For each detail you add, enter the amount of the detail in the Amount field, or edit the existing detail amount, if necessary.
The portion of the document total you distribute to details depends on whether tax is included in the price.
Accounts Payable lets you enter a comment with each detail on an invoice, credit note, or debit note. For example, you might include a comment indicating that the invoice discount does not apply to a particular detail.
Type a description for the distribution line.
The description from the distribution code record appears as the default description.
This field displays the tax class from the vendor record as the default.
You can change the tax class for a detail by first double-clicking in the field and then entering the new tax class, or you can use the Finder to select the new tax class.
You use this option to specify whether a selected detail is subject to the invoice discount. For example, if you do not give discounts on freight charges, you can exempt a freight detail from the invoice discount.
To indicate that a detail is not discountable, you simply clear the Discountable option for the detail on the Detail Accounts/Taxes screen, or select No for the option on the detail-entry table.
A distribution code appears if the vendor record is set up to distribute details by distribution code, or if you used the Create Dist. button to create distributions from a distribution set.
Accept or change the distribution code, as needed.
You can also enter a distribution code if none appears, or leave the field blank, and then enter the general ledger account number.
The estimated amount that you will withhold for a detail to be remitted to a tax authority on behalf of the vendor.
Enter, accept, or change the displayed general ledger account number, as needed.
For invoices that are not job‑related, Accounts Payable displays the account numbers for the distribution codes you specify. However, you can enter the general ledger account codes directly. You can also change the account number for a distribution line on the detail table on the Invoice Entry screen.
For recurring payables, you can change the account number on the Detail tab.
For job‑related documents, Accounts Payable displays accounts associated with the project or category in Project and Job Costing.
For most projects, the program displays the Work In Progress account for the specified category. For projects using accrual-basis as the accounting method, however, the program displays the Cost Of Sales account.
You can change the account only for:
- Any time and materials project.
- Projects that use the accrual-basis accounting method.
This field indicates whether optional fields are assigned to the document detail.
- If any invoice details optional fields are set for automatic insertion, the field is selected when you add a new detail to an invoice, credit note, debit note, or recurring payable.
- If you use exactly the same optional fields in vendor records and on invoices, the program assigns the optional field values used in the vendor record to transaction details that you add in the Invoice Entry screen and the Recurring Payables setup screen.
- You can accept or delete the optional fields that appear as defaults, and you can add other optional fields that you have set up for invoice details. You can also change the optional field values used in document details.
- For job‑related details, if the invoice details optional fields used on an invoice detail are identical to those assigned to the contract project, Accounts Payable uses the optional field values from the contract project as default values for the details.
- If you assign to a job‑related detail an optional field that is not assigned to the contract project, the program displays the default value for the invoice details optional field.
The program uses the retainage percentage to calculate the retainage amount for a detail on an original invoice, credit note, or debit note.
You can enter a different retainage percentage in the Retainage Percentage (%) field. When you enter a new percentage, the program recalculates the retainage amount for the detail.
The retainage amount is the amount you can withhold for an original document or document detail until the end of the retention period, when retainage is due.
This field works differently depending on whether or not the document is job‑related :
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For a document that is not job‑related :
- To calculate the retainage amount, the program multiples the document amount (or the document total, if you include taxes in retainage) by the retainage percentage.
- The retainage amount is subtracted from the document amount (or the document total) to calculate the amount due.
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For a document that is job‑related :
- To calculate the retainage amount, the program multiples the extended detail amount (or the extended amount plus tax, if you include taxes in retainage) by the retainage percentage.
- The retainage amount is subtracted from the detail amount to calculate the amount due.
You can enter a new retainage amount, if necessary. When you enter an amount to replace a calculated amount, the program recalculates the retainage percentage.
The program calculates the retainage due date (the date the outstanding retainage is due for invoicing) by adding the number of days in the retention period to the original document date. You can enter a different due date, if you want.
This field shows the tax on retainage calculated for a selected detail on an original invoice, credit note, or debit note.
