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Vendor History Inquiry

Vendor History Inquiry

Aug 13, 2024

The purpose of this page is to show all the Open, Posted, Void, and Replaced transactions based upon what parameters are set in the search filters.

Software Version: 2023.06.30 and newer

[ 1 Page Header ] [ 1.1 Search ] [ 2 Page Detail ] [ 2.1 Related Topics ] [ 2.1.1 Page Definitions ] [ 2.1.2 Technical Details ]

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Currency

Used to select one or more Currencies, as configured in the Currencies master file.  This is a multi-select lookup that is not required to return results. It defaults to the value 'All'. 

Date Range

GL Period

This is a multi-select lookup that is not required to return results. It defaults to the value 'All'.

The lookup contains a list of all Fiscal Periods.

GL Year 

This is a text box to enter a GL Year to filter the data but is not required to return results. It defaults to the value 'All'.

The lookup contains a list of all Fiscal Years.

Posted Status 

  • Open

  • Posted

  • Replaced

  • Void

This field defaults to 'Open', 'Posted' and 'Void' being selected but can be updated at any time. 

Saved Searches

Vendor

Used to select one or more Vendors. This is a multi-select standard lookup that is not required to return results. It defaults as blank.

The lookup contains a list of all 'Active' Vendors. 

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Mass Update

  • Pmt./Apply Hold: Used to place one or more transactions on a Payment Hold.

More Actions

  • Journal Details - Opens the record view of the Journal Details. This only applies to Posted transactions. 

  • Void Transaction - 

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Fields

Description

Checkbox

Avail Disc. Amt.

A non-editable text box to display the calculated discount amount that the invoice is still eligible for. This is calculated for all invoices that were posted with a Payment Term that contained a discount (e.g. 2%10 Net 30). If the transaction contained a Payment Term with a discount, an amount will be shown, otherwise it will be 0.00.  This is informational only and is not editable.

This is only applicable to AP Invoice and Credit Memo transaction types. 

This is a calculated amount and not linked to a Database Field.

Currency

 This is required and is not editable on the transaction.

Database Fields: ERPx_MFCurrency.CurrencyID, ERPx_APTransactionHeader.CurrencySK

Disc. Date

This is required on transactions with a 'Payment Terms' that contain a Discount. For Payment Terms that do not include a discount it is blank and disabled.

This is always editable from the Transaction Record View 'Properties' tab, even after the transaction is Posted and can be edited to any date that is both:

  1. Greater than or equal to the 'Doc Date'

    1. If not, the message "The Discount Date must occur on or after the Doc Date." will be displayed on Save.

  2. Less than or equal to the 'Due Date' 

    1. If not, the message "The Discount Date must occur on or before the Due Date." will be displayed on Save.

 Note: If the transaction's 'Payment Terms' are changed, this value will be recalculated. 

 Note: Changing this for a posted transaction will only have an effect if the transaction has an open/unapplied balance. 

This is only applicable to AP Invoice and Credit Memo transaction types. 

Database Field: ERPx_APTransactionHeader.DiscountDate

Doc Date

 This is required and is editable from the AP Transaction Record View while the transaction is in a status of New, or before a payment batch is posted for Check/ACH payments. 

Database Field: ERPx_APTransactionHeader.TransactionDate

Doc Description

This is not required and is always editable from the 'Comment' field on the 'Home' tab of the Transaction Record View, even after the transaction is posted.  This is only applicable to AP Invoice and Credit Memo transaction types. 

For transactions auto-generated from a Grower Ticket, this defaults to the value 'Created from Grower Ticket'. 

Database Field: ERPx_APTransactionHeader.Description

Doc No

 This can be edited from the 'Doc No' on the 'Home' tab of the Transaction Record View and represents the transaction/Invoice # assigned by your Vendor. This is always editable while the transaction is in a Status of New. This is only applicable to AP Invoice and Credit Memo transaction types.

Database Field: ERPx_APTransactionHeader.DocNumber

Due Date

 This is required and is always editable from the Transaction Record View 'Properties' tab, even after the transaction is Posted and can be edited to any date that is both:

  1. Greater than or equal to the 'Doc Date'

    1. If not, the message "The Due Date must occur on or after the Doc Date." will be displayed on Save.

  2. Greater than or equal to the 'Discount Date' 

    1. If not, the message "The Due Date must occur on or after the Discount Date." will be displayed on Save.

 Note: If the transaction's 'Payment Terms' are changed, this value will be recalculated. 

 Note: Changing this for a posted transaction will only have an effect if the transaction has an open/unapplied balance. 

