Purpose: Use the A/P Select Vendor function to identify the vendor number, A/P invoice number, vendor name, purchase order number, purchase order receipt date, or drop ship invoice number associated with the A/P invoice you want to review. The A/P Inquiry function enables you to review a vendor's account to research or resolve a problem. Additionally, you can verify the account balance and account activity.
In this topic:
• Vendor Selection Window (by Vendor Name)
• A/P Select PO by Date Screen
• A/P Select Drop Ship Invoice Screen
• Display Invoice Detail Screen
• Display A/P Invoice Header Screen
• Display A/P Invoice/Payment Details Screen
• Display A/P Invoice/Payment Detail Screen
• Work with A/P Invoice Detail History Screen
• Display Vendor History Screen
• Work with Vendor Notes Screen
• Work with A/P Invoice Header History Screen
• Display A/P Invoice Header History Screen
• Vendor Charge Back Detail Screen
• Vendor Charge Back Additional Charges Screen
• Vendor Charge Back Messages Screen
• Change Vendor Charge Back Address Screen
Purpose: The A/P Select Vendor screen is the point where you begin your inquiry into an A/P invoice. You can scan for a vendor or a purchase order, if you match vendor invoices against purchase orders. Additionally, you can use this function to inquire into a vendor invoice for an item that was drop shipped.
How to display this screen: Enter DAPI in the Fast path field at the top of a menu or select A/P Inquiry from a menu. You can also advance to A/P Inquiry by pressing F7 on the A/P Invoice Entry Screen (Selecting an A/P Vendor) in A/P Invoice Entry..
ACR0096 ENTER A/P Select Vendor 2/15/97 14:29:25 CommercialWare
Vendor # . . . . . . A/P Invoice # .
Vendor name . . . . .
P/O # . . . . . . . .
P/O Receipt date . .
Drop Ship Invoice # .
F3=Exit F12=Cancel F21=Print list F22=User defined option F24=Select company |
Field |
Description |
Vendor # |
A user-defined code to identify the supplier of an item or service. In the case of an invoice related to a vendor charge back, you should enter the Charge vendor. You advance directly to the Display A/P Invoices Screen to review all invoices for this vendor when you enter a valid vendor number. Vendor codes are defined in and validated against the Vendor file. See Working with Vendor Items (WVNI). Numeric, 7 positions. |
A/P invoice # |
The invoice number you entered during A/P invoice entry to identify the merchandise or service you purchased. Enter both a vendor number and an A/P invoice number to advance directly to the Display A/P Invoice/Payment Details Screen screen, where you can review the specified invoice. Alphanumeric, 11 positions. |
Vendor name |
The name of the vendor from whom you purchased the merchandise or service. The Vendor Selection Window (by Vendor Name) appears automatically when you enter a full or partial vendor name. You can select a vendor from this window by entering 1 next tothe vendor name. Alphanumeric, 30 positions. |
P/O # |
The number of the purchase order on which you received the merchandise. Enter a purchase order number to advance directly to the Display A/P Invoices Screen, where invoices associated with the vendor on the purchase order display. Numeric, 7 positions. |
P/O receipt date |
The date on which the merchandise ordered on a purchase order was received. The system captures this information at PO Receiving. Enter a purchase order receipt date in this field if you match vendor invoices against purchase orders to advance to the A/P Select PO by Date Screen. Numeric, 6 positions; MMDDYY format. |
The invoice number for drop ship items that were shipped to your customers. The system generates a drop ship invoice number when you are notified that the vendor has shipped the drop ship item to the customer. Enter a drop ship invoice number in this field to advance to the A/P Select Drop Ship Invoice Screen. Select Invoice window: When you search by invoice number, if the system finds more than one order associated with the same invoice number, the system displays the Select Invoice window, where you can review and select the order associated with the invoice that you wish to review or update. An invoice number may be associated with more than one order number if the number wheel for the Invoice Number number assignment value rolled back to the first number. Numeric, 7 positions. |
Screen Option |
Procedure |
Print the A/P Ledger, which lists all paid, open voided, and reconciled invoices through the specified date. |
Press F21. See Print the A/P Ledger. |
Vendor Selection Window (by Vendor Name)
Purpose: Use this window to locate the vendor associated with the A/P invoice you want to review.
