Entering and Editing Payables

Use the A/P Entry window to view and modify payable entries. You can edit a payable as long as the original transaction date is not earlier than the G/L closing date for Payables.

Use the A/P Entry window to enter information about money that you owe to vendors or other third parties. Payables let you keep track of how much you owe, to whom you owe it, when money is due, and other information to help you keep up with your payment. In addition you can create reminder notes to give you additional information when dealing with specific vendors.

Editing Payables in Closed Periods

Authorized users can edit payables that are in a closed accounting period. You must be assigned the AP.EDIT.CLOSED.PERIOD and the AP.ALLOWED, Level 2 authorization keys to edit the following fields in A/P Entry after a closed period: Invoice Date, Due Date, Pay Date, Batch ID, Payment Terms, Discount Amount, Invoice Number, and Remittance Advice.

If you are creating a payable for a customer refund or other one-time payment, see Printing Customer Refund Checks or Making One-Time Payments.

To enter or edit a payable:

1. From the A/P menu, select A/P Entry to display the A/P Entry window.

2. At the A/P Entry prompt, complete the fields, as necessary to populate the A/P Entry window.

   Field	Description
   Post Date	The system populates this field with the current date on which to post the payables to the general ledger. You can change this date by entering any date within the open payables period. If you want your aging reports to show true aging from the vendor's invoice date, enter that date in this field.
   A/P Branch	Enter the branch paying the invoice. This branch does not have to correspond to the branch that received the goods. Note: If the Force A/P Entry Branch To Match Reconciled P/O Branchcontrol maintenance record is set to Y, the system change this value to match the P/O branch.
   Batch ID	(Optional) Enter the batch ID number to which this payable belongs if your company enters payables in batches and you want to run reports by batch. The batch ID is available as a selector on a variety of payables reports.
   Vendor	Enter the vendor from whom the invoice was received. If you do not remember the complete vendor's name, type one of the following to display a list you can select from: All or part of the vendor's name. The vendor's system-assigned ID number, preceded by a period. The vendor's P/O number. If you are not authorized for the payable's branch the system will not display the payable. Use the Edit button to change vendors, if needed. If you enter a P/O number and an internal note is associated with the order, and the Display P/O Internal Notes In A/P Entry control maintenance record is set to Yes, the note displays when you enter the P/O number. Note: You need to set Display Customers/Vendors Who Are Inactive At A Branch control maintenance record and several authorization keys to have access to inactive vendors.

3. At the second A/P Entry prompt select New, Search or Open Invoices and press Enter.

   3. New - The system populates the fields on the window and you can enter a new invoice. The system populates the fields in the window based on the information entered in the Vendor field.

      Field	Description
      Remit-To	The vendor to whom payment must be sent. The system automatically populates this field after you enter the ship-from vendor. To edit remit-to vendor address information, from the Inquiries menu, select Additional Address Information. At the A/P Entry prompt, enter R and click OK.
      Ship-From	The vendor from whom the products on the invoice were shipped. To edit remit-to vendor address information, from the Inquiries menu, select Additional Address Information. At the A/P Entry prompt, enter S and click OK.
      Branch	The branch information for the vendor.
      Post Date	The date on which you want the payable posted to the general ledger. The system populates this field in with the current date, but you can enter any date within the open payables period.
      Payment Terms	The ship-from vendor's payment terms, as designated in the Terms Code field on the Vendor Maintenance window for this vendor. The system populates this field when you enter a vendor. For more information, see Terms Maintenance Overview. Note: The description of the payment term displays in the Status Bar at the bottom of the window.
      Approved	Indicates whether or not the invoice is approved for payment. The value remains No until the amount in the Difference field is zero. This value must be Yes in order to generate a check to pay the invoice. If you override the No and change it to a Yes, an asterisk (*) appears to indicate this. Note: To change the print status on a direct payable that is approved, update the Print Status On Direct When Payable Approved control maintenance record.
      Payable ID	The unique ID number that starts with a Y assigned to this payable by the system. The system assigns a Payable ID, a number that starts with a Y, to the transaction, located in the lower left corner of the window. If the line item is a lot items that is on hold, the system displays the word Hold instead of the generation number.
      Currency	The currency that the vendor works in.

   4. Search - The system displays the A/P Entry Search prompt. In the Enter Invoice # field, enter all or part of the invoice that you want to work on and press Enter. The system populates the fields on the window.

   5. Open Invoices - The system displays the Select an Invoice prompt. Select the invoice you want to work on and press Enter.

   When opening an entry, if you select an order that you already have open on your computer, the system notifies you: "You are already editing entry: <order number>. Press OK to continue." After clicking OK, the system brings the order to the front.

   In addition, the system displays information in views, based on the type of transaction that you are working with. Use the tabs to change the view that is displayed, if necessary.

   • If the vendor has reconcilable purchase orders on file, the system displays all received and direct purchase order amounts that have not already been reconciled to invoices in the Purchase Order view. This is the default view.

   • If the vendor does not have reconcilable P/Os on file, use the General Ledgers tab to display the General Ledgers view.

    

Note: Use the Edit button in the Ship-From field to change the vendor, if needed, for the entry if there is no purchase order attached and if the payable is in an open period. The is only to change the vendor on the displayed payable. If the payable is in a closed period or attached purchase order, then button is deactivated. This option is new in Release 9.0.3.

