Enter the existing sequence to work on, or enter 'N', 'New' or '+' to add a new sequence. The system assigns the next available sequence number. Use F4 to look up existing transactions for the month.

Display only, the transaction number assigned to each transaction once posted in AP Batch Process.

Enter the vendor that applies to this transaction. If you do not know the vendor number, you can enter alpha characters, which will be matched to the vendor sort name for the first closest match. Alternately, use F4 to view all available vendors.

AP Reference field on the AP Transaction Entry form header

Enter the invoice number for this transaction, up to 15 characters.

Enter a description of this transaction, up to 30 characters. This description prints on the check stub, as well as on certain reports.

Required field.

Enter the invoice date. Once you enter the date, the system automatically defaults the date in the Due Date field.

Initially defaults a discount date based on the payment terms assigned to the specified vendor in AP Vendors; may be overridden.

Initially defaults a due date based on the payment terms assigned to the specified vendor in AP Vendors. If you have not specified payment terms for the vendor, the field defaults to the invoice date.

Enter the total amount of this invoice. If the Require Invoice Total to Equal Sum of all Lines option in AP Company Parameters is checked, this amount is compared to the total of all invoice lines, and if amounts do not match, a warning is displayed. Amounts must match before you can add or edit another transaction.

The Hold Code field in the AP Transaction Entry form, Payment/1099 InfoPayment Overrides tab

Entry in this field is not required. However, if entry is made, must be valid.

Specify the hold code (from HQ Hold Codes) for this transaction, if applicable. Hold codes prevent the invoice from being paid until the hold code is released. The hold code entered here is in addition to any hold code automatically placed on the transaction (or any portion of the transaction) because of retainage or a vendor hold.

Defaults from the pay control code from the Pay Control field on AP Vendors.

Enter the pay control code for this transaction.

The pay control code is used to group invoices together for payment. For example, you could code all loan payments with the same control code. Then, when initializing the payment batch, you can select all invoices with that pay control code. For subcontract invoices, you might use the owner’s application number to facilitate the “pay when paid” process (the SL Worksheet updates this field for that purpose).

Specify the payment method for this invoice. Payment methods include:

• N-Viewpoint ePayments

• C–Check

• E–EFT

• S-Credit Service

This field's default value comes from the Pay Method field in the AP Vendors form (Payment Method tab) for the selected vendor.

Enter the CM Account for paying this transaction. The entry must be a valid account set up in CM Accounts.

This field defaults depending on where you generate the transaction from:

• If you are entering the transaction directly into AP Transaction Entry, this field initially defaults from the CM Account field in the AP Vendors form (Info tab). If the CM Account field in the AP Vendors form is blank, the system uses the number from the CM Account # field in the AP Company Parameters (Subledgers tab).

• If you are creating transactions from PR (that is, using the PR AP Update form), and you enter an account number in the CM Account Override field, this field defaults that account number. If you leave the CM Account Override field blank, the system defaults the number from the CM Account field in the AP Vendors form. If that field is blank, the system uses the number from the CM Account # field in the AP Company Parameters form.

• If you are updating AP from SL (that is, using the SL Update to AP form, accessed from SL Worksheet), this field defaults the account number from the CM Account field in SL Worksheet. If that field is blank, the system defaults the number from the CM Account field in the AP Vendors form. If that field is blank, the system uses the number from the CM Account# field in the AP Company Parameters form.

• If you are paying this vendor by credit card, this field will default from the CM Acct field in the AP Company Parameters form (Payment Services tab).

Check this box if this transaction is to be paid separately. When payments are initialized (in AP Payment Posting), a separate payment generates for this transaction.

Do not check this box if this transaction is not to be paid separately. When payments are initialized, this transaction will be grouped together with other transactions having the same vendor on a single invoice.

Check this box if this transaction has already been paid.

Do not check this box if payment has not been made on this transaction.

If this transaction has already been paid, enter the check number on which it was paid. The number must be a whole number; up to 10 digits (may include leading zeros).

If prepaid, enter the payment date for this transaction. This date must match the payment batch month for processing prepaid transactions (AP Prepaid Process).

This field automatically defaults to the month indicated by the Paid Date (previous field). Accept the default, or enter the month in which this transaction was paid. If you override the default, the system displays a warning, although you will be allowed to continue. The month indicated here is the month in which the payment will be posted. In other words, this month must match the month in which the prepaid is processed in AP Prepaid Process.

This field initially defaults based on the vendor’s setup (AP Vendors).

Check this box if this invoice’s amounts are to be included in the specified vendor’s 1099 totals.

Do not check this box if this invoice’s amounts are not to be included in the specified vendor’s 1099 totals.

Click for the Australian field definition: Include in Payments Reporting.

Click here for the Canadian field definition: Include in T5018 Totals.

This field defaults to the 1099 type specified for this vendor (in AP Vendors); may be overridden.

If 1099 amounts are to be included when printing 1099s or creating 1099 electronic files (AP 1099 Processing), you must specify a 1099 type of “MISC” (Miscellaneous Income), “INT” (Interest Income), or “DIV” (Dividends/Distributions).

Canadian users

See Type for the Canadian field definition.

