AP Transaction Entry Form

Use the AP Transaction Entry form to enter payable invoices or edit existing invoices, regardless of the form that was used to create the invoice.

In addition to entering invoices directly in this form, you can also edit AP invoices that may have come from any of these forms: AP Recurring Invoices, AP Unapproved Invoices, SL Worksheets, or MS Intercompany Invoices.

Note: The term "transaction" can be used in place of "invoice" because AP processing sometimes requires that an invoice be posted as more than one transaction to be processed appropriately.

Each payable invoice in this form consists of two parts: the header and the lines.

Header information consists of the vendor, invoice number, invoice dates, and the invoice total. Additionally, you can set payment and 1099 information, override the vendor's address, and specify an addenda type.

Invoice lines represent the detail for the invoice and each invoice must have at least one line.

For each line, you must choose the type from among these options:
  • Job
  • Inventor
  • Expense
  • Equipment
  • EM Work Order
  • Purchase Order
  • Subcontract
  • SM Work Order
The line types determine what information must be entered to appropriately expense that type of invoice and post it to the related module.

Attachments

You can use the Attachments feature to add relevant documents to an invoice header or individual invoice lines (such as including a copy of the vendor's invoice). Attachments remain with the invoice/invoice lines through posting and can be viewed on certain reports (such as the AP Vendor Drilldown or GL Trial Balance reports). For information about attaching documents to a record, see Attach Documents to Data Records.

If you are using Viewpoint ePayments to submit vendor payments, you must be set up for uploading invoice attachments to Viewpoint ePayments in order to include them with their associated invoices. This is done in AP Company Parameters (Payment Services tab) by specifying a Client ID and Client Secret (provided by Nvoicepay) and selecting the Upload Invoice Attachments to Viewpoint ePayments? check box.

Once you have set up the AP Company options, each time you process a batch, if attachments exist for an invoice, the system adds those attachments to a "queue" and then uploads them to Nvoicepay after the batch processing step completes successfully. Then, when you export and upload invoices in AP Viewpoint ePayments Export, the attachments are linked to the payments on Nvoicepay's website.

PO/SL Invoice Lines

If you are entering PO or SL detail lines, the system enables the Other Info tab which displays additional information about the purchase order/item or subcontract/item that you referenced. For purchase orders, the additional information includes the current, received, backordered, invoiced, and remaining units and costs. For subcontracts, additional information includes the original, current, invoiced, and remaining units and costs.

Additionally, when you enter a PO line, notes associated with the purchase order will display on the PO Notes tab. PO line item notes display in the Item Notes field and PO header notes display in the PO Notes field. Double-click either field to open the Grid Notes window; however, you cannot edit either field here. The PO Notes tab only displays if you have installed the PO module.

SM Work Order Lines

Detail lines assigned a type of 8-SM Work Order generate work completed miscellaneous lines in SM Work Orders (Work Completed tab) once the batch is posted. The units, unit cost, and gross values for the detail line will become the cost values (quantity, rate, and/or actual cost) for the work completed line.

  • If you specify a job-related work order and the job associated with the work order has been soft or hard-closed, you can save the record if you allow posting to closed jobs (that is, the Allow Posting to Hard-Closed Jobs and/or Allow Posting to Soft-Closed Jobs check boxes are selected in the JC Company Parameters form). If you do not allow posting to soft or hard-closed jobs, a message displays indicating the job is closed and you will be unable to save the record.
  • Work order scopes referenced on a detail line must be assigned a call type, rate template, and/or phase (if a job work order) in the SM Work Orders form. If you enter a scope that is missing one or more of these values, the system displays a message informing you that the information is missing. You will be unable to save the record until the specified information is entered for the work order scope in the SM Work Orders form.
  • If you specify a work order scope that is closed, 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.

Subcontract Lines

If the invoice was generated from a subcontract claim, many of the fields are disabled. If you need to change the generated invoice, you need to delete the invoice using this form and then change the claim using the SL Subcontract Claims form. For more information on subcontract claims, see Process Subcontract Claims.

Field Tickets

Field tickets enable you to link labor, material, and equipment costs related to specific work activity on a job, and facilitate owner billing. When you add job-related lines to an invoice, you can assign each line to a field ticket associated with the contract for the specified job. You can assign multiple invoice lines to a single field ticket, as long as the ticket is open (that is, it has a status of Open). Once the status for a field ticket is set to Closed, Approved, Rejected, or Billed, you can no longer post costs to that ticket.

For PO lines (initialized or manually added), this field is display only and only populates if you assigned a field ticket to the PO item (in PO Purchase Order Entry).

Note: Costs associated with approved field tickets only impact T&M billings; therefore, assigning field tickets to invoice lines for a job is only useful if the job's contract/contract item has a bill type of T&M or Both.

For more information about field tickets, see JC Field Ticket Form.