About the MS Material Payment Initialize Form

Use this form to initialize entries into a material payment batch.

You can access this form by selecting File > Initialize Payments from MS Material Payment Worksheet.

The form consists of three tabs, each with important default values to control the initialization of your worksheet:

  • Ticket Restrictions – Use the first tab to identify which transactions should be added to the material payment batch. Various selection criteria allow you to control which transactions are eligible for payment based on location group, 'from' location, material vendor, material category, material range, and/or sale type. You must also specify to include tickets entered for a specific month (can be the current month or any month prior to the batch month), with the option to restrict by sale date range.
  • Cost & Sales Tax – This second tab controls the unit cost and sales tax defaults by sales type. For each sales type, specify whether to default material unit cost values based on the MS Ticket Sales Price, PO Vendor Materials, Inventory Last Cost, or MS Quote Matl Vendor Cost. If you select 'None' as the material cost default, unit costs will be set to 0.00.

The Sales Tax option determines the tax code default for taxable materials. You can specify to default from the Sold to Customer or the Sold From Location. The Tax Exempt option controls whether 'taxable' materials will be exempt from tax—it does not control non-taxable materials. Non-taxable materials will always be exempt from tax, regardless of the selected Sales Tax option. If you select the MS Ticket Sales Price or Inventory Last Cost options, you will also have the option to specify whether unit costs are adjusted for sales tax (Adjust for Sales Tax option). If you elect to adjust for sales tax, material unit costs will be reduced by a tax rate (determined by the specified tax code).

  • AP Invoice Defaults – This last tab sets important AP invoice default values. You will be required to enter the AP Co, Invoice Date, and AP Reference, but remaining fields are optional (e.g. due date, pay control, pay category and pay type, etc.). You also have options for creating separate invoices per material vendor and purchaser. Options are:
  • Material Vendor, Customer, and Customer Job
  • Material Vendor and JC Job
  • Material Vendor and Sell To Location

If an option is checked, initialization generates a separate invoice per material vendor for each transaction meeting the purchaser criteria. If an option is unchecked, a single invoice generates per material vendor for all transactions with that sale type.

It is important to note that the Sale Type restriction will affect how these options work. For example, if restricting by sale type 'C' (Customer/CustJob), then only the 'create a separate invoice per material vendor, customer, and customer job' option would be applicable. If you are not restricting by sale type (i.e. Sale Type option is 'None'), all options would be applicable, and if checked, would group invoices accordingly. However, if you check only one option and not the others, be aware that separate invoices will be created for all transactions matching the selected option's criteria, and a single invoice created for all other transactions.

Once you have set your criteria, click the Update button to initialize the payment batch. Only those tickets matching the specified criteria that are not currently in another batch or have not been previously updated to AP, will be initialized into the invoice batch.

During initialization, the system will generate a unique AP Reference number for each payment sequence added to the batch. The first sequence generated will be assigned the specified AP Reference number, while the remaining sequences will be assigned a number based on the specified AP Reference number plus a sequential number (1-99). For example, if you specified an AP Reference number of 2008-01 and initialization generated five payment sequences, the AP Reference numbers would be assigned as follows:

SeqAP Reference
Note: You can make multiple passes by changing the selection criteria and then reinitializing the batch. Each pass will add new invoices to the existing entries in the batch. When making multiple passes, if initialization will combine tickets on existing invoices because all the information matches, but you want them to be on separate invoices, specify either a different invoice date or a different invoice description for each pass. The system will then generate new invoices for the tickets instead of adding them to existing invoices.

Once you have finished initializing payments, you can edit entries as necessary in MS Material Payment Worksheet.