Viewing Payable Invoices

Use the A/P Preview Queue screen to view your payable invoices and to approve selected invoices for payment.

We recommend that for the most efficient use of this queue, that you set the Do Not Display Payables Entered Via EDI In The A/P Preview Queue control maintenance record to Y.

To view a payable invoice:

From the A/P menu, select A/P Preview Queue to display the A/P Preview Queue screen.
In the Br/Tr/All field, enter the branch or territory for which you want to display payable invoices. Enter All to display payable invoices for all branches and territories.

Note: If you leave any of the fields blank, the system includes all invoices for that category. If you want to narrow your selection, you need to populate the fields. To narrow your selection and speed up the display of the queue, we recommend that you populate most, if not all, of the fields.

In the Strt PayOn field, the first date of the date range for which you want to select payable invoices.
In the End PayOn field, enter the last date of the date range for which you want to select payable invoices.

In the Apprvd field, press F10 and select one of the following statuses to determine which payable invoices to include:

Apprv – Includes only approved invoices.
Unapp – Includes only unapproved and disputed payable invoices.
Unrec – Includes only unreconciled payable invoices.
All – Includes all payable invoices.

In the Terms field, enter a code or press F10 and select from a list of term codes.

Note: Set parameters for terms codes using the Terms Maintenance screen. For more information, see Terms Maintenance Overview.

In the Batch field, do one of the following to determine whether to include payable invoices that belong to a batch:
Enter a batch number – Includes only payable invoices that belong to that batch.
Leave this field blank – Includes all payable invoices, regardless of whether they belong to a batch.

In the Vendor field, do one of the following to determine which vendors to include:
Enter a vendor name – Includes only vendors with payable invoices.
Leave this field blank – Includes all vendors with payable invoices.

In the Types field, do one of the following to determine which vendor types to include:
Enter a vendor type – Includes only payable invoices for that vendor.
Leave this field blank – Includes payable invoices for all vendors.

Note: Vendor types are defined and stored in the Valid Vendor Types control maintenance record.

In the Stat field, press F10 and select one of the following to determine which invoices you want to include:

STK – Displays only those invoices that include standard, on-hand stock.
DIR – Displays only those invoices that include stock that has gone directly from the manufacturer to the customer.
EXP – Displays only those invoices that include non-physical payables, such as electric or water bills.

Note: STK (stock), DIR (direct), and EXP (expense) are standard statuses in the system. To add additional invoice status, use the Valid Payable Invoice Statuses control maintenance record.

In the Sort field, press F10 and select one of the following to determine the sort options for displaying the invoices:

By PayOn By Vendor By Invoice
By PayOn By Terms By Vendor
By PayOn By Approved By Vendor
By Vendor By PayOn
By Vendor By Invoice

Note: When the system sorts by vendor, it uses the information in the Sort By field on the Vendor Maintenance screen, instead of the vendor name on the invoice. For more information, see Creating Vendor Records.

To change the currency, click the dollar sign ($) in the upper right corner of the screen. At the Enter New Currency prompt, press F10 or enter the currency you want to apply. For more information, see Foreign Exchange Rates Overview.

After you identify the selection criteria, the system displays the invoices with the following additional information:

Fields	Description
Br #	The branch number associated with the invoice.
Vendor Name	The vendor associated with the invoice. If the payable is for a customer refund, or a one-time payment that uses a generic vendor, the vendor name and OVERRIDE displays in this field.
Invoice #	The invoice number associated with the invoice.
Pay On Date Post Date Payable Status	The selected invoices can display in three different views. Use the Chng View hot key to toggle between views: PayOn – Displays the invoices' due dates. This is the default. Post Date – Displays the invoices' posting dates. Payable Status – Displays the invoices' approval statuses. Note: When you change between the date views, the PayOn hot key will change to the PstDt hot key as appropriate. In addition, you need to set the Valid Payable Invoice Statuses control maintenance record.
A	The status of the item, which is one of the following: A – Approved N – Unapproved 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.
Terms	The payable terms with the vendor associated with the invoice.
Net	The net amount due on the invoice.
Disc	The discount you can take when the amount due is paid on time. The approval of this discount is based on the Do Not Take Discount If Pay Date Is Past Discount Date control maintenance record. Discounts are reflected in the queue after you print the check for the invoice. Note: If you set this control maintenance record to Y, the system selects information for every line item that it displays. For faster turnaround time for this queue, set this control maintenance record to N.
Tots	The running totals for all of the approved invoices for both the Net and Disc fields.

To approve invoices, see Approving Payable Invoices.