A/P Invoice Entry Screen

Click this button to open the Detail Accounts/Taxes screen, which lets you check or change the distribution code or the accounts to which you are distributing a selected detail.

You can also change tax classes for the particular detail line and indicate whether tax is included or excluded in the detail you are entering. If you are entering taxes manually, you can enter the tax base and the tax amount for the detail.

After entering a new invoice, credit note, or debit note, click this button to add the document.

Note: After adding a document, the button name changes to Save.

Click this button to recalculate the tax amount after you change the vendor tax class for the invoice.

This button appears if you are entering tax reporting amounts manually or distributing tax reporting amounts to invoice details.

After entering the taxes and tax reporting amounts for the tax authorities, click this button to calculate the exchange rate implicit in converting manually entered taxes from the vendor currency to the tax reporting currency.

Click this button to prorate the tax you enter manually to the invoice details.

Note: You cannot prorate a tax amount to an authority that uses an exempt tax class.

Click this button to post the invoice batch that is currently displayed.

Note: This button allows you to post one invoice batch at a time. For information about posting multiple batches, see Posting a Range of Batches.

When editing an invoice, credit note, or debit note, click this button to save your changes.

This field appears only if the vendor is subject to 1099 reporting (for a US vendor), or CPRS reporting (for a Canadian vendor).

Enter the amount of the document that is subject to 1099 or CPRS reporting.

This field appears only if the vendor is subject to 1099 reporting (for a US vendor), or CPRS reporting (for a Canadian vendor). 1099 forms are used in the United States, and CPRS reports are used in Canada.

Select the 1099/CPRS code that matches the type of purchase or payment you are making.

The 1099 codes correspond to the numbered boxes on the 1099 form.

For Canadian vendors, select code 3, Other Income.

The account set from the vendor record appears in this field as the default.

You can change the account set for a particular transaction. If you use multicurrency, however, the new account set must use the same currency as the vendor's account set.

For credit notes and debit notes, you can enter the number of the document to which the note applies.

If the note applies to several invoices, or is issued on account (for example, as a purchase volume rebate), you do not enter an invoice number here. You apply the credit note or debit note later, in the Payment Entry screen.

When you select an apply-to document in multicurrency ledgers, you will also see the exchange rate at which the document was posted. You would normally enter the credit note or debit note at the same exchange rate.

The vendor's currency and the exchange rate appear when you enter the vendor number in a multicurrency system. You use the Rates tab to change the rate type, rate date, and exchange rate for an entry that is not in the functional currency. You cannot change the currency type.

If you need to change the tax group for a multicurrency vendor, you must select another tax group that also uses the vendor's currency.

Type the total amount to distribute to the details created by the distribution set.

This total does not have to be the full amount you need to distribute. For example, after creating distribution details for a distribution set, you may need to add distribution lines for general ledger accounts that are not included in the distribution set.

If you are using a distribution set, enter or accept a distribution set code.

If you are not using a distribution set, leave this field blank, and enter or select the distribution codes or G/L account numbers in the distribution list.

The document date sets the default due date and discount period, if any, for an invoice. It also sets the aging date from which invoices, credit notes, and debit notes are 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 date.)

You can also print posting journals by document date.

To select a date using the calendar, click the button beside the Document Date field.

The document number is the number on the invoice, debit note or credit note you received. You can add standard prefixes to each document (such as INV, NCR, NDR, INT) so they will be grouped on combined listings.

You can use a document number only once for a vendor.

You can also print posting journals by document number.

Enter the total amount of the document, including taxes.

If you know only the amount net of taxes, you can enter that amount, but you must then perform some additional steps. For more information, see Entering an Invoice.

You use the Invoice Entry screen to enter the following kinds of documents: invoices, credit notes, debit notes, and interest invoices.

If you use retainage accounting and you selected the Retainage option for the invoice, you can also enter retainage invoices, retainage credit notes, and retainage debit notes.

You can add all document types to a single batch, or use separate batches for each type.

Accounts Payable assigns an entry number to each new entry you create. An entry number identifies the sequence in which an entry was added to a batch and, along with the batch number, forms part of the audit trail for the transaction.

To select an existing entry for editing or deleting, type its number in the Entry field or choose the number from the Finder. To add a new entry, click the New button next to the Entry field.

If you delete an entry, you cannot reuse its number.

You can enter a description for the entry in the field to the right. This description appears with the document information on the Invoice Batch Listing and the Invoice Posting Journal.

Select this option if the document you are entering is related to a contract that you manage in Sage 300 and Job Costing.

When you select this option, additional fields appear in the detail section of the screen to let you enter the contract, project, category, and resource for each detail.

Note that a document can contain either job‑related details or non-job‑related details. You cannot mix details on the same document.

Select this field if you want to put an invoice, debit note, or credit note on hold. (You can also put specific documents on hold using Control Payments.)

