Vendor Invoice Center Entry - Invoice Detail

Specify the amount of the invoice.

Specify the invoice that you want to apply the credit memo or debit memo to. In addition to entering the invoice you want to apply the credit memo or debit memo to, you must type an invoice number for the credit memo and debit memo transaction. If you are entering a reversal, specify the invoice you want to reverse in this field.

Enter any notes that the vendor should see on their remittance. This field is available when you select Enable AP Freight Allocation in SA Administrator Options-Vendors-Invoice Defaults.

When you enter a transaction, you can designate it as disputed. Disputed transactions are ignored when you run Vendor Entry Pay Invoices Due Report. The Vendor Cash Requirements Report also has a column for disputed invoices to allow you to review them before processing Vendor Entry Pay Invoices Due Report.

If you are entering a trade invoice, the Set Dispute Flag on Matching Invoices option in SA Administrator Options-Vendors-Receiving determines the default for this

Invoices, miscellaneous credits, and debit memos are the only transactions that can be disputed. Disputing a transaction has no effect on the vendor's balances, General Ledger, or Accounts Payable history transactions. determines the default for this

The Division field is enterable only if your company is using full divisionalized accounting (the Divisional option in SA Company Setup is selected). The division is defaulted from the Vendor Setup record and can be changed. You can specify the division number for invoices, rebates, miscellaneous credits, and manual payments only.

If you are not using divisionalized accounting (the Divisional option in SA Company Setup is not selected), you do not have access to this field.

The Immediate Pay option indicates that you will pay the vendor immediately upon updating the transaction for the amount of the invoice instead of updating the vendor's current balance. This option is only available with Invoice transaction types. The Default to Immediate Pay option in SA Administrator Options-Vendors-Invoice Defaults determines the default for

When you select Immediate Pay, the invoice, manual payment, and scheduled payment transactions automatically become inactive. Additionally, you cannot split the terms of the invoice across several scheduled payments. The vendor's General Ledger Bank and Discount accounts are automatically updated instead of the vendor's Accounts Payable accounts. The vendor’s General Ledger Addon and Expense/Asset accounts are also updated. You are expected to print a check for the amount of the invoice in Vendor Entry Check Print immediately after completing the transaction. Use the Vendor Invoice Center Entry journal number to print the check.

Note: The Immediate Pay option is not supported for foreign currency transactions.

If you know the purchase order, but do not know the vendor number, specify or look up the PO number. The vendor number on the purchase order is automatically defaulted in the Vendor # field.

If the vendor on the purchase order does not match the vendor on the invoice, this message is displayed: Purchase Order Vendor: [Vendor# - Name] is different than the Invoice Vendor: [Vendor# - Name]. Do You Want to Accept this Purchase Order? You can click No to re-enter the purchase order in the Initial Purchase Order field. Otherwise, click Yes to proceed with the selected purchase order.

This verification occurs if you select the Ask Confirmation When PO Vendor does not Match Invoice Vendor option in Vendor Invoice Center Entry-Entry Defaults.

Enter any notes that should display in Vendor Inquiry-Transactions but not be printed on the vendor's remittance. This field is available when you select Enable AP Freight Allocation in SA Administrator Options-Vendors-Invoice Defaults.

Specify the vendor's invoice number for this transaction. Use a new vendor invoice number when you enter an invoice, miscellaneous credit, credit memo, or debit memo transaction. When you create a credit memo or debit memo, you must also specify an existing active invoice number in the Apply to Invoice field.

When you create a reversal, you are only required to specify an existing active invoice number in the Apply To Invoice field. For a manual payment, you can specify a new invoice number.

Do not specify an invoice number for a rebate transaction.

You cannot specify a duplicate invoice number if an active invoice exists. After an invoice has been paid and is inactive, you can reuse the invoice number.

The Invoice Date field defaults to blank. If this is a recurring group, you do not need to specify an invoice date since the date is obtained from the Invoice Date specified during Final Update.

If this is a one-time group, the Invoice Date is required. The invoice date is usually the date on the vendor's invoice and is used to calculate the terms and discount due dates. If necessary, you can change the invoice date at a later time if the transaction has not been updated.

