A/P Invoice Data Entry - Fields Home | FAQs & Troubleshooting

 

A/P Invoice Data Entry

 Show/Hide All

Vendor No.

Enter a vendor number for the invoice, or click the Lookup button to list all vendor numbers.

Alternately, start typing a vendor name to locate a record. As you type, a list of records matching your entry appears. You can then select a record from the list, and the vendor number will appear in the field.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Type a new vendor number to add a vendor using Vendor Maintenance (On the Fly). This task can be accessed only with the appropriate security setup; some nonessential fields are omitted to speed data entry. You can access Vendor Maintenance at a later time to enter additional information.

Click the Invoices button to list all invoices.

Click the Memo button to view, create, or maintain memos. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for this task, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.

Note If the Use P/O Receipt of Invoice Entry for this Vendor check box is selected for this vendor in Vendor Maintenance, entering the invoice in Receipt of Invoice Entry is the preferred method to avoid leaving a purchase order in a backorder status.

 

Name

This field displays the vendor name and can only be viewed.

 

Invoice No.

Enter the invoice number that appears on the invoice sent by the vendor, or click the Lookup button to list all invoice numbers. If no invoice number appears on the vendor invoice, enter the date or the vendor's initials as a substitute for the invoice number.

Click the Memo button to view, create, or maintain memos. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for this task, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.

 

Batch No.

If batch processing is enabled, this field displays the current batch number and can only be viewed. This field is available only if the Enable check box is selected for batch processing in the module's Options window. For more information, see Batch Entry.

Click the Batch Number button to select a batch number from the list or to create a new batch number. Click the Transfer Document button to transfer the current document to a different batch.

 

1. Header

 

Invoice Date

Enter the invoice date, or click the Calendar button to select a date from the calendar. The invoice date is used to calculate the invoice due date, discount due date, and future aging information. This date is also used to age the invoice in the Aged Invoice Report. This date is not used to post the invoice transactions to the general ledger; instead, the Accounts Payable posting date is used for general ledger postings.

 

Invoice Amount/Adjustment Amount

In the Invoice Amount field, enter the total invoice amount, or click the Calculator button to enter an amount using the calculator. Include the freight and sales tax amounts in the invoice amount.

In the Adjustment Amount field, enter the adjustment amount to add to the invoice amount, or click the Calculator button to enter an amount using the calculator. Use the minus (-) sign to decrease the invoice amount. This field is available only if the Adjust button is clicked in the Adjust Invoice on File window.

 Entry Sample - Adjustment Amount

Enter....	If....
1000.00	you want to add $1000.00 to the invoice amount.
-500.00	you want to subtract $500.00 from the invoice amount.

 

Freight

Enter the freight amount, or click the Calculator button to enter an amount using the calculator. When a freight amount is entered, taxes are back calculated based on whether freight is taxable. This field is available only if the Calculate Sales Tax in A/P Data Entry check box is selected in Accounts Payable Options.

 

Sales Tax

This field displays the sales tax amount and can only be viewed.

 

Subject to Discount

Enter the amount that is subject to discount, or click the Calculator button to enter an amount using the calculator. This field defaults to the invoice amount minus the freight and sales tax amounts.

 

Prepaid Invoice

Enter the invoice number used to record prepayments against this invoice, if any, or click the Lookup button to list all open invoices.

 

Invoice Balance

This field displays the invoice balance and can only be viewed. This field is available only if you are adjusting an existing invoice.

 

Schedule

Enter the tax schedule, or click the Lookup button to list all tax schedules. This field defaults to the tax schedule entered for the vendor in Vendor Maintenance.

Type a new tax schedule to add a schedule using Sales Tax Schedule Maintenance (On the Fly).

This field is available only if the Calculate Sales Tax in A/P Data Entry check box is selected in Accounts Payable Options.

 

Tax Class

Enter the tax class, or click the Lookup button to list all tax classes. This field defaults to the tax class entered for the vendor in Vendor Maintenance. This field is available only if the Calculate Sales Tax in A/P Data Entry check box is selected in Accounts Payable Options.

 

Use Tax

Select this check box to calculate use tax for the entire invoice. If this check box is selected, the invoice amount does not include sales tax. The sales tax amounts are calculated based on the tax schedule and tax class, but are recorded as use tax. Clear this check box if you do not want to calculate use tax. This check box is available only if the Calculate Sales Tax in A/P Data Entry check box is selected in Accounts Payable Options.

Note Exemption numbers are ignored when use tax is calculated. Use tax has no effect on the distribution amount.

