Vendor Inquiry - Transactions field descriptions

Fields are presented in alphabetical order within each section.

Filter By

ACH Invoice Number

If you use electronic AP payment remittance, specify an appropriate number. This field is available when the Allow AP Credit ACH option is selected in SA Administrator Options-Vendors-Print Formats.

All Suffixes

Select this option to view all suffixes for the PO you entered.

Check

Specify a specific check number to view only those transactions that are associated with that check. The transactions displayed are limited by the options you chose in the other fields. To view all the transactions associated with the check number, leave the Transaction Type field at <ALL>. Select Show Original Invoice Detail. Then select Both in the Status field to display both active and inactive transactions.

Invoice Date From - To

Specify the starting date for the transaction listing. All the transactions for this vendor that occurred on or after this date are displayed. If you do not type a date, all of the history transactions for this vendor are displayed, from the most current to the oldest. Specify the ending date for the transaction listing. All the transactions for this vendor from the starting date through this date are displayed. If you do not type a date, all of the history transactions for this vendor are displayed, from the most current to the oldest.

Division

Select a division to limit the transactions that are displayed to those from that division.

Invoice #

Specify an invoice number for this vendor.

Purchase Order # / PO Suffix

Specify a PO number and suffix.

Record Limit

Specify the number of records to display when you conduct a search.

Show Original Invoice Detail

Select this option to display the original invoice along with the associated transaction detail. Do not select this field to view only scheduled payments. To view the discount available on a scheduled payment, do not select this field and select Active in the Status field.

This option is displayed only if you select All for the Transaction Type(s) option.

Status

Indicate if you want to view Active, Inactive, or Both types of transactions. Active transactions have not been paid in full. Inactive transactions have been processed through Vendor Entry Pay Invoices Due Report and are paid in full.

Transaction Types

Select a transaction type to limit the results to only those types.

Transactions grid

ACH Bank Number: The bank number associated with the ACH invoice number assigned to this transaction. This value is displayed if the Allow AP Credit ACH option is selected in SA Administrator Options-Vendors-PrintFormats.
ACH Invoice Number: The ACH invoice number assigned to this transaction. This value is displayed if the Allow AP Credit ACH option is selected in SA Administrator Options-Vendors-PrintFormats.
ACH Invoice Suf: The suffix of the ACH invoice number assigned to this transaction. This value is displayed if the Allow AP Credit ACH option is selected in SA Administrator Options-Vendors-PrintFormats.
Amount Due: The amount due on the transaction.

BACS Reference

Shows the value stored in the Vendor transaction record. This value is the BACS ID Number specified in Vendor Entry Check Print Report . For BACS transactions that use BOD-based electronic AP payment remittance, the option, BACS ID Number, is not required.

Check/ACH #

After checks have been printed through Vendor Entry Check Print Report, the check number is attached to the transactions being paid. If the transaction has been paid, the check number is displayed in this field. The check number also displays if a manual payment is processed in Vendor Invoice Center Entry.

If the line is not related to an ACH Payment, the transaction check number is displayed. If the line is an ACH Payment, the transaction ACH check number is displayed.

Discount Amount

If you did not select the Show Original Invoice Detail field and Active in the Status field, the discounts available on scheduled payments are displayed. This field replaces the Activity field.

Disputed

If this invoice is disputed, yes displays.

Invoice Amount

The amount for this invoice.

Invoice Date

The due date, as calculated from the terms, displays for active scheduled payments (PY). For inactive scheduled payments, the date of the payment made is displayed. For all other transactions, the invoice date is displayed. An "h" after the date identifies invoices that are being held.

Manual Address

If m is displayed after the type, a manual address is associated with the transaction.

National Program Claim #

This column shows the vendor claim number associated with the OE Correction (CR) claim order. This transaction is used for billing a National Program Claim Account in Customer Setup.

Notes

Indicates if there are notes associated with this vendor record.

Payment Date

Shows the payment date of the electronic AP payment transaction. You can sort by this field value to find specific payment dates.

Purchase Order #

The Purchase Order # associated with this invoice.

Reference

References associated with an invoice are displayed. After checks have been printed through Vendor Entry Check Print Report, the check number is attached to the transactions being paid. If the transaction has been paid, the check number is displayed in this field. The check number also displays if a manual payment is processed in Vendor Invoice Center Entry.

Any credit memos or debit memos associated with an invoice are displayed. A reference that was originally associated with an invoice also displays on the scheduled payments for that invoice.

If the line is not related to an ACH Payment, the transaction check number is displayed with the prefix, CK#. If the line is an ACH Payment, the transaction ACH check number is displayed with the prefix, ACH#.