This field appears on original documents to which retainage applies. It shows the amount (before included taxes) used to calculate tax on retainage, if the tax will be reported when you post the retainage document.
Two factors determine when tax on retainage is reported:
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Your choice for the Report Tax option for Accounts Payable (on the Retainage tab of the A/P Options screen):
- At Time Of Original Document. If you select this option, Accounts Payable calculates and posts tax on retainage when you post the original document, regardless of the tax reporting options you select in Tax Services for the tax authority.
- As Per Tax Authority. If you select this option, Accounts Payable respects the selection for the Report Tax On Retainage Document option for the tax authority.
- The setting for the Report Tax On Retainage Option for the tax authority, in Tax Services.
The tax authority may specify that no tax on retainage will be calculated (No Reporting), or that tax will be calculated and posted either when you post the original document or when you post the retainage document.
Note: A retainage tax base does not apply if tax on retainage is reported when you post the original document.
The retention period is the number of days following the document date that retainage for the document detail will be due.
The program uses the retention period to calculate the due date for the retainage. When you change the retention period, the program recalculates the retainage due date, and vice versa.
If a tax amount becomes a reverse charge, the amount is shown in this field.
Reverse chargeable tax amounts owed to a tax authority become reverse charges if the Reverse Charges Base for the tax authority is above the reverse charges threshold amount for the tax authority.
Tip: You can change the amount in this field if you select Enter or Distribute in the Tax Amount field on the Taxes tab of the A/P Invoice Entry screen.
If you selected Enter as the tax entry method, enter the amount of each tax that is listed on the invoice. If a tax does not appear on the tab, you likely selected the wrong tax group for the document.
If you selected Calculate as the entry method for the tax amount and Distribute or Enter for the tax base, the program uses the tax base you enter to calculate the tax amount automatically.
The tax group you specify on the Taxes tab of the Invoice Entry screen determines which tax authorities appear.
Tax authorities are the taxing bodies, such as federal, state, county, provincial, or municipal governments, that levy taxes in the areas where your company buys products.
If your business has a head office and branch offices, different taxes may apply in the different geographical locations.
This is the amount (before included taxes) used to calculate tax for the tax authority.
Note: On original documents to which retainage applies, if the tax on retainage will be reported when you post the retainage document, this is the amount before tax (or the cost, depending on the tax authority) less retainage.
If you select Calculate for the tax base, you cannot change the amount that appears in the Tax Base field.
If you select Enter or Distribute for the tax base, you can enter the amount on which tax is based for the document.
If you select Calculate for the tax amount and Distribute or Enter for the tax base, the program uses the tax base you enter to calculate the tax amounts automatically.
Select Yes if taxes charged by the authority are included in the prices on the invoice you are entering. The default setting comes from the vendor record.
This setting applies to the whole invoice. You can override this setting for single distribution lines on the Document tab.
This field appears only if the Taxes tab specifies a tax group that uses a different currency from the vendor's currency.
It shows the total amount of tax for the detail converted to the tax reporting currency.
If you selected Enter as the tax entry method, this field displays the sum of the tax amounts you entered for the selected detail.
If you selected Calculate or Distribute as the tax entry method and chose the Distribute Tax button, this field shows the tax amount calculated by Accounts Payable for the selected detail.
Overview
The A/P Detail Accounts/Taxes screen displays information for a selected detail in a separate screen, so that you do not have to scroll to see all the fields. In addition, this screen displays tax information for the detail.
Use this screen to:
- Add details to the invoice, debit note, credit note, or interest invoice you are entering.
- Check or change the accounts to which you are distributing a selected detail.
- Change the tax class or tax-included setting for a single distribution line before you calculate tax for the invoice.
- If you know the tax amounts for each distribution, edit the taxes manually for each detail line.
- On invoices to which retainage applies, enter the retainage percentage (or retainage amount) and the retention period (or retainage due date) for the detail.
- Indicate whether a discount can be taken for the detail.