Specifying an expense invoice

Specify your Accounts Payable company number. If you are specifying an intercompany invoice, this represents the From company. (Specify the To company on the distribution line.)

Process level is a required field. If your company has only one process level, you will want to set it as a default on Process Level (AP00.5). With the default set, you can leave this field blank.

Specify the date you want to recognize the expense in the general ledger. If left blank, the application will default the post date for the batch (if you use batches) or the invoice date (if you do not use batches).

If your company uses batch release, specify or select a valid batch number. A batch number is not required for match invoices.

If your company uses vouchers, specify a voucher number. If you selected auto voucher number when setting up your company, leave the Voucher field blank to accept the default.

If your company uses invoice approval, you must assign an authority code to an invoice before you can release it. You can specify the authority code here or assign it at the time you release the invoice.

You must specify a vendor number, unless one of these is true:

• You are specifying a match invoice and a purchase order number, in which case the vendor number will default from the purchase order.

• You are specifying an invoice for a one-time vendor, in which case you will leave the vendor number blank and select the Onetime form action when you add your invoice.

You must specify an invoice number. The invoice number must be unique for the company and vendor.

You must specify an invoice date. Details on how the application uses the invoice date and due date to select invoices for payment are elsewhere in this user guide. Logic used to select invoices for payment

A handling code contains processing rules for invoice matching. If you use the Invoice Matching application, you must specify an expense handling code when specifying an expense invoice. This handling code differentiates the invoice from other types of invoices you might specify such as match invoice and add-on cost only invoices.

You must make an entry in the Due Date field or in the Payment Terms field. If you use a payment term, the application automatically calculates the due date and discount information. If you have defined terms codes on Vendor Location (AP10.2), Remit To location terms will not default to the invoice. Terms codes will default from the Purchase From location.

If specifying an invoice, leave this field blank. An invoice increases the amount owed to the vendor and, when fully processed, increases the vendor's purchase and payment balances.

If specifying a credit memo, select Credit Memo. A credit memo reduces the amount owed to a vendor (for example, a note of credit from a vendor or an internal adjustment to a vendor's balance) and, when fully processed, reduces the vendor's purchase and payment balances.

If specifying a debit memo, select Debit Memo. A debit memo is processed like an invoice and increases the vendor balance.

Specify the amount of the invoice. Check to ensure that the invoice amount you specify is equal to the total amount of the expense distribution lines.

Click this button to define and maintain discount information for the invoice.

You can specify a discount amount, discount rate, discount date and code, and decide whether to override the discount amount (flexible terms).

Select one or both of these options to create distribution lines:

• Automatically create expense distribution lines for the invoice by selecting a distribution code. The distributions display after you add the invoice.

• Manually specify the company, account, and amount to be used for each expense distribution line you want to create.

If you are using a distribution code that is defined to edit accounting units at invoice entry, you must click the Accounts button to complete and validate the general ledger account number. You can define a distribution code for editing instead of assigning a default accounting unit or account.

If you use Strategic Ledger, select the user analysis values you want to include in the transaction.

Specify the distribution company for the expense distribution. If left blank, the company assigned to the invoice defaults.

If you are specifying an intercompany invoice, specify the company or companies to which the expense is distributed. A valid intercompany relationship must exist in the General Ledger application.

Click this button to add comments to invoices.

Click this button to add invoice details. Use for Match type invoices only.

Click this button to adjust the AOC spread to specific lines. Use for Match type invoices only.

Click this button to specify an AOC amount and spread the amount to the matching AOC entries for the purchase order lines assigned to the invoice. Use for Match type invoices only.

If you use Project Accounting, select the activity assigned to the distribution. This identifies work being done, such as work orders, phases, products, and so on.

To assign a distribution code or unit amount to an invoice distribution for the purpose of allocation, click the More button to access Distribution Options (AP22.5).

The Rebate tab on the Distribution Options (AP22.5)screen is used to override rebate information that is defaulted from the invoice header.

To define asset information for a distribution, click the AM button to access Asset Management (AP22.2).

Select a valid number representing the ship-to location.

Select a valid reason code for the cause for credit memos.

If the goods associated with the invoice were returned, you can select an optional return number assigned to the invoice.

Select a user defined number used for linking an invoice to a specific receipt in the match process.

Select a code that has been predefined in Alternate Location (AP10.2). If left blank, the vendor's normal purchase-from location will default.

Select Yes to have the application automatically print a credit memo for a charge back.

Specify the retail amount of the item.

Select a rule group for the invoice. You define rule groups using Match Rule Groups (MA00.4).

When creating a credit memo, specify the original invoice. This applies to match invoices only.

Select the exchange rate used to convert non-base currency invoice amounts to the company base currency. If left blank, the exchange rate defined for the currency relationship in the Currency application defaults, based on the rate in effect on the invoice date.

Select Yes to revalue the invoice currency against the company base currency when the invoice is paid to account for exchange rate fluctuations. If left blank, the revalue option defined for the vendor or location defaults.

Specify the amount of the invoice in the company base currency. If you specify an amount in this field, the application edits the amount to ensure it is within exchange rate tolerance limits. If left blank, the application calculates the base invoice amount based on the exchange rate defined on this form or, if blank, based on the exchange rate in effect on the invoice date (as defined in the Currency application).

Select a valid cash code for the invoice payment. Represents a bank account. If left blank, the cash code assigned to the remit to location, vendor, vendor class, process level, company, or pay group defaults.

Select a valid payment code for the invoice. Represents a type of cash payment. Must be a valid cash or Bill of Exchange payment transaction code in the Cash Management application. If left blank, the payment code assigned to remit to location, vendor, vendor class, or pay group defaults.