Defaults initially based on the vendor’s setup (AP Vendors).

Press F4 to select from a list of valid boxes on the 1099 form that will be used to accumulate and print 1099 amounts.

Specify the payment address sequence to use for this transaction. Must be a valid address sequence defined for the vendor in AP Additional Addresses, and must be an address sequence flagged as 'Payment' or 'Both'.

Check this box if you want to override the name and/or address specified for this vendor in the AP Vendors. Use of this option will allow for a single vendor number to be used for all one-time purchases from various vendors. The override name and address will be used on all checks, and will be stored with the transaction for check history. When invoices are pulled for payment, separate sequences–and therefore separate checks–are printed for each transaction in the batch where the override box has been checked.

Do not check this box if you do not want to override the payment address for this vendor.

If you check the Override Payment Address box, the system enables the following fields and you may enter an override address.

• Name - Enter an override name here, up to 60 characters. Overriding the name will allow the system to use a single vendor for one-time purchases from various vendors. If you do not enter anything here, the name defaults from AP Vendors ( Name field, Payment Address section) when you save the record.

• Add'l Info - Enter override information, up to 60 characters. Information that you enter here is included when printing checks for this vendor (e.g., Attention line, Garnishment Case #, etc.). If you do not enter anything here, the name defaults from AP Vendors ( Add'l Info field, Payment Address section) when you save the record.

• Address - Enter an override address here, up to 60 characters. If you do not enter anything here, the name defaults from AP Vendors ( Address field, Payment Address section) when you save the record.

• City - Enter an override city here up to 30 characters. If you do not enter anything here, the name defaults from AP Vendors ( City field, Payment Address section) when you save the record.

• State - Enter an override state. The state must be valid as defined in HQ States. The system validates the state based on the Default Country field in HQ Company Setup for the active company. If it is not valid, an error will display but the system will allow entry. At that point, you must enter a valid country for this state in the Country field.

If you do not enter anything here, the name defaults from AP Vendors ( State field, Payment Address section) when you save the record.

• Zip Code - ( Postal Code ) Enter an override zip code, up to 12 characters. If you do not enter anything here, the zip code defaults from AP Vendors ( Zip Code field, Payment Address section) when you save the record.

• Country - Enter an override country, up to 2 characters. You must enter a country in this field when the address exists outside the Default Country specified in HQ Company Parameters for the active company. The country must be valid for the specified state (e.g., state, province, territory) as defined in HQ States.

Addenda field in the AP Transaction Entry form, Addenda Info tab

If EFT is the pay method on the Payment Overrides tab, you can include tax payments, child support, and invoice detail with the payment of this invoice. Based on the addenda type you select from this field, additional fields display to enter related information. This field initially defaults from the Addenda Type field in AP Vendors, if one is indicated for the vendor.

• 1-Tax Payment - Select this option if you want to include Federal tax payments with your EFT payments. When you select this option, the following fields display on the form: Form Code, Pd End Date, Amt Type, Amount, Amt Type 2, Amount 2, Amt Type 3, and Amount 3. The Amt Type fields identify the type of tax and you will enter the tax amount for that type in the Amount fields. The information in these fields depends on the form code and whether the fields represent subcategories defined for that form. For example, if you are using the Employer’s Quarterly Tax Return (Form Code 94105), the Amount Type and Amount fields are used to indicate the Social Security, Medicare, and Federal withholding amounts. Refer to your “EFTPS Payment Instruction Booklet” for more detailed information about individual field requirements. Information entered here is included when creating Federal tax invoices in PR AP Update.

AP Vendors

PR AP Update

PR Employee Dedns/Liabs

Used only if Addenda Type is “Tax Payment”.

Specify the ACH Credit Tax Form Code Number (from the EFTPS Payment Instruction Booklet) for this transaction. Up to 10 characters allowed. If you are using the “Automatic Update to Accounts Payable” option for the deduction/liability code (in PR Deductions/Liabilities), the form code automatically defaults based on the option selected in the Federal Type drop-down for the deduction/liability code as follows:

• If set to 1–Withholding , defaults form code 94105

• If set to 2–FUTA, defaults form code 941052

• If set to 3–Soc Sec, defaults form code 941053

• If set to 4–Medicare, defaults form code 941054

• If set to null (blank), assumes 1–Withholding and defaults form code 94105

Used only if Addenda Type is “Tax Payment”.

Enter the tax period ending date in MMDDYY format. This will be the tax period ending date for the IRS Return for which the liability is being paid, not the payment date.

If you are using the “Automatic Update to Accounts Payable” option for the withholding deduction/liability code (PR Deductions/Liabilities), the period end date automatically defaults from Payroll.

Used only if Addenda Type is “Tax Payment”.

Specify the Amount Type (Tax Information ID Number). This will be the Subcategory or IRS Number from the EFTPS Payment Instruction Booklet. If none, enter the Form Code specified above.

For example, if you are using Form Code "94105” (Employer’s Quarterly Tax Return – Forms 941), there are three Subcategories: Social Security=1, Medicare=2, and Withheld=3. Social Security would be the first subcategory, therefore, you would enter “1” in this field.

Used only if Addenda Type is “Tax Payment”.

