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 show line item detail for all these unposted transactions.
This list view also contains columns for each Attribute that is set up for the 'AP Purchasing' attribute type. Because these are user defined, they are not included in the default view but can be added a saved layout. AP Purchasing attributes are not included in the help documentation.
Software Version: YYYY.MM.DD and newer
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| Toolbar Icons | Description |
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| Edit | Opens the selected record for editing. If a record is not selected, the page will not open. |
| 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. |
| Favorites |   Clicking on the star icon when it is an outline, adds the page to the 'My Shortcuts' tab and fills in the star. Clicking on the star icon when it is filled in (solid color), removes the page from the 'My Shortcuts' tab and returns the icon to an outline.
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| 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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| New | Allows users to select the type of transaction or record they want to add. The list contains:
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| Fields | Description |
| Checkbox | Error rendering macro 'excerpt-include' : No link could be created for 'Checkbox - LV'. |
| Currency | Error rendering macro 'excerpt-include' : No link could be created for 'Currency - LV'. This comes from the 'Currency ID' on the 'Properties' tab of the Invoice/Credit Memo Record View. This defaults from the Currency setup on the Vendor and is not editable on the transaction.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. Database Fields: ERPx_MFCurrency.CurrencyID, ERPx_APTransactionHeader.CurrencySK |
| Distributed To | Error rendering macro 'excerpt-include' : No link could be created for 'Distributed To - LV'. This comes from the 'Distributed To' on the Item grid of the Invoice/Credit Memo Record View. This defaults as blank and is always editable while the transaction is in a Status of New.Error rendering macro 'excerpt-include' : No link could be created for 'Def - Not Defined'. Database Fields: ERPx_APVendor.VendorName, ERPx_MFEmployee.EmployeeName, ERPx_GLProject.ProjectDescription, ERPx_APTransactionLine.ToDistributionAccountSK |
| Distributed To Type | Error rendering macro 'excerpt-include' : No link could be created for 'Distributed To Type - LV'. This is derived from the 'Distributed To' on the Item grid of the Invoice/Credit Memo Record View. Because this defaults from the Vendor, Employee or Project, it is not editable on the transaction. This contains the associated value in the MFDistributionType Enumeration Class. Database Field: ERPx_APTransactionLine.ToMFDistributionTypeEN |
| Doc Date | Error rendering macro 'excerpt-include' : No link could be created for 'Doc Date - LV'. This comes from the 'Doc Date' on the 'Home' tab of the Invoice/Credit Memo Record View. This defaults from the current date and is always editable while the transaction is in a Status of New.Database Field: ERPx_APTransactionHeader.TransactionDate |
| Doc Description | Error rendering macro 'excerpt-include' : No link could be created for 'Doc Description - LV'. This comes from the 'Description' on the 'Home' tab of the Invoice/Credit Memo Record View. This defaults as blank and is always editable, even after the transaction is Posted.Database Field: ERPx_APTransactionHeader.Description |
| Doc No | Error rendering macro 'excerpt-include' : No link could be created for 'Doc No - LV'. This comes from the 'Doc No' on the 'Home' tab of the Invoice/Credit Memo Record View and represents the transaction/Invoice # assigned by your Vendor. This defaults as blank and is required. This is always editable while the transaction is in a Status of New.Database Field: ERPx_APTransactionHeader.DocNumber |
| Extended | Error rendering macro 'excerpt-include' : No link could be created for 'Extended - LV'. This comes from the 'Extended' on the Item grid of the Invoice/Credit Memo Record View and is calculated based on the product of the Quantity and Price of the transaction line. This can only be edited by changing the Quantity and/or Price of the transaction line.Database Field: ERPx_APTransactionLine.ExtendedAmount |
| GL Date | Error rendering macro 'excerpt-include' : No link could be created for 'GL Date - LV'. This comes from the 'GL Date' on the 'Properties' tab of the Invoice/Credit Memo Record View. This defaults as blank and if not manually edited, will be automatically set to match the 'Doc Date' when the transaction is saved with a Status of either Approved or Ready to Post. This is always editable while the transaction is in a Status of New.Database Field: ERPx_APTransactionHeader.GLDate |
| GL Period | Error rendering macro 'excerpt-include' : No link could be created for 'GL Period - LV'. This is a calculated field using the 'GL Date' on the 'Properties' tab of the Invoice/Credit Memo Record View. This can only be edited by changing the GL Date. |
| GL Year | Error rendering macro 'excerpt-include' : No link could be created for 'GL Year - LV'. This is a calculated field using the 'GL Date' on the 'Properties' tab of the Invoice/Credit Memo Record View. This can only be edited by changing the GL Date. |
| Item Description | Error rendering macro 'excerpt-include' : No link could be created for 'Item Description (user entered) - LV'. This comes from the 'Description' on the Item grid of the Invoice/Credit Memo Record View. This defaults as blank and is always editable while the transaction is in a Status of New or Approved.Database Field: ERPx_APTransactionLine.LineDescription |
| Payable Account | Error rendering macro 'excerpt-include' : No link could be created for 'Payable Account - LV'. This comes from the Vendor's 'Accounts Payable' on the 'Accounts' tab of the Vendors List View. Because this defaults from the Vendor, it is not editable on the transaction.Error rendering macro 'excerpt-include' : No link could be created for 'Def - Not Defined'. Database Fields: ERPx_GLAccount.AccountNumber, ERPx_APVendor.APGLAcctRef |
