Viewing Payable Invoices

Use the A/P Preview Queue 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 Queuecontrol maintenance record to Yes.

To approve invoices in the A/P Preview Queue, see Approving Payable Invoices.

To display summary information for the A/P Preview Queue at all times, add an A/P Preview Queue widget to your Solar Eclipse main window. For more information, see Widgets and Menu Shortcuts Overview.

To view A/P invoices:

From the A/P menu, select A/P Preview Queue to display the A/P Preview Queue window.

In the Branch/Territory field, enter a branch for which you want to display the queue.

The system activates the remaining header fields.

Use the header fields to enter criteria for the invoices you want to display in the queue. If you leave any of the fields blank, the system selects all invoices for that category. To narrow your selection and speed up the display of the queue, populate the fields.

Field	Description
Branch/Territory	Enter the branch, branches, or territories for which you want to view invoices.
Starting Pay On Date and Ending Pay On Date	Enter the first and last dates in the date range for invoice selection.
Approved	Select one of the following statuses: All - Selects all open invoices. Approved - Selects only approved invoices. Unapproved - Selects only unapproved invoices, including disputed invoices. Unreconciled - Selects only unreconciled invoices.
Terms	Enter a payment code or select from a list of term codes. Note: Parameters for terms codes are set using the Terms Maintenance window. For more information, see Terms Maintenance Overview.
Vendor	Enter a vendor name to limit the displayed invoices to those from that vendor.
Type	Select from a list of vendor types to limit the displayed invoices to those for a certain vendor type. Use the Valid Vendor Typescontrol maintenance record to set the types you want to use.
Batch	Enter a number to limit the invoices to those belonging to that batch.
Status	Select one or more of the following to determine which invoices you want to display: STK - Displays only those invoices that include standard, on-hand stock. DIR - Displays only those invoices that include stock that has gone directly from manufacturer to customer. EXP - Displays only those invoices that include non-physical payables, such as electric or water bills. Note: To add additional invoice statuses, use the Valid Payable Invoice Statusescontrol maintenance record.
Sort By	Select how you want the items in the queue to sort. When the system sorts by vendor, it uses the information in the Vendor Maintenance Sort By field instead of the vendor name to sort the invoices.
Credit Card Type	Select the card type for which you want to display invoices. If you limit the display to a specific card type, only invoices able to be paid with that card display. For example, if you select AMEX, and your vendor ABC Lighting does not accept AMEX but only VISA, invoices from ABC Lightning do not display in the queue until that parameter is removed or changed. The system validates this field based on the Valid Vendor Credit Card Typescontrol maintenance record.
Show Only Resolved Items	Use the check boxes, if you want to limit the orders that display.
Show Only Un-Received Orders

To change the currency, from the Edit menu, select Currency Exchange to display the Currency Exchange window. In theCurrencyfield, select or enter the currency you want to apply. TheExchange Ratefield displays the exchange rate, which reflects the information set in the Exchange Rate Maintenance window. For more information, see Foreign Exchange Rates Overview.

Click Updateto display the invoices that meet the criteria you entered.

The system displays the invoices with the header additional information and populates the

corresponding columns.

Field	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 ID	The invoice number associated with the invoice.
Pay On Date	The invoice due date.
Post Date	The invoice posting date.
Approved	The status of the item indicating if the invoice is approved. Note: To change the print status on a direct payable that is approved, update the Print Status On Direct When Payable Approvedcontrol maintenance record.
Terms	The payable terms with the vendor associated with the invoice.
CC Payment	If you have a credit card defined in the Valid Vendor Credit Card Typescontrol maintenance record, the system allows selection of a credit card to expedite payments. For more information about this column, see Paying Invoices by Credit Cards. Note: If the CC Payment column is not displayed use the view magnifying glass icon to switch to the CC Vendor view.
Net	The net amount due on the invoice.
Discount	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 Datecontrol 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 Yes, the system selects information for every line item that it displays. For faster turnaround time for this queue, set this control maintenance record to No.
Status	The invoice approval status, such as an invoice that included standard, on-hand stock (STK) or non-physical material invoices for water and utilities (EXP).
Resolved	Indicates that the warehouse users have resolved the variance between the purchase order and the invoice in the Purchase Order Variance Queue. - Resolved - Purchase order requires action from accounts payable.
Received	Indicates that the warehouse users have received the purchase order. There could still be a variance between the invoice and the purchase order. A in this field means that the purchase order is no longer open. Run the Auto Approve P/O Variances utility to approve any invoices that have a perfect match for payable vendors set to auto approve. If this field is blank, the purchase order is still open and has not been received.
Totals Area	The running totals for all of the approved invoices for both the Net and Discount fields.
Inv Image	Includes a link to the invoice either using the standard Image Attachment Viewer or the EDI Invoice Viewer. - Opens invoice in standard Image Attachment viewer. - Opens invoice in EDI Invoice Viewer.