Enter the unapproved invoice month. This is generally the expense month, although you can update the transaction to another month when approved and posted.

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.

Change Status button in the AP Unapproved Invoice Entry form header.

Press this button when you have completed your invoice entry and want to release the invoice lines into the review workflow. The status will change from 0 - Not Ready to 1 - Ready and the applicable reviewers will be able to view their lines in the AP Unapproved Invoice Review form.

Until you press the button to indicate the invoice is ready for review, the assigned reviewers cannot view any invoice lines in the AP Unapproved Invoice Review form.

You can click this button to release this invoice into the review workflow if all of the following are true:

• The invoice has at least one line

• Each invoice line has at least one reviewer assigned

• The line total amounts match the header Invoice Total amount (if the Require invoice total to equal sum of all lines check box is selected, AP Company Parameters, Invoice Options tab). Line total is defined as:

  Gross + Misc Amt + Tax Amt (where Tax Type <> 2) - Ret Amt (in CA/AU)

After the invoice is marked as ready, if you make any changes to the invoice that would cause any of the above to become untrue, or if you add any new lines, the system will automatically update the invoice status back to 0 - Not Ready. Once you make the required changes/corrections, you can click the button to mark it as ready for review.

If any reviewers take action on the invoice lines that cause the invoice status to change back to 0 - Not Ready, the system prevents reviewers from seeing the invoice but preserves their review history shown on the Reviewers tab in the footer. If you want to require their review again based on the new changes, delete the history.

Invoice Status column in the AP Unapproved Invoice Entry form header, Grid tab

Change the invoice status to 1 - Ready when you have completed your invoice entry and want to release the invoice lines into the review workflow. The applicable reviewers will be able to view their lines in the AP Unapproved Invoice Review form.

Until you change the status to 1 - Ready, the assigned reviewers cannot view any invoice lines in the AP Unapproved Invoice Review form.

You can select 1 - Ready to release this invoice into the review workflow if all of the following are true:

• The invoice has at least one line

• The line total amounts match the header Invoice Total amount (if the Require invoice total to equal sum of all lines check box is selected, AP Company Parameters, Invoice Options tab). Line total is defined as:

  Gross + Misc Amt + Tax Amt (where Tax Type <> 2) - Ret Amt (in CA/AU)

After the invoice is marked as ready, if you make any changes to the invoice that cause any of the above to become untrue, or if you add any new lines, the system will automatically update the invoice status back to 0 - Not Ready. After you make the required changes/corrections, you can select 1 - Ready to mark it as ready for review.

If any reviewers take action on the invoice lines that cause the invoice status to change back to 0 - Not Ready, the system prevents reviewers from seeing the invoice but preserves their review history shown on the Reviewers tab in the footer. If you want to require their review again based on the new changes, delete the history.

Entry in this field is required.

Enter the vendor (from AP Vendors) for this unapproved invoice. If you do not know the vendor number, enter alpha characters, which will be matched to the vendor sort name for the first closest match. The system displays the resulting vendor number, and the vendor’s name displays to the right.

AP Unapproved Invoice Entry

AP Reference field on the AP Unapproved Invoice Entry form header

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

The Reviewer Group field on the AP Unapproved Invoice Entry form, Info tab of Invoice Header section.

Optional field.

Enter a reviewer group for this invoice if you want all reviewers (group or individual) to be added to each line (current and subsequent).

Reviewer groups (and reviewers) removed from the header Reviewer tab will cause the reviewers and the reviewers in the group to be removed from every line. The system will then check if there are any remaining reasons to justify retaining reviewers on the line and retain them if any are found (job, vendor, etc.).

Press F4 for a list of active reviewer groups. Press F5 to access the HQ Reviewer Group form for reviewer-group management.

All reviewers from the group without an assigned threshold amount display on the Reviewers tab in the header and default from there onto each line. For more information on setting threshold amounts, refer to About Thresholds for Unapproved Invoices.

Entry in this field is not required.

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

Initially defaults to the current date. Accept the default, or enter a new invoice date.

Entry in this field is not required.

Initially defaults a discount date based on the payment terms assigned to the specified vendor in AP Vendors. Accept the default, or enter a new discount date. If you manually enter a new date, the system will display a warning if the date is equal to or greater than the date in the Due Date field.