Enter the tax amount. If a Subcategory/IRS number was entered in the previous field, this amount will be the tax amount for the subcategory (Amount Type) specified above. For example, if using Form Code “94105”, where Amount Type is “1” (Social Security), this will be the Social Security tax amount.

Used only if Addenda Type is “Tax Payment” and Subcategories are being used.

Specify the Amount Type (Tax Information ID Number). This will be the Subcategory or IRS Number from the EFTPS Payment Instruction Booklet. Using the previous example, where the Form Code is “94105” and the subcategories are Social Security=1, Medicare=2, and Withheld=3, you would enter “2” here.

Used only if Addenda Type is “Tax Payment” and Subcategories are being used.

Enter the tax amount. If a Subcategory/IRS number was entered in the previous field, this amount will be the tax amount for the subcategory (Amount Type 2) specified above. For example, if using Form Code “94105”, where Amount Type is “2” (Medicare), this will be the Medicare tax amount.

Used only if Addenda Type is “Tax Payment”, and Subcategories are being used.

Specify the Amount Type (Tax Information ID Number). This will be the Subcategory or IRS Number from the EFTPS Payment Instruction Booklet. Using the previous examples, where the Form Code is “94105” and the subcategories are Social Security=1, Medicare=2, and Withheld=3, you would enter “3” here.

Used only if Addenda Type is “Tax Payment”.

Enter the tax amount. If a Subcategory/IRS number was entered in the previous field, this amount will be the tax amount for the subcategory (Amount Type 3) specified above. For example, if using Form Code “94105”, where Amount Type is “3” (Withheld), this will be the Federal Withholding tax amount.

Used only if Addenda Type is “Child Support”.

Enter the PR company of the employee paying the child support. If the deduction code for this transaction has been flagged to auto update AP (i.e. the “Automatic Update to Accounts Payable” option in PR Deductions/Liabilities), this field will default from Payroll.

Used only if Addenda Type is “Child Support”.

Specify the employee paying the child support. If the deduction code for this transaction has been flagged to auto update AP (i.e. the “Automatic Update to Accounts Payable” option in PR Deductions/Liabilities), this field will default from Payroll.

Used only if Addenda Type is “Child Support”.

Enter the deduction code for child support. If the deduction code for this transaction has been flagged to auto update AP (i.e. the “Automatic Update to Accounts Payable” option in PR Deductions/Liabilities), this field will default from Payroll.

Enter a number (0-32,767) for this invoice line, or ‘N’, ‘New’, or '+' for the next available number.

Select the line type. The screen will display additional fields related to the line type.

• 1-Job- Use for expenses related to a JC job.

• 2-Inv- Use for expenses related to an Inventory location.

• 3-Exp- Use for miscellaneous expenses.

• 4-Equip- Use for expenses related to equipment usage.

• 5-EM Work Order- Use for expenses related to an EM work order.

• 6-PO- Use for expenses related to a purchase order.

• 7-SL- Use for expenses related to a subcontract.

• 8-SM Work Order- Use for miscellaneous expenses related to an SM work order.

  Note:

  Entries of this type will generate a work completed miscellaneous line in the Work Completed grid of SM vWork Orders.

  Note:

  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 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. However, to ensure proper implementation of this functionality, the SM company's AR company (defined in SM Company Parameters) must be set up with a Default Country of AU or CA in HQ Company Setup.

• For 4-Equip and 5-EM Work Order lines, if you checked the Display last used date for parts in AP/PO/EM box in EM Company Parameters, the Last Used Date of Part field displays in the header area of this form.

• For 6-PO and 7-SL lines, additional display fields appear on the Other Info tab.

Specify the Job Cost company in which job/phase/cost type information for this invoice item will be validated, and to which the job expense will be posted.

Specify the job to be charged for this invoice item.

• If you enter a soft- or hard-closed job, the status displays in red to the right of the Line field. The system will only save the record if you allow posting to soft or hard-closed jobs (flags in JC Company Parameters).

• The update to AP from SL Worksheet creates invoice items for subcontracts posted to soft- or hard-closed jobs, regardless of whether you allow posting to closed jobs. However, if you do not allow posting to closed jobs, you will be unable to post the batch.

Specify the phase to which this invoice item applies.

Specify the Job Cost cost type for this invoice item.

The Ticket field on the AP Transaction Entry form, Lines section, Info tab.

This field only displays for 1-Job lines and job-related 6-PO lines that reference a field ticket.

For Job lines: Enter the field ticket number for this invoice line or press F4 to select from a list of valid open field tickets for the specified job/contract.

Once you post the invoice, the system updates the Cost Detail tab in JC Field Ticket with this line's transaction information, showing a Source of AP Entry.

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

This field is optional, unless posting an Inventory type transaction. Not applicable to SL type transactions.

Enter the material to which this invoice item applies.

If this is a Job, Expense, Equipment, or Work Order item, you can enter any material, valid or non-valid. If the material is a valid HQ material, the description, unit of measure, and unit cost will default from HQ Materials. If a non-valid material, description defaults as 'Not in Material File', and UM defaults as LS. Unit cost defaults as 0.00 and is disabled.

