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PA: Create AP Invoices
Make the following menu selections to display this page:
eFinancials—Partnership Accounting—Create AP Invoices
Use this page to create Accounts Payable invoices for Partnership Accounting.
Specifically, Create AP Invoices creates a batch and then invoices are created based on the percentages of ownership and the distribution amount entered on this page (see Fields List below).
So, then Accounts Payable invoices are created for the Vendor that is specified on the Investor using the Bank Book and the Expense Code defined in the Partnership Setup or in the Investor/Partnership Links if the Bank Book and/or Expense Code override was defined.
Refer to the Partnership Accounting Overview for more information, including information on calculations.
Effect of Permissions
Permissions must be set in the System module to access
all Create AP Invoices activities.
Permissions for Investor/Partnership Links
System module—Security—Users—Partnership Accounting—Transactions—Create AP Invoices
Fields Lists
Fields
Partnership 
Click the
icon 
to display the Select
Partnership pop-up and select the Partnership ID to create the invoices for.
These codes are added to the system using the Setup Partnership grid.
From/Thru Date
Enter a date range for the distribution you are creating AP invoices for. These dates are used when calculating prorates and percentages.To enter the dates, use the Electronic Calendar
The transaction date cannot be greater than the From Date if the Use Simple Partnerships Setup Global Policies Tabs on the Partnership accounting tab is selected.
Distribution Amount
Enter the amount that is being distributed via the AP invoices.
Exp Code Override
When you select a Partnership to create the invoices for, the Expense Code is defaulted into the field based on the distribution expense account set up for the Partnership in Partnership Setup or the distribution expense code override set up for the Investor/Partnership Link.
The Exp Code Override field is hidden if the Allow distribution expense override Setup Global Policies Tabs on the Partnership Accounting tab is turned off.
To change the expense code, click the
icon to display the Select Expense Code pop-up and select the distribution expense code.
NOTE that the expense code used cannot be set to Unit Tracking Overview.
Invoice Number
Enter the invoice number to use for the AP Invoices.
NOTE that the invoice number must not already exist for the Vendor tied to the Partnership when the Require unique invoice numbers to the same vendor Setup Global Policies Tabs is used .
Invoice Date
Enter the invoice date to use for the invoices, which defaults to the login date. To change the date, use the Electronic Calendarto select a date.
Accounting Date
Enter the accounting date to use for the invoices, which defaults to the login date. To change the date, use the Electronic Calendarto select a date.
Due Date
Enter the due date to use for the invoices, which defaults to the login date. To change the date, use the Electronic Calendarto select a date.
Procedures
To Create AP Invoices
- Select Partnership Accounting—Create AP Invoices.
The Create AP Invoices page appears.
- NOTE that the system may prompt for a Batch to be added if no current batch exists. The batch must be valid for the Property (Standard Setup)/Company (Simplified Setup) on the Partnership, the current logged in user, and must allow invoices. Refer to Batches Grid/Tabs for help.
- Enter information in the fields. Use the fields list for help.
- ClickProcess.
- The invoices are created, and the Partnership Create AP Invoices report prints. This report details the invoices that were created for the Investors in the Partnership based on their percentages of ownership for the selected From/Thru dates.
Report Details
The Partnership Create AP Invoices report, which appears after the Create AP Invoice process completes, shows the following.
- Partnership name
- Property (Standard Setup)/Company (Simplified Setup) name
- Batch ID
For each Investor, the report lists the following:
- Investor name
- Vendor ID
- Vendor Name
- Invoice Number (same for all Investors)
- Invoice amount
See Also
Partnership Accounting Concepts Overview
Grid
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