To quickly enter the current date, specify t and today’s date is defaulted in the field.

When you update the transaction during Final Update or Vendor Entry Group Update, specify the posting date and period you are updating on the Journal window. Specifying a previous invoice date (back dating) or future invoice date (future dating) here does not effect the period this transaction is posted to.

The Invoice Proof displays the remaining amount to be costed on the invoice. If the proof is 0, the invoice is fully costed.

The invoice type is user defined and can be used to group common transactions together. All transactions with the same invoice type can be selected for reporting through Vendor Cash Requirements Report and paying through Vendor Entry Pay Invoices Due Report. The invoice type is not required, however, it can increase the flexibility of Accounts Payable. For example, you may assign all invoices due on the 10th to Type "A," all invoices due on the 15th to Type "B,"and so on. You may also group related invoices. All utility invoices may be grouped as Type "Utl." When the Vendor Cash Requirements Report and Vendor Entry Pay Invoices Due Report are processed, you can choose to process only those invoices grouped as "Utl."

If you have specified a default invoice type on the Vendor Setup record, that value is displayed in this field.

Specify the date the invoice was delivered to you. Knowing this date helps you determine invoice processing time. This field is available when you select Enable AP Freight Allocation in SA Administrator Options-Vendors-Invoice Defaults.

Select this option if you want to override tolerances for the entire purchase order related to this invoice. You can also select individual tolerances to override for the entire invoice during the Final Update process.

To override tolerances for individual line items on the purchase order, select the Override Tolerance option on the PO Line Entry window.

The PO Costing proof amount is displayed. If the PO Proof is 0, the purchase order is fully costed and no further work is required for the purchase order. If the proof is not 0, you must access the appropriate purchase order costing windows in Vendor Invoice Center Entry and make the necessary adjustments.

The processing type initially defaults from the Vendor Setup record. For the majority of transactions, you should not have to change the processing type.

Choose the processing type for this transaction. Depending on your security, you can choose Expense, Addon, or Trade. Choose Expense for expense invoices,such as utilities and rent. If you are entering a merchandise invoice that will be tied to a purchase order, choose Trade. Choose Addons to record third-party addons.

The availability of the processing types depends on your operator security settings in SA Operator Setup-Accounting Controls. Your security allows you to have access to all three processing types or any combination of the three processing types. Not all processing types are available for all transaction types. The following table illustrates which processing types are available for each transaction type:


Transaction type	Addon	Expense	Trade
Invoice	Yes	Yes	Yes
Credit Memo	No	Yes	Yes
Debit Memo	No	Yes	No
Manual Payment	No	Yes	No
Miscellaneous Credit	No	Yes	Yes
Rebate	No	No	No
Reversal	NA	NA	NA

The Process Type field changes to Reversal Type when you choose Reversal. You must then indicate if the reversal is for an invoice or a miscellaneous credit.

This field is non-enterable after you access the Invoice # field. To make changes to the processing type, you must cancel the work you have done on the invoice. If you have already updated the invoice into the group, you cannot make changes to this field. You must delete the invoice and re enter it to make changes to the processing type.

Use the Reference field to explain any necessary information associated with this record. References are manual entries that are printed on the check to the vendor.

If specific references have been set up in SA Table Code Value Setup, specify a period (.) or pound (#) in the first position of the Reference field, followed by the reference number. After you press Tab, the actual description is displayed in the field, replacing the reference number.

Select the reconciliation type for this invoice. Valid choices are Line, Back order, and Item. Line reconciliation requires you to cost purchase orders line by line. Using the Line method, you must specify the purchase order number, purchase order suffix, and line number. If you do not specify all three pieces of information, an error message is displayed.

Back order reconciliation is similar to line reconciliation. The main difference is that you do not have to specify the correct suffix. With Back order reconciliation, all purchase orders are matched against suffix –00 in Vendor Invoice Center Entry. The reconciliation process looks at all suffixes to find the quantity on the invoice.

Item reconciliation only requires that you specify a purchase order number and product. You do not have to specify the line number or suffix. This reconciliation method is also used for items added through ED Entry Processing Invoices.

