If you entered transaction details, but did not post the transaction, then the message: Do you want to save your changes? is displayed. If there is no undistributed amount on the GL Distribution pane and you select Yes to this question, then the entry is posted. If you select No, then the transaction is discarded, the fields are cleared and focus is set to the Supplier field.

Indicate the type of transaction you want to process.

The following transaction types are available:

See also: Notes and warnings.

Select this to edit information in the Transaction and GRN Matching panes.

This is enabled only after you select the GL Distribution function.

All entries in the GL Distribution pane are cleared.

If you selected the GRN matching required option, then you need to complete the GRN matching process before the GL Distribution option becomes available.

Once you select the GL Distribution option, the Transaction pane is disabled. The transaction values will have been validated and the contents of the GL Distribution pane are dependent on these values. Changes can therefore only be made by selecting the New option and re-entering the transaction information.

Select this to post the transaction to the supplier's account.

This option is only available when the Undistributed value in the GL Distribution pane is zero.

If you distributed the tax across multiple General Ledger tax accounts on an Exclusive basis and the entered tax amount does not match the tax calculated by the system, then you must apply the difference to one of the tax codes until the difference is zero.

This is only available after at least one transaction is posted.

Use the Select option to use the Browse on AP Registered Credit and Debit Notes program to indicate the registered credit or debit note to approve.

You must re-establish the debit or credit note if it was not linked to an existing supplier invoice when it was added in the AP Invoice Registration program.

Enter the supplier's document number according to the transaction type you are processing:

See Tax considerations in Notes and warnings.

Changing this amount recalculates the Tax amount or QST amount.

This field is disabled for an Approve invoice, Approve credit note or Approve debit note transaction.

You need to use the AP Invoice Registration program to maintain a registered invoice, credit note or debit note.

Optionally enter a free format reference for the transaction.

This reference is used as the transaction reference for both the Work in Progress detail transaction reference and the Purchase Order history of receipts reference.

For example:

You can use a reference of 'Take on' when you use the Accounts Payable module for the first time and you are posting invoices to be able to balance with the General Ledger totals.

When you re-establish an invoice and you leave this field blank, then the reference of RESTAB is entered by the system.

The reference is printed on the AP Invoice Journal Report and is displayed when you query the supplier's invoices, or if you do an Adjustment, Credit note, Debit Note or Approval. In addition, the reference can be printed on your Remittance Advice (AP Check Format).

This field is disabled for an Approve invoice, Approve credit note or Approve debit note transaction.

Enter the description of the transaction that you want to print on the AP Invoice Journal Report.

For example:

A description of items received, the receiving warehouse and Purchase Order number, or a description relating to an Adjustment, Debit note, Credit note or Approval.

This only applies to the transaction types of Invoice and Approve invoice.

Edit

Select this to enter the manual check details for an invoice you are posting against the supplier (e.g. C.O.D invoices that you post to the supplier's account).

See Manual Check Details for details.

Enable this to match the transaction to a GRN (Goods Received Note) that was previously entered against a Purchase Order for the Supplier.

GRN matching only applies when the GRN suspense system is required (Purchase Orders Setup - GRN tab) and GRN matching is required for the supplier (Supplier Maintenance - Purchasing tab).

You can deselect this option if you are allowed access to the operator activity: AP Untick GRN matching required (Security Activities).

This does not apply if you selected the Manual check required option.

This defaults to the Transaction amount entered.

This field is disabled when you select the Discount based on percentage option.

You can enter the new discount amount at the Discount adjustment field, or use the Discount based on percentage option to allow the system to calculate the amount according to a percentage.

You can only post a negative discount adjustment when a discount was applied to the invoice originally.

When processing an invoice, this defaults to the current system date, but can be changed. This date is typically the date printed on the supplier's document.

Changing this date recalculates the Tax amount or QST amount based on the tax effective rates defined in the Tax Effective Rates program.

In addition, this date is used to determine the tax/QST rate for Settlement discount when the Calculate tax using historical tax rate option is enabled (Accounts Payable Setup).

	For Credit notes, Debit notes and Adjustments, this displays the Invoice date. Changing this date when processing a Credit note, a Debit note or an Adjustment, changes the Invoice record which may affect the ageing of the original invoice.

When processing invoices, the system determines the Discount date for each transaction according to the Invoice Terms of the Supplier (Supplier Maintenance), but this can be changed.

If you make a payment to the Supplier before or on the Discount date, you qualify for a discount on the invoice, as it is set up in the Invoice Terms of the Supplier.

You can only access the Discount date field if a Discount amount, Discount adjustment or Discount percentage was entered.

If you entered a default Discount date (Default Dates), then that date is displayed in this field. This only applies to the Invoice transaction type.

For Credit notes, Debit notes and Adjustments, this displays the Invoice discount date. This field is enabled when the Discount amount is non-zero or the Original discount amount against the invoice is non-zero (i.e. there was discount when the invoice was originally captured). The Original discount is displayed in the Information pane.

	Changing this date when processing a Credit note, a Debit note or an Adjustment, changes the Invoice record which may affect the ageing of the original invoice.

