A/P Invoices

This invoice entry program can be used to enter A/P invoices distributing expenses directly to the G/L account, or to enter A/P invoice with inventory costs that update the inventory sub-ledger.
Refer to A/P Daily / Weekly Procedures for a flow chart diagramming the A/P invoicing process.

After entering the invoices, post using the posted invoices will automatically credit Accounts Payable and debit the selected accounts (inventory, expense, or tax accounts) in the General Ledger.

Start-Up Entry Options:

There are two methods of capturing the existing A/P data at start-up.

1. Import the vendor information, supporting data files, and the outstanding A/P invoices from spreadsheets as outlined in Data Import.
   Contact Texada Client Services for assistance.

2. Start-up invoices (i.e. unpaid invoices existing at the time of conversion to the software system as a new company) can also be entered manually using the A/P Start-Up utility.
   

Note: Using either method, the start up G/L postings need to be completed to balance the A/P sub-ledger to the General Ledger.
After the start-up is completed, use either A/P Invoices or A/P Invoices By P.O. to ensure the balance between ledgers is maintained.

Parameters Controlling Vendor Taxing:

• The ability to change the Tax Codes on an AP Invoice is controlled by operator permission setup in Security Role Permissions.

• The Calculate Tax On setting in Company Taxing Parameters can be set to AP Invoices or Both to activate the option to automatically calculate taxes on each line detail on the invoice.
  It calculates and adds tax transactions in one of two ways based on the "Tax Included?" prompt in the Default Tax Codes pop-up triggered on each invoice header:

  1. If the tax is not included in the AP invoice expensed details, the tax amounts are calculated on the line totals, and additional tax transactions are added to the invoice details.
  2. If the tax has been included in the invoice detail amounts, it calculates the tax that has been charged and splits the tax amounts out of each detail reducing the line total, and then adds the tax transactions as separate detail lines.
  Default tax codes and default "Tax Included" values can be set by vendor in the "Additional Information" window of Vendor Information.
  When the calculate tax feature is activated, the taxes will be included on the report available in the Tax Activity Report.

• When the above tax calculation feature is activated, the Prompt To Update Vendor Taxes In A/P Invoices setting in Company Taxing Parameters can also be used to prompt the operator whether to update the 'Tax Codes' in the Vendor Information when Tax codes are changed in the A/P Invoices header.

• If the feature to automatically calculate and add taxes to an Accounts Payable invoice, has NOT been activated any relevant tax records must always be manually entered as separate line details in the A/P invoice.

Using the Sales Order to Create a P.O.:

A Sales Order can be used to capture the sales products to be sold to the customer, and also to generate a Purchase Order to fill the Sales Order.
If the Sales Order is flagged to create a Drop Ship P.O. to deliver the parts directly from the supplier to the customer, when the A/P Invoice By P.O. from the vendor is received and entered, the operator is immediately prompted to confirm the Warehouse Receiving and the order is automatically filled to generate a Sales Order Invoice to bill the customer.
Refer to Purchase Order from Sales Order Overview for details on this feature and the process flow.

Note: The A/P invoice must be entered by P.O. in order to complete the invoice, receive and bill, Drop Ship process.

Job Costing:

If the Job Cost tracking feature is enabled in the Company Posting Parameters, the operator will be prompted for the customer, site and job cost code as outlined in Job Costing Customer, Site and Cost Code, with each detail line that is entered on the invoice.
The "Default Job Cost Info from AP Invoice Header" flag in the Company Miscellaneous Parameters controls whether the Customer, Site and Job Cost code information defaults from A/P Invoice header to the detail transactions.
When this parameter is unchecked the operator is forced to select the appropriate Job Cost information for each line rather than just accept a defaulting value.

Distribute Invoice For Multiple Payments:

This feature enables a large A/P invoice total to be split into multiple invoices with constant or varying amounts to be paid off on scheduled dates as outlined in A/P Invoice Distribution Details.

A/P INVOICING Options:

Because the Texada SRM is fully integrated with inventory, posting invoices will automatically credit the Accounts Payable control account and debit the selected accounts (inventory, tax, or expense accounts, etc.) in the General Ledger, log the invoice for the Vendor in the Accounts Payable sub-ledger, and update the purchases in the Inventory sub-ledger.