4. In the Invoice Date field, enter the date on the invoice received from the vendor. More

   The system populates the Due Date field and the Pay Date, based on the information in the Invoice Date field and the payment terms, as reflected in the Payment Terms field, assigned to the Ship-From vendor.

   Note: The information in the Due Date and the Pay Date fields are identical and are the dates necessary to obtain a discount, if one is applicable. If you do change information in either the Payment Date or the Discount Amount field, an asterisk (*) displays to the right of the new entry. You can change the Due Date, but the asterisk does not display. You can change the Pay Date for a payable in either an open or closed accounting period when the window is in view-only mode, but only when the payable has not already been paid and the payable has a single pay date.

5. Complete the following optional fields, if necessary:

   5. In the Batch ID field, enter the batch ID number to which this payable belongs if your company enters payables in batches and you want to run reports by batch. The batch ID is available as a selector on a variety of payables reports. (Optional)

   6. In the Payment Terms field, the system populates this field with the payment terms associated with this vendor. Select a different payment term, if necessary.

   This field is not case sensitive. If you enter #ab123 and #AB123 already exists, the system treats it as a duplicate invoice.

6. In the Invoice # field, enter the identifying number on the invoice received from the vendor.

7. Complete the amount fields' information, as needed.

   Amount Field	Description
   Invoice Amount	Enter the total amount due on the invoice received from the vendor. The total amount should include any freight or tax amounts, and it should be the total amount before any discounts. Use the P/O Variance Queue to handle invoices that do not match their corresponding purchase orders. You can view the source of the discrepancy and reconcile it, as needed. If the Enable Auto Display Of A/P Expense Distribution control maintenance record is set to Yes, and there is an expense distribution code defined for the vendor, when you enter the invoice amount, the system displays the Expense Distribution window which contains a list of all expense distribution codes set up in Vendor Maintenance. Select one of the following: One of the expense codes to apply the payable to the designated G/L accounts according to the percentages defined in the plan. Reconcile POs to reconcile the purchase orders listed, excluding the expense payables.
   Freight Amount	Enter the freight amount on the invoice received from the vendor. To include the freight charges in the calculation of the discount amount, set the Include Freight In Discount Calculation For Payables control maintenance record to Yes. Note: If you enter a freight amount for a vendor whose Freight Allowed field in Vendor Maintenance is set to Yes, the system displays the following message: "Warning! This vendor is freight allowed." Note: If you use the Pass Along Freight To Direct Sales Orderscontrol maintenance record to identify different freight rules that you want to apply to direct sales orders, the system displays the amounts so you know what you are changing.
   Tax Amount	Enter the tax amount on the invoice received from the vendor if you want to track the tax you are charged. Otherwise, entering the tax is not necessary.
   Deduction Amount	Enter an amount to be deducted from the invoice. (Optional) If you enter an amount on the Variance Resolution window, the system populates this field with that amount.
   Discount Amount	The system populates this field with the discount allowed if payment is made by the due date. You can enter another amount, if needed. If you do enter another amount, the system places an asterisk (*) to the right of the amount indicating that the amount was manually entered. This discount is based on the payment terms assigned to the ship-from vendor, the invoice date, and the invoice amount less freight and tax. Based on the setting of the Do Not Take Discount If Pay Date Is Past Discount Date control maintenance record, this discount amount is removed from this field only after the check prints. Note:If the AP invoice is in a closed period, this field is view-only and will only change if the payment terms change.
   Payment Amount	The amount for which the system cuts the check to the vendor. The system calculates the value for this field by subtracting the amount in the Discount Amount and Deduction Amount fields from the amount in the Invoice Amount field.

8. Use the fields in the Payment Information area to keep track of how customers will pay or have paid for invoices.

   Field	Description
   Payment Type	Select the type of payment with which you intend to make a payment. The available types from which to select are determined by the Valid Vendor Credit Card Typesells Fargo Payment Types control maintenance records. Note: The payment type must be set up for this vendor in Vendor Payment Information in Vendor Maintenance
   Paid	If the vendor has already paid the invoice, select the Paid check box. Meaning the charge has already been applied to the credit card. Marking an invoice paid forces the system to process the invoices through the credit card payments process after the payable is saved. Note: The payable must be approved before you can mark this invoice Paid.
   Paid On	Select the date on which the vendor called with the credit card information to pay.

The system populates the Totals area based on the invoice amount you enter.

Important: Make sure that the transactions listed on an earlier entry reflect their status as of the payment date and not the current date. The entries should reflect this status so that the postings made on the original entry appear in context. Some of these transactions, however, may have had postings made to them since that date. The system does not indicate such entries on the display. If you need to modify an original posting, make an A/P Inquiry to check the current status of the transactions in question.

9. Apply the payable to an invoice, if needed.

10. Save your changes and exit the window.

If you are creating a payable for direct order invoices associated with a job created in Eclipse Job Management and the Receiving URL field is set in the Job Management Administrator Settings control maintenance record, the Job Management application displays when you close the A/P Entry window. Enter the receiving information for the order within Job Management.

If you are creating a payable for an invoice not associated with a job, after you have entered the information for a payable invoice, you should reconcile your received purchase orders to any open invoices. For more information, see Reconciling P/Os to an Invoice.

More Options when Entering Payables

The A/P Entry window also offers options to handle payables.

See Also:

Reconciling P/Os to Invoices

A/P Entry Overview