A/P Entry Screen Posting Views

When you first display the A/P Entry screen, the system assumes that the payable you are entering is associated with a purchase order. It displays a list of open purchase orders for the designated vendor in the posting area columns using the P/O, Freight, & Bol view. If no open purchase orders exist, the system displays the fields in the G/L Distribution view.

Use the Chg View hot key to display any of the views available on this screen:

P/O, Freight, & Bol
P/O & Terms
P/O & Order ID
G/L Distribution
G/L Distribution & Subledger

P/O, Freight, & Bol View

Displays open purchase orders with freight information, from which you can select the purchase orders to which the payable applies. This is the default view. Click here to see this view.

Note: Once you have reconciled a P/O, you can not add a freight vendor/BOL.

Field	Description
P/O #	The purchase order number.
S	An asterisk in this field indicates that this purchase order has been selected for payment.
Rec Date	The date that you received the purchase order.
Frt	Indication of Y or N whether the vendor is freight allowed. Y – Indicates that the vendor pays the freight. N – Indicates that the vendor bills for freight.
Freight	The freight amount on the purchase order. If a freight vendor, such as UPS, shipped items on this purchase order and the freight charges are on the freight vendor's bill of lading, the system displays BOL.
PO Total	The total amount of the purchase order. An L after the total amount indicates that the order generation is a lot item generation; when you press the Spacebar to select it, the system displays the A/P Open Lot Item screen. For more information, see Lot Item Order Shipment Reconciliation.

P/O & Terms View

Displays open purchase orders, with terms information replacing freight information, from which you can select the purchase orders to which this payable applies. Click here to see this view.

Field	Description
Br	The branch number to be charged for the expense.
P/O #	The purchase order number.
S	An asterisk in this field indicates that this purchase order has been selected for payment.
Rec Date	The date that you received the purchase order.
Frt	Indication of whether the vendor is freight allowed. Y – Indicates that the vendor pays the freight. N – Indicates that the vendor bills for freight.
Terms	The terms code associated with the purchase order.
PO Total	The total amount of the purchase order. An L after the total amount indicates that the order generation is a lot item generation; when you press the Spacebar to select it, the system displays theA/P Open Lot Item screen.

P/O & Order ID View

Displays open purchases orders along with the existing purchase order numbers from your company. Click here to see this view.

Field	Description
Br	The branch number to be charged for the expense.
P/O #	The purchase order number.
S	An asterisk in this field indicates that this purchase order has been selected for payment.
Rec Date	The date that you received the purchase order.
Frt	Indication of whether the vendor is freight allowed. Y – Indicates that the vendor pays the freight. N – Indicates that the vendor bills for freight.
Order ID	The previously existing purchase order number.
PO Total	The total amount of the purchase order. An L after the total amount indicates that the order generation is a lot item generation; when you press the Spacebar to select it, the system displays theA/P Open Lot Item screen.

G/L Distribution View

Displays distribution-related columns where you can post non-inventory invoices, such as promotional or advertising charges, and expenses such as telephone, office supplies, or utilities from the designated vendor to the appropriate G/L account. Click here to see this view.

Field	Description
Br	Enter the branch number to charge for the expense.
G/L Account	Enter the G/L account to which to apply the designated amount. The system displays the first 30 characters of the Full Description of the selected G/L account in this field, unless the Display Short Description For G/L Accounts In A/P Entry control maintenance record is set to Y.
SubLedger	Enter the name of the subledger account associated with the A/P entry. You can only enter a subledger account name if this account has been set up for subledgers. For more information, see Creating Subledger Accounts.
Amount	Enter the amount to post to the designated account. The system displays a Note window, where you can enter detail notes about the invoice. This information displays on the General Ledger report when you use the Detail option. For more information, see Running the General Ledger Report.

G/L Distribution & SubLedger View

Displays distribution and subledger-related columns where you can post non-inventory invoices, such as promotional or advertising charges, and expenses such as telephone, office supplies, or utilities from the designated vendor to the appropriate G/L account. Click here to see this view.

Field	Description
Br	Enter the branch number to be charged for the expense.
G/L Account	Enter the G/L account to which the designated amount should be applied. The system displays the first 30 characters of the Full Description of the selected G/L account in this field, unless the Display Short Description For G/L Accounts In A/P Entry control maintenance record is set to Y.
SubLedger	Enter the name of the subledger account associated with the A/P entry. You can only enter a subledger account name if this account has been set up for subledgers. For more information, see Creating Subledger Accounts.
Amount	Enter the amount to be posted to the designated account.