About Assigning Line Types to AP Invoice Lines

You must assign a line type to each AP invoice line. The line type identifies where you want to post the expense, as well as the type of information required for that line type.

When you enter detail lines on an invoice (in AP Transaction Entry, AP Unapproved Invoice Entry, or AP Recurring Invoices), there are several different line types available (in the Type drop-down) for selection. Some of the data required is the same for all line types, but there may be additional data that is required for specific types. This topic discusses each of the types, as well as the fields that display based on that type.

Note: Because EM, PO, SL, and SM are optional modules you may not be able to use the Equipment, EM Work Order, Purchase Order, Subcontract, or SM Work Order line types.

Job (Line type 1)

Use this line type for expenses related to a JC job. When you select this type, the system displays the JCCo, Job, Phase, CT, and Material fields. Job lines require that you enter data into the JCCo, Job, and Phase fields. Enter data into these fields or press F4 to find relevant information.

Inventory (Line type 2)

Use this line type when you need to enter stock purchases that have not been set up on a purchase order. When you select this option, the system displays the IN Co, Loc, and Material fields, all of which are required.

When you post inventory invoices, the system updates the on-hand inventory quantity for the material. If you enter units in the Units field, the system will convert that quantity into the standard UM to update the on-hand quantity (using the conversion factor set up in HQ Materials)

Expense (Line type 3)

Use this line type for all non-job purchases if you are not interfacing to SL, IN, or EM, or you are not using the PO module. If you are interfacing to other modules, use this invoice type for payables that do not fit any of the other categories. These invoices are not on a purchase order and do not update any modules other than GL. You can enter information in the Material field, but it is not required.

Equipment (Line type 4)

Use this line type for equipment expenses that do not apply to a purchase order or EM work order. When you select this option, the system displays the EMCo, Equipment, Comp Type, Component, Cost Code, Cost Type, and Material fields.

EM Work Order (Line type 5)

Use this line type for equipment expenses that apply to an EM work order. When you select this option, the system displays the EMCo, WO, Item#, Cost Code, Cost Type, and Material fields.

Purchase Order (Line type 6)

Use this line type when the line applies to a purchase order. When you select this option, the system displays the PO, PO Item#, PO Item Line, Rec #, and Material fields.

Purchase order invoices use the information set up in the PO module (or via SM Purchase Order Entry for SM-related purchase orders) and let you fill in the rest of the details from the vendor’s invoice. Once you enter (or initialize) a valid PO number, item, and item line, the screen displays the information from the PO based on the PO type (Job, Inventory, Expense, Equipment, EM Work Order, and SM Work Order). Fields that are grayed out cannot be changed. Notes associated with the PO appear on the PO Notes tab; line item notes display in the Item Notes field, while PO header notes display in the PO Notes field. The PO Notes tab does not display if you do not have the PO module installed.

Note: If you need to distribute a PO item into multiple lines, select the Tasks drop-down on the toolbar to open the PO Item Distribution form. This option is only available from AP Transaction Entry and AP Unapproved Invoice Entry. For more information, see PO Item Distribution.
If the Receiving check box is selected for the purchase order in the PO Purchase Order Entry form, the Received minus Invoiced quantity defaults in the Units field. If you attempt to change it to a larger quantity the system display a warning, but you can proceed. If you did not select the Receiving check box, the Original minus the Invoiced quantity defaults in the Units field.
The system verifies the dollar amounts that you enter for each item to make sure that they do not exceed the total cost of the purchase order, purchase order item, or purchase order item line. If the items do exceed the total cost, the system displays a warning but you can proceed. However, to post the batch you must have selected the following check boxes in the AP Company Parameters form (Audit Options tab, Purchase Orders section):
  • Allow transactions to exceed item line's current total cost
  • Allow transactions to exceed item's current total cost
  • Allow transactions to exceed PO's current total cost
  • Allow invoiced to exceed PO Item Line received
  • Allow invoiced to exceed PO Item received
If any of the check boxes are not selected, you will be unable to post the batch until you correct the invoiced amounts.
Note: For unapproved invoices (AP Unapproved Invoice Entry), the validation procedure includes invoiced amounts in unposted AP batches as well as other unapproved invoice months/sequences. Additionally, if any of the check boxes are not selected, the system will add approved invoices to the batch. However, you must correct the invoiced amounts before posting the batch.

When invoicing a purchase order, the GL Acct field defaults from the purchase order item. For PO items referencing an SM work order, this field is disabled.

If the PO item is for a job, the GL account defaults as follows:
  • If you did not select the Allow GL Account override when posting costs check box in the JC Company Parameters form (GL Cost tab), and the Job’s status is open (Job Status field, JC Jobs form), the GL account defaults from the JC Departments form.

  • If you selected the Allow GL Account override when posting costs check box in the JC Company Parameters form (GL Cost tab), and the Job’s status is open ( Job Status field, JC Jobs), the GL account defaults from the purchase order.

  • If the Job’s status is soft-closed (Job Status field, JC Jobs form), the GL account defaults from the Open WIP Acct field in JC Departments form (Cost Types tab), assuming that you selected the Allow Posting to Soft-Closed Jobs check box in the JC Company Parameters form.

  • If the Job’s status is hard-closed Job Status field, JC Jobs form), the GL account defaults from the Closed WIP Account field in the JC Departments form (Cost Types tab), assuming that you selected the Allow Posting to Hard-Closed Jobs check box in the JC Company Parameters form.

  • If you did not specify a GL account in the JC Departments form, the system defaults the GL account specified for the purchase order.

Subcontract (Line type 7)

Use this line type when the line applies to a subcontractor invoice. When you select this option, the system displays the SL, SL Item#, JCCo, Job, Phase, and CT fields.