 

Terms Code

Enter a valid terms code, or click the Lookup button to list all terms codes. This field defaults to the terms code entered for this vendor in Vendor Maintenance.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Type a new Terms Code to add a terms code using Terms Code Maintenance (On the Fly).

 

Invoice Due Date

Enter the invoice due date, or click the Calendar button to select a date from the calendar. When you enter the invoice amount, the invoice due date is automatically calculated based on the terms code.

 

Discount Due Date

Enter the discount due date, or click the Calendar button to select a date from the calendar. When you enter the invoice amount, the discount due date is automatically calculated based on the terms code.

 

Discount Amount/Discount Adjustment

In the Discount Amount field, enter the discount amount, or click the Calculator button to enter an amount using the calculator. When you enter the invoice amount, the discount amount is automatically calculated based on the terms code.

In the Discount Adjustment field, enter the adjustment amount to add to the discount amount, or click the Calculator button to enter an amount using the calculator. Use the minus (-) sign to decrease the discount amount. This field is available only if the Adjust button is clicked in the Adjust Invoice on File window.

 Entry Sample - Discount Adjustment

Enter....	If....
1000.00	you want to add $1000.00 to the discount amount.
-500.00	you want to subtract $500.00 from the discount amount.

 

Discount Available

This field displays the discount available and can only be viewed. This field is available only if you are adjusting an existing invoice.

 

Exp Distribution Table

Enter an expense distribution table or click the Lookup button to list all expense distribution tables. The general ledger accounts and distribution percentage amounts set up in Expense Distribution Table Maintenance will appear in the G/L Account and Exp Dist Percent fields, and the distribution amounts will be calculated accordingly.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

This field is available only if the Enable Expense Distribution Tables check box is selected in Accounts Payable Options and only when there are no existing lines for the transaction.

If you recall an invoice for adjustment and the Enable Expense Distribution Tables check box is selected, this field will be available, but any expense distribution table code entered when the invoice was originally entered will not automatically appear in this field.

When creating a new invoice, the expense distribution table entered in Vendor Maintenance appears in this field by default, but it can be changed.

 

Hold Payment

Select this check box to exclude this invoice from automatic payment selection before check printing. Clear this check box if you want to include this invoice in automatic payment selection. This check box is selected by default if the Hold Payment check box is selected for the vendor in Vendor Maintenance.

 

Separate Check

Select this check box to print a separate check for this invoice. Clear this check box to pay all invoices for this vendor with one check. This check box is selected by default if the Separate Check check box is selected for the vendor in Vendor Maintenance. This check box is available only if an invoice is entered and the amounts entered in the Invoice Amount and the Amount fields are greater than or equal to zero; this check box not available if an adjustment is entered.

 

Comment

Type the comment to appear on the check stub when this invoice is paid.

 

Form

Select the 1099 form type to use for this invoice. This field defaults to the 1099 form selected for the vendor in Vendor Maintenance. This field is available only if the 1099 Reporting check box is selected in Accounts Payable Options, and Business or Individual is selected in the Vendor Type field for this vendor in Vendor Maintenance.

 

Box

Select the number corresponding to the box on the 1099 form where the accumulated year-to-date 1099 payment for this vendor is printed. This field defaults to the 1099 box number selected for the vendor in Vendor Maintenance. The numbers available change depending on the form selected at the 1099 Form field. This field is available only if a form is selected in the Form field.

 

2. Lines

 

Grid Button Bar

The Transfer Information button located above the primary grid allows you to transfer invoices for credit card purchases.

For more information, see Purchase Vendor Transfer.

 

Quick Row

This field displays the number of the selected row in the primary grid. Additional fields for the selected row appear in the secondary grid. Enter a row number to view or edit information for a different row, or click the Find Row button to search for a row in the Search Grid window.

 

Line Number

This field displays the line number in the grid and can only be viewed. The line number appears red for lines that are new or modified. After the Accept button is clicked, the line number changes from red to black.

 

G/L Account

Enter the general ledger account number to debit for the invoice, or click the Lookup button to list all general ledger accounts. This field defaults to the general ledger account selected in Vendor Maintenance for posting of the vendor’s invoices, or if a table was selected in the Exp Distribution Table field, the accounts set up for that table in Expense Distribution Table Maintenance appear.

Enter an asset account in this field and select a template in the Asset Template field to create assets in Sage Fixed Assets based on this invoice.Asset accounts are set up in Asset Account Maintenance.

To complete the entry of an invoice, you must assign a valid account number for posting. If an appropriate account number is not available, the invoice can be deleted at this time. If the account number is longer than the field, use the left and right arrow keys to view the entire account number.

Accounts can be created in this field if the appropriate settings are selected in the Auto Create when all Segments are Valid field in General Ledger Options.