This window lists vendors in your company alphabetically, beginning with your entry. Additionally, the associated vendor number and the number of open purchase orders for each vendor display on the right of the window. The Open POs field displays the number of purchase orders that have been received, but not invoiced. A purchase order is closed when you cut an A/P check for the merchandise purchased.
How to display this screen: Enter a full or partial vendor name on the A/P Select Vendor Screen.
2/11/97 12:14:24 Vendor Selection
Opt Name Vendor Open POs A
Type options, press Enter. 1=Select
ACE HARDWARE COMPANY 5 11 BRADY FURNITURE 1 7 BOBCAT APPLIANCES 23 11 COMMERCIALWARE, INC. 100 33 MERLIN HOUSEWARES 14 392 MR. MUFFLER 2 11
F3=Exit F12=Cancel
F24=Select Company |
Contents: Enter 1 next to a vendor to advance to the Display A/P Invoices Screen.
Optionally, enter information in the Name field at the top of the Vendor Selection window to position your cursor to a particular vendor.
Purpose: Use this screen to locate and select the purchase order for which you want to review A/P invoices.
This screen lists the purchase orders received on or after the date you entered. Additionally, the vendor number, vendor name and dollar value of the purchase order display on the right of the window.
How to display this screen: Enter a receipt date on the A/P Select Vendor Screen. The receipt date represents the date when you received the merchandise or service from the vendor.
ACR0102 DISPLAY A/P Select PO by Date 2/11/97 12:16:27 Company #1
Opt P/O # Receipt date Vendor Vendor name Amount 10196
Type options, press Enter. 1=Select 5=Display receipt details
738 3/08/96 100 COMMERCIALWARE, INC. 328.50 660 3/17/96 14 MERLIN THE MAGICIAN 220.00 622 4/19/96 2 MR. MUFFLER 750.00 739 4/19/96 100 COMMERCIALWARE, INC. 24220.50
F3=Exit F12=Cancel F22=User defined option |
How to use this screen: Enter 1 next to a purchase order to advance to the Display A/P Invoices Screen. This screen displays A/P invoices for the vendor associated with the purchase order number you selected.
Optionally, enter 5 next to a purchase order to review receipt information.
A/P Select Drop Ship Invoice Screen
Purpose: Use this screen to locate and select a drop ship invoice related to an A/P invoice. The system generates a drop ship invoice number when you are notified that the vendor has shipped the drop ship item to the customer.
This screen lists the drop ship invoices for items shipped directly to your customers from your vendors. The invoice number, vendor number, vendor name, invoice date, and dollar value of the drop ship items display on the right of the screen.
How to display this screen: Enter a number in the Drop ship invoice # field at the A/P Select Vendor Screen.
ACR0103 DISPLAY A/P Select Drop Ship Invoice 2/02/97 14:39:52 CommercialWare
Opt Invoice Vendor Vendor name Invoice date Amount
Type options, press Enter. 1=Select 5=Display invoice details
1003 200 ROJACKS 2/06/96 10.00 1036 14 COLE HANN 2/13/96 40.00 1043 14 COLE HANN 2/14/96 10.00 1045 14 COLE HANN 2/15/96 10.00 1047 14 COLE HANN 2/15/96 10.00 1049 14 COLE HANN 2/18/96 10.00 1050 14 COLE HANN 2/18/96 10.00 1051 14 COLE HANN 2/18/96 10.00 1052 14 COLE HANN 2/18/96 10.00 +
F3=Exit F12=Cancel F22=User defined option |
How to use this screen: Enter 1 next to a drop ship invoice to advance to the Display A/P Invoices Screen, where invoices for the vendor associated with the invoice you selected display in alphanumeric order by invoice number.
Optionally, enter 5 next to the desired invoice to advance to the Display Invoice Detail Screen.
Purpose: Use this screen to review invoice information for a drop ship invoice.
How to display this screen: Enter 5 next to a drop ship invoice at the A/P Select Drop Ship Invoice Screen.