If you are entering a trade or expense invoice for a rental item that is re-rented by a customer in Service Management, you must specify the rental contract number. It is used to associate recurring expense invoices to the original purchase order and line item through the trade invoice. If an invoice is automatically created through SupplierInvoice or Invoice BODs, the rental contract number is included on the invoice.

This field is available when the rental functionality is activated in SA Administrator Options-Integrations-Service Management.

Indicate whether you want to suspend this transaction. Suspending a transaction prevents it from being updated when you process Final Update or Vendor Entry Group Update. This field is automatically selected for purchase orders that are on AP Hold status. This means that special handling or research is required before the invoice can be updated. You must maintain the transaction and unsuspend it before General Ledger is updated.

The Terms field initially defaults with the terms established in Vendor Setup

Terms only apply to invoices, miscellaneous credits, and debit memos and are defined in SA Table Code Value Setup. Vendors often offer terms to induce a steady cash flow by providing an incentive for their customers to pay within a certain discount period. For example, 2%10 n30offers a 2% discount if the invoice is paid within ten days from the invoice date. If the discount period lapses, the entire invoice is due within 30 days or service charges may be applied.

Select the type of transaction you want to enter. Valid transaction types are:

Invoice
Rebate
Miscellaneous Credit
Credit Memo
Manual Payment
Debit Memo
Reversal

When you add an invoice in Vendor Invoice Center Entry, the transaction code (invoice, misc credit, and so on) is saved with the transaction record. This transaction code defaults the next time you add an invoice. The last transaction code entered is not saved between sessions. On initial entry into nullnullVendor Invoice Center Entry, the transaction code defaults to Invoice. You can enter all transaction types in the same journal.

This field is non-enterable after you access the Invoice # field. To make changes to the transaction type, you must cancel the work you have done on the invoice. If you have already updated the invoice into the group, you cannot make changes to this field. You must delete the invoice and re enter it to make changes to the transaction type.

When you post a transaction for a foreign vendor, the Exchange Rate window is displayed automatically. The default currency description is displayed along with the default exchange rate. You can override the exchange rate if necessary, but you cannot specify a value of zero or less. To update the exchange rate in SA Tables Currency Setup, select the Update field.

General Ledger costs are converted to domestic amounts depending on the most current exchange rate. If line item or header amounts are not posted to General Ledger, they remain in foreign amounts. If the exchange rate conversion results in a rounding difference, that amount is displayed on the General Ledger Distribution window, where you can post it to the appropriate account.

Specify the vendor number for the transaction you are processing. You must specify a vendor number for all transaction types. After you specify the vendor number and press Tab, the vendor lookup name and terms are automatically defaulted from the Vendor Setup record. After you add a new invoice to the group, the Vendor # field is automatically populated with the vendor number from the last invoice.

If you select Ask Confirmation When PO Vendor does not Match Invoice Vendor in Vendor Invoice Center Entry-Entry Defaults, the vendor from the purchase order is validated against this vendor number. If they are different, the message Purchase Order Vendor: [Vendor # and Name] is different than the Invoice Vendor: [Vendor# - Name]. Do You Want to Accept this Purchase Order? is displayed. You must click Yes or No to proceed.

If you don’t know the vendor number, specify the PO number in the Initial Purchase Order field. The vendor number from the purchase order is automatically defaulted in the Vendor # field.

If you use the vendor lookup and search for the vendor number based on a purchase order, the purchase order is automatically costed for this transaction. If the PO Proof is 0, the purchase order is fully costed and no further work is required for the purchase order. If the proof is not 0, you must access the appropriate purchase order costing windows in Vendor Invoice Center Entry and make the necessary adjustments.

When using a miscellaneous vendor (999999999999) to enter an invoice, the Manual Address window is displayed. The defaults specified in Vendor Setup for the miscellaneous vendor record are displayed, but you can override them. The name specified in the Manual Address window is printed on the Vendor Cash Requirements Report.

Note: The Vendor # field is non-enterable after you access the Invoice # field. To make changes to the Vendor # field, you must cancel the work you have done on the invoice. If you have already updated the invoice into the group, you cannot make changes to this field. You must delete the invoice and re enter it to make changes to the vendor.

Vendor Invoice Center Entry - Invoice Detail - Create field descriptions