If this is an Inventory item, you must enter a valid stocked material (as defined in HQ Materials), and the material must be set up for the specified location in IN Materials. The unit cost will default from IN Location Materials.

If a PO item, material defaults from PO and field is disabled. Material description, UM, and unit cost default from PO item.

Entry in this field is not required. However, if entry is made, it must be valid.

Specify the Inventory company in which material/location information for this invoice item will be validated, and to which inventory item will be posted.

Specify the Inventory location for which this material was purchased. Location must be set up in IN Location Setup, and material must be assigned to this location in IN Materials.

Specify the EM company in which equipment information for this invoice item will be validated, and to which the equipment expense will be posted.

Specify the equipment (from EM Equipment Master) to which this invoice item applies.

If this is a Work Order line, this field is display only, and will default the equipment assigned to this work order.

Specify the component type (from EM Component Types) for the equipment, if applicable.

If this is a Work Order line, this field is display only, and will default the component type assigned to this work order, if applicable.

If you entered a component type in the previous field, this field will default the first component of this type for the indicated equipment (as defined in EM Equipment). May be overridden, but must be a valid component for this equipment.

If this is a Work Order line, this field is display only, and will default the component assigned to this work order, if applicable.

Specify the cost code (as defined in EM Cost Codes) to which this invoice item applies.

If this is an Equipment line, and you entered a component for this equipment (previous field), this field defaults the cost code assigned to the component’s type in EM Component Types. May be overridden.

If this is a Work Order line, this field will default the cost code assigned to the specified work order item (in EM Work Order Edit). Cost code may only be changed if the Allow Cost Code Changes option (for Work Orders) in EM Company Parameters is checked. Otherwise, this field is display only.

Specify the equipment cost type (as defined in EM Cost Types) to which this invoice item applies.

Enter the work order (as set up in EM Work Orders) to which this invoice item applies.

Indicate the work order item to which this invoice item applies. Once you have entered the item number, the Equipment, Component Type and Component (if applicable), and Cost Code assigned to this work order item are displayed to the right of this field. The Equipment, Component Type, and Component cannot be changed.

Enter the purchase order that this invoice item applies to or press F4 to select it from a list.

• The vendor assigned to the specified purchase order must be the same as the vendor specified in the transaction header.
• If the Check Compliance On Transaction Entry, Warning Only box is checked for Purchase Orders in AP Company Parameters and the purchase order is out of compliance, you will receive a warning at this point stating that the “Purchase order is not in compliance”.
• If the purchase order is related to an SM work order, the associated SM Co, SM Work Order, and Scope display below the PO Item# and PO Item Line fields. If the PO is for a job-related SM work order, the system will also display the JC phase and cost type assigned to the PO item.

If you initialized the purchase order via the AP Purchase Order Initialize form (accessed by selecting File > Initialize from PO from the Line # field), the system automatically populates the PO, PO Item, and PO Item Line fields with the appropriate values. If you initialized by Receiver #, the system also populates the Rec # field with the specified receiver number. The Rec # field is display only and therefore, cannot be edited.

Enter the purchase order number for this invoice item. Additional fields will display based on the type of purchase order item (e.g. if a job line, screen will display the JC Co, Job, Phase, and CT). Some fields may be grayed out; these cannot be changed.

If you initialized the purchase order via the AP Purchase Order Initialize form (accessed by selecting File > Initialize from PO from the Line # field), the system automatically populates the PO, PO Item, and PO Item Line fields with the appropriate values. If you initialized by Receiver #, the system also populates the Rec # field with the specified receiver number (which is assigned to the PO when you receive it in PO Receipts Entry). The Rec # field is display only and therefore, cannot be edited.

If you distributed the PO item to multiple lines, enter the applicable line number. Press F4 to see a list of valid line numbers. If you have not distributed the PO item to multiple lines, this field will default automatically to 1 and the system will not allow you to change the number.

If you have not already distributed the PO item to multiple lines, and want to, press F5 from this field to access the PO Item Distribution form. Use that form to distribute the item among multiple lines. You can also select Open PO Item Distribution from the Tasks drop-down on the toolbar. When you save your changes, and exit the PO Item Distribution form, the PO line on this form refreshes to display the updated data. For more information, see PO Item Distribution.

If you initialized the purchase order via the AP Purchase Order Initialize form (accessed by selecting File > Initialize from PO from the Line # field), the system automatically populates the PO, PO Item, and PO Item Line fields with the appropriate values. If you initialized by Receiver #, the system also populates the Rec # field with the specified receiver number. The Rec # field is display only and therefore, cannot be edited.

Enter the subcontract (as set up in SL Entry) to which this invoice item applies.

Also, if the “Check Compliance On Transaction Entry, Warning Only” option for Subcontracts in AP Company Parameters is checked, and the subcontract is out of compliance, you will receive a warning at this point stating that the “Subcontract is not in compliance”.

Enter the subcontract item to which this invoice item applies. The item’s assigned job, phase, and cost type (as set up in SL) and the job/phase/cost type’s U/M (as set up in JC) are displayed. These fields cannot be changed.

This field is disabled for PO lines associated with an SM work order.

Required.

Enter the SM company to which this invoice line applies. This will be the SM company in which the SM work order was set up. Press F4 for a list of valid SM companies.