If you entered a default Due date (Default Dates), then that date is displayed in this field.

For Credit notes, Debit notes and Adjustments, this displays the Invoice due date.

	Changing this date when processing a Credit note, a Debit note or an Adjustment, changes the Invoice record which may affect the ageing of the original invoice.

The following cause the QST amount and Tax amount to be recalculated:

The tax basis can only be changed if GRN matching required is not selected.

If you selected the option: QST calculated on tax, then second tier tax is calculated on the (selling price + Tax).

The second tier tax portion of the transaction is calculated using the Transaction amount and the rate held against the second tier tax code as follows:

((Transaction amount of tax) / (100 + tax%)) x Tax%

If the option: QST calculated on tax is deselected, then the second tier tax portion of the transaction is calculated on the selling price only.

The tax portions of the transaction are calculated as follows:

This second tier tax amount is posted to the Default second tier tax Ledger code (General Ledger Integration - Accounts Payable tab) if the option: Disburse tax amount over single G/L tax account is selected (Accounts Payable Setup - Tax tab). If the option: Disburse tax amount over multiple G/L tax accounts is selected, then the second tier tax amount is posted to the A/P tax ledger code defined against the entered QST code (Browse on Tax Codes).

The tax amount entered here is posted to the Input tax Ledger code (General Ledger Integration - Accounts Payable tab) if the option: Disburse tax amount over single G/L tax account is selected (Accounts Payable Setup - Tax tab). If the option: Disburse tax amount over multiple G/L tax accounts is selected, then the second tier tax amount is distributed to the A/P tax ledger code defined against each second tier tax code entered in GL Distribution.

This amount is recalculated according to the tax effective rates in the Tax Effective Rates program when the Invoice date is changed. It is also changed when the Transaction amount is changed.

QST only applies to local currency transactions.

This field is displayed if the option: Second tier tax is set to Required (Accounts Payable Setup - Tax tab) and the supplier is a local currency supplier.

If the QST code is blank or invalid, then 0 % is assumed for the QST rate.

This field defaults to the second tier tax code defined on the Tax tab of the Accounts Payable Setup program.

The system automatically calculates the second tier tax amount according to this tax code.

Tax codes are maintained using the Tax Codes Setup program.

Select this to calculate the second tier tax on the Selling price plus tax.

Deselect this to calculate the second tier tax on the Selling price only.

This field is displayed if the option:Second tier tax is set to Required (Accounts Payable Setup - Tax tab) and the supplier is a local currency supplier.

This field defaults to the setting at the Second tier tax calculated on tax option defined on the Tax tab of the Accounts Payable Setup program.

When the EC VAT system is not required, the default tax code is the Default code for Tax that is defined in Accounts Payable (Accounts Payable Setup - Tax tab).

If the Tax code is blank or invalid, then 0 % is assumed for the tax rate.

The Descriptive tax code must be used if defined (Descriptive Tax Codes).

If the setup option: EC VAT system required is selected (Tax Options - General tab) and the setup option: Supplier default tax code required is selected (Accounts Payable Setup - Tax tab), then this field defaults to the tax code defined against the supplier (Supplier Maintenance). If the option: Supplier default tax code required is not selected, then this field defaults to the Default tax code defined on the Tax tab of the Accounts Payable Setup program. If the transaction is defined as an acquisition, then this field is disabled.

If the setup option: EC VAT system required is selected (Tax Options - General tab), and the transaction is for an Acquisition transaction, then this field is disabled.

When processing a transaction for a foreign currency supplier, this field is only enabled if the option: Allow tax entry for foreign currency suppliers is selected (Accounts Payable Setup - Tax tab).

The system automatically calculates the Tax amount according to this tax code. Tax codes are defined using the Tax Codes Setup program.

To change the code you must indicate that a Global tax file is required (General Ledger Setup - General tab), or that a Tax distribution file is required in Detail or Summary (Accounts Payable Setup - Tax tab).

	If the Transaction amount is equal to the Tax amount, then this field can be left blank. However, if no tax code is selected, then a space is printed in the Tax Code field of the AP Tax Distribution Report report.

See Tax considerations in Notes and warnings.

The system calculates the Tax amount, using the Transaction amount value and the rate held against the Tax code to calculate the tax portion of the transaction.

The tax calculation is performed as follows:

((Total value inclusive) / (100 + tax %)) x Tax %

If the option: Second tier tax is set to Required (Accounts Payable Setup - Tax tab), then the second tier tax amount is deducted from the Total invoice value inclusive before the tax amount is calculated. If second tier tax is required, then the tax is calculated as follows:

(Total value inclusive - second tier tax amount) / (100 + tax%) x Tax %

To change the tax amount, you must indicate that a Global tax file is required (General Ledger Setup - General tab), or that a Tax distribution file is required in Detail or Summary (Accounts Payable Setup - Tax tab).

When processing a transaction for a foreign currency supplier, this field is only enabled if the option: Allow tax entry for foreign currency suppliers is selected (Accounts Payable Setup - Tax tab).

If the setup option: EC VAT system required is selected (Tax Options - General tab), and the transaction is for an Acquisition transaction, then this field is disabled.