When entering A/P invoices for purchases of inventory, your firm may select one of two approaches, according to your business practices, as outlined in Inventory Receiving Overview.

This A/P invoice program can be used to enter A/P Invoices with or without inventory.
It can also be used to enter Re-rental expenses, Repairs, Freight charges, and Work Order purchases, against the products.

If the A/P invoice is to be entered according to a P.O., click on the ENTER BY P.O. button at the bottom of the screen and proceed as outlined in A/P Invoices by P.O.

The prompts to enter the A/P invoice are:

INVOICE NUMBER

To enter a new invoice in Add mode type in the invoice number.
If the supplier's invoice number exceeds 9 digits, only the first 9 characters will display as the Invoice Number, and the first 20 characters will populate the Invoice Ref field.

In Change mode, a window is provided to view any unposted A/P invoices as outlined in A/P Invoice Search.

VENDOR NUMBER

Type in the vendor's number, or enter the first few characters of the vendor name (ALPHA KEY) to list matches in the search/selection pop-up, or search for the vendor in the Vendor Search window.

The Vendor address as stored in the Vendor Information table is displayed for reference so the correct vendor can be easily validated.

The Vendor number on the A/P invoice can be changed prior to posting using the Change Vendor# on Unposted A/P Invoice utility.

Note: An AP Invoice cannot be created for an "Inactive" supplier as designated in the Vendor Information, with the exception of any existing Purchase Orders that had already been created before the Vendor was flagged as "Inactive" which still be received and can still be invoiced.

DEFAULT TAX CODES

After the vendor number is entered, if the feature to Calculate Tax On: A/P Invoices or Both has been activated in Company Taxing Parameters to automatically calculate and add taxes to an Accounts Payable invoice, the Default Tax Codes window opens as follows:

TAX IS INCLUDED ON INVOICE LINE AMOUNTS

The default value displays as set up in the Additional Information window of Vendor Information which can be set to reflect how this supplier charges tax on AP invoices, and can be over-typed for this invoice as required.

Check this box if the supplier has included the tax in each transaction total on the AP invoice and has not provided separate tax details.
By checking this box, the system will calculate the tax on each line detail, subtracting the tax amount from the line total and then automatically adding the tax transactions to the invoice.

Uncheck this box if the taxes are not already included in the line item total and should be calculated and added as additional tax transactions without reducing the line total.

Note: If taxes should not be calculated on this expense at all, change both Tax 1 and Tax 2 to NTX.

TAX 1 INCLUDED

The tax code for Tax 1 defaults from Vendor Information and if the operator has permission to 'Change Tax Codes' as defined in the Document Field Access of Role Permissions, the tax code can be over-typed for this invoice as required.
A drop-down list is provided to view and select from valid tax codes.

TAX 2 INCLUDED

The tax code for Tax 2 defaults from Vendor Information and if the operator has role permission, the tax code can be over-typed for this invoice as required.
A drop-down list is provided to view and select from valid tax codes in the window.

Finished?

Click OK to accept the tax information and exit the window.
Tax transactions post to the division defined in the AP Invoice header.

Update Vendor Tax Information With These Tax Codes?

This prompt only appears if the tax codes were changed for this invoice in the Default Tax Codes window, and the setting in the Company Taxing Parameters has been activated to update the Vendor Information taxes from the header of an invoice.

Click YES to update the taxes for the supplier in Vendor Information.
Click NO to only apply the taxes changed in the invoice header, on this specific A/P invoice.

Once the tax decisions have been completed, the vendor name, terms, and account balance information display in the A/P invoice header.

ACCOUNT BALANCE

The current account balance of the vendor will display.

TERMS

The terms for payment to this supplier display as defined in the Vendor Information.

INVOICE REF

This field is populated automatically if the vendor's invoice number exceeds the 9 character maximum.
Up to 20 characters can be stored in this field for reference.

This is information only and can only be set in ADD mode.
If the Invoice Ref is automatically populated from the Invoice Number field, it cannot be modified.
If this field is not filled in by the Invoice Number a reference number can be entered manually as required.

