Invoices

Alternatively, you may have arrived at this help topic but instead need the help topic for the Invoices Tab grid.

Note

An asterisk (*) indicates a required field. A dagger ( | ) represents fields that can be edited after the batch has been approved but before the invoice has been paid.

General Fields

Invoice # *

The global policies Allow blank invoice numbers, Auto-number blank invoices, and Require unique invoice number to the same vendor affect this field.

Depending on the global policy, you can bypass this field, accept the system-assigned number, or enter an invoice number. This number appears on lists and in reports.

NOTE that the Documents icon ( or ) appears next to the Invoice # field on the Modify Invoice form for users who have permissions for Documents. This allows a user with permissions to have access to Invoice Documents for this Invoice.

Type

Select an invoice type from the drop-down list: Regular, Credit, Adjustment, Backcharge. When you select Credit, the Separate Check field defaults to unchecked automatically.

Invoice Date *

This field defaults to the login date. Accept the default date, or enter another invoice date using the format mm/dd/yyyy. Or use the Calendar Button to select a date.

Due Date * |

This field defaults to the login date or to the invoice date if the Net Days fieldis blank on the vendor General Tab.

Accept the default date, or enter another due date for the invoice using the format mm/dd/yyyy. Or use the Calendar Button to select a date.

If you have set up discounted payments, changing this due date affects the calculation that the system uses to compute the discount. For information, refer to Discounted Payments.

Amount *

Enter the total amount of the invoice using the format 0000.00. For information about entering a partial payment, refer to Partial Payments.

Status

The default status: Normal.

Retainage %

The percentage for Retainage. This defaults into the field from the Setup Vendors General tab.

Retainage Amt

The amount for Retainage. This is system-calculated and defaults into the field from the percentage set up in the Setup Vendors General tab.

Discount %

When you select an invoice type of Regular, this field defaults to the discount percentage entered on the vendor General Tab. Accept the default percentage or enter another percentage, using whole numbers; for example, enter 10 for 10%.

When you select an invoice type of Credit or Adjustment, this field defaults to zero. If you subsequently, select Regular, you must enter a percentage in this field. For more information, refer to Discounted Payments.

Discount Due

The default display-only due date based on entries made on the vendor General Tab. For more information, refer to Discounted Payments.

Description * |

Enter a description for the invoice; for example, Office Supplies. The entry you make in this field is used as the default for the Description field on the next tab based on the global policy.

Separate Check |

This field defaults based on entries made on the vendor General Tab. In addition, this field defaults to unchecked when you select Credit as the invoice type on this tab.

Accept the default, or click the option to add or remove the checkmark. If the option is checked, the system produces a separate check for this invoice. For more information, refer to Separate Check Concepts and Processes.

Def. Hold Code

Use this drop-down list to set a default Hold Code or change the Hold Code status for all detail line items for the invoice at once. When you make a selection, the Hold Code value for each existing detail line item is updated to the new default value. Your selected default will be applied to any new detail line items. (To view or modify the Hold Code for an individual detail line item, click the More link in the detail line item. For more information, refer to the field description for the More link.)

Note

If a Hold Code is defined for the vendor on the Vendor Setup General Tab, the Def. Hold Code defaults to the defined value. If no Hold Code is defined, the default setting is None. You can change the value for all detail line items by using this drop-down list, or for individual detail line items via the More link.

Def. Pay Process

Use this drop-down list to set a default Pay Process for all detail line items for the invoice at once. Also, your selected default will be applied to any new detail line items you add. For example, if you are adding an invoice to be paid by the Quick Check option, set the Default Pay Process to Quick Check so all of the detail line items you enter will be set to Quick Check. (To view or set the Pay Process for an individual detail line, click the More link in the detail line. For more information, refer to the field description for the More link.)

Note

The Def. Pay Process drop-down list is available in eFinancials Add mode only. It is not available in Edit mode or in ePO.

AP Override

The General Ledger account code to be used during the posting process to override the AP Liability account that may be set on the Batch or the CompanyEntity, depending on Posting Rule setup. To select an AP Override code, type in a GL Account or click the Lookup Button to select a GL Account from the Select AP Override pop-up.

Accrue Tax

Check the box and the Tax Code and Accrued Tax fields appear on each detail line as well as an Accrued Tax Total field. The Accrue Tax check box shows on the Invoices form based on the invoice global policy, Calculate and Accrue Tax on Invoices.

Refer to Tax Code and Accrued Tax fields, below, for additional information.

The value of the tax percentage is based on the Tax Code setup. If the Tax Code is changed or the Accrued Tax amount on the line is changed, the tax amount updates as well. also, the Accrued Tax amount can be manually entered; it does not have to match what is set up as the Tax Code percentage.

Authorized

When this check box is selected, this indicates that the invoice is authorized. It is available only when the Auto-authorize invoices for payment during invoice entry global policy is not selected. If you have Invoice Authorization security permissions, you can use this check box to authorize and unauthorize an unpaid invoice.

To authorize the invoice, select the check box.
To unauthorize the invoice, clear the check box. After an invoice is unauthorized, it will appear on the Invoice Authorization grid.

Note

When an invoice is unauthorized and later re-authorized, the system applies the original Voucher ID.

Transfer Status

This field displays for ePO users. The field displays only when you integrate ePO with an external accounting package on the global policies Other Tab. Select a status from the drop-down list:

Ready — Select this status when the invoice is ready for transfer to your accounts payable application. Invoices with this status are transferred when you run Transfer to AP.
Hold Transfer — Select this status when the invoice will not be transferred.
Transferred — Select this status when the invoice has already been transferred.

Note

You can modify the transfer status of an invoice at any time, regardless of the current invoice status. To do so, you must have Edit Transfer Status security permission for Invoice Entry. For more information, refer to the System Help.

Allocation

This field displays for eFinancials users. The field defaults to (none) or to an allocation that is based on selections made when the purchase order was entered or on the Allocation Tab during Allocations Setup.

If the allocation defaults are correct, click Allocate to apply the allocation.

If (none) displays, no allocation has been set up or entered. You can select an allocation from the drop-down list. Or, you can bypass allocating.

Allocate

Click to apply allocations. (Not available in edit screen.)

Prorate Amount

Enter a prorate amount, if applicable. Then, a prorated amount is added across all line items in the invoice based on each's percentage of the total invoice amount.

The point of the prorate is to isolate an amount of the invoice that will not be subject to tax (i.e. – freight). So if we have an invoice that has $1000 gross amount, a prorate freight amount of $50 and a 1% discount, It will calculate the 1% discount on $950 and the tax will also be calculated on the $950 amount. When entering the invoice, it should let you distribute $950 of the invoice and allocate the remaining $50 proportionally to the prorate amounts of the line items.

So if I enter a $1000 taxable invoice with a $50 prorate with a 7% tax and I have 2 lines – 1 for $700 and the other for $250, here is what the distribution will look like.

amount tax amt. prorate amt.

Line 1 - $700 $49 $36.84

Line 2 - $250 $17.50 $13.16

So when this invoice updates, assuming that we are using use tax, it will show on the open item report as a $1000 amount and it will have a projected discount of $9.50.

Joint Payee

The Joint Payee for the invoice, if any. Enter a name for the joint payee.

The field can be edited until the invoice has been paid/partially paid.

Vendor Box Fields

The selected vendor / address displays in the box. Or, the following fields are available to complete if your vender is set up to pay invoices with different payees/addresses (see above). Refer to Invoices Grid for steps to complete the process.

Payee

Enter the payee for the invoice/check.

Address

Enter the address for the invoice/check.

Zip / City / State

Enter the zip code, city and state for the invoice/check.

Change Vendor button

Click to select or add another vendor from the Select Vendor Tab.

User Codes (unlabeled section)

Values for User Codes default based on the Vendor values for these fields when an Invoice is added.

Values for these fields update if the Change Vendor button is used when editing an invoice.

Approved By

Click the Lookup icon to display the Select Approved By pop-up and select a value for the invoice. These codes are added to the system using AP Codes setup.

Invoice Type

Click the Lookup icon to display the Select Invoice Type pop-up and select a value for the invoice. These codes are added to the system using AP Codes setup.

Location

Click the Lookup icon to display the Select Location pop-up and select a value for the invoice. These codes are added to the system using AP Codes setup.

Priority

Click the Lookup icon to display the Select Approved By pop-up and select a value for the invoice. These codes are added to the system using AP Codes setup.

Invoice Detail Fields

Sequence Number Field

The first column, which is not labeled, is a line number field. For lines you add to the invoice, the system assigns sequential line numbers starting with the number one. You cannot edit this field.

PO/Subcontract & Line #

The global policy Require a PO for all invoices affects this field.

The number of the purchase order/subcontract being included in the invoice. For lines generated from purchase orders/subcontracts, the field is read-only. For lines you add to the invoice, the purchase order number field is blank.

Invoices created from POs / invoices for Subcontracts have an information icon next to the PO/Subcontract & Line # field. Click the icon to see the following information in the PO/Subcontract Information pop-up:

PO # /Contract #

Description

Total PO / Total Contract amount

Buyout Amount

Invoiced Amount

A line for PO'sthat shows Seq No, Quantity ordered, quantity Received, Description of the item, Unit of Measure, and the Extended amount

A line for Subcontract Invoices that shows Seq No, Description, Activity Amount, Buyout Amount,

NOTE that this column will not show unless the user is invoicing purchase orders or editing an invoice that invoiced purchase orders. The column would be blank if purchase orders are not involved, and so eliminating the column saves space in the invoice entry line.

PropertyCompany ID

The PropertyCompany identification on the purchase order being included in the invoice. When a new row is added during Invoice Entry, this value defaults to the PropertyCompany from the previous row. To change the PropertyCompany, type a PropertyCompany ID or click the Lookup Button to select a PropertyCompany from the Select PropertyCompany Tab.

For lines generated from purchase orders, the PropertyCompany ID is read-only.

Note

The following fields only appear on the line if you are using Job Cost for the currently selected CompanyEntity: Job ID, Phase, Cost, Cost Type, and Hours.

Warehouse ID

The Warehouse identification for the line item for the invoice.

This field appears only when Inventory Valuation is used and the global policy Use Inventory is turned on.

Item ID

The Warehouse Item identification for the line item for the invoice.

This field appears only when Inventory Valuation is used and the global policy Use Inventory is turned on.

Job ID

Click the Lookup and select a Job ID for the invoice. This field only appears if you are using Job Cost.

Note

The Job ID field cannot be left blank if Phase, Cost, or Cost Type are filled in. Phase and Cost may be disabled, if the cost breakdown for the Job does not use Phase or Cost.

The policy Post to non-existent Phase and Cost Codes - Invoice Entry on the Company/Entity Policy Groups Settings grid affects the Phase and Cost fields. Refer to the Grid Fields for more information.

Phase

Click the Lookup and select a Phase for the invoice. This field only appears if you are using Job Cost, and may be disabled, based on the Job's Cost Breakdown level set up on the Job Cost General Tab.

Cost

Click the Lookup and select a Cost for the invoice. This field only appears if you are using Job Cost, and may be disabled, based on the Job's Cost Breakdown level set up on the Job Cost General Tab.

Cost Type

Click the Lookup and select a Cost Type for the invoice. Selecting a Cost Type populates Phase and Cost also. This field only appears if you are using Job Cost, and may be disabled, based on the Job's Cost Breakdown level set up on the Job Cost General Tab.

UOM

The unit of measure for the invoice appears based on what you entered when the estimate was set up. This field only appears if the global policy for Invoices, Use Qty and UOM in Invoice Entry, is selected..

Quantity

Enter a quantity for the PO. This field only appears if the global policy for Invoices, Use Qty and UOM in Invoice Entry, is selected.

You can rest your mouse over this field to display a tool tip that shows quantity Ordered, Received, and Other Invoices for that line item based on PO and Invoice data for that PO line item.

Hours

Enter hours in the field. This field only appears if you are using Job Cost, and is enabled only for Cost Types that are set to Equipment or Labor Category.

Expense

The expense code to which the amount of the detail line posts as a debit. When a new row is added during Invoice Entry, this value defaults to the expense code from the previous row. To change the expense code, type an expense code or click the Lookup Button to select an expense code from the Select Expense Code Tab. The cost of this item will be allocated to the account associated with this expense code.

Notes

For lines generated from purchase orders, the expense code from the purchase order appears.

When Inventory Valuation is being used and the global policy Use Inventory is turned on, then the Expense code for a PO detail line, when invoiced, is set to the Liability Expense account that is set up on the Warehouse based on the Class Code on the Warehouse Item, and this is read-only and cannot be changed.

Acct. Date

This field defaults to the login date. Accept the default date, or enter another accounting date using the format mm/dd/yyyy. Or use the Calendar Button to select a date.

This date is the date of record for the invoice and it is used to determine the period to which the invoice is posted. Importing or exporting invoices also affects the date of record.

