AP Inquiry

Use this grid to inquire about Accounts Payables. The grid shows all open invoices for the selected propertycompany.

Note

The following fields do not appear in the AP Inquiry grid header when the user gets to the AP Inquiry grid by drilling down from General Ledger Account Inquiry.

Vendor ID search
Include All Properties
Display Totals button

This means that the user will only be shown the specific Invoice they selected when coming to the invoice from General Ledger Account Inquiry and cannot view other invoices because the user cannot search for other invoices to view.

Grid Header

The following fields appear in the grid:

Vendor ID

Click the Lookup icon to display a pop-up and then select a Vendor ID to inquire on. The grid updates based on your selection

Entries on the pop-up are established in Vendor Setup.

Invoice ID

Enter a value in the Invoice ID field, to limit the grid to Invoices that start with or are equal to the value you enter.

Include Fully Paid (check box)

Select to include fully paid invoices in the grid. The grid updates based on your selection.

Include All PropertiesCompanies (check box)

Select to include invoices for all propertiescompanies that the user has access to based on their permissions.

Include Unapproved Invoices

Select to include invoices with the status Unapproved in the grid. The grid updates based on your selection.

Display Totals (button)

Click the button to display a pop-up that shows Total Invoiced amount, Total Paid amount and Total Balance amount of the currently displayed grid data (all pages)

Grid

All open invoices appear in the grid initially, based on your currently selected propertycompany. You can use links in the footer to change the selection.

Notes

You can click a column title to sort the list.

Filter Buttons in column headers allow you to change what appears in the grid.

Vendor ID

The Vendor ID for the invoice.

Click a Vendor ID link to go to Setup Vendors to view or edit information for the vendor.

View and edit permissions for vendors must be granted in the System module for the user to view or edit open vendor records.

Name

The Vendor name.

Invoice ID

The invoice identification number.

Click a invoice ID link to go to Invoices to view or edit information for the invoice.

View and edit permissions for invoices must be granted in the System module for the user to view and edit open invoice records.

Job

The Job number associated with the invoice.

When a invoice is for a single Job, click a Job link to go to Jobs Setup to view information for the Job. Drill-down is not available when a invoice is for multiple jobs.

View and edit permissions for Jobs must be granted in the System module for the user to view and edit open Jobs.

NOTE that this option appears only when using Track Jobs.

Batch ID

The batch identification number.

Click a Batch ID link to go to Batch Detail Inquiry to view information for the batch.

View and edit permissions for batches must be granted in the System module for the user to view and edit open batches.

Invoice Date

The invoice date for the invoice.

Due Date

The due date for the invoice.

Status

The status of the invoice.

NOTE that you can click the Status filter icon in the column header and a list of statuses appears to pick from: Select All, Hold, Normal, Paid, Partially Paid, and Void.

Description

The description of the invoice.

Amount

The amount of the invoice.

Payments + Disc

The sum of Payments plus Discounts for the invoice.

Click a link in this column to drill down view a list of payments and discounts for the invoice. Then, users with permissions can drill into the specific payments. Refer to Procedures for more information.

NOTE that if the amount in this column is 0.00 then there is no link.

Balance

The current balance for the invoice.

Documents

One of the following icons appears in this column:

No documents are currently stored for the invoice. Click the icon to upload documents for the invoice.

At least one document is currently stored for the invoice. Rest your mouse pointer on the icon to see the number of documents stored. Click the icon to view, add, or delete documents.

For more information, refer to the Documents Tab instructions.

AP Inquiry Grid