ACR0144 DISPLAY Display Invoice Detail 2/13/97 11:43:23 EZK Mail Order
Order # : 2345 Invoice # : 1826 ---------- Ship --------- ---- Return --- Opt Ln# Item# SKU Qty Price Date Qty Date
Type options, press Enter. 5=Display 6=Display pay methods 7=Detail Charges
1 VALENTINES 1 50.00 3/29/96 0
F3=Exit F12=Cancel |
Field |
Description |
Order # |
A unique number to identify an order. Numeric, 8 positions; display-only, assigned by the system. |
Invoice # |
A unique number to identify an invoice for a shipment to a customer. Numeric, 7 positions; display-only, assigned by the system. |
Ln # |
The number of the item line on the invoice. Numeric, 3 positions; optional. |
Item # |
A code representing the unit of inventory sold to the customer. Alphanumeric, 12 positions; display-only. |
SKU |
The item's unique characteristics, such as its color or size. Alphanumeric, three 4-position fields (split SKU) or one 14-position field (full SKU); display-only. |
Ship qty |
The unit quantity of the item shipped on the drop ship invoice. Numeric, 5 positions; optional. |
Ship price |
The unit price at which you sold the item. Numeric, 7 positions with a 2-place decimal; optional. |
Ship date |
The date the item was shipped. Numeric, 6 positions (MMDDYY format); optional. |
Return qty |
The quantity of the item returned by the customer. Numeric, 5 positions; optional. |
Return date |
The date the item was returned. Numeric, 6 positions (MMDDYY format); optional. |
Screen Option |
Procedure |
Display additional invoice detail |
Enter 5 next to an item to advance to the Second Display Invoice Detail Screen. |
Display payment method information |
Enter 6 next to an item to advance to the Display Invoice Detail Pay Methods Screen. |
Display detail charges, such as duty |
Enter 7 next to an item to advance to the Invoice Detail Charges Screen. |
Purpose: Use this screen to review summary information for the vendor or detailed information for the vendor's invoices.
This screen does not display if you specify a valid vendor number and A/P invoice number combination on the A/P Select Vendor Screen.
How to display this screen: Enter a valid vendor number on the A/P Select Vendor Screen.
ACR0109 DISPLAY Display A/P Invoices 10/24/01 13:08:57 KAB Co. Vendor 101 Remit to name PEARL BLATZ On Order : 379911.17 Address. . . . 10 SPEEN STREET Total A/P : 370.17 COMMERCIAL PRODUCTS USA Terms . . : NET 30 FRAMINGHAM MA 01701 USA 508 652-9489 Hold Vendor Checks N Opt Sts Invoice # Date PO-D/S# Amount Paid amt Balance
Type options, press Enter. 5=Dsp detail 6=Dsp payments 7=Dsp history 8=Vnd chg back 23=Notes
P 0 3/12/99 0 50.00 50.00 .00 P 000000012CR 8/30/00 0 375.00- 375.00- .00 P 12 5/21/98 493 213.75 192.37 .00 P 13 5/21/98 0 20.00 18.00 .00 P 14 5/21/98 499 41.95 37.75 .00 P 15 5/21/98 501 92.21 92.21 .00 +
F3=Exit F7=Vendor history F12=Cancel F21=Print list F23=Vendor notes |
About this screen: This screen is the central point from which you can review all A/P transactions with this vendor. Summary information for the vendor displays in the upper right of the screen. This summary provides you with a quick snapshot of the purchases you have made and received from the vendor.
The lower half of the screen lists the individual invoices received from this vendor for A/P purchases. The information included in the lower half of the screen also includes any credits from the vendor, such as those for vendor charge backs. Options are available on this screen for you to review the invoice header, payment details, A/P invoice notes, vendor history, vendor charge back detail, and vendor notes that relate to a single invoice or to the vendor.
This screen lists each open, paid, and held vendor invoice that has been posted to the Accounts Payable system. The system may delete invoices from the Display A/P Invoices Screen when you run the Purge A/P Checks/Invoices program; see System Operations Additional Purges.
