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 individual AP Invoices and Credit Memo transactions.
Software Version: YYYY.MM.DD and newer
Page Header
Header Toolbar
| Toolbar Icons | Description |
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| Delete | Deletes the transaction or master file record. When clicked, users will be prompted with: "Are you sure you want to delete this record?". Click "OK" to confirm, or "Cancel" to return without deleting. WARNING: Records cannot be recovered once they are deleted! |
| 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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| Journal Details | Opens the Journal Details window showing the Journal Entry for this transaction.
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| Load from PO | Loads information from the specified purchase order once a PO is entered. This button is disabled once the transaction is Approved or Ready to Post. |
| 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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| Notes | Opens the Notes dialog, filtered for the appropriate Note Type(s). From here, users can add, review, or edit Notes associated with the record. This icon is always enabled. |
| Save | Saves the changes made to the record.
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| View Applications | Opens the Transaction Application Details page, which displays any applications associated with the transaction and allows users to apply and unapply applications. |
The bolded view is the default view, which will determine the view will automatically display in when opened. Home Tab
| Fields | Description |
|---|---|
| Amount | Error rendering macro 'excerpt-include' : No link could be created for 'Amount (Transaction Amount) - LV'. This is a non-editable text box that displays the total amount based on the sum of all transaction lines on the invoice/credit memo. This defaults to "0.00" and is not required. This field is never editable by the user, but can be changed by updating the quantity and/or price of one or more transaction lines.Database Field: ERPx_APTransactionHeader.ExtendedAmount |
| Description | Error rendering macro 'excerpt-include' : No link could be created for 'Description - RV'. This is text box to assign a description to the invoice/credit memo. This defaults to blank and is not required, but if entered, it must be <=60 characters. This is always editable.Database Field: ERPx_APTransactionHeader.Description |
| Doc Date | An editable date field that identifies the date the transaction should have been entered. In most cases the Doc Date will be the current date but in instances where the transaction is being entered after the fact it may be back dated. Identifies the date the transaction should have been entered. This is a text box to assign/edit a date for the invoice/credit memo. This defaults to today's date is required. If missing, the message "Doc Date is required." will be displayed on Save. This is always editable while in a status of New.Database Field: ERPx_APTransactionHeader.TransactionDate |
| Doc No | An editable field that identifies the Doc No (document number) such as a Vendor's Invoice # or a reference number that you assign for the transaction. This is a text box to assign a document number to the invoice/credit memo. This defaults to blank and is required. If missing, the message "Doc No is required." will be displayed on Save. This is always editable while in a status of New. Database Field: ERPx_APTransactionHeader.DocNumber |
| Payment Terms | Error rendering macro 'excerpt-include' : No link could be created for 'Payment Terms - LV'. This is a single-select standard lookup that defaults from the Payment Terms assigned to the 'Vendor Class' of the selected Vendor. This is required and if missing, the message "Payment Terms are required when approving or posting transactions." will be displayed on Save. This is editable on an invoice while in a status of New, but not editable on a credit memo.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. The lookup contains a blank value, the current assigned value, and a list of all the 'Active' Payment Terms. Database Fields: ERPx_MFPaymentTerms.PaymentTermName, APTransactionHeader.PaymentTermSK |
| PO | Error rendering macro 'excerpt-include' : No link could be created for 'Purchase Order - LV'. This is a text box to assign a purchase order to a invoice/credit memo. This defaults to blank and is not required, but if entered, it must be <=50 characters. This is always editable while in a status of New.Database Field: ERPx_APTransactionHeader.PurchaseOrderID |
| Status | Error rendering macro 'excerpt-include' : No link could be created for 'Status - LV'. This is a single-select standard lookup that 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 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 |
| Vendor | Vendor Names are used as a long description for Vendors. This is a single-select standard lookup to assign a Vendor to the invoice/credit memo. This defaults as blank and is required. If not assigned, the message "A Vendor is required." will be displayed on Save. This is always editable while the transaction is in a Status of 'New'. Database Fields: ERPx_APVendor.VendorID, ERPx_APTransactionHeader.VendorSK |
Properties Tab
| Fields | Description |
|---|---|
| Created By | A non-editable text box to identify the name of the user that created 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.CreatedBy |
| Created Date | A non-editable text box to identify the Created 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.CreatedDate |
| Currency ID | Error rendering macro 'excerpt-include' : No link could be created for 'Currency - LV'. This is a non-editable text box that defaults from the Currency assigned to the 'Vendor Class'. This is required and not editable from this page. Even though this field is required, it is currently for information only and does not drive any functionality. 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. The lookup contains a blank value, the current assigned value, and a list of all the 'Active' Company Currencies. Database Fields: ERPx_MFCurrency.CurrencyID, ERPx_APTransactionHeader.CurrencySK |