This field is disabled for PO lines associated with an SM work order.

Required.

Enter the SM work order to which this invoice line applies. Press F4 for a list of valid work orders for the specified SM company.

This field is disabled for PO lines associated with an SM work order.

Required.

Enter the work order scope to which this invoice line applies. Press F4 for a list of valid scopes for the specified work order.

• If you enter a scope that is closed, a warning displays and you will be unable to save the record. You must either reopen the scope in SM Work Orders or select an open scope.

• If the transaction line is in an open batch and the scope is closed prior to processing the batch, you will be unable to post the batch until you either reopen the scope or change to an open scope.

For job-related work orders:

• If 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 (i.e. the Allow Posting to Hard-Closed Jobs and/or Allow Posting to Soft-Closed Jobs boxes are checked in JC Company Parameters). 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.

• If the work order has a Cost Method of Markup and you specify a scope that does not a rate template assigned, you will be able to save the line; however, you will unable to post the batch until you assign a rate template to the scope.

• If the work order scope is not assigned a phase, a message displays indicating a phase is needed, but the system will allow you to save the record. However, you will be required to assign a phase to the work order scope before posting the invoice in AP Unapproved Invoice Posting.

This field only displays when the line Type is 8-SM Work Order.

Enter the SM cost type that applies to this invoice line. Press F4 for a list of valid SM cost types.

This field is only displayed and enabled if the line Type is 8-SM Work Order and the SM work order is for a job.

Enter the JC cost type (from JC Cost Types) for this invoice line. Initially defaults as follows:

• If you entered an SM cost type for the line, defaults the JC cost type assigned to the SM cost type (in SM Cost Types). Default may be overridden.

• If you did not enter an SM cost type or if you entered an SM cost type, but no JC cost type is assigned to the SM cost type, defaults as blank and must be entered manually.

The system will use this cost type, in conjunction with the phase specified for the work order sequence, to post the costs to Job Cost (via the JC Cost Detail table).

Locked Phases vs. Non-Locked Phases

If the Phases on this job are locked box is checked for the job in JC Jobs, the cost type specified here must be set up for the job/phase in JC Job Phases. If it is not, you will receive a warning and be unable to save the line until you specify a valid job/phase cost type.

If the Phases on this job are locked box is not checked in JC Jobs, you can use any cost type defined for the phase in JC Job Phases or JC Phases. If the cost type is not set up for the phase, you will receive a warning and be unable to save the line until you specify a valid phase cost type.

Enter the description of this invoice item, up to 30 characters. Initially defaults the header description, but may change depending on the line type entered.

• Job – If you checked the Default Header Description to Lines on Job Type box in AP Company Parameters, the header description will be used as the line description. If you did not check this option, the phase description will default as the line description.

• Inventory – Defaults the material description.

• Expense – Defaults the header description.

• Equipment, EM Work Order – If you checked the Default header description to lines on equipment typebox in AP Company Parameters, this field defaults the header description. If you did not check this option, this field defaults the cost code description.

• PO & SL – Defaults the PO item description or SL item description, respectively.

• SM Work Order - Defaults the header description.

If you specify a material for the line, the description defaults as follows:

• Job, Inventory, Expense, or SM Work Order – Defaults the material description from HQMT (HQ Materials). If an non-valid material is entered (does not apply to Inventory lines), the description will default as 'Not in material file'.

• Equipment or Work Order – Defaults the material description from EMEP (Equipment Parts), HQMT (HQ Materials), or POVM (PO Vendor Materials). If a work order may also default from EMWP (Work Order Parts). If the material exists in more than one table, it will use the description from the first table in which the material is located. For example, if the material exists in both Equipment Parts and Vendor Parts, but you select the material from Vendor Parts in the F4 lookup, it will return the description from Equipment Parts because EMEP is checked before POVM.

This field is enabled for 3-Expense lines only.

Specify the GL company for this invoice item. Initially defaults the GL company specified in AP Company Parameters.

For all other line types, this field defaults the GL company specified for the line type company (e.g. if a Job line, defaults the GL Co defined for the JC company).

Enter a valid unit of measure for this invoice item. Initially defaults as follows.

If a material is entered:

• Job, Inventory, Expense, and SM Work Order Lines - If you entered a valid HQ material, the field defaults the purchase unit of measure. You can override this default, but it must be a valid unit of measure for that material.

  If overrides exist for the specified material/vendor in PO Vendor Materials (POVM), defaults the vendor material UM matching the Purchase UM in HQ Material; if no match is found, it will default the lowest UM for the vendor/material group/material.

• Equipment Lines - If the selected material exists in EMEP (Equipment Parts) for the equipment, UM will default from EMEP if it matches the HQMT Purchase UM; otherwise, default will be the HQMT Purchase UM.

  If you selected a vendor material that does not also exist in EMEP, defaults the vendor material UM if it matches the HQMT Purchase UM; otherwise, defaults the lowest UM (in POVM) for the vendor/material group/material.

  If material does not exist in EMEP or POVM, defaults the HQMT Purchase UM.

• EM Work Order Lines - If the selected material exists in EMWP (Work Order Parts) for the work order, UM will default from EMWP, regardless of whether it matches the HQMT Purchase UM.