To specify a vendor-issued bill of exchange, specify the bill of exchange payment number.

To create a manual payment for the invoice, specify the payment number. If specified, the payment code must be a valid cash or bill of exchange payment transaction code defined for manual payment in the Cash Management application. If the payment code requires manual payment reservation, the payment number must be reserved in Manual Forms Reservation (AP81.1).

If you define manual payment information using this subform, the manual payment can be used to pay this individual invoice only and the invoice must be a base currency invoice. After you release the invoice, you cannot change manual payment information.

To create a manual payment for more than one invoice, create a manual payment for a base currency invoice, or apply more than one invoice to a payment, use Cash Payment Entry (AP55.1) or Bill of Exchange Entry (AP56.1).

If you specified a payment number for a cash payment, specify the payment date. If you specified a payment number for a bill of exchange payment, specify the bill of exchange payment due date.

If you specified a payment number, specify the amount of the payment. The payment amount must equal the Invoice Amount or the Invoice Amount less any available Discount Amount.

You can assign a user-defined invoice group to the invoice. Can be used to select invoices for payment. If left blank, the invoice group assigned to the remit to location or vendor, if assigned, defaults.

To create a recurring invoice, specify the number of times the invoice is to be recreated. Payment Closing (AP170) creates another released invoice for the same amount until the defined number of recurrences has been met. AP170 makes each recurrence unique by assigning an invoice suffix. For example, the first recurrence of invoice number A1 would be A1-01, the second as A1-02, and so on.

Select Yes to create an individual payment form for this invoice. If you select no, Payment Forms Creation (AP155) or Bill of Exchange Creation (AP156) creates one payment form to pay all invoices for the same vendor. If left blank, the Separate Payment option defined for the vendor defaults.

If the payment for this invoice requires an enclosure, select Yes. If you select Yes, you have the option to group payments that require enclosures when you run Cash Requirements (AP150).

Select Yes to schedule the invoice for immediate payment regardless of the due date when you run Cash Requirements (AP150) or Bill of Exchange Generation (AP151).

Select whether the invoice is prepaid. This is for match invoices.

Select the method of match prepayment.

Select a valid cash code to assign to the invoice. Represents the bank account from which the invoice is to be paid.

Select a valid payment code for the invoice. Represents a type of cash or bill of exchange payment. Must be a valid cash or bill of exchange payment transaction code in the Cash Management application. If left blank, the payment code assigned to the remit to location, vendor, vendor class, or pay group defaults.

Select a valid invoice accrual code for the invoice. Used to default a general ledger accrual account to the invoice. If left blank, the invoice accrual code assigned to the vendor, process level, or company defaults.

Select a valid invoice hold code to prevent the invoice from being scheduled for payment.

Select a valid journal book (if you are using journal books).

This is the default accrual code of invoices, payments, and distributions for vendor agreements with retainage. If specified on the invoice level, this overrides the retainage accrual code at the company and process level.

You can specify data on this field if the purchase order has retainage.

Select a valid income code for the invoice, which will define an invoice as being reportable income for the vendor.

Specify the reportable amount of the invoice. If left blank, the reportable amount is the Invoice Amount less the discount taken.

Select the type of number the vendor is providing to reference the invoice. Valid values are:

• BM = Bill of Lading

• IN = Invoice

• OW = Service Order Number

• PL = Packing List Number

• PO = Purchase Order Number

• VN = Vendor Order

• WO = Production Order

• WP = Warehouse Pick Ticket Number

• ZZ = Mutually Defined

Specify an identifier for a category of diverse procurement.

Specify an optional invoice description.

Select a valid pay vendor for the invoice, if applicable. This is used to send invoice payments to another vendor within the same vendor group. For example, you could send a bankrupt vendor's payment to a bank. If left blank, the pay vendor assigned to the vendor defaults.

Select the add-on cost code for the prorate amount. Prorated add-on costs let you spread add-on cost amounts across the invoice at the distribution line level.

Specify the portion of the invoice amount that is to be prorated against the non-tax distribution lines.

Select a valid general ledger account number to create a separate distribution for the prorate amount. If left blank, the prorate amount is allocated proportionally to each distribution accounting unit assigned to non-tax invoice distribution lines.

This field identifies the user analysis values included in the transaction.

You can either type up to four values to open the User Analysis Entry subform. Use this subform to select the user analysis values you want to include in the transaction. If you choose to type values, use commas to separate them. For example: value1,value2,value3,value4

There are three conditions that affect how you can select user analysis values. See the User Analysis Entry form help or the Strategic Ledger User Guide for additional information.

Activities are the processes or procedures that produce work. Cost objects (products, services, customers, and so on) are the reasons for performing the activity.

Account categories are groupings of costs, revenues, or a combination of both used for reporting and inquiries for activities in the Project Accounting application. All transactions are posted to an account category within an activity. You can assign a specific general ledger account or range of accounts (company, accounting unit, account, and subaccount) that make up the transactions posted to an account category using Account Assignment (AC07.1).

Period-to-date, year-to-date, and life-to-date balances are maintained by account category for activities. Account categories must be assigned to activities before you do any budgeting or transaction processing.

Select the billing category assigned to this invoice. The billing category can be used to comply with government audit criteria.

You define billing categories using Billing Category Rates (BR03.1).

Contract group is defined in the Contract Management application. When contracts are created, you assign them to contract groups.

Contract. You can only use this when any of the other rebate fields are specified.

Rebate types are user-defined and can be added into a contract. Select from a pre-defined list of rebate types.

Specify the contract rebate due date.