Certain information, such as the vendor number, document number, and document type, is the same for all details on a single invoice, credit note, or debit note. This is the header information for the document and you enter it on the Document tab on the A/P Invoice Entry screen, unless otherwise noted.
Header information for invoices, credit notes, and debit notes includes:
- Apply-To Document. If you are entering a credit note, debit note, or interest charge, identify the invoice to which the document applies.
- Document Date. This is the date from which the document is aged on reports. You can choose whether to age credit notes and debit notes by document date or treat them as current transactions. Invoices are always aged by due date.
- Document Number. The vendor assigns this number. You can use each document number only once.
- Document Type. You can select Invoice, Credit Note, Debit Note, or Interest.
Note: For certain documents, you can also select Retainage Invoice, Retainage Debit Note, and Retainage Credit Note as document types.
- Entry Number. This is a sequence number assigned by Accounts Payable. It indicates the order in which a document was added to a batch. Entry numbers let you select documents for editing and identify documents on Accounts Payable reports.
- Invoice Description. You enter a description that will appear on the Invoice Batch Listing and the Invoice Posting Journal.
- Tax Group. The tax group determines the tax authorities and tax classes that apply to goods you buy from the vendor. It is also used to calculate tax amounts for the document.
Note: The Tax Group field is located on the Taxes tab of the A/P Invoice Entry screen.
- PO Number. Optional field. You can sort documents by purchase order number for payment application, and you can use the number as the reference or description in G/L transaction batches.
- Remit-To Location. You can use this field to specify the location to which the payment should be sent.
- Sales Order Number. You can sort documents by sales order number in Finders and for payment application, and you can use the number as the reference or description in G/L transaction batches.
- Terms Code. This field appears for invoices only. The specified terms code sets the information in the Due Date, Discount Base, Discount Date, Discount %, and Discount Amount fields.
Note: The Terms Code field is located on the Terms tab of the A/P Invoice Entry screen.
- Vendor Number. This number identifies the vendor, sets the default tax group and payment terms (for invoices), and specifies the currency of the document in multicurrency systems.
- Year / Period. The fiscal calendar defined for the company identifies the period to which the document will be posted.
Changing Document Header Information
After you save an invoice, you can change most of the header information, including the following:
- Document date
- Description
- Payment terms and discount information
- Purchase order number
- Sales order number
- Remit-to location
- Tax group
You cannot change the following header information:
- Vendor number
- Document type