  If you select a material from EMEP (Equipment Parts) that does not also exist in EMWP for the work order, UM will default from EMEP if matches the HQMT Purchase UM; otherwise, default will be the HQMT Purchase UM.

  If you select a vendor material that does not also exist in EMWP and/or EMEP for the work order, defaults the vendor material UM if it matches the HQMT Purchase UM; otherwise, defaults the lowest UM (in POVM) for the vendor/material group/material.

  If material does not exist in EMWP, EMEP, or POVM, defaults the HQMT Purchase UM.

• PO and SL Lines - Defaults the unit of measure specified for the PO or SL item. This default cannot be overridden.

If no material is entered:

• Job - If the Default JC Job Phase UM on job lines box is checked in AP Company Parameters, this field will default the UM from the CT specified for invoice line (as defined in JC Job Phases). If the Default JC Job Phase UM on job lines box is not checked, this field defaults LS as the unit of measure.

• Expense, Equip, EM Work Order, and SM Work Order - Defaults as LS.

Indicate the number of units for this invoice item.

If this is a purchase order line, the invoiced units will be checked to see if they exceed the PO's received units. If they do, a warning displays. If the Allow Invoice to Exceed Received box is checked (in AP Company Parameters), the entry will be allowed and the batch can be posted. However, if the option is unchecked, you will be unable to save the line until the invoiced units are corrected.

Indicate the cost per unit for this invoice item. If you skip this field and enter the Gross amount, the unit cost will be calculated for you. This field initially defaults as follows:

• For Job, Exp, Equip, EM Work Order, and SM Work Order lines, this field defaults as 0.00 unless a material is specified. In which case, the unit cost defaults from HQ Materials.

Specify which quantity the unit cost represents:

E - Cost is per each unit.

C - Cost is per 100 units.

M - Cost is per 1000 units.

(Click here for the field definition for Australian or Canadian users.)

Specify the total amount for this invoice item, or accept the default. If unit of measure is other than LS (lump sum), changes to the Gross amount will cause the unit cost to be recalculated.

Purchase Order Lines

If you enter a Gross amount and the item's units are 0.00 and the UM is not LS, you will receive a warning that 'entering gross amount without units could cause problems, and that for Job Type items, it will cause committed costs to be improperly updated'. However, entry is allowed.

In addition, the invoiced amount for each item is checked to see if it exceeds the current total cost of the PO item and/or PO. If it does, a warning is displayed, but the entry is accepted. However, if the Allow Transactions to Exceed Item's Current Total Cost and/or Allow Transactions to Exceed PO's Current Total Cost boxes are unchecked in AP Company Parameters, you will be unable to post the batch until the invoiced amounts are corrected.

The invoiced amount will also be checked to see if it exceeds the PO's received amount. If it does, a warning is displayed. If the Allow Invoiced to Exceed Received box is checked in AP Company Parameters, the entry will be allowed. However, if unchecked, you will be unable to save the line until the invoiced amount is corrected.

Subcontract Lines

The invoiced amount for each item will be checked to see if it exceeds the current total cost of the subcontract item or subcontract. If it does, a warning is displayed. If the Allow Transactions to Exceed Current Total Cost box is checked in AP Company Parameters, the amount will be allowed. Another check will be done at the header level once all items have been entered and accepted. If the total of all items exceeds the total remaining amount available on the subcontract, another warning is displayed. Total amount will be allowed if the “Allow transactions…” flag is checked. This verification allows for the condition of a deduct item (subcontracts) not invoiced, which could then result in an overpayment.

SM Work Order Lines

This amount will be sent to the specified SM work order as "actual cost". If you also entered taxes and a miscellaneous amount (with Included box checked) for the line, those amounts will be included in the actual cost sent to SM.

Use this field to enter freight or other miscellaneous charges. If you check the Included box (to the right of this field), the amount entered here will be included in this line’s total. However, this amount is not included when taxes, discounts, or retainage are calculated for this line. This amount will also be excluded:

• when checking the item's invoiced amount against the current total cost of the PO/PO Item or SL/SL Item.

• from the total committed cost in APJC (AP JC Distributions) for standing PO's where the unit of measure is LS and the PO is not flagged for receiving.

• when updating the Received Cost and Invoiced Cost amounts in POIT (PO Items).

• when updating the Invoiced Cost amount in SLIT (SL Items).

For SM Work Orders, if this is a PO line (type 6-PO) and the specified PO is associated with an SM Work Order, this amount will be included in the actual cost updated to the work completed purchase line (in SM Work Orders, Work Completed tab).

If this is an SM Work Order line (type 8-SM Work Order), this amount will be included in the actual cost updated to the work completed miscellaneous line.

Check this box to include the Misc Amt (left) in this line's total amount. The Misc Amt is not included when calculating tax, discount, or retainage amounts for this line.

Leave this box unchecked to exclude the Misc Amt from this line's total amount. For all lines except for Inventory, the miscellaneous amount will also not be charged to Job Cost, Equipment, General Ledger, or SM work orders. It will be a memo entry only, and will only be useful if writing reports to pull this miscellaneous amount.