Entry in this field is not required.

Initially defaults a due date based on the payment terms assigned to the specified vendor in AP Vendors. Accept the default, or enter a new due date.

Entry in this field is not required; however, once the invoice is approved, you will need to assign a due date in order to post the invoice to an AP batch.

Entry in this field is required. However, can be 0.00 amount.

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 Unapproved Invoice Entry form, Payment 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 unapproved invoice, 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.

Enter the pay control code for this unapproved invoice. This field defaults the pay control code from AP Vendors (Pay Control field).

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 “pay when paid” process (the SL Worksheet will update this field for that purpose).

The Pay Method field on the AP Unapproved Invoice Entry form.

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. You can override this field, regardless of the default.

• 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 is generated 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.

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 for the Canadian field definition: Include in T5018 Totals.

Entry in this field is not required.

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

If 1099 amounts are to be included when printing 1099’s 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).

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 the Override Payment Address option is checked, you may enter an override name here (up to 60 characters). If nothing is entered, the name will default from the AP Vendors when the record is saved. Overriding the name will allow a single vendor to be used for one-time purchases from various vendors.

• you enter an override name, a separate check will print for each transaction for the same vendor in the payment batch.

• If you entered a value in the Address Seq# field, the system disables this field and it automatically defaults the vendor specified for the address sequence (Additional Address tab in AP Vendors).

Defaults the additional information specified for this vendor in AP Vendors; may be overridden. Up to 60 characters allowed. Information entered here will be included when printing checks for this vendor (e.g. Attention line, Garnishment Case #, etc.).

If you entered a value in the Address Seq# field, the system disables this field and it automatically defaults the Addl Address specified for the address sequence (Additional Address tab in AP Vendors).

If the Override Payment Address option is checked, you may enter an override address here (up to 60 characters). If nothing is entered, the address will default from the AP Vendors form when the record is saved.

• If you enter an override address, a separate check will print for each transaction for the same vendor in the payment batch.

• If you entered a value in the Address Seq# field, the system disables this field and it automatically defaults the address specified for the address sequence (Additional Address tab in AP Vendors).

• If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

If the Override Payment Address option is checked, you may override the city here (up to 30 characters). If nothing is entered, the city will default from the AP Vendors form when the record is saved.

• If you enter an override city, a separate check will print for each transaction for the same vendor in the payment batch.

• If you entered a value in the Address Seq# field, the system disables this field and it automatically defaults the city specified for the address sequence (Additional Address tab in the AP Vendors form).

• If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

If the Override Payment Address option is checked, you may override the state here. If this field is blank, the state defaults from the AP Vendors when you save the record.

Enter a valid state (as defined in HQ States). The system validates the state based on the Default Country specified in HQ Company Setup for the active company. If not valid, an error displays, but entry is allowed. You must then enter a valid country for this state in the Country field.

• If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

• If you enter an override state, a separate check will print for each transaction for the same vendor in the payment batch.

• If you entered a value in the Address Seq# field, the system disables this field and it automatically defaults the state specified for the address sequence (Additional Address tab in AP Vendors).

If the Override Payment Address option is checked, you may override the zip code here (up to 12 characters). If nothing is entered, the zip code will default from the AP Vendors when the record is saved.

• If you enter an override zip code, a separate check will print for each transaction for the same vendor in the payment batch.

• If you entered a value in the Address Seq# field, the system disables this field and it automatically defaults the zip code specified for the address sequence (Additional Address tab in AP Vendors).

• If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

You may override the country code if you selected the Override Payment Address check box. If this field is blank, the country defaults from the Vendors form when you save the record.

Enter the 2-character country code. Entry in this field is required when the address exists outside the Default Country specified in HQ Company Parameters for the active company. Country must be valid for the specified state (e.g. state, province, territory, etc.) as defined in HQ States.

• If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

• If you enter an override country, a separate check will print for each transaction for the same vendor in the payment batch.

• If you entered a value in the Address Seq# field, the system disables this field and it automatically defaults the country code specified for the address sequence (Additional Address tab in AP Vendors).