Field |
Description |
Vendor |
The vendor number, as defined in the Vendor file. This code identifies the person or company who provided you with a product or service. Numeric, 7 positions; display-only. |
Name |
The name of the vendor, as defined in the Vendor file. If a remit to name has been defined for the vendor, the remit to name displays in place of the vendor name. Alphanumeric, 30 positions; display-only. |
Address |
The vendor’s address, as defined in the Vendor file. If a remit to address has been defined for the vendor, the remit to address displays in place of the vendor address. Vendor address: Alphanumeric, 32 positions; display-only. City: alphanumeric, 25 positions; display-only. State: alphanumeric, 2 positions; display-only. Postal: alphanumeric, 10 positions; display-only. Country: alphanumeric, 3 positions; display-only. |
Phone # (unlabeled field below address) |
The vendor’s phone number, as defined in the Vendor file. Alphanumeric, 14 positions; display-only. |
On order |
The total dollar value of purchase orders that are outstanding (unreceived) for this vendor. The system stores this information in the Vendor Extended file. Numeric, 13 positions with a 2-place decimal; display-only, updated by the system. |
Total A/P |
The total dollars on outstanding (unpaid) A/P invoices for this vendor. This is the amount in the Open A/P field in the Vendor Extended file. Numeric, 13 positions with a 2-place decimal; display-only, updated by the system. |
Terms |
The description of the type of payment terms set up with the vendor, such as 30 days after the invoice date or at the end of the month. A vendor's terms are defined in the Vendor file. Terms codes are defined in and validated against the Terms file; the system extracts the description that displays on this screen from your definitions in the Terms file; see Working with Terms (WAPT). Alphanumeric, 10 positions; display-only. |
Hold vendor checks |
This value indicates whether to generate checks but not issue them to this vendor. Only an authorized user can release invoices on hold. The A/P Vendor Hold Status (A37) secured feature controls access to the hold status of an invoice. Valid values are: Y = Hold checks for this vendor. N = Do not hold checks for this vendor. Alphanumeric, 1 position; display-only. |
Sts (Status) |
A code that identifies the status of the A/P invoice. Valid values are: H = Hold; a check may be generated but not issued O = Open; a check has not been generated P = Paid; a check has been generated to pay the vendor for the purchase; however, the check has not been cashed and reconciled to your account C = Closed; the invoice has been reconciled or voided Alphanumeric, 1 position; display-only, updated by the system. |
Invoice # |
The number of the vendor's invoice for merchandise or services purchased, or the number of the A/P credit. Alphanumeric, 11 positions; display-only. |
Date |
The date of the A/P invoice. The invoice date is used to calculate the payment due date based on the terms code. For example, if the terms code indicates net 30 days, the due date would be calculated by adding 30 days to the invoice date. Numeric, 6 positions (MMDDYY format); display-only. |
PO-D/S# (Purchase order or drop ship invoice number) |
The purchase order number on which the merchandise was ordered from the vendor; or, the number of the drop ship invoice on which the customer was billed for the drop ship items shipped from your vendor. Scan You can scan for an A/P invoice by purchase order number, not drop ship invoice number. If you scan by purchase order number, CWDirect displays A/P invoices associated with the purchase order number. • if you scan by status and purchase order number, the system displays invoices that are in the selected status and are associated with the entered purchase order number. • if you scan by invoice number and purchase order number, the system displays invoices that are equal to or greater than the number you entered and are associated with the entered purchase order number. • if you scan by date and purchase order number, the system displays invoices that are equal to or greater than the date you entered and are associated with the entered purchase order number. |
|
Vendor Charge Back Invoices The purchase order number does not display for invoices created through the vendor charge back function. However, you can display the purchase order number by entering 6 next to the invoice to display payments, then entering 5 next to the invoice/payment detail line to display detail. Purchase order number: Numeric, 7 positions; display-only. Drop ship invoice number: Numeric, 7 positions; display-only, assigned by the system. |
Amount |