Description |

The global policy Require Invoice line description affects this field.

The global policy Default value for invoice line description affects this field.

The description of the detail line. For lines generated from purchase orders, the default description from the purchase order General Tab displays. The default description is associated with the expense code.

Add or edit a description of the line item description.

Bank |

The default bank account (or refund bank account for a refund) from which funds for the check are to be drawn displays. The default bank and refund bank are selected on the PropertyCompany General TabGeneral Tab. A bank account is associated with the account entered on the GL Accounts Tab.

Accept the default/refund bank account or click the Lookup Button to display the Select Bank Account Tab and select a bank account for the new detail line being entered.

Use caution when you are editing. If you selected another PropertyCompany for a line on the Detail Tab, you may or may not have the correct bank displaying. Confirm the bank selection before proceeding.

Note

If the AP Bank that is on the Batches Overrides tab is valid for the PropertyCompany, then that is what will default in for the Bank.

Click More to add or view more detail information on the line item.

For more information, refer to the More Fields section that follows.

Amount

The amount for the detail line. For lines generated from purchase orders, the default line item total from the Purchase Orders screen displays.

Add or edit the amount of the line item. If the amount entered is less than the total amount of the Invoice, a new detail line will automatically be created, and the new amount will show the remainder of the invoice total.

Tax Code

The Tax Code for the detail line. The value of the tax percentage is based on the Tax Code setup. If the Tax Code is changed, the Accrued Tax and Accrued Tax Total amounts update as well.

Accrued Tax

The calculated accrued tax amount. The value of the tax percentage is based on the Tax Code setup.

If you change the Accrued Tax amount, then the Accrued Tax Total and Accrued Tax Total amounts update as well. Also, the Accrued Tax amount can be manually entered; it does not have to match what is set up as the Tax Code percentage.

Budget Button

Click the Budget icon to display the budget popup and check the affect of the invoice on the budget. This button displays only when you select the option Show budget graph during PO and Invoice processing on the user policy Other Tab. The pop-up is affected by the global policy, Journal Entries affect the budget on the Budgets tab.

Delete Button

Click the Delete icon to delete a detail line item. Note that you are deleting one line item detail for this invoice but not the invoice.

Total Fields

Total / Allocated Total

The system-generated total/allocated total of the invoice.

Allocated Tax Total

The system-generated total of the allocated tax for the invoice.

Discount

The amount of any discount due based on the terms entered on the vendor General Tab in the following fields: Discount Rate, Discount Days, Net Days.

This field and the next one may or may not display depending on selections made on the global policies Invoice Tab in the field Take Discount. In addition, the task you are completing can affect the display. If you select Invoice Entry in the field Take Discount, when you add an invoice the fields display; however, when you edit an invoice neither field displays. If you select None or Payment on the global policies Invoice Tab, neither field displays on this tab.

Net

The net amount due for the invoice after the discount has been subtracted. For display questions, refer to the Discount field above.

More Fields

Sequence Number Field

The first column, which is not labeled, is a line number field. For lines you add to the invoice, the system assigns sequential line numbers starting with the number one. You cannot edit this field.

Building |

Enter a building name. This field is for informational purposes only and is set on the general ledger account number. Currently, no reports include this information.

This field appears only when the setup GL Accounts Track Units? option is turned on.

Unit |

Enter a unit identification.

This field appears only when the setup GL Accounts Track Units? option is turned on.

1099 Category |

The default 1099 category code selection for this vendor displays. The default is set up on the 1099 Tab when setting up vendors.

Accept the default 1099 category code selection or select another 1099 category code for the detail line from the drop-down list. When the invoice is in an approved batch or the invoice status is Paid, this field is the only field that you can edit.

Hold Code |

The hold selection for the detail line—a transaction—displays.

Accept the current hold code or select another hold code for the detail line from the drop-down list. When you apply a hold code on an invoice detail line, the invoice detail line is not available for selection when you create a check.

Pay Process

The default pay process of Normal displays.

Accept the current pay process or select another pay process for the detail line from the drop-down list. The following options are available: Normal, QuickCheck.

Note

The QuickCheck option is available only in Add mode.

Separate Check |

This field defaults based on previous entries. In addition, this field defaults to unchecked when you select Credit as the invoice type.

Accept the default, or click the option to add or remove the checkmark. If the option is checked, the system produces a separate check.

Buttons

Cancel

Click to exit without saving changes.

Save

Click to save your changes.