Note Sage Fixed Assets refers to the fixed assets product used with Sage 100.

 

Amount

Enter the amount to distribute for this account, or click the Calculator button to enter an amount using the calculator.

• If an expense distribution table was selected in the Exp Distribution Table field, an amount calculated using the percentage entered for this account in Expense Distribution Table Maintenance will appear in this field.

• If you change the amount, the value in the Exp Dist Percent field will be adjusted accordingly. Changing the amount for the current line will not automatically adjust the amounts for any other lines.

 

Comment

Type the line comment.

 

Job Number

Enter the job number to use for the distribution of invoice costs, or click the Lookup button to list all job numbers. If the Define Job Statuses Allowed in Entry check box is selected in Job Cost Options, the system checks to see if the status of the job number entered is allowed in Job Status Maintenance.

If you enter a job number with a status that is not allowed, a message appears. If the appropriate security is set up in Role Maintenance, you can click Yes to enter the job number. If the appropriate security is not set up, you can click Yes to override security with a logon ID and password. In both cases, if you click No, the job number is removed from this field. If this field previously displayed a job number with a valid status, that number will reappear in this field.

This field is available only if the Accounts Payable module is integrated with Job Cost.

 

Cost Code

Enter the cost code to use for the distribution of invoice costs, or click the Lookup button to list all cost codes. Click the Active Cost Code Lookup button to list active cost codes for the selected job. You must enter a cost code if a job number is entered. This field is available only if the Accounts Payable module is integrated with Job Cost.

 

Type

Select the cost type to use for the distribution of invoice costs. This field is available only if the Accounts Payable module is integrated with Job Cost.

 

Unit Cost

Enter the unit cost to use for the distribution of invoice costs, or click the Calculator button to enter an amount using the calculator. This field is available only if the Accounts Payable module is integrated with Job Cost and if a unit of measure is assigned to the cost code or cost type.

 

Units

Enter the total number of units (quantity) for this invoice distribution, or click the Calculator button to enter an amount using the calculator. This field is available only if the Accounts Payable module is integrated with Job Cost and if a unit of measure is assigned to the cost code or cost type.

 

Description / G/L Acct Desc

This field displays the description of the general ledger account number entered, and can only be viewed.

 

Exp Dist Percent

If an expense distribution table was selected in the Exp Distribution Table field, this field displays the percentage amount entered for the general ledger account in Expense Distribution Table Maintenance. You can enter a different percentage amount or click the Calculator button to enter an amount using the calculator.

If you change the percentage amount, the value in the Amount field will be adjusted accordingly. Changing the percentage amount for the current line will not automatically adjust the percentage amounts for any other lines.

This field is available only if an expense distribution table was selected in the Exp Distribution Table field.

 

Retention Rate

Type a retention rate to use for the vendor. If Subcontract is selected in the Type field, the retention rate entered for the job number/cost code overrides the retention rate entered for the vendor in Vendor Maintenance. This field is available only if the Accounts Payable module is integrated with Job Cost.

 

Retention Amt

Enter the retention amount, if applicable, or click the Calculator button to enter an amount using the calculator. The retention amount is calculated by multiplying the line amount by the retention rate used. This field is available only if the Accounts Payable module is integrated with Job Cost.

 

Job Description

This field displays the job description of the job number entered, and can only be viewed. This field is available only if the Accounts Payable module is integrated with Job Cost.

 

Cost Code Desc

This field displays the description for the cost code entered, and can only be viewed. This field is available only if the Accounts Payable module is integrated with Job Cost.

 

U/M

This field displays the unit of measurement entered for the cost code and cost type in Cost Code Maintenance. This field is available only if the Accounts Payable module is integrated with Job Cost.

 

Asset Template

Select the asset template to use to create assets in Sage Fixed Assets. Asset templates are set up in Sage Fixed Assets, and allow you to predefine values for new assets to be created.

Assets can be created from this invoice only if an asset template is selected in this field. If the Require Template to Create Assets from A/P and P/O check box is selected in Fixed Assets Options, you must select a template to complete the invoice entry.

To make sure the latest templates are available in this field, you can refresh asset templates. For more information, see Refresh Asset Templates.

This field is available only under the following conditions:

• The Fixed Assets module is integrated with Accounts Payable.

• An asset account is entered in the G/L Account field. Asset accounts are set up in Asset Account Maintenance.

• The Job Number field is not entered for the line.

• You have the appropriate security setup.

Note Sage Fixed Assets refers to the fixed assets product used with Sage 100.

For more information on asset templates, refer to the Sage Fixed Assets Help system.