Status

If the transaction is an active invoice, miscellaneous credit, rebate, service charge or C.O.D., then Open is displayed. If it is one of the above transaction types but inactive, Inactive is displayed. If the transaction is a scheduled payment and active, then Due is displayed. Inactive is displayed for inactive scheduled payments. Any other type of transaction displays Active or Inactive in this field depending on the selection made in the inquiry header.

Type

The transaction type as defined in the Type header field description is displayed in this field. Each transaction entered is assigned a type during entry in Vendor Invoice Center Entry.

If the line is not related to an ACH Payment, the value, Check, is displayed. If the line is an ACH Payment, the value, ACH, is displayed.

Vendor #

If you specified a vendor number above, the invoice numbers for that vendor are listed in this field in date order.

Vendor Invoice #

If you specified an invoice number above, the vendor number associated with that invoice is displayed in this field.

Detail

Allocation Method: The allocation type, Invoice (IN) or Purchase Order (PO), is displayed for Invoice type transactions. It is also printed on the Vendor Transaction Activity Report. The method is based on the setting in SA Administrator Options-Vendors-Invoice Defaults-Vendor Invoice Center Entry Addon Allocation Method.
Amount Due: The remaining amount due for this transaction.
Amount Paid: The amount paid on the transaction.
Check #: The number of the check used to pay the invoice.
Check Date: The date the check was written to pay the invoice.
Discount Date: The date on which any applicable discounts expire.
Discount Taken: The amount of any discount taken on the transaction.
Disputed: Indicates if this transaction is disputed.
Division: The division to which the payment was posted.
Due Date: The date on which payment for this transaction is due in full.
Invoice Date: The date on which the invoice was created.
Last Updated: The user, date, and time on which this transaction was last updated.
Manual Address: Indicates if a manual address was used for this transaction. If Yes is displayed in this field, you can view the manual address details.
Manual Check: Indicates whether a manual check was issued for this transaction.
Original Amount: The original amount of the invoice.
Original Discount: The original available discount for the transaction.
Paid Date: The date on which payment was made on this invoice.
Payment Journal/Set: The journal and set number used for payment of the invoice.
Posting Date: The date on which the transaction was posted to general ledger.
Posting Journal/Set: The journal and set number used when the transaction was posted to the general ledger.
Reference: The user-defined reference entered on the transaction.
Sequence #: The sequence number for the scheduled payment for the transaction.

GL Distribution Details - General Ledger Accounts grid

Account #: The account number the transaction was posted to.
Credit: The amount of the credit to the GL account.
Debit: The amount of the debit to the GL account.
Notes: Indicates if there are notes associated with this record.
Title: The title of the General Ledger account.

GL Distribution Details - Extended Reference

Calendar Period: The calendar period to which the transaction was posted.
Disputed: Indicates whether this invoice is on disputed status.
Fiscal Period: The fiscal period to which the transaction was posted.
Function: The function used to post the invoice to the general ledger.
Journal #: The number of the journal used to post the invoice to the general ledger.
Last Updated: The username, date, and time this invoice was last updated.
Posted Date: The date on which the transaction was posted.
Reference: Indicates the function used to create/post the invoice.
Set #: The set number used to post the invoice to the general ledger.
Vendor #: If you specified a vendor number above, the invoice numbers for that vendor is listed in this field in date order.
Vendor Invoice #: If you specified an invoice number above, the vendor number associated with that invoice is displayed in this field.

PO Costing Details - grid

Cost: The cost associated with this product.
Description: The first and second lines of the product description display. If the product is a nonstock or not-for-resale item, an n or r is displayed in front of the product number.
Journal #: The journal number the PO costing entry was posted to.
Line#: When the PO Costing line item section is displayed, only open line items for the selected purchase order are shown. Open line items are those that have been received but have not been fully costed for this purchase order. PO lines that have already been costed are deducted from the Uncosted amount in the header section of the PO Costing window. Line items that have not been received do not display.
Notes: Indicates if there are notes associated with this record.
Paid: Indicates whether the invoice was paid.
Product #: The number of the costed product.
Product Notes: Indicates if there are notes associated with this product.
Purchase Order #: The purchase order number on which products were costed.
Quantity Costed: The quantity being costed on this invoice and not necessarily the amount received or ordered.
Quantity Ordered: The quantity of product ordered.
Quantity Received: The quantity or product received.
Set #: The set number the PO costing entry was posted to.

Manual Address Details

Address: The manual address specified during invoice entry, if applicable.
City: The city for the manual address.
Journal #: The journal number the invoice was posted to.
Name: The vendor name specified during manual address entry.
Reference: A user-defined reference entered on the transaction is displayed here, if applicable.
Set #: The set number the transaction was posted to.
State: The state for the manual address.
Zip Code: The zip code for the manual address.