The Reviewer field on the Reviewer tab of the AP Unapproved Invoice form, header section.

Enter the reviewer’s initials. Press F4 for a list of active reviewers. Press F5 to access HQ Reviewers for reviewer management.

If you assigned a reviewer group to the invoice header, all reviewer in the group are added to this grid. If there is a reviewer assigned to the vendor, it will also default here.

Enter the sequence number (0-255) for this reviewer.

If you are using a hierarchical method of invoice approval, this sequence number should represent the order in which this reviewer is to review and approve this invoice. For example, if this reviewer must approve this invoice before anyone else, enter the sequence as '1'. Reviewers with sequences greater than '1' (i.e. 2, 3, etc.) will be unable to review and approve this invoice until this reviewer has marked the invoice as approved.

If you are not using a hierarchical method of invoice approval, assign all reviewers a sequence of “1”. This will allow reviewers to review and approve an invoice simultaneously.

If you enter a reviewer group in the Default Reviewer Group field, the approval sequences default from HQ Reviewer Groups and you cannot change them.

The Optional Reviewer check box in the AP Unapproved Invoice Entry form header, Reviewers tab.

When this check box is selected, this reviewer is designated as optional on all applicable lines for this invoice, which allows for one of multiple optional reviewers to approve invoice lines with a given approval sequence. Changing this setting affects the setting on this reviewer for each line.

As long as more than one optional reviewer is assigned to each invoice line's approval sequence, only one reviewer must review and approve in order for the approval process to advance. However, if the only reviewer on an invoice line's approval sequence is an Optional Reviewer, their approval becomes required in order for the approval process to advance.

Setting ALL reviewers on a sequence as optional does not eliminate the approval requirement for that sequence. If an invoice line's approval sequence contains multiple reviewers, the following rules apply to allow the approval process to advance:

• if ALL reviewers on a sequence are set as optional, at least one must approve
• if ALL reviewers on a sequence are set as non-optional (Optional Reviewer check box is not selected), all must approve
• if some reviewers on a sequence are set as non-optional and some as optional, all non-optional must approve

Approve with missing data check box in the AP Unapproved Invoice Entry form header, Reviewers tab.

Select this check box if your review process requires this reviewer to approve all applicable lines for this invoice even though some required data is still missing. This allows the reviewer to approve invoices that lack data, which allows the invoice to progress in the review process. The missing data must still be entered before posting, but can be entered at some time after this reviewer's approval.

The default value comes from the setting for this reviewer in the HQ Reviewer Group form or the HQ Reviewers form.

Changes you make to this check box will update every line of this invoice that the reviewer is assigned to. If instead you want to make changes for specific lines only, make the change on each of those lines.

Memo field in the Header Reviewers tab of the AP Unapproved Invoice Entry form

Use this field to enter miscellaneous notes or information about this invoice/reviewer, up to 255 characters.

If you need more space, double-click on this field to display the Notes window. The Notes window allows up to 8k of space for your notes and information.

To add standard notes (set up in HQ Standard Note), make sure focus is in the Notes box and click the right mouse button. From the shortcut menu, select the Standard Notes option, which brings up the Std Note Copy window. Enter the standard note to copy and click OK to add the note. Note will be appended to the end of existing note text (if applicable).

A spell check can be run for any notes entered in this window. Click the Spelling button in the toolbar () or select the Spelling option from the Tools or shortcut menu.

Entry in this field is required.

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 (includes POs entered in PO Purchase Order Entry and SM Purchase Order Entry).

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

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

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

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

• When you select either 6-PO or 7-SL, additional display fields appear on the Other Info tab.

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

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.

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

Specify the job to be charged for this invoice item.

Once the job is specified, the system checks the JC Jobs to see if a Reviewer has been assigned to the job. If so, and the reviewer has not yet been assigned to the invoice, he/she will be added once the line has been saved.

• 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. Once you approve the invoice, it can be added to an AP invoice batch; however, if you do not allow posting to closed jobs, you will be unable to post the batch.

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

Specify the phase to which this invoice item applies.

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

Specify the Job Cost cost type for this invoice item.

The Ticket field on the AP Unapproved Invoice 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 unapproved 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 (via AP Unapproved Invoice Posting), 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.