These invoices use the information set up in the SL module and let you fill in the rest of the details from the vendor's invoice. Keep in mind that if you have set up subcontractor purchase orders in the PO module, you must use the Job transaction type for that payable invoice.

When you create subcontract invoices, the system prompts for the subcontract item to be paid. The system then displays the item's assigned job, phase, cost type (as set up in SL), and the job/phase/cost type's UM (as set up in JC). You cannot change the Job, Phase, CT, or UM fields.

The system verifies the dollar amounts that you enter for each item to make sure that they do not exceed the total cost of the subcontract or subcontract item. If the items do exceed the total cost, the system displays a warning. If you selected the Allow transactions to exceed current total cost check box in the AP Company Parameters form (Audit options tab, Subcontracts section), the system allows line amounts to exceed the current total cost of a subcontract or subcontract item.
Note: For unapproved invoices (AP Unapproved Invoice Entry), the validation procedure includes invoiced amounts in unposted AP batches, as well as other unapproved invoice months/sequences. Additionally, if you did not select the Allow transactions to exceed item's current total cost check box in the AP Company Parameters form, the system will add approved invoices to the batch. However, you must correct the invoiced amounts before posting the batch.
When invoicing a subcontract item, the GL Acct field defaults based on the following:
  • If you did not select the Allow GL Account override when posting costs check box in the JC Company Parameters form (GL Cost tab), and the Job’s status is open (Job Status field, JC Jobs form), the GL account defaults from the JC Departments form.

  • If you selected the Allow GL Account override when posting costs check box in the JC Company Parameters form (GL Cost tab), and the Job’s status is open (Job Status field, JC Jobs form), the GL account defaults from the subcontract item.

  • If the Job’s status is soft-closed (Job Status field, JC Jobs form), the GL account defaults from the Open WIP Acct field in the JC Departments form (Cost Types tab), assuming that you selected the Allow Posting to Soft-Closed Jobs check box in the JC Company Parameters form.

  • If the Job’s status is hard-closed (Job Status field, JC Jobs form), the GL account defaults from the Closed WIP Account field in the JC Departments form (Cost Types tab), assuming that you selected the Allow Posting to Hard-Closed Jobs check box in the JC Company Parameters form.

  • If you did not specify a GL account in JC Departments, the system defaults the GL account specified for the subcontract item.

SM Work Order (Line type 8)

Use this line type for expenses that apply to an SM work order. You will typically use this line type for expenses that do not apply specifically to the labor, equipment, or material used to complete a service work order (e.g. trip charges, fuel surcharges, etc.). When you select this option, the system displays the SM Co, SM Work Order, SM Scope, and SM Cost Type fields. If the work order is for a job, the screen will also display a JC Cost Type field.
Note: If you specify a work order scope that has not been assigned a call type, rate template, and/or phase (for job work orders), and you entered the line in:
  • the AP Transaction Entry form, you will receive a warning that this information is required before work completed can be entered for the scope. You will be unable to save the record until the required information has been entered for the work order scope in SM Work Orders.

  • the AP Unapproved Invoice Entry form, you will be able to save the record; however, you will be required to enter this information in SM Work Orders for the specified scope before you can post the invoice in the AP Unapproved Invoice Posting form.

If you specify a work order scope that is closed, and you entered the line in:

  • the AP Transaction Entry form, you will receive a warning that the scope is closed. You will be unable to save the record until you either reopen the scope or change to a scope that is open.

  • the AP Unapproved Invoice Entry form, you will be allowed to save the record; however, you will be unable to post the invoice in the AP Unapproved Invoice Posting form.

For job-related work orders, if you specify and job-related work order and the job has been soft or hard-closed, the system will handle the invoice line based on how you set the Allow Posting to Soft-Closed Jobs and Allow Posting to Hard-Closed Jobs check boxes in the JC Company Parameters form):
  • AP Transaction Entry - If you allow posting to hard and/or soft-closed jobs (appropriate check box is selected in the JC Company Parameters form), you will be able to save the invoice line. If you do not allow posting to closed jobs (applicable check box is not selected), a message displays indicating the job is closed and you will be unable to save the record.

  • AP Unapproved Invoice Entry - The system will allow you to save the invoice line regardless of whether or not you allow posting to closed jobs; however, if you do not allow posting to closed jobs, you will be unable to post the invoice in the AP Unapproved Invoice Posting form.

Once you process the batch (via AP Unapproved Invoice Posting), the system generates a separate work completed miscellaneous line in SM Work Orders for each transaction line of this type. The units, unit cost, and gross values for the transaction line will become the cost values (quantity, rate, and total) for the work completed line.

For Australian and Canadian Companies, if you specify a non-job SM work order, the system will automatically set the Tax Type to 3-VAT for the work completed miscellaneous line generated in SM Work Orders. The tax code for the work completed line will default from the Service Center or Service Site (depending on the Tax Source specified for the work order) and must be a VAT-type code.
  • AP Transaction Entry - If you allow posting to hard and/or soft-closed jobs (appropriate check box is selected in JC Company Parameters), you will be able to save the invoice line. If you do not allow posting to closed jobs (applicable box is unchecked), a message displays indicating the job is closed and you will be unable to save the record.

  • AP Unapproved Invoice Entry - The system will allow you to save the invoice line regardless of whether or not you allow posting to closed jobs; however, if you do not allow posting to closed jobs, you will be unable to post the invoice in AP Unapproved Invoice Posting.
    Note: This functionality will only apply if the SM company's AR company (defined in SM Company Parameters) is set up with a Default Country of AU or CA in HQ Company Setup.