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Approved Amount / Approval Status / Description. Use these fields for your reference when you put an invoice on hold for exceeding its authorized amount. Approved Amount is the maximum amount you authorize for payment against an invoice. Status can be type of authorization needed or current status of invoice authorization. Description can be of status of authorization or how to obtain further authorization.
Amount Withheld. Payables displays the amount withheld from the invoice based on automatic withholding tax calculations.
Batch Name. If you entered this invoice in an invoice batch, Payables displays the batch name.
Cancelled By / Date / Amount. The username of person who cancelled an invoice, date of cancellation, and original amount of cancelled invoice.
Create Freight Distribution. Check this check box to open the Freight window. Payables automatically creates a freight distribution from information you enter in the Freight window. If you have enabled the Automatically Create Freight Distribution Payables option and have entered a default Freight Account, Payables automatically checks this check box and enters a default freight account in the Freight window. You can override this account. See also: Entering Freight on Invoices.
Date Invoice / Goods Received. Payables enters the Terms Date as default if you have set Invoice Received or Goods Received as the terms date basis for the supplier site. If you change the default, Payables automatically updates the Terms Date and recalculates your scheduled payment.
Description. A description (up to 240 characters) of the goods and services listed on the invoice. Used as the default for distributions. Description appears on the payment document remittance and you may choose to include it when you transfer journal entries to your general ledger.
Discountable Amount. Invoice amount eligible for discount. The default value for positive and negative amount invoices is the invoice amount, and the default value for invoices on which you have withheld tax is the adjusted invoice amount. If your supplier discount does not apply to tax, enable the Exclude Tax from Discount Payables option to have Payables subtract the tax amount from the invoice amount when calculating the default Discountable Amount. Payables will not subtract Offset type taxes.
Note that changes in the Distributions window will not affect this field. For example, if the Exclude Tax from Discount Payables option is enabled and you create tax distributions manually or automatically at a distribution line level, Payables will not decrease the Discountable Amount in the Invoices window. You can manually change the Discountable Amount field. See also: Discounts.
Distribution Set. Used to automatically create invoice distributions when invoice is not matched to a purchase order or when you do not want to enter invoice distributions manually. Payables enters the supplier site default Distribution Set, if one exists.
If you want to use a Distribution Set, you must enter one before you navigate to the Distributions window.
Distribution Total. Sum of the invoice distributions in the Distributions window. If the Distribution Total does not match the invoice amount, Payables will apply a hold to your invoice during Approval.
Document Category Name. Default document category for an invoice. Payables predefines a document category for each invoice type. If you enable the Sequential Numbering profile option, this document category defaults to an invoice during entry. Payables uses the document category to assign a unique voucher number to an invoice if you assign an automatic sequential numbering sequence to the document category. If you do not enable your Sequential Numbering profile option, Payables provides no default for this field and you cannot enter a value.
Document Sequence. Sequence name assigned to an invoice, based on the document category of the invoice. Your system administrator defines the sequential numbering sequences used by Payables and assigns them to a document category,
Exchange Rate / Exchange Date. Foreign currency rate information Payables uses to convert a foreign currency invoice amount to your functional currency. See: Foreign Currency Transactions and Entering Foreign Currency Invoices.
Note that if the Invoice Currency and your functional currency are different associated fixed-rate currencies, such as Euro and an EMU national currency, Payables displays the fixed rate and you cannot update this value.
Freight Amount. The freight amount you want Payables to exclude when Payables calculates the default discountable amount for an invoice, if your Exclude Freight from Discount option is enabled for the supplier site. If you choose to prorate freight, Payables defaults this amount in the Prorate window.
GL Date. The default GL Date for the distributions for this invoice. Must be in an open or future period. The default is the invoice date, goods received date, or system date, depending on your GL Date Payables option.
Attention: If you change the invoice GL Date, Payables does not change the GL Date for existing invoice distributions. If you want to update the GL Date for an invoice, use the Distributions window to change the GL Date for each invoice distribution.
Invoice Amount. The full Invoice Amount including tax, freight, and miscellaneous charges.
Invoice Curr. The currency of the invoice. After you save your invoice, you cannot change the currency. You can use Invoice Actions to cancel the invoice, then re-enter the invoice with the correct currency.
Invoice Date. Date on an invoice. Payables uses the system date as a default. Payables may use the Invoice Date as the Terms Date and GL Date for an invoice, depending on your system setup. If your GL Date Basis is Invoice Date, the Invoice Date must be in an open or future period.
Invoice Number. The invoice number provided by the supplier on the invoice. Must be unique for the supplier. Payables uses the system date as a default.
Liability Account/Description. Account for the invoice liability. Payables uses the supplier site Liability Account as a default. Payables uses this account when you create journal entries to post your invoices if you use accrual basis accounting. Payables credits an amount equal to the sum of your invoice distributions. You cannot enter more than one Liability Account for an invoice.
If you enable the Automatic Offsets Payables option, Payables automatically allocates the invoice liability across multiple balancing segments, rather than using one liability account. See: Automatic Offsets. Also, if you enable Automatic Offsets but do not use encumbrance accounting, if you update the Liability Account for an invoice, you must resubmit Approval before you can pay the invoice. (Payables sets all the unposted distributions to Unapproved so you need to resubmit Approval.) Payables recreates the liability distributions during Approval.
Original Prepayment Amount. The original amount of a prepayment. The Invoice Amount of a prepayment adjusts as you make applications; the Original Prepayment Amount remains constant.
Pay Alone. A Pay Alone invoice is paid with its own payment document without including other invoices for the supplier. You cannot choose this option if the invoice is partially paid or has been selected for payment in a payment batch.
