A/P Entry Window Posting Tabs

When you first display the A/P Entry window, the system assumes that the payable you are entering is associated with a purchase order. It displays a list of open purchase orders for the designated vendor in the posting area columns using the Purchase Orders view. If no open purchase orders exist, select the General Ledgers tab to display the fields in the General Ledgers view.

Use one of the following tabs to display the views available on this screen:

Purchase Orders
General Ledger
Open Orders

Purchase Orders Tab

Displays received purchase orders that have not yet been paid, with freight information, from which you can select the purchase orders to apply payments to. This is the default view.

Field	Description
Br	The branch number to be charged for the expense.
P/O #	The purchase order number. Double-click the field to view the purchase order in view-only mode. Note: If the purchase order contains direct through stock material, the system displays a DTS icon next to the order number. When you click the P/O # the system prompts you to ask if you want to edit the DTS sales order or the DTS purchase order.
Applied	Select the check box to apply the amount to the payable. For more information, see Posting Payables.
Rec Date	The date that you received the purchase order.
Freight Terms	Indication of whether the vendor is freight allowed. Y - Indicates that the vendor pays the freight. N - Indicates that the vendor bills for freight.
Freight	The freight amount on the purchase order. If a freight vendor, such as UPS, shipped this purchase order and the freight charges are on the freight vendor's bill of lading, the system displays BOL.
P/O Total	The total amount of the purchase order. An L after the total amount indicates that the order generation is a lot item generation; when you press the Spacebar to select it, the system displays the A/P Open Lot Item window. For more information, see Lot Item Order Shipment Reconciliation Overview.

General Ledgers Tab

Displays distribution-related columns where you can post non-inventory invoices, such as promotional or advertising charges, and expenses such as telephone, office supplies, or utilities from the designated vendor to the appropriate G/L account.

Field	Description
Br	Enter the branch number to be charged for the expense.
G/L Account	Enter the G/L account to which the designated amount should be applied. The system displays the first 30 characters of the Full Description of the selected G/L account in this field, unless the Display Short Description For G/L Accounts In A/P Entrycontrol maintenance record is set to Y.
Sub Account	Enter the name of the subledger account associated with the A/P entry. You can only enter a subledger account name if this account has been set up for subledgers. For more information, see Creating Subledger Accounts.
Amount	Enter the amount to post to the designated account. You can do either or both of the following: From the Edit menu, select Notes to display the A/P Notes window where you can enter information about the entire payable. From the Edit menu, select Detail Notes to display the Detail Notes window where you can enter information specific to the invoice. The information you enter in the Detail Notes window displays on the General Ledger Report when you use the Detail option. For more information, see Running the General Ledger Report. Note: You can adjust invoice amounts, if needed, through Accounts Receivable.
Detail Notes	Any additional G/L notes that should be kept with the account for the A/P entry. Double click the notes field to enter or recall notes that have been entered.

Open Orders Tab

Displays all open purchase orders related to the payable account selected. Users can select open orders to mark an order as related to a specific entry and flag that order for personnel monitoring variances.

Field	Description
Br	The branch number to be charged for the expense.
PO #	The purchase order number of all open orders.
Rec Date	The date that you received the purchase order.
P/O Total	The total amount of the purchase order. An L after the total amount indicates that the order generation is a lot item generation; when you select it, the system displays the A/P Open Lot Item window. For more information, see Lot Item Order Shipment Reconciliation Overview.
Apply When Received	Select to indicate that the purchase order items have not been received into inventory but the purchase order has been reviewed and this invoice is connected to this order. The system then displays this purchase in the Purchase Order Variance Queue with a type of Unreceived. When the inventory has been received in the warehouse, the system moves the order to the Purchase Orders tab so you can apply the payment.