Entry in this field is required for 2-Inv line types only.

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.

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

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.

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

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

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

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, if applicable.

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

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.

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

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

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

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

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 defaults the cost code assigned to the specified work order item (in EM Work Order Edit).

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

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

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

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

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

Indicate the work order item to which this invoice item applies. Once you have entered the item number, the Equipment, Comp Type, Component, and Cost Code assigned to this work order item are displayed to the right of this field. The Equipment, Comp Type, and Component fields are disabled and cannot be changed. Cost Code may be overridden.

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

Enter the purchase order (as set up in PO Purchase Order Entry) to which this invoice item applies.

• 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. These fields are display only.

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

Enter the purchase order item for the invoice. 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 disabled; these cannot be changed.

If you have 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.

If you have not already distributed the PO item to multiple lines, and want to, 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.

This field is not required, but if you enter a value it must be valid.

• If you clear this field, the system will display a warning, but will allow you to save. However, when the invoice is viewed in AP Unapproved Invoice Review, that form will display "Missing Information" in red, and you will be unable to post the invoice in AP Unapproved Invoice Posting until you enter a line number here.

• Once you have entered the item number and item line, you can view additional information about the purchase order item by selecting the Other Info tab. This tab displays current totals for the PO item, such as the Current Units, Unit Cost, and Total Cost, and Received, Backordered, Invoiced, and Remaining amounts.

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

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

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

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.

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.

Entry in this field is not 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.

Entry in this field is not 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 specify a work order scope that is closed, the system will allow you to save the record. However, you will be unable to post the invoice in AP Unapproved Invoice Posting.

If you specify a job-related work order:

• and the job is soft or hard-closed, you will be allowed to save the record; however, if you do not allow posting to closed jobs (i.e. the Allow Posting to Hard-Closed Jobs and/or Allow Posting to Soft-Closed Jobs boxes are unchecked in JC Company Parameters), you will be unable to post the invoice in AP Unapproved Invoice Posting.

• and the Costing Method is Markup, if the work order scope is not assigned a rate template or phase (in SM Work Orders), the system will allow you to save the line; however, you will be unable to post the invoice (in AP Unapproved Invoice Posting) until the specified information is entered for the work order scope

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

Entry in this field is not required.

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.

Entry in this field is not required.

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).

• If the job specified for the work order is locked (i.e. the Phases on this job are locked box is checked in JC Jobs), this cost type must be set up for the job/phase in JC Job Phases. If it is not, the system displays a warning, but will allow you to save the record. However, you will be required to enter a valid job/phase cost type before you can post the invoice in AP Unapproved Invoice Posting.

• You can add the cost type it by pressing F5 from this field to access JC Job Phases. Once you set up the cost type and exit JC Job Phases, you can enter the cost type here.)

  Note:

  If the job is not locked (i.e. 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 you enter a cost type that is not defined for the phase, the system displays a warning, but will allow you to save the line. However, you will be required to enter a valid phase cost type before you can post the invoice (via AP Unapproved Invoice Posting).

• If the work order scope specified for this invoice line has not been assigned a phase, you will receive a message indicating the phase is missing; however, you will be able to save the record. You will be required to assign a phase code to the work order scope (in SM) before you can post the invoice in AP Unapproved Invoice Posting.

• If the call type and/or rate template is missing from the work order scope, you will not receive a warning during entry; however, you will be required to assign the call type and/or rate template to the work order scope before posting the invoice in AP Unapproved Invoice Entry.

Entry in this field is not required.

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" option (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, Work Order – Defaults the cost code description. If you selected the ‘Default header description to lines on equipment type’ check box in AP Company Parameters, this field defaults the value in the header Description field.

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

If a material is specified for the line, description defaults as follows:

• Job or Expense – Defaults the material description from HQMT (HQ Materials). If an non-valid material, 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.

The Reviewer Group field on the AP Unapproved Invoice Entry form, Info tab of Invoice Lines section.

If a group exists for the job, location, or equipment, that group defaults here.

You may enter a different reviewer group for this invoice line.

Press F4 for a list of active reviewer groups. Press F5 to access HQ Reviewer Group for reviewer-group management.