The dollar amount of the vendor's invoice for the merchandise or service purchased. A negative number represents an A/P credit. A credit might originate from an overpayment, or from a vendor charge back. Numeric, 11 positions with a 2-place decimal; display-only. |
Paid amt |
The total amount of payments applied to the vendor's invoice. Numeric, 9 positions with a 2-place decimal; display-only, updated by the system. |
Balance |
The remaining balance on the vendor's invoice that must be paid for purchases. A balance followed by a negative sign (such as 100.00-) indicates a credit. Numeric, 9 positions with a 2-place decimal; display-only, updated by the system. |
Screen Option |
Procedure |
Review general (summary) information about an A/P invoice |
Enter 5 next to an A/P invoice to advance to the Display A/P Invoice Header Screen. |
Review summary or detailed information about the merchandise and other payments on an A/P invoice |
Enter 6 next to an A/P invoice. See Reviewing Payment Details. |
Review header history for the A/P invoice, which shows the last activity date, invoice date, posting date, and transaction amounts. |
Enter 7 next to an A/P invoice to advance to the Work with A/P Invoice Header History Screen. |
Review vendor charge back details |
Enter 8 next to an A/P invoice related to a vendor charge back or charge back reversal to advance to the Vendor Charge Back Detail Screen. |
Display, add or change free-form notes about the invoice |
Enter 23 next to an A/P invoice. See Work with A/P Invoice Notes Screen. |
Review performance statistics for the vendor |
Press F7 to advance to the Display Vendor History Screen. |
Review, enter or update notes associated with this vendor |
Press F23 to advance to the Work with Vendor Notes Screen. |
Display A/P Invoice Header Screen
Purpose: Use this screen to review general summary information about an A/P invoice.
How to display this screen: Enter 5 next to an invoice listed on the Display A/P Invoices Screen.
ACR0110 DISPLAY Display A/P Invoice Header 2/07/97 16:03:11 Mail Order Company
Vendor . . . . . . : 100 LINENS UNLIMITED Invoice # . . . . . : 2957 Status . . . . . . : H Hold Invoice date . . . : 1/24/97 Posted date . . . . : 1/24/97 Terms . . . . . . . : 30 G/L # . . . . . . . : 10030100 Gross due days/date : 30 2/23/97 Net due days/date . : 15 2/08/97
Merchandise amount : 512.50 Other amount . . . : 40.00 Discount percent . : 10.00 Paid amount . . . . : .00 Discount amount . . : .00
Batch number . . . : 58 Vendor Charge Back #: 0 PO # . . . . . . . : 48 Drop Ship Invoice # : 0
Created by . . . . : LEE_H
F3=Exit F12=Cancel F23=Notes |
Field |
Description |
Vendor |
The vendor number and vendor description of the supplier who provided the product or service.Vendor numbers are defined in and validated against the Vendor file. Vendor number: Numeric, 7 positions; display-only. Vendor description: Alphanumeric, 30 positions; display-only. |
Invoice # |
The number of the vendor's invoice for the purchase. Alphanumeric, 11 positions; display-only. |
Status |
A code that identifies the status of the A/P invoice. Valid values are: H = Hold; a check may be generated but not issued O = Open; a check has not been generated to pay the vendor for the purchase P = Paid; a check has been generated to pay the vendor for the purchase Invoices on hold may be released only by an authorized user. The A/P Vendor Hold Status (A37) secured feature controls access to the hold status of an invoice. Alphanumeric, 1 position; display-only, updated by the system. |
Invoice date |
The date of the A/P invoice. The invoice date is used to calculate the payment due date based on the terms code. For example, if the terms code indicates net 30 days, the due date would be calculated by adding 30 days to the invoice date. Numeric, 6 positions (MMDDYY format); display-only. |
Posted date |
The date when the vendor's invoice was posted to the Accounts Payable system through Entering A/P Invoices. Numeric, 6 positions (MMDDYY format); display-only. |
Terms |
A code that represents the type of payment terms under which payment is due to this vendor. The terms code may default from the Vendor record, but can be overridden. Terms codes are defined in and validated against the Terms Code file; see Working with Terms (WAPT). Numeric, 2 positions; display-only. |
G/L # (General Ledger account number) |
The General Ledger account number to which this A/P purchase will post. This field defaults to the A/P General Ledger number defined for the division, but may be overridden. General Ledger numbers are defined in and validated against the General Ledger Accounts file. Numeric, 8 positions; display-only. |
Gross due days/date |