When the A/P invoice is posted any related Invoice Ref numbers can be viewed in:

Vendor Account Inquiry
Hold/Release Invoices - unposted option
Select Invoices - Computer Checks
Select Invoices - Manual Checks
Aged A/P Detail Report - spreadsheet output

Note: Any invoices that are created from this invoice in the invoice distribution process, will not inherit this reference number.

INVOICE DATE

The Invoice Date initially defaults to today's date, or defaults to the Invoice Date entered for the previous invoice entered in this session when the operator has not yet exited the A/P Invoices screen.
The date can be over-typed as required.
This is the date that will be used for calculating the due date on the invoice given the vendor terms.
Date Range checking applies for module code APVI.

The original invoice date is viewable in Vendor Account Inquiry, and is printed on the Aged A/P Detail, Cash Application Report, and Check Register. This date also prints on the check stub of computer checks.
In the Aged A/P Detail and Aged A/P Summary reports, the option is provided to choose this Invoice Date on which to base the invoice aging categories reflected in the AP Aging reports.

POSTING DATE

The Posting Date defaults to the Invoice Date in Add mode, unless this date falls in a closed accounting period, as defined by the Date Range set for module APIP and the operator does not have Date Range override permission.
In this situation where the Invoice Date is outside the Date Range allowed for APIP, then the Posting Date defaults to today's date.
This allows late invoices to be entered for the correct date without requiring a re-balancing of a closed accounting period.
The date can be over-typed within the range if required.

The Posting Date will be used to post this purchase or expense to the General Ledger.
It is also the date used to balance Accounts Payable control account in the General Ledger to the Accounts Payable sub-ledger.
In the Aged A/P Detail and Aged A/P Summary reports, the option is provided to choose this Posting Date on which to base the invoice aging categories reflected in the AP Aging reports.

The Posting Date does NOT print on the check stub when using computer checks, instead the original Invoice Date is used.

DUE DATE

Accept the date displayed, as defined by the terms set for this supplier in Vendor Information, or over-type it with the correct Due Date.
The terms calculation is based on the Invoice Date.
The option is provided to choose the Due Date to age the invoices in the Aged A/P Detail and Aged A/P Summary reports.

This due date is NOT relevant if the invoice is actually to be distributed over several Due Dates.

Note: To speed up data entry, press the <TAB> key, to move through the invoice header fields, stopping only where input is mandatory.

CURRENCY

Accept the vendor's default currency, or select one from the drop-down list.

Exchange Processing:
If the currency assigned here has a currency exchange rate in Currency Codes, and the exchange posting processing has been activated from the Support Application Parameters, G/L posting transactions will be generated for the amount of the exchange.
Though these transactions do not display in the invoice details of A/P Invoices, a credit is generated to the currency exchange default account as assigned in Default Accounts, and a debit is generated to each distribution G/L account from the invoice, for the amount of the exchange.
These postings do NOT change the total dollar amount of the A/P invoice. They are noted on the A/P Purchases Journal printed from Post A/P Invoices, and a separate A/P Purchases Exchange, Duty & Freight Summary is also printed.

In Change mode, if the currency on a previously entered invoice is changed, and there is an exchange rate in Currency Codes for one of the currencies, a warning to check the exchange is displayed on the screen.
Click OK to continue and make the appropriate adjustments to the invoice details.

DISCOUNT DATE

Accept the default date according to the terms defined in Vendor Information, or over-type it with the correct date when your discount opportunity expires.

DISCOUNT %

Accept the discount percent according to the terms defined in Vendor Information, or over-type it with the correct discount percentage which applies up to and including the Discount Date.

1099-MISC CODE

This prompt only applies if the 1099-Misc processing has been activated in the Company Miscellaneous Parameters.

The 1099-Misc code for the vendor displays, as setup in the Additional Information window of Vendor Information. If this is not correct for this invoice, over-typed the code.
The code remains with the invoice and can be viewed in Vendor Account Inquiry. The 1099-Misc forms can be generated from U.S. 1099-Misc Forms.