Inventory Lines

Although any line type may include or exclude a Misc Amt, its primary purpose is for inventory purchase lines. If using the option for burdened unit cost (flag in IN Company Parameters), the Misc amount will be handled as follows:

• If this box is checked, the Misc Amt is included in the invoice total, the Inventory and AP accounts are debited/credited with the total amount, and the total (including the Misc Amt) will be included in the unit cost for the Inventory location.

• If this box is not checked, the Misc Amt is excluded from the invoice total, but is included in the unit cost for the IN location. The Inventory account is debited with the total amount (including the Misc Amt), the AP account is credited with the gross amount (total less the Misc Amt), and the Misc Amt is credited to the location's Miscellaneous Expense account. When posting the freight vendor's invoice for the Misc Amt, the entry should be posted to offset the Miscellaneous Expense amount.

This box defaults from the Subject to On-Cost box in AP Vendors.

If you specified a cost type in AP Vendors for generating on-cost invoices (JC Cost Type field), you must enter that cost type in the CT field for this invoice line, or the system will uncheck this box; however you may re-check this box, if necessary.

Check this box if the invoice for this vendor is subject to on-cost.

Specify the percentage at which retainage is calculated for this item, or accept the default.

If a Ret% was entered, this field defaults an amount based on the percentage specified and the invoice line’s gross amount. Accept the default, or enter the retainage amount. If you change the default amount, the retainage percentage is recalculated.

• A line’s retainage amount cannot exceed the line’s gross amount. If this occurs, a warning displays, and the amount must be corrected before the line can be saved).

• Retainage is not calculated on Tax or Misc amounts. Additionally, the retainage portion of the invoice line is automatically placed on hold using the Retainage hold code specified in AP Company Parameters.

Specify the percentage at which discounts for this invoice item will be calculated, or accept the default. Discount rate initially defaults from the Vendor’s payment terms (specified in invoice header). If the line’s type is PO or SL, the discount rate defaults from the payment terms specified for the purchase order or subcontract.

If a Disc % was entered, this field defaults an amount based on the percentage specified and the invoice line’s gross amount (less retainage, if any). Accept the default, or enter the discount amount. If you change the default amount, the discount percentage is recalculated.

If using tax discounts (flag in AP Company Parameters), the discount will be taken by subtracting this amount from the invoice's gross amount to get the tax basis.

Specify the tax type for this item.

• 1-Sales – Tax amounts are payable to the vendor and are added to the invoice total. This tax amount is directly charged to Job Cost, Equipment, and GL.

• 2-Use - Tax amounts are accrued, and will be paid at a later date to the appropriate State or Local taxing authority. Calculated tax amounts do not affect the gross or net balance due to the vendor. Instead, the transaction’s gross amount and tax amount is charged to Job Cost, Equipment, and GL account with an offsetting liability account as defined in HQ Tax Codes. Use the AP Tax Report to obtain an itemization of use tax amounts.

• 3-VAT (Value Added Tax) - This tax is paid on goods and services at each stage of production or distribution, and is based on the value added at each stage. This tax is not directly expensed; it is tracked in the GL and reduces the payment to a taxing authority through an Input Tax Credit (ITC). Use the AP Value Added Tax Report to obtain an itemization of VAT amounts. This is the default tax type for Australian and Canadian companies (where Default Country in HQ Company Setup is AU or CA).

If posting taxes to this item, specify a valid tax code (HQ Tax Codes), or accept the default. Default is based on the following:

• Job Lines — The tax code default is determined by the Base Tax On field in JC Jobs. If set to J-Job, the tax code defaults from JC Jobs. If set to V-Vendor, the tax code defaults from AP Vendors. If set to O-Vendor Override, the tax code defaults from AP Vendors. If a tax code is not specified for the vendor, the tax code will default from JC Jobs. You can override the default as necessary.

• Inventory Lines — Defaults the tax code from IN Locations, unless material is not taxable, in which case, defaults as null.

• Exp, Equip, and EM Work Order Lines – Defaults tax code from AP Vendors.

• SM Work Order Lines – Defaults tax code from one of the following (may override as necessary):

  • Sales tax – from AP Vendors

  • Job work order and use tax – from JC Jobs

  • Customer work order and use tax – from Work Order Site or Center

• SM Work Order Lines – Defaults tax code from one of the following (may override as necessary):

  • Sales tax – from AP Vendors

  • Job work order and use tax – from JC Jobs

  • Customer work order and use tax – from Work Order Site or Center

Committed Costs

If you specified a job (JC, PO, or SL line types) for this line and you post taxes to the line, the system relieves committed costs from the phase/cost type in JC Cost Detail table for the tax amount as follows:

• if phase and cost type overrides exist for the tax code, the system uses the tax code phase and cost type.

• if a phase override exists for the tax code, but a cost type override does not exist, the system uses the tax code phase and the cost type from the PO line.

• if a cost type override exists for the tax code, but a phase override does not exist, the system uses the phase from the PO line and the tax code cost type.

• if phase or cost type overrides do not exist for the tax code, the system uses the phase and cost type specified for the PO item.

Intercompany Transactions

If the tax type is 1-Sales or 3-VAT (Value Added Tax), the tax code defaults based on the Tax Group assigned to the AP Company.