When you post the invoice batch, Accounts Payable does not apply any matching prepayments if either the prepayment or the invoice has an On Hold status. In addition, you cannot post credit notes or debit notes if either the credit (or debit) note or the specified Apply-To document is on hold.

To apply a payment, debit note, or credit note to a document that is on hold when using the Create Payment Batch screen, you must first remove the On Hold status using the Control Payments screen. You can always apply the document manually in Payment Entry, without removing the hold, if you want.

On retainage invoices, debit notes, and credit notes, Accounts Payable sets the On Hold status used on the original document as the default.

You can enter a sales order number or other information in this field, or leave the field blank.

Tip: You can list 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.

This is the term used in Sage 300 to identify the invoice, credit note or debit note from which retainage is taken from.

This field appears only if Intercompany Transactions is activated for the company you are working with.

Click the Finder to select the originating company for this entry. When the entry is posted, an invoice will be created in the originating company's A/P ledger.

You can type your company's purchase order number, if any, use the field for another purpose, or leave it blank.

Tip: You can list documents by purchase order number in Finders and when applying payments, and you can use the number as the reference or description in G/L transaction batches.

Use this field to specify the date that a selected document is posted to General Ledger. The posting date also determines the year and period to which the transaction is posted.

Accounts Payable uses posting dates, rather than document dates, to select open documents for revaluation, so that exchange adjustments are posted to the correct fiscal year and period.

The default posting date that appears can be the document date, the batch date, or the session date, depending on the selection for the Default Posting Date option on the A/P Options screen.

Note: If you consolidate G/L transactions, the posting date for consolidated entries is the last date of the fiscal period.

If necessary, you can select or enter a different name for the check and a different address to which you will send payment.

You can select a remit-to location that has been defined for the vendor, or use the Zoom button beside the field or press F9 to open a separate screen in which you can enter a name and address for the document.

Select this option if retainage applies to the document you are entering.

Identifies the vendor to whose account you will post the document. The vendor number determines the vendor, payment address, the default tax group, the payment terms, and whether the vendor is subject to 1099/CPRS reporting. In multicurrency systems, the vendor number also specifies the currency of the document.

Accounts Payable displays the fiscal year and period to which the document will be posted.

Accounts Payable automatically displays the fiscal year and period that contains the date you enter in the Posting Date field. You cannot change this field except by changing the posting date.

Any invoice optional fields that are set up for automatic insertion appear, along with their descriptions, as defaults on the Optional Fields tab.

You can add different optional fields, providing they are defined for invoices in the A/P Optional Fields screen. When you select an optional field code, the program displays the description from the optional field setup record.

You can delete optional fields that appear as defaults. However, if an optional field is required, do not delete it. You cannot add the transaction until you enter a value for the optional field.

Default values appear for invoice optional fields, as follows:

• If you assigned the same optional fields to the vendor and remit-to location records as you defined for invoices, the optional field values for the remit-to location appear on the Optional Fields tab.
• If the optional fields in the remit-to location record and the vendor record are different from each other, the optional field values from the vendor record appear as defaults for the invoice.
• If an optional field is defined for invoices, but is not assigned either to the vendor or the remit-to location, the program displays the value specified for the optional field in the Optional Fields record.

You can change the value that appears for an optional field. If the optional field is validated, you must specify a value that is defined for the optional field in Common Services. If the optional field is not validated, you can select a value from Common Services or you can enter another value that is consistent with the type of optional field.

The description for the value appears automatically. You cannot change it.

If an optional field is a required field, it must contain a value before you can save an entry.

The Value Set field indicates Yes if Accounts Payable has already set a value—including an acceptable blank—for the field.

If you are applying a debit note or a credit note to a specific document, the exchange rate used on the original document appears in this display‑only field.

The vendor's currency and the exchange rate appear when you enter the vendor number in a multicurrency system.

If you need to change the tax group for a multicurrency vendor, you must select another tax group that also uses the vendor's currency.

This is the exchange rate currently in effect for the specified currency and the displayed rate type and rate date. You can change the rate, if necessary.

Accounts Payable uses the Currency Rates tables in Common Services to select a rate that matches the rate type and date.

Enter a rate date. This is the date you want to use for selecting the currency exchange rate.

Tip: You maintain exchange rates by date in the Currency screens in Common Services. If you update exchange rates daily, the rate date will provide the rate in effect on the date you specify.

Specify the code for the kind of rate you want to use when converting non-functional amounts to functional currency. Examples of rate types might be "spot rate," "average rate," and "contract rate."

You must type a valid rate type, or select one from the Finder.

Rate types are defined using the Currency Rate Types screen in Common Services.

The program uses the retainage percentage to calculate the retainage amount.

You can enter a different retainage percentage in the Retainage Percentage (%) field. When you enter a new percentage, the program recalculates the retainage amount.

