Invoices Fields
The Invoices Tab appears:
Use this tab to add, edit, view, and delete information for the invoice.
Alternatively, you may have arrived at this help topic but instead need the help topic for the Invoices Tab grid.
Fields List
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. 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 field is 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 an expense code or click
the Lookup Button
to select an expense code 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.
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:
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.
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 & Line #
The global policy Require a PO for all invoices affects this field.
The number of the purchase orders being included in the invoice. For lines generated from purchase orders, the purchase orders are read-only. For lines you add to the invoice, the purchase order number is blank.
Invoices created from POs have an information
icon 
next to the PO and Line # field. Click the icon to
see the following PO information in the PO Information pop-up:
PO number
Description
PO Amount
Invoiced amount
Invoice Sequence Number
A line that shows SeqNo, Quantity ordered, quantity Received, Description of the item, Unit of Measure, and the Extended 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.
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.
Note
For lines generated from purchase orders, the expense code from the purchase order appears.
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 PropertyCompanyGeneral 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.
More
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.
Additional Information
Invoices can be edited after the Invoice has been approved, but they cannot be edited after the batch has been paid. Only when the Payment Authorization global policy is activated will the invoice be authorized for payment. Invoice editing does not depend on the Authorized for Payment status. After an invoice has been paid, only the detail 1099 Category field can be edited.
Global policies on the following global policy tabs affect invoices.
NOTE: Refer to the Invoices Overview topic for additional information about the effect of global policies, user policies, posting rules, permissions, etc., on Invoices.
Invoice Tab - General effect
Global policies set on the global policies Invoice Tab affect fields on the Invoices tab. The fields you complete on this tab are also associated with tracking account totals by unit.
Invoice Tab - Effect on validation
Global policies selected on the Invoice Tab affect validation.
When adding or editing an invoice that was generated from a PO, the system validates that the unit cost of the invoice line item does not differ from the PO line item by more than the percent specified in the global user policies Invoice Tab for the policy: Invoice can exceed PO by (amount or %). If the validation fails, a message appears and the amount field turns red. This is applicable only to invoices generated from one-to-one purchase orders.
Budgets Tab - Effect on Budget button
The global policy, Journal Entries affect the budget, on the global policies Budgets Tab affects the Budget button on this tab.
Invoice Tab and PO Tab -Effect on paying an invoice
It is useful when paying an invoice to see how much has already been invoiced against a purchase order when the option to Exceed quantity received is set to Allow or Allow with a warning. To address this situation, the Quantity field and the information icon can provide some helpful information when the global policies are set as explained below.
Global Policies
The Quantity field and the information Icon can appear on the page when the following policies are turned on:
PO Tab, the policy One Allocation per PO line
Invoice Tab, the policy Default Invoice Entry Qty to PO received
NOTE that when the policy Default Invoice Entry Qty to PO received is turned off, then there is no Quantity field and so there are no tool tips. Also, with the policy turned off, the system does not update the Quantity received on the purchase order.
Effect of policies on the Quantity field
The user can rest the mouse over the Quantity field in the detail portion of the Invoice Entry page. Doing so will 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.
Refer to the description of the Quantity field in the Invoices Fields list for additional information.
Effect of policies on Invoices created from POs
Invoices created from POs have an informationicon
next
to the PO and Line # field. Click
the icon to see PO data.
Paying Invoices with Different Payees/Addresses
Using One Vendor
Certain settings for these Vendor Setup fields are required to provide this ability. Refer to field lists for these options for more information:
See Also
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