If the tax type is 2-Use, the tax code defaults based on the Tax Group assigned to the 'posted to' company.

Redirect Phase/Cost Type

If this invoice item is for a 1-Job line, a 6-PO line (that is associated with a job or SM job work order), or an 8-SM Work Order line (job-related work order only), and the tax code entered here is assigned a redirect phase and/or cost type (i.e., JC Tax Phase and/or JC Cost Type in HQ Tax Codes), the system will validate the phase and/or cost type based on the Phases on this job are locked checkbox in JC Jobs. Validation will be as follows:

• Phases Locked - If the Phases on this job are locked box is checked and the tax code specifies a redirect phase only, the phase must exist in JC Job Phases for the line's job. If the tax code specifies both a redirect phase and cost type, the phase/cost type combination must exist for the line's job in JC Job Phases. If the tax code specifies a redirect cost type only, the cost type must exist in JC Job Phases for the invoice line's phase (for PO and SM lines associated with a job work order, this will be the scope phase).

• Phases Not Locked - If the Phases on this job are locked box is not checked and the tax code specifies a redirect phase only, the phase must exist in JC Job Phases (for the line's job) or in JC Phases. If the tax code specifies both a redirect phase and cost type, the phase/cost type combination must exist in JC Job Phases or JC Phases. If the tax code specifies a redirect cost type only, the cost type must exist in JC Job Phases or JC Phases for the invoice line's phase (for PO and SM lines associated with a job work order, this will be the scope phase).

If validation determines that the conditions indicated above do not exist, you will need to either use a different tax code or add the phase and/or cost type combination to JC Job Phases or JC Phases (depending on the "locked phases" flag) before you can post the batch.

This field indicates the portion of the gross amount that is taxable. If using tax discounts (flag in AP Company Parameters), the field default is the 'gross amount less discount amount' (if applicable). Otherwise, the default is the invoice's gross amount; may be overridden.

Defaults an amount based on the Tax Rate (defined for tax code in HQ Tax Codes) and the Tax Basis; may be overridden.

• Tax amounts posted to subcontract lines are not included in the invoiced amount updated to SLIT (SL Items). Therefore, if you have set up a subcontract to include sales tax, it is suggested that you post invoices with the tax amount included as part of the gross amount (i.e. not posted separately here). If the subcontract is set up without tax, and sales tax applies, the gross and sales tax amounts should be entered separately on the invoice line.

• When generating work completed miscellaneous lines from AP Transaction Entry, the system posts the tax information to the work completed line based on the work order type, the billable status, and whether the invoice line is material related or non-material. For detailed information, see About Tax Calculations for Work Completed

• Tax amounts posted to a job-related SM Work Order line are included in the total billable amount for the work completed miscellaneous line generated during batch processing (even though the tax code is set to blank for the work completed line); this ensures that the total amount paid to the vendor is charged to the job.

This field displays only if you selected the Using Payable Category check box in AP Company Parameters.

Specify a valid pay category for this line. The pay category specified here, along with the line type (Type field), will determine the default pay type (next input).

Initially defaults a pay category as follows:

• If you have set up a standard or user pay category override in F3 Properties (not recommended), defaults the F3 pay category.

• If no F3 override exists, defaults the pay category specified for the current user in VA User Profile.

• If no override pay category is specified for the user, defaults the pay category defined in AP Company Parameters.

• If no default pay category is defined for the company, default will be null. (In this case, the pay type will default from AP Company Parameters based on the line's type.)

The default may be overridden if you allow overrides to pay type (you selected the Allow Payable Type Override checkbox in AP Company Parameters); otherwise, input is disabled.

Additionally, if the pay category has a discount GL specified (Discount Taken GL Acct field in AP Pay Category), and you have checked the Post Discounts Offered to GL and net amount to subledgers box in the AP Company Parameters form, the system debits the discount to the GL account specified for the original pay category.

For Purchase Order lines, the pay category and pay type always default from the PO item, regardless of whether overrides exist in F3, VA User Profile, or AP Company Parameters. This is true even if you deselect the Using Payable Category checkbox in AP Company Parameters after you have already implemented its use. Although the pay category is not visible, its assignment will remain in effect.

If a pay category and pay type were not specified for the PO item, the pay category and pay type default based on the standard hierarchy (F3, VA User Profile, AP Company Parameters) and the PO item's line type. However, you will be allowed to continue. The month indicated here is the month in which the payment will be posted.

The Pay Type field in AP Transaction Entry, Lines section, Info tab.

Required.

Specify the pay type for this item. If you are using pay categories (flag in AP Company Parameters), defaults the pay from this line's pay category based on the line type. The pay type used for each line type is as follows:

• Job lines - Use the Job pay type

• Inv, Exp, Equip, and EM Work Order lines - Use the Expense pay type

• PO lines - Use the pay type assigned to the PO item.

• SL lines - Use the Subcontract pay type

• SM Work Order lines - Use the SM Work Order pay type

If you allow pay type overrides (flag in AP Company Parameters), you may override the default.

Indicate the supplier (from AP Vendors) for this item, if applicable. Note that if a supplier is entered here, payment will be made with a 2-party check.