AP Apply Documents Record View
- Tom Williams
- Emma Greenwood
The purpose of the Apply Documents record view is to apply open Credit Memos and manual payments to open purchasing transactions. The page header shows information pertaining to the Credit Memo or manual payment and the page detail shows all the 'Open' AP Invoices for the Vendor. To be considered 'Open' the payable transaction must have an 'Open Amount' greater than 0.00.
From here, users can apply the Credit Memo or manual payment to one or more open invoice transactions by entering the 'Apply Date', 'Applied Amount', and any applicable 'Terms Discount Taken' amount. When the application is saved, the Vendor Balances and Vendor Aging are updated. Applications that have an amount in the 'Discount Amount' will generate a Discount Amount journal entry. Applications for foreign currency vendors have the potential to also make a currency gain / loss journal entry.
This same page is also used in Fisherman Accounting to apply open Payment Receipts and other Fishing transactions to open fishing transactions.
Software Version: 2023.08.31 and newer
Page Header
Toolbar Icons | Description |
|---|---|
| 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).
|
| Help |  Opens the online WIKI help page for the current page. |
| Save | Saves all changes. On save, any potential journal entries are created. |
| Fields | Description |
| Account | A single select lookup to identify the Vendor Name associated with the Credit Memo or manual payment. This defaults from the transaction selected to apply against. Database Field: ERPx_APTransactionHeader.VendorSK |
| Open Amount | A non-editable text box to identify the amount of the source Credit Memo or manual payment. This amount does not change and is only used for information. Database Field: ERPx_APTransactionHeader.ExtendedAmount |
| Transaction | A single select lookup to identify the source Credit Memo or manual payment transaction ID. If applying from a 'Credit Memo' it will be the Transaction ID of the Credit Memo and if applying from a manual payment, it will be the Check/ACH payment #. Database Field for Credit Memos: ERPx_APTransactionHeader.TransactionID Database Field for manual Payments: ERPx_MFCheckbookTransaction.TransactionID |
| Unapplied | A non-editable calculated field to identify how much of the source Credit Memo or manual payment still needs to be applied. This defaults from 'Open Amount' entered but will re-calculate as the transaction is applied. This is a calculated field and not stored in the database. |
Open Transactions Grid
The purpose of the Open Transactions grid is to show all the sales transactions that have not been applied to the current receipt, as well as all the other sales transactions with an open balance. The sales transactions included are sales invoices, price adjustments with a positive extended amount, and quick sale transactions with a positive extended amount that belong to the receipt customer, the receipt currency, and that are posted. The fields sorted at the bottom of this section, prefixed with "MC:" are only visible on multi-currency transactions.
Fields | Description |
|---|---|
| Checkbox | A checkbox to auto fill the 'Applied Amount' from the Unapplied Amount. If the checkbox is unchecked, and the unapplied amount (from the source Credit Memo or manual payment) is > then the open transaction's 'Applied Amount' will be populated. If the checkbox is already checked, unchecking it resets the amounts in the 'Applied Amount' and 'Terms Discount Taken' to 0.00 and recalculates the 'Unapplied' amount in the header. |
| Applied Amount | A text box to enter/override the amount that you want applied to an invoice. This defaults to 0.00 and will auto-fill if the 'Apply' checkbox is checked. This is not required but if entered it must be <= to the source transactions 'Unapplied Amount'. If not, the message "You cannot apply more than the amount that is remaining" will be displayed on Save. It also must be <= to the 'Remaining Amount' of the AP Invoice. Linked Database Field: ERPx_APSettlementApplication.AppliedAmount |
| Apply Date | A date field to enter the date of the application. This is required for any record with a positive amount in either the 'Applied Amount' or 'Terms Discount Taken' fields. This defaults to the current date but can be overridden to any date that is on or after the source Credit Memo or manual payment date and on or after the Doc Date of the Invoice being applied. On Save, the 'Apply Date' is validated to ensure that it is:
Linked Database Field: ERPx_APSettlementApplication.ApplicationDate |
| Avail. Terms Discount 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 'Trans. Date' of the source document being applied falls within the discount days of the invoice date, then an amount will be shown, otherwise it will be 0.00. This value in this field is informational only, a user is still able to override the actual 'Discount Amount'. This is a calculated amount and not linked to a Database Field. |