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. 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 retainage amount is subtracted from the document amount (or the document total) to calculate the amount due.

Specify the method the program will use to determine the exchange rate for the retainage document when you eventually process it:

• Use Original Document Exchange Rate. This method uses the same rate as the document you are processing.
• Use Current Exchange Rate. This method uses the rate in effect when you process the retainage document to clear the outstanding retainage.

You can use different terms for retainage documents (used to invoice for outstanding retainage) than you used for the original document from which the retainage was taken.

The program displays the code specified for retainage terms in the vendor record, but you can change the retainage terms for a document, if you want.

This field appears in the Tax Reporting Currency Rate section on the Taxes tab if the tax group you specified for the document is different from the vendor's currency.

The program displays the currency code for the tax group, and you cannot change it.

The total estimated amount that you will withhold for a transaction to be remitted to a tax authority on behalf of the vendor.

Accounts Payable uses this exchange rate to calculate the tax reporting amount in the tax reporting currency.

The program displays the exchange rate specified for the tax reporting currency, rate type, and rate date in Common Services, but you can change the rate.

If the invoice is for imported goods, enter the import declaration number for the invoice. This number is required for tax purposes in some jurisdictions (such as Malaysia and Singapore).

Enter a rate date. This is the date you want to use for selecting the currency exchange rate.

Tip: You maintain exchange rates by date in the Currency screens in Common Services. If you update exchange rates daily, the rate date will provide the rate in effect on the date you specify.

Specify the code for the kind of rate you want to use when converting non-functional amounts to functional currency. Examples of rate types might be "spot rate," "average rate," and "contract rate."

You must type a valid rate type, or select one from the Finder.

Rate types are defined using the Currency Rate Types screen in Common Services.

This column appears on the Invoice Entry Taxes tab only for original invoices, debit notes, and credit notes to which retainage applies. It shows the total amount of tax calculated for retainage for the document.

Retainage tax amounts are computed using the retainage tax base and the tax rate for each tax authority.

If you report tax for Accounts Payable As Per Tax Authority, and the tax authority reports tax when the retainage document is posted, Accounts Payable can compute the amount, or you can enter or distribute a retainage tax amount. If tax is reported when the original document is posted, however, the amount is zero.

Accounts Payable updates Project and Job Costing with retainage tax amounts when you post original documents. The tax amounts appear as committed costs in the Contract Maintenance screen in Project and Job Costing.

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:

• 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.

From all details in the document, the total of reverse chargeable tax amounts owed to a tax authority, if the Reverse Charges Base for the tax authority is above the reverse charges threshold amount for the tax authority. If the Reverse Charges Base is not above the reverse charges threshold amount, this field displays 0.

Tip: You can change the amount in this field if you select Enter or Distribute in the Tax Amount field on the Taxes tab.

From all details in the document, the total of Tax Base amounts used to calculate reverse chargeable tax amounts owed to a tax authority.

The Reverse Charges Base is shown only if it is above the reverse charges threshold amount for the tax authority. If the Reverse Charges Base is not above the reverse charges threshold amount, this field displays 0.

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.

Enter a tax group. For more information, see About Tax Groups.

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 tax group you specify for the invoice does not use the vendor currency.

You can select:

• Calculate. Select Calculate for the Tax Reporting option if you want Accounts Payable to calculate tax reporting amounts automatically using information you specify in the Tax Reporting Currency Rate section.
• Enter. Select Enter if you want to enter tax reporting information manually for the document.

  The sum of the detail amounts must equal the totals you enter for each tax authority. However, you do not need to enter tax amounts manually for the details. You can enter the total tax amounts for the document, and then click the Distribute Taxes button to distribute the total tax amounts to the details.

  You can also click the Derive Rates button to compute the exchange rate used to convert manually entered tax amounts to the tax reporting currency.

• Distribute. Select Distribute if you want to enter total tax reporting information manually for the document, and have the program automatically distribute tax reporting amounts to the details.

  You can also click the Derive Rates button to compute the exchange rate used to convert manually entered tax amounts to the tax reporting currency.

This field appears only if the currency for the tax group specified for the document is different from the vendor's currency.

This field shows the tax amount converted to the tax reporting currency specified for the tax authority (in Tax Services).

This field appears only if the tax group uses a different currency than the vendor currency.

It shows the amount of tax to be reported on tax tracking reports for all the tax authorities listed on the invoice.

This is the total tax amount for the document, including recoverable or separately allocated tax.

If you selected Enter or Distribute as the tax entry method for the tax amount, this field displays the total amount of taxes that you entered on the Taxes tab.

If you selected Calculate and clicked the Calculate Taxes button, this field shows the tax amount calculated by Accounts Payable.

