You use this program to view details of transactions processed against invoices for a supplier.
| Field | Description |
|---|---|
| Function | |
| Hold/Clear Invoice | Select this to toggle between placing the invoice on
hold or clearing an existing hold. See also: Notes and warnings. |
| Exchange Rates |
Select this to view details of the exchange rate at which the invoice was captured. If you are viewing payment information against an invoice then the exchange rate indicates the rate at which the invoice was paid. This option is available only for foreign currency suppliers. |
| G/L Distribution | Select this to use the GL Distribution for Invoice program
to view details of the General Ledger distribution entries for
the currently highlighted invoice record. This option is only available for actual invoice records. It is not available for invoices linked to credit/debit notes or payments. |
| Options | |
| Summary | Select this to display only invoice details in the listview. |
| Detail | Select this to display invoice details, together with any transactions processed against the invoice. |
| Display Retained Invoices |
Select this to include zero balance invoices in the listview (i.e. those invoices that you have paid and are retaining for a period as prescribed in Accounts Payable Setup). This option is only enabled if there are retained invoices on file (i.e. if all retained invoices have not been purged). |
| Supplier | Enter the code of the supplier for whom you want to display invoices in the listview. |
| Currency | This indicates the currency of the selected supplier. |
This screen is displayed when you select the Hold/Clear Invoice option from the Function menu.
| Field | Description |
|---|---|
| Place invoice on hold? | This is displayed if the invoice is not currently on hold. |
| OK | Select this to place the invoice on hold. See also: Notes and warnings. |
| Cancel | Select this to return to the previous screen without placing the invoice on hold. |
| Clear invoice hold | This is displayed if the invoice is currently on hold. |
| OK | Select this to release the invoice from its hold status. |
| Cancel | Select this to return leave the invoice on hold and to return to the previous screen. |
| Column | Description |
|---|---|
| Supplier invoice | This is the supplier's invoice number. |
| Due date | This indicates the date on which the invoice is due for payment. |
| Amount | This indicates the total invoice amount, inclusive of tax. |
| Balance | This indicates the current outstanding balance against the invoice. |
| Status | Tax relief entries originate from the AP Tax Relief program and Tax relief recovery entries originate from the Execute AP Payment Run program (see Payment Run Tax Relief Recovery). |
| Invoice Reference | This indicates the reference assigned to the invoice when it was posted. |
| Invoice date | This indicates the date of the supplier's invoice. |
| Discount date | This indicates the date by which the invoice must be paid in order to claim the settlement discount. |
| Original discount | This indicates the original invoice discount amount. |
| Branch | This indicates the Accounts Payable branch against which the invoice was posted. |
| Month/Year | This indicates the period and year in which the invoice was posted. |
| Journal | This indicates the journal number created when the invoice/payment was processed. |
| Journal date | This indicates the journal date for the invoice. |
| Payment reference | This indicates the reference defined against the invoice payment. |
| Exchange rate | This indicates the exchange rate used for the invoice. |
| Gross amount | This indicates the gross amount of the invoice. |
| Discount taken | This indicates the amount of discount applied when the invoice was paid. |
| Payment run | This indicates the payment run number for the invoice. This is displayed if the invoice was released against a manual check, system check, EFT payment or Void check payment run (see Payment Cycle Maintenance). |
This program can be accessed by selecting the Invoice option from the Query menu of the Supplier Query program or from the Posted invoices field of the AP Permanent Entry Maintenance program.
You cannot place an invoice on hold if:
it is included as a released invoice in a payment run (see Payment Cycle Maintenance).
a manual payment is in process for the invoice. In this instance you first need to remove the payment details using the Payment Cycle Maintenance program.
Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.
Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the Electronic Signatures program.
| eSignature Transaction | Description |
|---|---|
| AP Invoice placed on hold |
Controls access to the Hold function in the Payment Cycle Maintenance, AP Release Invoices to Pay by Review, AP Invoice Posting and Supplier Invoices programs. |
| AP Clear invoice hold |
Controls access to the Clear invoices on hold function in the AP Release Invoices to Pay by Review and Supplier Invoices programs. |