| Discount Date | A date field to display the last day the Payment Terms discount is applicable. This is displayed for all invoice transactions that were posted with a Payment Term that contains a discount (e.g., 2%10 Net 30) and is calculated by adding the number of discount days to the invoice date. This will be blank for all Invoices that were posted with a Payment Terms that did not include a discount. This is not editable from here but can be edited on the invoice record view even after it is posted. This is a calculated field based on the payment terms assigned to the invoice and not linked to a Database Field. |
| Doc Date | A date field to show the Invoice date of the transaction. This is not editable. Database Field: ERPx_APTransactionHeader.TransactionDate |
| Doc Description | A non-editable text box to display the 'Comment' that was entered on the header of the AP Invoice transaction. This is not editable from here but can be edited on the source transaction even after it was posted. Linked Database Field: ERPx_APTransactionHeader.Description. |
| Doc No | A non-editable text box to display the 'Doc No' of the Invoice. This is not editable after it is posted. Linked Database Field: ERPx_APTransactionHeader.DocNumber |
| Due Date | A date field to display the date the Invoice is due. This is calculated by adding the number of due days to the invoice date. This is not editable from here but can be edited on the Invoice Record View even after the invoice is posted. Linked Database Field: ERPx_APTransactionHeader.DueDate |
| GL Date | Identifies the date the transaction posted (or will post) to the general ledger. Linked 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 a calculated field based and not stored in the database. |
| GL Year | Identifies the Fiscal Year based on the GL date on the source transaction or manual journal entry. This is a calculated field based and not stored in the database. |
| JE | A hyperlink that shows the Journal ID of the Payment Terms Discount journal entry. |
| Original Amount | A non-editable text box to display the Invoice transaction amount. This is looked up from the transaction and will always be > 0.00 as zero-dollar transactions do not show in this grid. Database Field: ERPx_APTransactionHeader.ExtendedAmount |
| Orig. Terms Discount Amt. | A non-editable text box to display the discount amount the transaction was eligible for when it was posted. This is calculated for all Invoice transactions 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; a user is still able to override the actual 'Terms Discount Taken' amount even if the transaction did not have an original discount. This is a calculated amount and not linked to a Database Field. |
| Payment Terms | A non-editable text box to display the Payment Term ID of the Payment Term the transaction was posted with. This defaults from the Vendor but can be changed on the transaction prior to posting. Database Fields: ERPx_MFPaymentTerms.PaymentTermName, ERPx_APTransactionHeader.PaymentTermSK |
| PO | A non-editable text box to display the Purchase Order number of the transaction. This will be blank for all Invoices posted without a PO. This is not editable once the transaction is posted. Database Fields: ERPx_APPoHeader.PurchaseOrderID, ERPx_APTransactionHeader.POHeaderSK |
| Remaining Amount | A non-editable text box to display the balance remaining after entry of any 'Applied Amount' and 'Terms Discount Taken' amounts. This is calculated as ([Original Amount]-[sum of all applied amounts including the current applied amount]-[Terms Discount Taken]). This is not directly editable but updates as the 'Applied Amount' and 'Terms Discount Taken' values are edited. This is a calculated field that is not stored in the database. |
| Terms Discount Taken | A text box to enter a discount for a specific invoice. This defaults to 0.00. This is not required and can be any value >= 0.00 and <= the 'Unapplied Amount'. If a value is entered exceeds the 'Unapplied Amount', the message "You cannot enter a 'Discount Taken' that is more than the 'Unapplied Amount'." each time you tab out of the field or when the Save icon is clicked. This field is always editable. If a 'Terms Discount Taken' amount is changed, then on Save, a journal entry will be created that Debits the "Accounts Payable" and Credits the "Terms Discounts Taken" GL Accounts assigned to the Vendor for the difference of any previous 'Terms Discount Taken' and the new 'Terms Discount Taken' amount. Linked Database Field: ERPx_APSettlementApplication.DiscountTakenAmount |
| Transaction | A non-editable text box that identifies the Transaction ID for each Invoice. Database Field: ERPx_APTransactionHeader.TransactionID |
| Unapplied Amount | A non-editable text box to display how much is still open for each transaction. This is calculated as ([Remaining Amount]-[Applied Amount]-[Terms Discount Taken)]. This is a calculated amount and not linked to a Database Field. |