This is only applicable to AP Invoice and Credit Memo transaction types. 

Database Field: ERPx_APTransactionHeader.DueDate

Fully Settled

A non-editable text box to display whether or not a transaction has been fully settled.  This field displays the value 'Yes' when the corresponding transaction has been fully settled, otherwise it will be blank.  An transaction is considered fully settled when the total transaction amount has been fully applied.  Each transaction type that was applied will display 'Yes' in this field. 

Database Field: ERPx_APSettlementTransaction.IsFullySettled

GL Date

This is required and is always editable while the transaction is in a Status of New, or before a payment batch is posted for Check/ACH payments (using the Payment Date field).

Database Field: ERPx_APTransactionHeader.GLDate

GL Period

This is required and calculated using the 'GL Date' on the 'Properties' tab of the Invoice/Credit Memo Record View or the 'Payment Date' on a check/ACH payment. This can only be edited by changing the GL Date.

GL Year

This is required and calculated using the 'GL Date' on the 'Properties' tab of the Invoice/Credit Memo Record View or the 'Payment Date' on a check/ACH payment. This can only be edited by changing the GL Date.

Open Amt.

A non-editable text box to display the open amount of the transaction. This is calculated by subtracting all previous Applied Amounts and Discount Amounts, from the transaction's 'Orig. Amount'.  If an invoice has been fully settled this value will display 0.00.

This is only applicable to AP Invoice and Credit Memo transaction types.

This is a calculated amount and not linked to a Database Field. 

Orig. Terms Disc. Amt

A non-editable text box to display the discount amount the transaction was eligible for when it was posted. This is calculated for Invoices posted with a Payment Term that contained a discount (e.g. 2%10 Net 30). If the transaction contained a Payment Term with a discount, an amount will be shown, otherwise it will be 0.00. This is calculated by multiplying the Payment Terms Discount Amount by the Invoice Amount. This is informational only and is not editable. 

This is only applicable to AP Invoice and Credit Memo transaction types.

This is a calculated amount and not linked to a Database Field. 

Orig.Amt. 

This is required and can only be edited by changing the Quantity and/or Price of the transaction line item on an Invoice/Credit Memo while the transaction is in a status of New, or the Payment Amount on a check/ACH payment before the payment batch is posted.

Database Field: ERPx_APTransactionHeader.ExtendedAmount

Payment Terms

 This can be edited from the 'Payment Terms' on the 'Properties' tab of the Invoice/Credit Memo Record View. This  is always editable while the transaction is in a Status of New.  This is only applicable to AP Invoice and Credit Memo transaction types.

Database Fields: ERPx_MFPaymentTerms.PaymentTermName, APTransactionHeader.PaymentTermSK

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 Mass Update button using the 'Pmt./Apply Hold' field or 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.

This is only applicable to AP Invoice and Credit Memo transaction types. 

Database Field: ERPx_APTransactionHeader.IsOnApplicationHold

PO 

 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.  This is only appliable to AP Invoice and Credit Memo transaction types. 

Database Field: ERPx_APTransactionHeader.PurchaseOrderID

Posted Status

 For Invoice/Credit Memo transaction types, this can be edited from the 'Status' on the 'Home' tab of the Record View. This is always editable while the transaction is in a Status of 'New' or 'Approved'.  There is no 'Status' field on Check/ACH payment records but is considered 'Posted' when the payment batch is posted.  Unposted payments and transactions will display the status of 'Open'.

 The Statuses that apply to transaction in this Inquiry include:

Database Fields: ERPx_APTransactionStatus.StatusName, ERPx_APTransactionHeader.TransactionStatusSK

Transaction 

 Clicking on this link opens the Record View for the selected record. This is a system assigned number that comes from the 'Transaction Class' Next Doc Number or the Checkbook Next Check # or Next ACH #.

Database Field: ERPx_APTransactionHeader.TransactionID

Transaction Type

 This is required and comes from the Transaction Type selected when starting a new transaction. This is never editable.

Database Fields: ERPx_APTransactionType.TransactionName, ERPx_APTransactionHeader.TransactionClassSK

Vendor

 This is required and represents the ID of the 'Vendor' on the transaction. This is only editable by changing the Vendor assigned to the transaction.

Database Fields: ERPx_APVendor.VendorID, ERPx_APTransactionHeader.VendorSK

Vendor Name

This is required and represents the name of the 'Vendor' on the transaction. This is only editable by changing the Vendor assigned to the transaction, or updating the Vendor Name on the Vendor Record View.

Database Fields: ERPx_APVendor.VendorName, ERPx_APTransactionHeader.VendorSK