A/P Invoice Entry Screen

Overview

Use the A/P Invoice Entry screen to:

Document Tab

Use this tab to:

Optional Fields Tab

Note: This tab appears only if you have defined optional fields for Accounts Payable invoices.

Use this tab to:

Automatically inserted invoice optional fields appear on the Invoice Entry Optional Fields tab when you add new documents.

Automatically inserted invoice details optional fields are associated with each detail line. The Optional Fields indicator field on the detail table shows whether optional fields are used with a particular detail.

To add, edit, or delete invoice detail optional fields, select the detail, then click the Optional Field to open a separate Optional Fields screen that lets you change the optional field information for the detail.

If an optional field uses validation, you can select only entries that are defined for the optional field.

For more information about entering invoice detail optional fields on invoices, see About Entering Optional Fields on Invoices.

Rates Tab

Note: This tab appears only if you use multicurrency accounting, and you are entering a document for a vendor that does not use the functional currency.

Use this tab to change the rate type, rate date, and exchange rate for converting the document amount from the vendor's currency to the functional currency.

Retainage Tab

Note: This tab appears if you select the Retainage option on the Document tab.

Use this tab to specify how to process retainage for this invoice, debit note, or credit note.

The program displays the retainage percentage, retainage rate, and the retainage terms from the vendor record. You can change these retainage factors for a particular document.

Accounts Payable calculates and displays the retainage amount and retainage due date for the selected document.

For more information about processing retainage, see About Processing Retainage in Accounts Payable.

Taxes Tab

Use this tab to:

Notes:
  • To change the tax authorities listed on this tab, you must select a different tax group on the Document tab.
  • To change the tax rates, you must use the Tax screens.

Terms Tab

Use this tab to:

A payment schedule is created only if the invoice terms code uses the Multiple Payment Schedule option.

Totals Tab

Use this tab to see the amount of recoverable tax, separately expensed tax, and allocated tax, and to see why an invoice has an undistributed amount.

The Totals tab displays the total tax amount on the invoice for each taxing authority, as well as current totals for the document in two summaries: an invoice summary and a tax summary.

Recoverable and Separately Expensed Taxes

The tax authority record in Tax Services specifies whether a particular tax is recoverable or expensed separately. For example, the GST in Canada and VAT in many other countries are recoverable taxes and are not distributed with invoice totals.

When you click the Distribute Taxes button, Accounts Payable: