Vendor Invoice Entry - Field Descriptions: Grid Entry Fields

Use the descriptions in table below for reference when completing the grid portion of the Vendor Invoice Entry screen.

The grid column descriptions vary depending on the transaction type.

Columns

Descriptions

Company

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.

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 system 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 screen. The system performs a validation to assure that inter-company accounts in both the source and destination companies are valid and Direct Cost = No.

G/L account

The default General Ledger account to which this vendor's invoices should be posted displays (as entered in the Vendor Defaults 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 system 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 check box 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.

If a related-party vendor is entered, the override A/P trade G/L account will default when updated. If left blank, the G/L account from the Install screen will default.

If the 'Automate G/L defaults' option was selected in Accounts Receivable Installation, you can enter a shortcut in this field to automatically default the G/L direct cost codes defined on the installation screen:

  • J - This will set the G/L code to the direct job cost setting
  • E - This will set the G/L code to the direct equipment cost setting
  • W - This will set the G/L code to the direct work order cost setting
  • N - This will set the G/L code to pass in the non-direct cost setting

If this option is selected and you do not enter a shortcut, the Select Type of Distribution window will open to select the G/L account codes specified in the installation screen. If no direct-cost G/L account was specified, the Search G/L accounts window will open instead.

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).

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. Any changes made will become the new tax setting for the line.

Job

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. The 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.

Phase

If this is a subcontract invoice, the subcontract phase will default. The invoice may be distributed to multiple jobs, phases, and cost types. This field may be left blank when adding an unapproved transaction.

Blank phase and cost type are only allowed when entering a ‘standard’ transaction that does not reference a subcontract. For subcontract invoices, the phase must be set up for the subcontract; for purchase order receiving, the phase and cost type will always be from the Purchase Order detail.

If the "Enable Phase over revised estimate' warning in invoice detail?" option is selected in the AP Installation screen, a warning displays in the detail grid when you enter a phase that is over budget.

If this is a sub-job transaction set up on a master job, double-click on this field to search phases for the sub-job. This will allow you to easily select a phase set up on a master job, but not present on the sub-job. Spectrum will add a new phase to the sub job if the current job is a sub-job of a valid master job, the phase lengths of both jobs match, and the Phase + Cost type combination for the current job is valid and not 'Complete'.

Note: Data entry is prevented if the phase status is set to Complete. A warning displays if the status is set to Inactive.

Ct

Enter the cost type to which this invoice is to be distributed. If this is a subcontract invoice, the subcontract cost type will default, but may be overwritten. Contract Hours

This field may be left blank when adding an unapproved transaction. Blank phase and cost type are only allowed when entering a ‘standard’ transaction that does not reference a subcontract. For subcontract invoices, the phase must be set up for the subcontract; for purchase order receiving, the phase and cost type will always be from the Purchase Order detail.

If the 'Automate G/L Defaults' and 'Job G/L account defaults from cost type' options are selected in AP Installation, and the 'Validate job division with G/L department' option in Job Cost Installation is not selected, the G/L account stored in the Cost Type Master Table will be assigned to this distribution line.

Invoices may be distributed to multiple jobs, phases, and cost types. 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.

Billing item

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

Equipment

This field is only available if the Equipment Control module is present.

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 Equipment cost.) Enter the code for the piece of equipment used for this invoice.

If the check box in the Preventive Maintenance Installation screen is selected, a maintenance work order number must be entered and it must be valid.

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

  • If the equipment code you select is flagged as Inactive, a warning displays.

Cost category

This field is only available if the Equipment Control module is present.

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. After you select a cost category, if the code is set to Inactive, a warning displays but does not prevent further data entry.

When adding a new cost category, Spectrum will verify that the selected G/L account is not a restricted G/L account for the cost category code.

  • If both the 'Automate G/L Defaults' and 'Equipment G/L account defaults from cost category' options in AP Installation are selected, the G/L account will default from the Equipment Cost Category table.

  • If the G/L account is restricted, a Search window will open displaying allowed G/L accounts for this cost category.

Once a cost category is entered or selected, the system evaluates whether to prompt for an equipment work order number by checking the Equipment Control > Cost Category File Maintenance screen's Data entry radio group.