All reviewers without an assigned threshold amount display on the line Reviewers tab. If a reviewer has a threshold amount less than or equal to the amount in the Gross field for this line, they will default on the Reviewers line tab once you exit the form. For more information on setting threshold amounts, refer to HQ Reviewer Groups in Related Topics below.

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).

Optionally, enter a valid unit of measure for this invoice item. Initially defaults as follows:

If you enter a material:

• and the line type is Job, Inv, Exp, or SM Work Order, 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.

• and the line type is Equip, 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 the material does not exist in EMEP or POVM, defaults the HQMT Purchase UM.

• and the line type is EM Work Order, 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

• and the line type is PO or SL, this field defaults the unit of measure specified for the PO or SL item. This default cannot be overridden.

Entry in this field is not required.

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.

Entry in this field is not required.

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.

Entry in this field is not required.

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 and Canadian users.)

Entry in this field is not required.

For 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 a 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 checkboxes are not selected 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 checkbox is selected in AP Company Parameters, the entry will be allowed. However, if not selected, you will be unable to save the line until the invoiced amount is corrected.

For Subcontract lines, the invoiced amount for each item will be checked to see if it exceeds the current total cost of the subcontract item and subcontract. If it does, a warning is displayed, but entry is accepted. However, once the invoice is approved and added to an AP batch, if the Allow Transactions to Exceed Current Total Cost checkbox is not selected in AP Company Parameters, you will be unable to post the batch until the invoiced amounts are corrected.

For SM Work Order line, this amount is 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.

If the SM work order is job-related, the system will update the resulting actual cost to Job Cost using the phase and JC cost type associated with this line.

Entry in this field is not required.

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).

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.

For lines with a UM other than LS, this will cause a discrepancy between the cost total for the work completed line and the quantity/rate values (because the quantity x rate will not match the cost total).

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

Entry in this field is not required.

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

Entry in this field is not required.

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.

Entry in this field is not required.

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.

Entry in this field is not required.

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.

Intercompany Transactions

The tax type you select determines which company is responsible for paying tax, either the selling company or the purchasing company. The system determines the appropriate tax rate and tax code based on the responsible company’s associated tax group (HQ Tax Codes and Rates field, HQ Company Setup, Add’l Info tab).

For sales and value added tax, the system validates/defaults the tax code (in the Code field) based on the selling company’s tax group. For use tax, the system validates/defaults the tax code based on the purchasing company’s tax group.

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):

  • Job work order – from JC Jobs

  • Customer work order and sales tax – from AP Vendors

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

    • For use tax – when generating work completed miscellaneous lines, the system sets the tax code as you have entered it in AP.

    • For sales tax – when generating work completed miscellaneous lines (via AP Unapproved Invoice Posting), the system sets the tax code as defined for the service site or service center (depending on work order scope's tax source), regardless of the tax code specified here. This applies only to customer-related SM work orders. If the work order is job-related, the system sets the tax code to blank for the work completed line, regardless of whether you specify a tax code here (so that taxes will not be applied to the billable amount for the job).

• PO & SL Lines – Defaults tax code as defined on the purchase order or subcontract (respectively).

Committed Costs

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.

The Tax Basis field on the AP Unapproved Invoice Entry form, line items Info tab.

Entry in this field is not required.

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.

The Tax Amt field on the AP Unapproved Invoice Entry form, line items Info tab.

Entry in this field is not required.

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 will not be 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, then gross and sales tax amounts should be entered separately on the invoice line.

• 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 (in AP Transaction Entry), 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 check box in AP Company Parameters); otherwise, input is disabled.

Purchase Order Lines (Line Type 6)

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 turn off the "Using Payable Category" flag 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.

The Pay Type field in AP Unapproved Invoice 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.

Entry in this field is not required.

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.

The Reviewer field on the Reviewer tab of the AP Unapproved Invoice form, Lines section.

Enter the reviewers' ID's. Press F4 for a list of active reviewers.

Defaults will be as follows:

This field defaults all reviewers assigned at the header level, as well as reviewers assigned to vendor.

If this is a job line, defaults all reviewers (with a reviewer type of Invoice or Both) assigned to the specified job in JC Jobs.