| Discount Date | The Discount Date is the date the discount expires. It is based on the number of discount days set up for the selected Payment Terms. This is a non-editable text box that is calculated from taking the Doc Date and adding the number of discount days set up on the selected Payment Terms. This is not required and only editable by changing the Payment Terms assigned to the transaction. Database Field: ERPx_APTransactionHeader.DiscountDate |
| Due Date | The Due Date is the date payment is due. It is based on the number of days set up for the selected Payment Terms. This is a non-editable text box that is calculated from taking the Doc Date and adding the number of days set up on the selected Payment Terms. This is required and only editable by changing the Payment Terms assigned to the transaction. Database Field: ERPx_APTransactionHeader.DueDate |
| GL Date | Error rendering macro 'excerpt-include' : No link could be created for 'GL Date - LV'. This is a editable date picker that defaults as blank and is required. 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 |
| Last Updated | A non-editable text box to identify 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 User | A non-editable text box to identify 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 |
| Pmt./Apply Hold | Displays as "Yes" for AP Invoices and Credit Memos that are on a Payment or Application hold. This is an editable text box that 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 |
| 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 is a non-editable text box that defaults as 'Default' and is not editable. Database Fields: ERPx_APTransactionClass.TransactionClassDescription, ERPx_APTransactionHeader.TransactionClassSK |
| TransactionSK | Error rendering macro 'excerpt-include' : No link could be created for 'TransactionSK - RV'. This is a non-editable text box that is system generated, required and is not editable.Database Field: ERPx_APTransactionHeader.TransactionHeaderSK |
| Vendor ID | 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 is a non-editable text box that defaults as the Vendor ID of the selected Vendor. This is required and only editable by changing the Vendor assigned to the transaction. Database Fields: ERPx_APVendor.VendorID, ERPx_APTransactionHeader.VendorSK |
Attributes Tab
| Fields | Description |
|---|---|
| Attributes | Error rendering macro 'excerpt-include' : No link could be created for 'Attribute - Attribute - RV'. The Attributes displayed here are setup and assigned in the Attributes section of the Company module (Company → Setup → Attributes → AP Purchasing). |
| Available | Error rendering macro 'excerpt-include' : No link could be created for 'Attribute - Available - RV'. This value is only editable from the 'Assign Attribute Rules' page (Company → Setup → Attributes → AP Purchasing → Transactions hyperlink). |
| Value | Error rendering macro 'excerpt-include' : No link could be created for 'Attribute - Value - RV'. |
Page Detail
Items Grid
The purpose of the Items grid is to add, edit and delete the line items for the Invoice and Credit Memo transaction.
| Toolbar Icons | Description |
| Delete | Deletes the selected line(s) from the transaction or master file. This icon is only enabled for transactions with a Status of 'New'. |
| 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 only the filtered contents will be exported. |
| New | Adds new blank lines in the grid section to allow for data entry. |
| Fields | Description |
|---|---|
| Checkbox | Used to select one or more records for Mass Update or Delete. |
| Description | Error rendering macro 'excerpt-include' : No link could be created for 'Item Description (user entered) - LV'. This is a text box that defaults as blank, is required and must be <= 200 characters. If missing, the message "A Description is required for all line items." will be displayed on Save. This field is always editable while the transaction is in a Status of New or Approved.Database Field: ERPx_APTransactionLine.LineDescription |
| Distributed To | Error rendering macro 'excerpt-include' : No link could be created for 'Distributed To - LV'. This is a single-select standard lookup that 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'. The lookup contains a blank value, the current assigned value, and a list of all the 'Active' Vendors, Employees and Projects. Database Fields: ERPx_APVendor.VendorName, ERPx_MFEmployee.EmployeeName, ERPx_GLProject.ProjectDescription, ERPx_APTransactionLine.ToDistributionAccountSK |
| Extended | Error rendering macro 'excerpt-include' : No link could be created for 'Extended - LV'. This is a single-select standard lookup that defaults as "0.00" and is required. This can only be edited by changing the Quantity and/or Price of the transaction line.Database Field: ERPx_APTransactionLine.ExtendedAmount |
| Price | Error rendering macro 'excerpt-include' : No link could be created for 'Price - LV'. This is a text box that defaults as "0.00" and is required when the Status is set to Approved. If missing, the message "Price is required and must be greater than zero." will be displayed on Save. This is always editable while the transaction is in a Status of New.Database Field: ERPx_APTransactionLine.Price |
| Purchase Account | Error rendering macro 'excerpt-include' : No link could be created for 'Purchase Account - LV'. This is a single-select standard lookup that defaults as blank and is required when the Status is set to Approved. If missing, the message "A Purchase Account is required for all lines." will be displayed on Save. 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'. The lookup contains a blank value, the current assigned value, and a list of all the 'Active' GL Accounts. Database Fields: ERPx_GLAccount.AccountNumber, ERPx_APTransactionLine.AccountSK |
| Quantity | Error rendering macro 'excerpt-include' : No link could be created for 'Quantity - LV'. This is a text box that defaults as "1.00" and is required. This is always editable while the transaction is in a Status of New. Database Field: ERPx_APTransactionLine.Quantity |
| UOM | Error rendering macro 'excerpt-include' : No link could be created for 'Units UOM - LV'. This is a single-select standard lookup that 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'. The lookup contains a blank value, the current assigned value, and a list of all the 'Active' Units of Measure. Database Fields: ERPx_IMUOM.UOMID, ERPx_APTransactionLine.QuantityUOMSK |