A/P Repetitive Invoice Entry

A/P Repetitive Invoice Entry - Fields

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Vendor No.

Enter the vendor number for this 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.

A new vendor number can be added on the fly. The Vendor Maintenance (On the Fly) window appears; some nonessential fields are omitted to speed data entry. Access Vendor Maintenance at a later time to complete the remaining entries for a new vendor number.

Click the Repetitive Invoices button to list all repetitive 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.

If you enter a vendor whose status is set to Inactive in Vendor Maintenance, a message appears warning that the vendor is inactive and cannot be used.

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 Purchase Order 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.

Reference

Enter a reference to identify this invoice, or click the Lookup button to list all existing references for the selected vendor.

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.

1. Header

Select Cycle

Type a designation to identify the payment cycle for this invoice. This field is used for grouping similar types of invoices for selection purposes.

Entry Sample

Enter....

If....

WE

this payment is weekly.

MO

this payment is monthly.

QT this payment is quarterly.

YR

this payment is yearly.

Start Billing

Enter the date that the payments for this invoice will begin, or click the Calendar button to select a date from the calendar.

Number of Payments

Type the total number of payments for this contract or lease.

Invoice Amount

Enter the recurring amount of this invoice, or click the Calculator button to enter an amount using the calculator. The invoice amount must include any freight and sales tax amounts.

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. Freight can be expensed separately if the Expense Freight Separately check box is selected in Accounts Payable Options. 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 and can only be viewed. This field is available only if the Calculate Sales Tax in A/P Data Entry check box is selected in Accounts Payable Options.

Subject to Discount

Enter the amount subject to discount, or click the Calculator button to enter an amount using the calculator. This field defaults to the amount calculated by subtracting the freight and sales tax amounts from the invoice amount.

Schedule

Enter the tax schedule to use, or click the Lookup button to list all tax schedules. This field defaults to the tax schedule 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.

Tax Class

Enter the tax class to use, or click the Lookup button to list all tax classes. This field defaults to the tax schedule 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 field 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.

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 the 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.

Discount Amount

Enter the discount amount, or click the Calculator button to enter an amount using the calculator. When the Terms Code field is entered, the discount amount is calculated automatically.

Original Balance

Enter the total amount of the balance owed for this contract or lease, or click the Calculator button to enter an amount using the calculator. Enter the balance due as of the starting billing date. Enter the original contract amount if you are just beginning payments, or enter the outstanding balance if you have made previous payments toward the balance.

Billed to Date

If you already began payment towards this contract or lease, enter the amount billed, or click the Calculator button to enter an amount using the calculator. The value entered in this field is updated automatically each time the invoice is processed for payment. If you are setting up a new recurring invoice and are making payments for the first time, you can skip this field. The amount entered is used as the starting point for future updating.

Unbilled Balance

This field displays the unbilled balance and can only be viewed.

Date Last Billed

If you already began payment toward this contract or lease, enter the date last billed, or click the Calendar button to select a date from the calendar. The value entered in this field is updated automatically each time the invoice is processed for payment. If you are setting up a new recurring invoice and are making payments for the first time, you can skip this field. The date entered is used as the starting point for future updating.

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 before lines are entered.

The expense distribution table entered in Vendor Maintenance appears in this field by default, but it can be changed.

Times Billed

If you already began payment toward this contract or lease, type the original number of times billed. The value entered in this field is updated automatically each time the invoice is processed for payment. If you are setting up a new recurring invoice and are making payments for the first time, you can skip this field. The value entered is used as the starting point for future updating.

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 the Vendor Maintenance window. This check box is available only if the amounts entered in the Invoice Amount and the Amount fields are greater than or equal to zero.

Comment

Type a comment or notation for this repetitive invoice. The comment entered is printed on the Invoice Register and the stub portion of checks printed for payment of this invoice.

Form

Select a 1099 form type for this vendor and 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 payments for this vendor will be printed. The numbers available change depending on the form selected in the Form field. This field defaults to the 1099 box number selected for the vendor in Vendor Maintenance. This field is available only if a form is selected in the Form field.

2. Lines

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.

Click the Net Balance button to add the undistributed balance to the current line.

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 entered 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.

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

Amount

Enter the recurring amount of this invoice, or click the Calculator button to enter an amount using the calculator. If a general ledger account is entered for the vendor in Vendor Maintenance, the amount appears automatically.

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 a comment for the general ledger account line.

Description

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.

Enter....	If....
WE	this payment is weekly.
MO	this payment is monthly.
QT	this payment is quarterly.
YR	this payment is yearly.