To enter a payable:Use the A/P Entry screen to enter information about money that you owe to vendors (payables). This functionality helps you keep track of different information, such as how much you owe, to whom you owe it, and when it is due, to help you keep up with payables. In addition, you can create reminder notes to give you additional information when dealing with a specific vendor.
If you are creating a payable for a customer refund or other one-time payment, see Printing Refund Checks for Customers or Making One-Time Payments.
If you are creating payables for direct order invoices associated with a job created in Eclipse Job Management, the Job Management application displays when you close the A/P Entry window.
To enter a payable:
From the A/P menu, select A/P Entry to display the A/P Entry screen.
In the PostDate field, the system populates this field with the current date on which to post the payables to the general ledger. You can change this date by entering any date within the open payables period.
Note: If you want your aging reports to show true aging from the vendor's invoice date, enter that date in this field.
In the A/P Brnch field, enter the branch paying the invoice. This branch does not have to correspond to the branch that received the goods.
In the Batch ID field, enter the batch ID number to which this payable belongs if your company enters payables in batches and you want to run reports by batch. The batch ID is available as a selector on a variety of payables reports. This is an optional field.
In the Ship From field, enter the vendor from whom the invoice was received. An asterisk (*) before a customer's name or address indicates additional address information, while a zero with asterisks (*0*) indicates overridden information.
If you do not remember the complete vendor's name, type one of the following and press Enter to display a list from which you can select:
All or part of the vendor's name.
The vendor's system-assigned ID number, preceded by a period.
The vendor's P/O number. If you enter a P/O number and associate an internal note with the P/O, and the Display P/O Internal Notes In A/P Entry control maintenance record is set to Y, the note displays when you enter the P/O number.
Note: If you have an order with multiple generations, the system displays a list of orders, including received dates and open amounts, from which you can select.
To enter an inactive vendor, after you display the first list by entering part of a name, press F10 again to display a list of inactive vendors. You must set the Display Customers/Vendors Who Are Inactive At A Branch control maintenance record and the following authorization keys before having access to inactive vendors:
To edit the vendor on a payable that has not been reconciled, approved, or does not have any purchase orders attached to it, you can move the cursor to the Ship From field and edit the vendor information. If you approve or reconcile a payable, and then later unreconcile a payable, you will again be able to edit the information in the Ship From field.
Note: The Payment Terms, Freight Allowed, and Over/Short parameters applied to this payable are those defined for this vendor.
At the prompt, select New and press Enter.
The system populates the Remit To and Payment Terms fields based on the information you added in the Ship From field. The system assigns a Payable ID (a number that starts with a Y, for example, Y3332122) to the transaction. If the line item is a lot items that is on hold, the system displays the word Hold instead of the generation number.
In addition, the system displays information in one of the following views, based on the transaction type with which you are working. Use the Chng View hot key to change the view that is displayed, if necessary.
If the vendor has reconcilable P/Os on file, the system displays all received and direct purchase order amounts that have not already been reconciled to invoices in the P/O, Freight & Bol view. This is the default view.
If the vendor does not have reconcilable P/Os on file, the system replaces the P/O, Freight & Bol view with the G/L Distribution view.
If, when entering a payable invoice, you want to view the payment terms associated with the listed P/Os rather than the freight information, use the hot key to display the P/O & Terms view.
In the Inv Date field, enter the date on the invoice received from the vendor.
The system populates the Due Date field and the Pay Date, based on the information in the Invoice Date field and the payment terms, as reflected in the Payment Terms field, assigned to the Ship-From vendor. You change these dates if needed.
Note: The information in the Due Date and the Pay Date fields are identical and are the dates necessary to make a discount, if one is applicable. If you do change information in either the Payment Date or the Discount Amount field, an asterisk displays to the right of the new entry. You can change the Due Date, but the asterisk does not display. You can change the Pay Date for a payable in either an open or closed accounting period when the screen is in view-only mode, but only when the payable has not already been paid and the payable has a single pay date.
