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 view, add, edit, remove, and post AP Invoices and Credit Memos. Additionally, users can Mass Update the GL Date, Pmt/Apply Hold, and Status of multiple transactions at once.
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: 2023.06.30 and newer
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| Toolbar Icons | Description |
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| 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. |
| Delete |
WARNING: Records cannot be recovered once they are deleted! |
| Edit |
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| Favorites |
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| 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. |
| Mass Update |
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| More Actions |
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When clicked, all the Reports that launch from the Print Dialog that are assigned to this page, and that the user has rights to (if Report Data Access is enabled) are displayed. | |
| 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.
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| 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. |
| Fields | Description |
| Checkbox | Used to select one or more records to perform an action, such as Mass Update, More Actions, or Delete. |
| Amount | Displays the amount of the transaction, in the currency and currency format of the transaction. This is calculated from the sum of all transaction lines 'Amount'. This can only be edited by changing the quantity and/or price of one or more transaction lines. Database Field: ERPx_APTransactionHeader.ExtendedAmount |
| Comment | Identifies the header comment/description of the transaction or batch. This can be edited from the 'Comment' field on the 'Home' tab of the Invoice/Credit Memo Record View. This is always editable, even after the transaction is Posted. Database Field: ERPx_APTransactionHeader.Description |
| Created | Identifies the Created Date & Time of the record, formatted from the users 'Date Format' preference. This is a system assigned value and is never editable by a user. Database Field: ERPx_APTransactionHeader.CreatedDate |
| Created By | Identifies the name of the user that created the record. It is formatted to be the "logged-in" users [User First Name] + [User Last Name]. This is a system assigned value and is never editable by a user. Database Field: ERPx_APTransactionHeader.CreatedBy |
| Currency | Identifies the Currency assigned to the transaction. This comes from the 'Currency' on the 'Properties' tab of the Invoice/Credit Memo Record View. This 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 |
| Doc Date | Identifies the date of the transaction. This can be edited from the 'Doc Date' on the 'Home' tab of the Invoice/Credit Memo Record View. This is always editable, even after the transaction is Posted. Database Field: ERPx_APTransactionHeader.TransactionDate |
| 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 can be edited 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 is always editable while the transaction is in a Status of New. Database Field: ERPx_APTransactionHeader.DocNumber |
| GL Date | Identifies the date the transaction posted (or will post) to the general ledger. This is required and can be edited from the 'GL Date' on the 'Properties' tab of the Invoice/Credit Memo Record View. If not manually edited, this 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 | Identifies the Fiscal Period based on the GL date on the source transaction or manual journal entry. This is required and calculated 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 | Identifies the Fiscal Year based on the GL date on the source transaction or manual journal entry. This is required and calculated 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. |
| Last Updated | Identifies the Last Updated Date & Time of the Transaction, formatted from the users 'Date Format' preference. This is a system assigned value and is never editable by a user. Database Field: ERPx_APTransactionHeader.LastUpdated |
| Last Updated By | Identifies the name of the user that last updated the Transaction. It is formatted to be the "logged-in" users [User First Name] + [User Last Name]. This is a system assigned value and is never editable by a user. Database Field: ERPx_APTransactionHeader.LastUser |
Linked Receipt Transaction ID | Identifies the transaction ID from the linked Receipt transaction. This is not required and not editable. This will be populated if a Receipt was created from this AP Invoice/Credit Memo or if the AP Invoice/Credit Memo was auto-created from the Receipt. If a Receipt was linked but was either deleted or voided, the link will be removed. Database Field: ERPx_APTransactionHeader.IMTransactionHeaderSK |
| Payment Terms | Identifies the Payment Terms assigned to the transaction. 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. Payment Terms identify the terms your company extends to your Customers and that your Vendors extend to you. Payment Terms are used to calculate aging and payment discounts. 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 'Pmt./Apply Hold' 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.
Database Field: ERPx_APTransactionHeader.IsOnApplicationHold |
PO # | Identifies the Purchase Order number (PO number) entered for the transaction or transaction line item. 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. Database Field: ERPx_APTransactionHeader.PurchaseOrderID |
Reference | Identifies the Reference entered for the transaction. This is text box that is not required and is always editable even after the transaction is posted. A Reference number is used to record an additional tracking number that associates this transaction to another system. For example, if a transaction was imported from a 3rd party system this could be used to store the unique identifier from that system's transaction. |
| Status | Identifies the Status of the transaction. This is required and can be edited from the 'Status' on the 'Home' tab of the Invoice/Credit Memo Record View and represents the status of the transaction. 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 transactions 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. Ready to Post: Runs the Approval validations and applies to all transactions. While in the Status of 'Ready to Post' transactions are considered closed and all the fields are disabled with the exception of a few fields that are always editable. 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 with the exception any fields that are always editable and updates the Transaction Status to "Posted". Database Fields: ERPx_APTransactionStatus.StatusName, ERPx_APTransactionHeader.TransactionStatusSK |
| Transaction | Identifies the unique Transaction ID for each transaction. 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 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 ID | The unique identifier of the Transaction Class. This comes from the 'Transaction Class' on the 'Properties' tab of the Invoice/Credit Memo Record View. This is not editable. 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. Database Fields: ERPx_APTransactionClass.TransactionClassDescription, ERPx_APTransactionHeader.TransactionClassSK |
| 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 is never editable. 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. Database Fields: ERPx_APTransactionType.TransactionName, ERPx_APTransactionHeader.TransactionClassSK |
Vendor Class ID | Identifies the class that is assigned to the Vendor on the transaction. This is required and 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. 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. Database Field: ERPx_APVendorClass.ClassDescription, ERPx_APTransactionHeader.VendorSK |
| Vendor ID | Identifies the ID of the Vendor account that is assigned to the transaction. This is required and 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. 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 |
| Vendor Name | Identifies the name of the Vendor assigned to the transaction or master file. This is set in the Vendor Record View. This is required and 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. Vendor Names are used as a long description for Vendors. Database Fields: ERPx_APVendor.VendorName, ERPx_APTransactionHeader.VendorSK |
