A/P Unapproved Invoice Detail - Field Descriptions

Use this table for reference when completing the fields on this screen.

Fields

Descriptions

Vendor, Entry type, Invoice no.

No entry is allowed in these fields. The vendor code and description, the entry type (invoice or credit memo), and recurring invoice number display

Seq

Sequence numbers are assigned and maintained by the software.

Account code

The default General Ledger account to which this vendor's invoices should be posted displays (as entered in the Vendors).

If the invoice should be distributed to a job, the General Ledger account MUST have the Direct cost option button set to Job cost in G/L Master File Maintenance. If the Direct cost option button is set to No direct cost, then 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 check box in the Job Cost Installation is selected, and if so, requires the job division to match the General Ledger department.

Description

The description associated with the selected General Ledger account displays.

Recall that in the chart of accounts, every account has a direct cost setting, which is set up in G/L Master File Maintenance.

  • This setting should be set to Job cost for accounts which track work-in-progress for job costing.

  • To track equipment cost information, the flag should be set to Equipment cost.

  • If neither equipment nor job cost information is tracked in the G/L account, this setting should be set to No direct cost.

When an account code is entered during invoice entry, the software checks the direct cost flag in the chart of accounts. If the setting is set to No direct cost, the cursor will advance to the Amount column and allow entry of a dollar amount. If the flag set to either Job cost or Equipment cost, the cursor will request entry of job costing information before the amount is entered. If the flag is Equipment, the software will prompt for equipment cost information before the amount is entered.

Job/Equip/WO

The previously entered General Ledger account must be a work-in-progress account (Direct cost is set to Job Cost in G/L Master File Maintenance) to allow entry in this field. G/L CODE IS A DIRECT JOB COST ACCOUNT (Direct cost is set to Job Cost in G/L Master File Maintenance).

Job

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 job entered must be a valid job in the job cost system.

Note that an invoice may be distributed to multiple jobs, phases, and cost types. The defaults are for convenience only, and may be overwritten. A search window is available for viewing valid job numbers. Within this is another window, the add/chg> job window, in which a new project manager information field has been added.

Equip

Note that the previously entered General Ledger account must have its Direct cost setting set to Equipment cost in order to enter an equipment code. G/L CODE IS A DIRECT EQUIPMENT ACCOUNT (Direct cost is set to Equipment cost in G/L Master File Maintenance). 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 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.

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 this check box is selected, a window with the following field appears.

WO

If a 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.

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 that an invoice may be distributed to multiple jobs, phases, and cost types. The defaults are for convenience only, and may be overwritten. A search window is available for viewing valid phase codes. 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 Direct cost setting in G/L Master File Maintenance set to Equipment cost in order to enter a Category code. Enter the cost category for this invoice/piece of equipment. The cost category description will display on the next line. A search window is available for viewing valid equipment cost categories.

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. A search window is available for viewing valid cost types.

  • If an invoice has already been selected for billing, the work order number will be in lookup mode only and changes will not be allowed.

  • 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 a 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.

    Contract Hours

Bill item

This field appears only when entering a subcontract invoice or credit memo. The billing item displays based on information entered in the Subcontract File Maintenance screen. If multiple bill items have been recorded on this subcontract for this phase of the job, enter the applicable bill item. A search window is available for selecting the appropriate bill item.

cc

The company code defaults when the Enter multi-company invoices check box is selected on the Accounts Payable Installation > Properties tab. No entry is allowed.

Msg

Any messages corresponding with the terms discount displays.

Um

The unit of measure, if any, displays.

Qty

The quantity associated with the distribution amount displays. No entry is allowed.