DIVISION

Accept the Operator's default division, or enter a preferred division code, or select it from the drop-down list.

Note: This A/P Invoice entry program does respect division restrictions by the Access Values assigned to the operator.
For more information on this security feature refer to Divisional Restricted Views.

Division Posting in the General Ledger:

• The "A/P Control Account" Credit posting for the invoice total is controlled as follows:
  • If the Activate G/L Posting By Division feature is activated in Support Application Parameters the "A/P Control Account" posting to the General Ledger always reflects this Division that is assigned to the invoice header regardless of the posting division on the details of the invoice.
  • If the divisional posting feature is not activated then the "A/P Control Account" always posts to the blank division even if the details on the invoice post to different divisions.

• The invoice details always post to the division defined for that specific detail in the detail distribution screen of the invoice.

• Taxes postings are as follows:

  • Taxes that are calculated and added to the A/P Invoice by the system per the Calculate Tax on A/P Invoices and G/L Journals/Checks feature as activated in the Company Taxing Parameters, post to the division defined in the A/P Invoice header.
  • Any Taxes added as a manual transaction in the A/P Invoice details posts to the division defined in the detail line.

EVENT WINDOW

This window only appears if the event management processing has been activated in the Company Rate Parameters and it has not been de-activated for the operator's division in the Additional Pop-Up Windows, in the Divisional Contract Parameters.

Enter the event information as prompted in Location and Event Information, or close the window if event rates do NOT apply to this document.

BATCH

Batch codes are used to post groups of A/P invoices.
There are two methods of assigning batch codes as defined in the Company Miscellaneous Parameters for the company.

1. If your firm uses the manual assign method, enter the batch code or select the batch code from the drop-down list, as setup in A/P Batch Codes.
   If more than one person is entering Accounts Payable invoices, each person should have their own batch code (i.e. their initials). This allows each person to input invoices and post separately.

   This defaults from the Batch Code entered for the previous payment entered in this session if the operator has not yet exited the AP Invoices screen.

2. If your firm uses the auto-assign batch code, the software assigns the batch code to each new group of invoices, with no ability to over-ride the batch number.

ON HOLD

Once an invoice is entered, it is assumed to be ready to post (not on hold) unless it is specifically put on Hold.
Putting an invoice on Hold prevents the invoice from posting with Post A/P Invoices.
To put an invoice On Hold or to Release it for posting, use Hold/Release Invoices.

INVOICE NOTE

Enter any invoice comments. These notes can be reviewed in Vendor Account Inquiry and changed in the window in Change Vendor Invoice Due Dates.
Comments also print on the Purchases Journal.

PRINT NOTE

This field is skipped if there are no notes.

Check this box to print these notes or comments on the Check Stub, and on the Cash Requirements Report.
Uncheck this box to prevent these notes from printing on the Check Stub or Cash Requirements Report. They will still print on the Purchases Journal.

FILE ATTACHMENTS

Multiple external documents or images can be associated with this invoice when setup in the File Attachments window.

This field is disabled if there is no attachment directory defined in Company Miscellaneous Parameters.

RECURRING DISTRIBUTION INVOICE Window:

This A/P Invoice Distribution window only opens if this supplier had been setup to generate standard percent distribution invoices as determined by the % Distribution for the vendor defined in Recurring A/P Invoice Distribution.

INVOICE TOTAL

The total value including taxes is displayed. This is useful in Change mode.

Finished?

Click ACCEPT when the A/P invoice header is complete to proceed with the G/L transactions disbursements for in the invoice as outlined in A/P Invoice Details, or click CANCEL to abort.

• Enter the A/P Invoice Expense from a Purchase Order:
  This button is only active when the Inventory Received in Warehouse feature is activated in the Company Inventory Parameters.

  Click the ENTER BY P.O. button to enter the A/P Invoice based on the products received on a specific Purchase Order, as outline in A/P Invoices By P.O.

  This button will only be active when the role assigned to the operator in Operators has permission to defined in the "Miscellaneous" window of Security Role Permissions to "Enter A/P Invoices with Inventory", and if Inventory Received in Warehouse feature has been activated in the Company Inventory Parameters.