A/P Invoice Detail - Field Descriptions

The following are the field descriptions for the A/P Invoice Detail screen.

Fields

Descriptions

Account code

The default General Ledger account to which this vendor's invoices should be posted displays (as entered in the About Vendors screen). The default may be overwritten, if desired.
Note: To enter equipment line, select an equipment cost G/L code instead of a vendor G/L code.

If the invoice should be distributed to a job, the General Ledger account MUST have the Job Cost option selected in G/L Master File Maintenance Direct cost menu. If the No Direct Cost option is selected in the G/L Master File Maintenance > Direct cost menu, the software will skip the job and phase prompts. This validation ensures that Work-in-Progress direct costs in the General Ledger are always in balance with the job cost system. The system also verifies whether the Job division with G/L department checkbox is selected in Job Cost Installation for this company, and if so, requires the job division to match the General Ledger department. A search window is available for viewing valid General Ledger account codes.

Description

The description associated with the selected General Ledger account displays. No entry is allowed.

Job

Equip

WO

The previously entered General Ledger account must be a work-in-progress account (Direct cost menu has the Job cost option selected) to allow entry in this field.

  • If this is a subcontract invoice, the subcontract job will default. Otherwise, enter the number of the job to which this invoice is to be distributed; the job name will display on the second line.

  • An invoice may be distributed to multiple jobs, phases, and cost types. If you have an invoice with multiple jobs in the detail lines, please note that the invoice will only display once on the Aged Payables Report (in the section for the last job on the invoice).
    Note: If you need to show the job amounts separately, it is recommended that you enter separate invoices.

Equip

The previously entered General Ledger account must have its direct cost flag equal to Equipment in order to enter an equipment code (G/L Master File Maintenance Direct Cost menu is set to Equipmentcost.) Enter the code for the piece of equipment used for this invoice. The full equipment name will display on the next line. A search window is available for viewing valid equipment codes.

  • If the checkbox in the Preventive Maintenance Installation screen is selected, a maintenance work order number must be entered and it must be valid. If this checkbox is selected, the following window appears.

  • If the equipment code you select is flagged as Retired in the Equipment File Maintenance screen, the software will prevent further invoice entry for this piece of equipment. If the equipment code you select is flagged as Inactive, a warning will display.

WO

If the Work Order module is present, this field will change to Job/Equip/WO and the Work Order button will appear at the bottom of the window. Enter the maintenance work order number, or window to search. If an invoice has already been selected for billing, changes will not be allowed.

Phase

Cat

Enter the phase to which this invoice is to be distributed; the description will display on line two. If this is a subcontract invoice, the subcontract phase will default.
Note: Data entry is prevented if the phase status is set to Complete. A warning displays if the status is set to Inactive.

Cat

The previously entered General Ledger account must have the Equipment cost option selected in the Direct cost menu in order to enter a Category code. Enter the cost category for this invoice/piece of equipment.

Once a cost category is entered or selected, the software evaluates whether to prompt for an equipment work order number by checking the Equipment Control > Cost Category File Maintenance page's Data entry radio group. If the radio group it is set to None, the cursor continues to Amount field. If the radio group is set to Optional or Require equipment work order, then the cursor stops in the Ct/Eq WO field.

Ct

Eq WO

Enter the cost type or equipment work order number to which this invoice is to be distributed; the description will display on line two. If this is a subcontract invoice, the subcontract cost type will default, but may be overwritten.

Invoices may be distributed to multiple jobs, phases, and cost types. Note, however, that the chart of accounts and cost types file may be set up such that a specific cost type MUST be charged to a specific account.

  • If this transaction line is related to a subcontract phase and/or cost type, the Contract Hours window may display, depending upon your installation settings, once you press Enter to exit this field.

  • If this transaction line is related to an equipment work order and the Equipment Control > Cost Category File Maintenance > Data entry radio group is set to Require equipment work order, then entry in this field is required.

Bill item

The bill item displays. Only users with a security level of 2 or 3 may enter information in this field.

Amount

Enter the amount to be distributed to the entered General Ledger account (and, as appropriate, the job/phase/cost type or equipment/cost category). A window is available to allow entry of the applicable A/P tax percent information for this line. The sales or use tax code will default based on the Job or Vendor setup, depending on the entry in the Job Cost Installation screen. When tax classification is not selected in Job Cost Installation, the tax code will default from the vendor, if specified. When tax classification is used, the tax code will default based on the job or vendor, depending on the Job Cost Installation setting for tax class default.

You can set up either a sales tax code or a use tax code. A sales tax code will add the sales tax amount to the vendor invoice, and this amount will be posted to the invoice total amount. A use tax code will accrue use tax to a separate G/L liability account and will not add the tax amount to the vendor invoice.

The tax code default can be overwritten by opening the Tax Percent window. Any changes made by the operator will become the new tax setting for the line unless the operator re-opens the window and records different tax settings.

cc

If multiple companies are not set up, the company code field is irrelevant and does not display.

If multiple companies are set up, the cursor will be in the account code field, ready for entry of a G/L account; the company code displays on the second line. To distribute the invoice to a different company, use SHIFT + TAB to move the cursor to this company code field, then enter the desired company code. Pressing Enter will return the cursor to the account code field.

In posting an invoice to only one company, the A/P G/L account entered in the header is credited, and the account entered in line transactions is debited. In posting an invoice to multiple companies, the A/P G/L account entered in the header is credited for company A, and company A's intercompany account is debited. Company B's intercompany account is then credited and the company B account entered in line transactions is debited. This posting is done automatically by the software when the A/P Transaction Update is run (which follows the A/P Transaction Register). For every company, the inter-company clearing account must be entered in the chart of accounts. These accounts must also be defined in each company's Accounts Payable Installation page. The system performs a validation to assure that inter-company accounts in both the source and destination companies are valid and Direct Cost = No.

Expand

Click this button to view additional entry fields.

Contract Hours

Click this button to open the Contract Hours window.

Taxes

Click this button to open the Tax Information window window, where you can modify tax details.