If this is an equipment-related line, defaults the reviewer specified in the Invoice Reviewer field in EM Departments. Additionally, defaults all reviewers associated with the group specified in the Invoice Reviewer Group field.

If this is an Inventory line, defaults the reviewer specified in the Invoice Reviewer field in IN Locations. Additionally, defaults all reviewers associated with the group specified in the Invoice Reviewer Group field.

If this is a customer work order line, defaults the reviewer specified in the Reviewer field in SM Work Order. If it is a job work order, defaults according to the job.

If manually assigning reviewers to this invoice line, enter the sequence number (0-255) for this reviewer.

If you assigned reviewers at the header level, all reviewers assigned at that level default to this grid. If you wish to change the sequence for a reviewer, you will need to delete the reviewer, then re-add them with the correct sequence.

If you assigned reviewers at the job, EM department, and/or IN location levels (JC Jobs, EM Departments, and IN Locations), they will also default to this grid when the specified job, equipment, or location is referenced on an invoice line.

If you assigned a reviewer group at the header and/or the line level, reviewers default to this grid with the sequences specified in HQ Reviewer Groups.

If you are using a hierarchical method of invoice approval, this sequence number should represent the order in which this reviewer is to review and approve this invoice line. For example, if this reviewer must approve this invoice line before anyone else, enter “1” as the sequence. Reviewers with sequences greater than “1” are unable to review and approve this invoice line until this reviewer has marked it as approved. If not using a hierarchical method, assign all reviewers a sequence of “1”.

The Optional Reviewer check box in the AP Unapproved Invoice Entry lines section, Reviewers tab.

When this check box is selected, this reviewer is designated as optional on this line, which allows for one of several reviewers to approve at a given approval sequence.

You can change this setting at the line level without affecting any other invoice lines or approval sequences. On the other hand, if the reviewer on this line also appears in the header Reviewer tab, changes to the Optional Reviewer check box in the header affects all lines to which this reviewer is assigned.

As long as more than one optional reviewer is assigned to each invoice line’s approval sequence, only one reviewer must review and approve in order for the approval process to advance. However, if the only reviewer on an invoice line’s approval sequence is an Optional Reviewer, their approval becomes required in order for the approval process to advance.

Setting ALL reviewers on a sequence as optional does not eliminate the approval requirement for that sequence. If an invoice line’s approval sequence contains multiple reviewers, the following rules apply to allow the approval process to advance.

• if ALL reviewers on a sequence are set as optional, at least one must approve
• if ALL reviewers on a sequence are set as non-optional (Optional Reviewer check box is not selected), all must approve
• if some reviewers on a sequence are set as non-optional and some as optional, all non-optional must approve

Approve with missing data check box in the AP Unapproved Invoice Entry form footer, Reviewers tab.

Select this check box if your review process requires this reviewer to approve this line, even though some required data is still missing. This allows the reviewer to approve the lines that lack data, which allows the line to progress in the review process. The missing data must still be entered before posting, but can be entered at some time after this reviewer's approval.

The default value comes from the setting for this reviewer in the header. Changes you make to this check box will only affect this invoice line. If you wish to make changes for every line this reviewer is assigned to on this invoice, and if the reviewer is already listed in the header, make the change on the header instead.

Use this tab to enter any miscellaneous notes about this item. The space allowance is virtually unlimited.

Add Standard Notes

To add standard notes (set up in HQ Standard Note), make sure focus is in the Notes box and click the right mouse button. From the shortcut menu, select the Standard Notes option, which brings up the Std Note Copy window. Enter the standard note to copy and click OK to add the note. Note will be appended to the end of existing note text (if applicable).

Spelling Check

A spell check can be run for any notes entered in this window. Click the Spelling button in the toolbar () or select the Spelling option from the Tools or shortcut menu.

Used to indicate whether this line has been rejected; you cannot reject an invoice line here.

The system automatically selects this box when any reviewer rejects the invoice line in the AP Unapproved Invoice Review form. If the check box is selected, you can only access this field to clear it once the invoice line is ready for the reviewer to review it again.

This field is display only. This field defaults the rejection reason specified by this reviewer for this invoice line in AP Unapproved Invoice Review.