The tax amount entered here is posted to the Input tax Ledger code (General Ledger Integration - Accounts Payable tab) if the option: Disburse tax amount over single G/L tax account is selected (Accounts Payable Setup - Tax tab).

If the option: Disburse tax amount over multiple G/L tax accounts is selected, then the tax amount is distributed to the A/P tax ledger code defined against each tax code (Browse on Tax Codes) entered in G/L Distribution.

	If the Transaction amount is equal to the Tax amount, then this field can be left blank. However, if no tax code is selected, then a space is printed in the Tax Code field of the AP Tax Distribution Report report.

This amount is recalculated according to the tax effective rates in the Tax Effective Rates program when the Invoice date is changed. It is also changed when the Transaction amount is changed.

Enter a notation to describe the Tax amount and/or ledger code when it is posted to the General Ledger.

The notation is printed on the AP Invoice Journal Report and General Ledger reports and displays in GL Query.

This only applies if the Ask notation per detail distribution entry option is selected (Accounts Payable Setup - General tab).

This indicates the exchange rate to use for the transaction.

This is the rate at which foreign currency transactions are converted to your local currency equivalent, before being posted into the General Ledger.

You can only access this field when all of the following apply:

Each GRN entered is validated and added to the end of the grid. GRNs currently displayed are not affected.

Only lines with the GRN you entered are displayed in the listview, enabling you to select the required lines you want to match.

A message is displayed when:

A GRN is excluded from the listview when:

Transaction amount less Freight charge less Miscellaneous charge less Tax amount

This always displays the value as at the time you selected the GRN Matching option in the Transactions pane. It is not reduced as you select lines to match. The values currently matched are displayed in the footer section of the grid.

Enables you to simultaneously select all the detail lines in the grid to match to the invoice.

Uses the GRN Adjustment program to maintain details of Goods Received Notes.

	A warning is displayed that all changes made to the grid will be lost. You can select to cancel or continue.

A tick in this checkbox indicates that the GRN line is selected for matching and allows you to change the Merch matched value for the line.

You can toggle between selecting and deselecting each line.

This is set to enabled when you select the Match All Lines option.

Select this to match only a part of the selected GRN quantity or value to your transaction.

This allows you to change the Matched qty, Matched value and Merch matched value fields in the grid.

The Match check box must be ticked before you can select this option.

This is calculated as follows:

Outstanding value (in local currency) = Current GRN value (in local currency) - Value matched to date (in local currency)

When performing GL Distribution in foreign currency, then it converts the Outstanding value in local currency to Outstanding value (in foreign currency) using the exchange rate entered in AP Invoice Posting.

Indicate the quantity of the line item that you want to match for the GRN line.

Indicate the value you want to match for the GRN line.

The total of this column, for all GRN lines selected for matching, is compared to the invoice merchandise value. Any difference between the two causes a purchase price variance. See Purchase price variance under Notes and warnings.

Indicate the merchandise value you want to match for the GRN line.

The total of this column, for all GRN lines selected for matching, is compared to the Value to Match field. See GRN variance under Notes and warnings. The value in this column has nothing to do with the purchase price variance value calculation.

You can only post to a job when the Accounts Payable and Work in Progress modules are in the same period.

See Issue to Job.

This indicates the amount which must still be allocated to General Ledger codes.

When the this amount reaches zero, the system calculates the tax portion.

Each GL Distribution Entry has a Tax code associated with it, which is used to calculate the Tax amount per entry on an Exclusive or Inclusive basis. All these amounts are added up to produce the Total tax amount on the transaction.

You can either enter separate amounts to be posted against different ledger codes, or select the Apply Undistributed function to assign the undistributed value shown on the screen to the ledger code selected.

If you selected the preference: G/L distribution in foreign currency, then the General Ledger distribution entries for Invoices, Credit notes, Debit notes and Adjustments processed for foreign currency suppliers are processed in the currency of the supplier.

This indicates the tax code to use to determine the applicable tax amount for that distribution entry.

When processing a transaction for a foreign currency supplier, this field is only enabled if the option: Allow tax entry for foreign currency suppliers is selected (Accounts Payable Setup - Tax tab).

If you change the Tax code for a specific General Ledger entry, then the system recalculates the tax amount for that entry according to the new code entered.

If you are using Withholding tax (Tax Options) and you disburse the invoice value to multiple G/L expense accounts and use different tax rates against the entries, then when the withholding tax amount is calculated for payment purposes, the calculation only uses the first tax code entered.

This indicate the job number to which the amount was posted. It is only displayed if you issued the amount to a job (see Issue to Job).

This field is not available when:

This field is disabled when:

When you enable Tax only and the option: Disburse tax amount over single GL tax account is enabled (Accounts Payable Setup) then:

When you enable Tax only and the option: Disburse tax amount over multiple GL tax accounts is enabled (Accounts Payable Setup) then:

The Apply Undistributed option is disabled when you are using Exclusive tax and posting the entire value as a tax amount. With exclusive tax the value in the Amount column does not include tax, so the undistributed value must not be affected.

Refer to Report Details or Report Details for details of imbalances which can occur by posting Tax only entries.