Payment Amount. Invoice amount displayed in payment currency.
Payment Curr. If the Invoice Currency is not a fixed-rate currency, then the payment currency will be the same as the Invoice Currency and you cannot enter a value in this field.
If the payment currency is a fixed-rate currency, such as Euro or another EMU currency, you can change it to an associated currency. For fixed-rate currencies, the payment currency value defaults from the supplier site, or, if you are using batch control, it defaults from the batch. If you aren't using batch control and the supplier site has no default payment currency, the value defaults from the Invoice Currency. If you change the Invoice Currency then the value for payment currency will change to the value for invoice currency.
Pay Group. Use Pay Group to group invoices from multiple suppliers for a payment in a payment batch.
Payment Method. The payment method by which you pay the supplier site. Payables defaults the Payment Method to all new scheduled payments of the invoice. Payables enters the supplier site default Payment Method, if one exists.
Payment Rate. If you are making a payment in a different currency than the invoice, and both currencies are associated fixed-rate currencies, Payables displays the fixed cross rate. You cannot update this value in this window.
Payment Rate Type. If the Payment Currency is different from the Invoice Currency and both are fixed-rate currencies, Payables displays EMU Fixed.
Payment Rate Date. The date the Payment Rate is effective. If the payment currency and invoice currency are associated fixed-rate currencies, then when you enter the Invoice Date, Payables enters the invoice date value as the payment rate date.
Prepayment Type.
Prepayment PO Number. Associate a prepayment with an open purchase order for the same supplier. If you later apply the prepayment to an invoice, it must be to an approved, unpaid, or partially paid invoice matched to this purchase order.
Note: If you enter project information, you must enter a value for Task unless you have matched to a purchase order with project information with a null task ID. A purchase order can have a null task ID only if its destination is Inventory or Shop Floor. If the destination is Inventory or Shop Floor, the project information is used by Project Manufacturing.
Rate Type. Type of exchange rate between invoice and functional currency. See: Types of Exchange Rates.
Site. The supplier site address to which you want to remit payment. If you print checks, Payables prints this address on the check.
Tax Amount. Amount of tax on an invoice. If you enter a tax amount and a tax name in the invoices window, Payables will enter tax distributions for you automatically. However, any changes you make to the tax amount at the distribution level will not be reflected in this field.
If you use Automatic Tax Calculation at the Header level and you enter a Tax Name, Payables automatically calculates and enters the Tax Amount.
Tax Name. Payables enters the a default tax name in the Invoices window based on the Tax Name Defaults hierarchy you defined in the Payables Options window. See: Defaulting Tax in Payables.
If you enter a tax name in the Invoices window and Invoice Header is the highest ranking applicable tax source, then during distribution creation, Payables assigns the tax name to each invoice distribution.
If Payables defaults the distribution Tax Name from the Invoice Header, it will override any tax names on the distributions created by Distribution Sets, purchase order matching, or the Account tax name default source.
Terms Date. Beginning date from which Payment Terms start when Payables calculates the scheduled payment(s) for an invoice. Can be the invoice date, invoice received date, goods received date, or invoice entry date depending on the Terms Date Basis for the supplier site. If the Terms Date Basis is invoice or goods received date, Payables prompts you to enter that date here and copies the value to the field of the same name.
Type. The type of invoice you select determines which processing options Payables makes available to you.
Withholding Tax Group. Withholding tax group that Payables will use to calculate the Amount Withheld for an invoice. Payables enters the supplier site default Withholding Tax Group, if one exists. You cannot withhold tax on prepayments.
Amount Paid. Amount you have paid on the invoice. If the invoice has a payment currency, then it is displayed with the invoice currency above and payment currency below. To see detailed information on the invoice payment(s), select the invoice and choose the Payments button.
Batch Control Total. If you are entering or reviewing an invoice batch, Payables displays the number you entered in the Control Total field of the Invoice Batches window.
Description. Payables displays the invoice description.
Distribution Total. Sum of the invoice distribution amounts. To see detailed distribution information, choose the Distributions button.
Holds. If the invoice has an invoice hold, Payables displays the number of invoice holds. Payables does not include the Hold All Payments or scheduled payment holds in this field. To see detailed invoice hold information, choose the Holds button. See also: Applying Holds.
Posted. Payables displays Yes, No, or Partial to indicate if the journal entry information for the invoice has been successfully transferred. If an invoice is partially posted, you have transferred some, but not all of the invoice distributions. This situation arises when you are using the cash basis accounting method and you have transferred invoice information to the general ledger for a partially paid invoice.
Scheduled Payments. Opens the Scheduled Payments window for a selected invoice.
Holds. Opens the Invoice Holds window for a selected invoice.
Actions. Opens the Invoice Actions window for a selected invoice(s) which you can use to perform actions such as approving, cancelling, or printing.
Payments. Opens the Payments window for a selected invoice.
Overview. Opens the Invoice Overview window for a selected invoice.
Match. Allows you to match a selected invoice to a purchase order, or match a selected credit/debit memo to an invoice.
If you enter a date that is more than one year old, Payables displays a warning message. This warning message helps you detect data entry errors.
LIABILITY ACCOUNT. If you use encumbrance accounting and Automatic Offsets, and an invoice is fully approved, you cannot update the Liability Account for the invoice. If you use encumbrance accounting and Automatic Offsets, and there is at least one unapproved invoice distribution, then you can update the Liability Account. Payables uses this updated Liability Account only for the invoice distributions subsequently approved.
Scheduled Payments Window Reference
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