Equipment W/O

This field is only available if the Equipment Control module is present.

Enter the equipment work order number to which this invoice is to be distributed.

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.

Work order

If the Work Order module is present in the current company and G/L account is set to Direct cost = work order, enter the maintenance work order number, or use the available drop-down to select. If an invoice has already been selected for billing, changes will not be allowed.

If the 'Automate G/L Defaults' and 'Work order G/L account defaults from department assigned to work order type' options are selected in Accounts Payable Installation, the non-inventory material cost of goods sold G/L account from the Work Order G/L Department Table will be assigned to this distribution line.

Note: Entry of a work order with a dispatch status of 'proposed' will be disallowed.

Item code

This field is only available if the Work Order module is present in the current company or if the item has not been assigned an item code when originating from Purchase Order Receiving. Items with a 'Not used' status are not allowed.

Item description

This is a display-only field, unless the item is a non-stock item or the Inventory Control module is not present.

Unit cost

This column displays the result of the Amount column divided by the Quantity column.

Quantity

Enter the item quantity for this line.

Um

When ‘phase + cost type’ is changed,the system automatically reassigns the unit of measure of the new phase to this detail line.

Site equipment

This field is only available when the Work Order module is present in the current company and G/L account is set to Direct cost = work order. Enter a site equipment code or use the Search Equipment for Site window to select.

Component

This field is only available when the Work Order module is present in the current company and G/L account is set to Direct cost = work order. Enter a component or use the Search Components window to select.

Service contract

This field is only available when the Service Contract module is present in the current company and G/L account is set to Direct cost = work order. This column is only applicable when the referenced work order is for a service contract.

Unit bill

This field is only available when the Service Contract module is present in the current company and G/L account is set to Direct cost = work order.

When a direct work order cost entry is added, the software automatically calculates the Unit bill price, including material markup rates. If the Work order #, Unit cost, or Quantity is changed the software will automatically recalculate and default a new Unit bill value.

Unit cost

This column always displays (not just when the detail line is for Work Order), showing the simple math calculation of “Amount column divided by Quantity column” unless used for non-stock work order costing. This field is used when the current row is for a Work Order entry and you have specified a non-stock item on this row (or Inventory Control module is not present).

Remark

Any remarks entered in the More Info window display here.

Tax code

Enter the tax code (up to 15 characters) for this line. This field will be reset if the Job, Phase or Cost type (Ct) fields are edited.

Tax type

Either Use Tax or Sales Tax displays (based on the setting in Use Tax Code Maintenance). No entry is allowed.

Tax amount

The system will automatically calculate the tax amount.

Discount

This field shows the total calculated discounts. This is a display-only value allowing organizations to enforce the security rule that all discount decisions are to be made at time of payment, not at entry of an invoice.

Cost center

Contract

If one or more cost types are entered in the Contract labor cost types field in the Accounts Payable Installation screen, then during the detail entry in Invoice/Credit Memo Entry, the system will automatically open the Contract Hours window. This window is only available when the cost type of the transaction line is specified in the Accounts Payable Installation screen as a contract labor type.

  • During the A/P Transaction Register Update, hours recorded in this window will be recorded in the Job Cost history files and the A/P invoice history files. The Job Cost Payroll Hours Analysis Report offers an option to include these contractor labor hours.

  • If the total contractor labor amount, billing code, or message text is adjusted, the new information will display on the main screen.

  • Enter the regular, overtime, and double time hours worked and the corresponding pay rates. The system will automatically calculate the extension amounts. Use the Message name field to enter the worker's name or a note about the labor. Entry in this field is optional.

  • Labor billing code: Enter the Time + Material labor billing rate code, or accept the system default from the Accounts Payable Installation screen of the company in which the job is set up. This field will not display if this is not a Time + Material job or phase. If this field is left blank, the system will update the A/P transaction to Time + Material files as an AP transaction. If a billing code is specified, the update to Time + Material will store the entry as a PR transaction with the applicable billing rate associated with the code.

    Note: Negative hours may be entered and will display a negative extension amount; however the rate will remain a positive number.