The tax class of each tax authority usually indicates a taxable or non‑taxable status for your business or the goods you are purchasing. Tax classes occasionally indicate the tax rate as well. A typical set of classes might be: 1=taxable at rate 1, 2=taxable at rate 2, and 3=non-taxable. The default tax class comes from the vendor record.

Note: This setting applies to the whole invoice. You can override this setting for single distribution lines on the Document tab.

This is the amount due for the particular payment. The amount for each payment is calculated from the percentage that is specified in the terms code. You can change payment amounts as needed, but the total of all payments in a schedule must equal the invoice total.

The As Of Date is the date from which the terms are calculated. Accounts Payable automatically displays the document date, but you can type another date.

For example, if the first payment is not due for six months (so you would consider the first invoice date as six months from today), you would add six months to the As of Date, then click the Go button to recalculate the schedule dates.

This is the amount of the discount you can take if payment is made by the discount date. While the discount period is in effect, the discount amount is displayed for the payment when you are applying payments to the invoice (in Payment Entry).

This field appears on the Terms tab of the Invoice Entry screen. The program displays the document amount as the default, but you can change it.

The program multiples the discount base by the discount percentage to determine the discount amount.

This is the date by which payment must be made to qualify for the early payment discount. The dates are calculated only if the terms code includes discount information, but you can enter discounts in an individual multiple payment schedule, if you want.

This is the percentage amount of any discount that is permitted by the terms code assigned to an invoice. If the invoice includes a multiple payment schedule, a separate discount percentage is assigned for each payment. You can change the discount percentages at any time until you post the invoice.

This is the due date for the particular payment. It is used to age outstanding payments on Overdue Payables and Aged Cash Requirements reports. You can change due dates at any time until you post the invoice.

Each of the payments in a multiple payment schedule is assigned a number. You specify the payment number when applying payments or entering adjustments to an invoice with a multiple payment schedule.

The terms code is used to calculate the due date, discount period, and discount amount for the document.

If you selected Distribute or Enter as the tax entry method, click the Distribute Tax button to distribute to the distribution lines the taxes you enter on the Taxes tab. If you use Enter as the tax entry method, you can also edit the Allocated Tax column to redistribute the tax, if necessary.

If you select Calculate as the tax entry method, you cannot directly edit tax amounts for distribution lines, but you can change tax classes. To change the tax class for a distribution line, highlight the line, press the F9 key, and then make the changes in the screen that appears.

If you select Calculate or Distribute as the tax entry method, you must distribute all of the invoice amounts before you use the Distribute Taxes button to calculate and distribute tax amounts.

Enter the total amount of the document, including taxes.

If you know only the amount net of taxes, you can enter that amount, but you must then perform some additional steps. For more information, see Entering an Invoice.

This field shows the early payment discount calculated for this invoice, based on the information entered on the Terms tab. This amount is subtracted from the Document Total in calculating the Net Payable amount.

If the terms code for the invoice includes a multiple payment schedule, Accounts Payable displays the sum of the early payment discounts available.

The total estimated amount that you will withhold for a transaction to be remitted to tax authorities on behalf of the vendor.

The amount displayed in this field is based on the Document Total after discount. For example, if the document total is $100.00 and the withholding tax rate is 10%, the estimated withholding amount is $10.00. But if the invoice has a discount of $10.00, in effect reducing the document total to $90.00, the estimated withholding amount is $9.00.

This field shows the amount of the invoice that has been prepaid. This amount is subtracted from the Document Total in calculating the Net Payable amount.

The total of Reverse Charges Amounts for the document.

The program displays the amount payable on the invoice, less any discount. This amount does not change when you add a prepayment.

This field shows the difference between the To Be Calculated amount less the Allocated Tax amount.

This field shows the amount of tax that you can recover from the tax authority. It is not expensed, but is assigned to the tax recoverable account you specified for the tax authority in Tax Services.

This field shows the amount of any tax that you expense separately. Accounts Payable assigns it to the separate tax expense account you specified for the tax authority in Tax Services.

This field shows the total amount of taxes for the invoice. This amount is subtracted from the Total Distribution Net Of Tax in calculating the Document Total.

This field shows the total amount of tax, less any tax that is recoverable or expensed separately, that you must distribute for the document.

This field shows the sum of the invoice details, before taxes.

This field shows the total tax amount for the document, including recoverable or separately allocated tax.

If you selected Enter or Distribute as the entry method for the tax amount, this field displays the total amount of taxes that you entered on the Taxes tab.

If you selected Calculate and clicked the Calculate Taxes button, this field shows the tax amount calculated by Accounts Payable.

After distributing taxes, you should have distributed all document amounts, and the Undistributed Amount field should show zeros.

If the Undistributed Amount field does not show zeros, you have distributed either more or less than the total amount of the invoice, credit note, or debit note.

Click the Totals button to see the document summary information, so you can find out where the mistake occurred.