionBatch.TransactionID (Payment) |
| GL Date | Identifies the date the transaction posted (or will post) to the general ledger. This field is required and is not editable after the transaction has been posted. For Payment transactions, this field field comes from the 'Payment Date' field on the header of the Process Payments Record View. For Credit Memos this comes from the GL Date field. Database Field: ERPx_ARTransactionHeader.GLDate (Credit Memo), ERPx_MFTransactionBatch.BatchDate (Payment) |
| GL Period | Identifies the Fiscal Period based on the GL date on the source transaction or manual journal entry. This field is required and calculated using the 'GL Date' property of the transaction. This field is not editable. |
| GL Year | Identifies the Fiscal Year based on the GL date on the source transaction or manual journal entry. This field is required and calculated using the 'GL Date' property of the transaction. This field is not editable. |
| Original Amount | Displays the total amount of the transaction. This is the original amount of the transaction when it was posted, prior to any applications being done. This field is required. For Payment transactions, this field comes from the is the 'Amount' field in the payments grid of the Process Payments Record View. For Credit Memo transactions, this field comes from the 'Amount' field on the 'Home' tab of the Credit Memo Record View. This field is not editable after the transaction has been posted. Database Fields: ERPx_APTransactionHeader.ExtendedAmount (Credit Memo), ERPx_MFCheckbookTransaction.Amount (Payment) |
| Transaction | Identifies the unique Transaction ID for each transaction. Clicking on this link opens the record view for the selected transaction. This is a system assigned number that comes from the 'Transaction Class' for Credit Memo transactions and the 'Next Check #' or 'Next ACH #' of the associated checkbook for Payment transactions. This field is not editable. 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 (Credit Memo), ERPx_MFTransactionBatch.TransactionID (Payment) |
| 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 field is not editable. The following transaction types have the ability to debit the Accounts Payable account and display on this page:
Database Fields: ERPx_APTransactionType.TransactionName, ERPx_APTransactionClass.TransactionTypeSK, ERPx_APTransactionHeader.TransactionClassSK |
| Unapplied Amount | Displays the amount of the transaction that is not yet applied. This is required and updates when amounts are entered in the 'Applied Amount' field on the Apply Payables Document Record View. This is calculated by subtracting previous applications from the 'Original Amount'. This value is not stored in the database. |
| Vendor | Identifies the ID of the Vendor account that is assigned to the transaction. This field is required and is not editable after the transaction has been posted. 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 (Credit Memo), ERPx_MFCheckbookTransaction.EntitySK (Payment) |
| Vendor Name | Identifies the name of the Vendor assigned to the transaction or master file. This is set in the Vendor Record View. This field is required and is not editable after the transaction has been posted. Vendor Names are used as a long description for Vendors. Database Fields: ERPx_APVendor.VendorName, ERPx_APTransactionHeader.VendorSK (Credit Memo), ERPx_MFCheckbookTransaction.EntitySK (Payment) |
The bolded view is the default view, which will determine the view will automatically display in when opened.