In the Invoice # field, enter the identifying number on the invoice received from the vendor. This field is required.
Note: This field is not case sensitive. If you enter #ab123 and #AB123 already exists, the system treats it as a duplicate invoice.
In the Inv Amt field, enter the total amount due on the invoice received from the vendor. The total amount should include any freight or tax amounts, and it should be the total amount before discount.
The system populates the Payment Amt field, indicating the amount for which the check will be written. The system calculates the value for this field by subtracting the amount in the Disc Amt and Deduct Amt fields from the amount in the Inv Amt field.
The system populates the Rec Amt, PO Rec, GL Rec, and Diff Amt fields, based on the amount listed on the invoice. As you enter transactions, these amounts show a running total of P/Os and G/L accounts to which you have assigned the payable, as well as the amount that you still need to assign.
The Approved field indicates whether an invoice is approved for payment. The value defaults to N. When the Diff Amt reaches zero, the system changes the value in the Approved field to Y, and then you can pay the invoice. If you manually change the value in this field, an asterisk (*) displays after the Y, indicating that this value is an override.
Note: To change the print status on a direct payable that is approved, update the Print Status On Direct When Payable Approved control maintenance record.
The Diff Amt field displays the Rec Amt less the PO Rec amount less the GL Rec amount. Keep in mind the following:
If the amount in the Diff Amt field is within the acceptable variance defined in the A/P Over/Short parameters for this vendor, then this field displays an * (asterisk). If you open the same payable, the * (asterisk) does not display.
If the invoice amount is edited and the amount falls within the A/P Over/Short parameters, the * (asterisk) again displays.
Note: You can enter a zero-balance payable in this field and reconcile it to two off-setting P/Os. When you press Esc, the system prompts you to confirm your action.
If the Enable Auto Display Of A/P Expense Distribution control maintenance record is set to Y, and there is an expense distribution code defined for the vendor, when you enter the invoice amount, the system displays the Exp Distr screen, which contains a list of all expense distribution codes set up in Vendor Maintenance. Select one of the following:
One of the expense codes to apply the payable to the designated G/L accounts according to the percentages defined in the plan.
Reconcile POs to reconcile the purchase orders listed, excluding the expense payables.
Press F12 to exit the Exp Distr screen.
In the Freight Amt field, enter the freight amount on the invoice received from the vendor.
To include the freight charges in the calculation of the discount amount, set the Include Freight In Discount Calculation For Payables control maintenance record to Y.
Note: If you enter a freight amount for a vendor whose Frt Allowed field in Vendor Maintenance is set to Y, the system displays the following message: Warning! This vendor is freight allowed.
In the Tax Amt field, enter the tax amount on the invoice received from the vendor if you want to track the tax you are charged. Otherwise, entering the tax is not necessary.
If you used the Deduct hot key to enter an amount to deduct from the invoice, the system displays that amount in the Deduct Amt field.
In the Disc Amt field, the system populates this field with the discount allowed if payment is made by the due date. This discount is based on the payment terms assigned to the ship-from vendor, the invoice date, and the invoice amount less freight and tax. Based on the setting of the Do Not Take Discount If Pay Date Is Past Discount Date control maintenance record, this discount amount will be removed from this field only after the check has printed.
You can enter another amount, if needed. If you do enter another amount, the system places an asterisk to the right of the amount indicating that the amount was manually entered.
Press Esc to save the information and exit the screen.
If you are creating a payable for direct order invoices associated with a job created in Eclipse Job Management and the Receiving URL field is set in the Job Management Administrator SettingsJob Management Administrator Settings control maintenance record, the Job Management application displays when you close the A/P Entry window. Enter the receiving information for the order within Job Management.
If you are creating a payable for an invoice not associated with a job, after you have entered the information for a payable invoice, you should reconcile your received purchase orders to any open invoices. For more information, see Reconciling P/Os to an Invoice.
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