| Payable Account Description | Error rendering macro 'excerpt-include' : No link could be created for 'Payable Account Description - LV'. This comes from the Vendor's 'Accounts Payable' on the 'Accounts' tab of the Vendors List View. Because this defaults from the Vendor, it is not editable on the transaction.Database Fields: ERPx_GLAccount.Description, ERPx_APVendor.APGLAcctRef |
| Pmt./Apply Hold | Displays as "Yes" for AP Invoices and Credit Memos that are on a Payment or Application hold. This comes from the 'Pmt./Apply Hold' on the 'Properties' tab of the Invoice/Credit Memo Record View. This 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 |
| PO | Error rendering macro 'excerpt-include' : No link could be created for 'Purchase Order - LV'. This comes 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 defaults as blank and is not required. This is always editable while the transaction is in a Status of New.Database Field: ERPx_APTransactionHeader.PurchaseOrderID |
| Price | Error rendering macro 'excerpt-include' : No link could be created for 'Price - LV'. This comes from the 'Price' on the Item grid of the Invoice/Credit Memo Record View. This defaults as "0.00" and is not required. This is always editable while the transaction is in a Status of New.Database Fields: ERPx_APTransactionLine.Price |
| Purchase Account | Error rendering macro 'excerpt-include' : No link could be created for 'Purchase Account - LV'. This comes from the 'Purchase Account' on the Item grid of the Invoice/Credit Memo Record View. This defaults as blank and is not required. This is always editable while the transaction is in a Status of New. Error rendering macro 'excerpt-include' : No link could be created for 'Def - Not Defined'. Database Fields: ERPx_GLAccount.AccountNumber, ERPx_APTransactionLine.AccountSK |
| Purchase Account Description | Error rendering macro 'excerpt-include' : No link could be created for 'Purchase Account Description - LV'. This comes from the 'Purchase Account' on the Item grid of the Invoice/Credit Memo Record View. This defaults as blank and is not required. This is always editable while the transaction is in a Status of New. Database Fields: ERPx_GLAccount.Description, ERPx_APTransactionLine.AccountSK |
| Quantity | Error rendering macro 'excerpt-include' : No link could be created for 'Quantity - LV'. This comes from the 'Quantity' on the Item grid of the Invoice/Credit Memo Record View. This defaults as "1.00" and is not required. This is always editable while the transaction is in a Status of New. Database Fields: ERPx_APTransactionLine.Quantity |
| Status | Error rendering macro 'excerpt-include' : No link could be created for 'Status - LV'. This comes from the 'Status' on the 'Home' tab of the Invoice/Credit Memo Record View and represents the status of the transaction. This 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 transaction 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. Database Fields: ERPx_APTransactionStatus.StatusName, ERPx_APTransactionHeader.TransactionStatusSK |
| Transaction | Error rendering macro 'excerpt-include' : No link could be created for 'Transaction ID - LV'. Clicking on this link opens the AP Invoice / Credit Memo Record View for the selected record. This is a system assigned number that comes from the 'Transaction Class' and is required but is not editable by users.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 |
| Transaction Class | 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. This comes from the 'Transaction Class' on the 'Properties' tab of the Invoice/Credit Memo Record View. This defaults as 'Default' and is not editable. Database Fields: ERPx_APTransactionClass.TransactionClassDescription ,ERPx_APTransactionHeader.TransactionClassSK |
| Transaction Type | Transaction Types are used to differentiate unique types transactions within the system. Transactions with the same Transaction Type share the same record view pages and business rules. Transaction Types can be further classified using Transaction Classes. Every transaction in the system is assigned a Transaction Type. This comes from the Transaction Type selected when starting a new transaction. This is never editable. Database Fields: ERPx_APTransactionType.TransactionName, ERPx_APTransactionHeader.TransactionClassSK |
| UOM | Error rendering macro 'excerpt-include' : No link could be created for 'Units UOM - LV'. This comes from the 'UOM' on the Item grid of the Invoice/Credit Memo Record View. This defaults as blank and is not required. This is always editable while the transaction is in a Status of New. Error rendering macro 'excerpt-include' : No link could be created for 'Def - Not Defined'. Database Fields: ERPx_IMUOM.UOMID, ERPx_APTransactionLine.QuantityUOMSK |
| Vendor | 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. This represents the ID of the 'Vendor' on the 'Home' tab of the Invoice/Credit Memo Record View. This is only editable by changing the Vendor assigned to the transaction. Database Fields: ERPx_APVendor.VendorID ,ERPx_APTransactionHeader.VendorSK |
| Vendor Class | Vendor Classes are used to identify default values that will be applied to new Vendor accounts and to group Vendor accounts together for reporting purposes. This comes from the 'Vendor Class' assigned to the 'Vendor' that is selected on the 'Home' tab of the Invoice/Credit Memo Record View. Because this defaults from the Vendor, it is not editable on the transaction. Database Field: ERPx_APVendorClass.ClassDescription, ERPx_APTransactionHeader.VendorSK |
| Vendor Name | Vendor Names are used as a long description for Vendors. This represents the name of the 'Vendor' on the 'Home' tab of the Invoice/Credit Memo Record View. This is only editable by changing the Vendor assigned to the transaction. Database Fields: ERPx_APVendor.VendorName ,ERPx_APTransactionHeader.VendorSK |