Unapplied Payable Documents List View 3.0
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: 2025.04.21 and newer
Page Header
Search
| Search Options | Description |
|---|---|
| Auto Hide Filters |  A non-required text box that defaults as checked and is used to determine if the Search Options should be hidden when the Inquiry runs or is refreshed.
Users can only change the default value of this setting with a custom search in the "Saved Searches" lookup. If you change the default setting but do not save it in a custom search, it will only remain this way while the page is opened. Refer to this FAQ for advanced search options. |
| Auto Refresh on Open |  A non-required text box that defaults as checked and is used to determine if the inquiry opens with or without data in the grid.
Users can only change the default value of this setting with a custom search in the "Saved Searches" lookup. Refer to this FAQ for advanced search options. |
| Hide fully applied transactions | A Yes/No lookup that defaults to "Yes". If set to Yes then fully applied transactions will not be visible. |
| Include transactions through | A Date picker to select a date that determines which transactions to include in the grid. It defaults to the current date but can be changed at any time. |
| Saved Searches |  Displays the saved searches lookup and related icons. This tool allows users to select previously saved search options, create a new set of search options, save changes to existing search options, forget/delete saved search options and/or assign a saved search option as the default for the page. Once changes are made to the search options, the user can click the Save Options icon and save the changes. Saving search options will also save the preferences for 'Auto Refresh on Open' and 'Auto Hide Filters'. The new search option can also be set as the default. Default searches can be removed by clicking the 'Set as Default' button again when the current default search is selected. Refer to this FAQ for advanced search options. |
| Vendor | A multi-select lookup that defaults to the Account(s) that was selected prior to clicking the Apply Documents button on the Vendor Balances list view. If no Account was selected, all the accounts that were visible in the grid will default in the lookup. |
Page Detail
| 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. |
| Column Filter Show/Hide |  Toggles between displaying and hiding a filter row in the grid under the column headers. The filter row will be displayed by default if the Quick Column Filter is also implemented in the page. When enabled, this will allow users to type in text to filter by a specific column. |
| 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, or excluded columns, only the contents in the grid will be exported. |
| Group By Show/Hide |  Toggles between displaying and hiding a row in the grid above the column headers to enable grouping by one or more column(s). Once displayed, users may drag and drop column headers to group by a specific column. Once the grid is grouped by a column(s), a subtotal footer row will display in the grouping for columns that have a page footer total. |
| Help |  Opens the online WIKI help page for the current page. |
| Quick Column Filter |  Used to filter across all columns in the grid. When the user types text into the Quick Column Filter text box, the grid's Filter Row will be automatically hidden. The text in the Quick Column Filter text box automatically replaces any existing Filter Row filters. The results of the data immediately refresh as you enter text. |
| Refresh |  Re-queries the contents of the grid/page based on the Search Options or the default values for grids that do not support Search Options.
|
| Saved Layouts |  Displays the column layout lookup and related icons. This tool allows users to select a previously saved layout, create a new layout, save changes to a layout, forget/delete a layout and/or assign a saved layout as the default for the page. Once changes are made to the layout, such as columns are added or removed, the user can click the Save Layout icon and save the changes to the column layout. The visibility of the Filter Row is also saved with a saved layout. The new layout can also be set as the default. This is useful for creating specific views to separate master files or transaction types (i.e. Invoice specific vs. Credit Memo specific). Default layouts can be removed by clicking the 'Set as Default' button again when the current default layout is selected. Please note that existing saved grid layouts will display the Filter Row as hidden by default. |
| Search Options |  Toggles between displaying and hiding the Search Options portion of the page. |
| 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 'Pmt. 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 'Pmt. 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) |
This ONLY re-queries the contents of columns that are currently visible, if you add a new column the contents will be empty until you click 'Refresh' again.