This is defined when you add a new permanent entry and once defined, cannot be changed for the same supplier and invoice combination.

This is defined when you add a new permanent entry and once defined, cannot be changed for the same day and invoice combination.

Enter a unique invoice ID you want to use for the permanent entry. This enables you to identify the entry on the supplier's account.

The AP Post Permanent Entries program cannot post the entry if an identical invoice ID already exists on the suppliers account, irrespective of whether that invoice was processed using the AP Post Permanent Entries or AP Invoice Posting program.

This is defined when you add a new permanent entry and once defined, cannot be changed. If you want to change the invoice ID, then you need to delete the permanent entry and recreate it with the required invoice ID.

Once entered, this cannot be changed without deleting the permanent entry and recreating it.

This is the total amount (including tax if applicable) that is credited to the supplier and debited to the General Ledger. This amount is entered in your local currency.

When you post a permanent entry defined against a foreign currency supplier, the equivalent foreign amount is credited to the supplier and debited to the General Ledger. The exchange rate is determined by the rate for the foreign currency defined in the currencies table.

Indicate the account that is used for expense distribution (i.e. the invoice amount less the tax amount entered above).

This cannot be a control account, and is validated if Accounts Payable is linked to General Ledger in Detail or Summary.

If the General Ledger code requires General Ledger analysis (General Ledger Code Maintenance or GL Structure Definition), then the Capture GL Analysis Entries program is displayed when you use the AP Post Permanent Entries program to post the transaction, enabling you to enter the analysis details. General Ledger analysis entries are always distributed in the local currency, irrespective of the currency in which the original transaction is processed.

The tax code entry must be in the range A to Z, and defaults to the Default tax code defined on the Tax tab of the AP Setup program. This entry highlights the rate of tax that has been applied to the merchandise amount, allowing for analysis by the Tax Distribution Report.

Tax codes are maintained using the Admin Tax Codes program.

If the Admin Tax Options setup option: EC VAT system required is selected and the AP Setup setup option: Supplier default tax code required is selected, then this field defaults to the tax code defined against the supplier. 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 AP Setup program.

If the invoice amount includes tax, then enter the tax portion of the invoice in this field.

This tax amount is posted to the Input tax Ledger code if the AP Setup option: Disburse tax amount over single G/L tax account is selected. If the Admin Tax Codes option: Disburse tax amount over multiple G/L tax accounts is selected, then the tax amount is posted to the A/P tax ledger code defined against the entered tax code.

You use these options to indicate the portion of the invoice amount which represents the second tier tax amount and the second tier tax code representing the rate of tax applicable to the sum of the merchandise portion plus tax.

The second tax code entry must be in the range A to Z, and defaults to the Default QST code defined on the Tax tab of the AP Setup program. This entry highlights the rate of second tier tax that has been applied to the sum of the merchandise portion plus tax, allowing for analysis by the Second Tier Tax Report.

Tax codes are maintained using the Admin Tax Codes program.

If the invoice amount includes second tier tax, then you enter the second tier tax portion of the invoice in this field.

The second tier tax amount entered here is posted to the Default QST Ledger code if the AP Setup option: Disburse tax amount over single G/L tax account is selected. If the Admin Tax Codes option: Disburse tax amount over multiple G/L tax accounts is selected, then the tax amount is posted to the A/P tax ledger code defined against the entered QST tax code.

For example:

If the entry is to be posted monthly, then enter 1; if every 6 months, then enter 6; and if once a year, enter 12.

The entry is only posted up to and including the Expiry date you set. After this date, the entry is deleted by the Purge function of the AP Period End program

If you do not select this option, then the entry is retained indefinitely (i.e. it has no expiry date).

After this date, the entry is automatically deleted when the Purge function of the AP Period End program is run.

An expiry date can only be entered when the Expires on option is enabled.

These fields indicate when the entry must next be posted.

If the entry has been posted at least once, then the date of the next posting is displayed.

You should not alter the date unless you want to put the date of the next posting forward.