Gross due days The number of days used to calculate the due date for the invoice. This field defaults from the terms code, but may be overridden. When the terms type is “days,” this value is added to the invoice date to determine the gross due date; when the terms type is EOM (end-of-month), this value is added to the end of the month to determine the gross due date. Numeric, 3 positions; display-only. |
Gross due days/date |
Gross due date The date when the invoice is due. The system calculates this date based on the terms code and invoice date. If the terms type is days, then the invoice date plus the gross due days equals the gross due date. If the terms type is EOM (end-of-month), then the end of month invoice date plus the gross due days equals the gross due date. For example, if the invoice date is 4/21/93 and the gross days is 15, then the due date is 4/30/93 (end of the month) + 15 days = 5/15/93. Numeric, 6 positions (MMDDYY format); display-only, calculated by the system. |
Net due days/date |
Net due days The number of days after the invoice date, but before the due date that the customer is eligible to take the discount, if one is defined. This field defaults from the terms code, but may be overridden. Numeric, 3 positions; display-only. Net due date The last date when the discount can be taken on the A/P invoice if it is paid before the due date. If the terms code type is days, the invoice date plus the net due days equals the net due date. If the terms code type is EOM (end-of-month), then the end of the month plus the net due days equals the net due date. Numeric, 6 positions; MMDDYY format; display-only, calculated by the system. |
Merchandise amount |
The dollar total for merchandise on this A/P invoice. This value represents the purchase price of the items. A negative number represents a credit, such as for a vendor charge back. Numeric, 9 positions with a 2-place decimal; display-only. |
Other amount |
The dollar total for additional charges on the A/P invoice, such as sales tax, freight, etc. This field displays .00 if the invoice does not contain any additional charges. Numeric, 9 positions with a 2-place decimal; display-only. |
Discount percent |
The discount applied to the invoice total if the invoice is paid within the discount period. This value may default from the terms code, but may be overridden. Numeric, 5 positions with a 2-place decimal; display-only. |
Paid amount |
The amount paid (posted) on this invoice, if any. Numeric, 9 positions with a 2-place decimal; display-only. |
Discount amount |
The dollar amount of the discount taken off the vendor's invoice. Numeric, 9 positions with a 2-place decimal; display-only. |
Batch number |
The Accounts Payable batch entry number assigned to a group of A/P invoices, if you use batch A/P invoice entry. This field displays a 0 if A/P invoices were entered without control (hash) totals. Numeric, 7 positions; display-only, assigned by the system. |
Vendor charge (Vendor charge back number) |
The number assigned to the vendor charge back that created an A/P invoice or credit. This number is 0 if the invoice is not associated with a vendor charge back. See Vendor Charge Back Overview. Numeric, 9 positions; display-only, assigned by the system. |
PO # |
The purchase order on which the items on the A/P invoice were purchased from the vendor. This number displays a 0 for drop ship invoices or for credits related to vendor charge back. Numeric, 7 positions; display-only. |
Drop ship invoice # (Drop ship invoice number) |
The number of the invoice on which the customer was billed for the drop ship items or the purchase order number on which the drop ship items were ordered from the vendor. This field displays a 0 if you are reviewing an A/P-P/O invoice. Numeric, 7 positions; display-only, assigned by the system. |
Created by |
The user ID of the person who posted the A/P invoice to the Accounts Payable system, or who entered the vendor charge back. Alphanumeric, 10 positions; display-only, updated by the system. |
Screen Option |
Procedure |
Review, enter or update notes associated with this A/P invoice |
Press F23. See Work with A/P Invoice Notes Screen. |
Purpose: Use the Display Payment Details screens to review summary or detailed information about how payments were applied to an A/P Invoice.
Three screens are available for you to review the payment history for an A/P invoice:
• Display A/P Invoice/Payment Details Screen provides summary information about all payments on the invoice; this screen displays when you select the Display payment details option.
• Display A/P Invoice/Payment Detail Screen provides detailed information for a single payment transaction for the A/P invoice; this screen displays when you select the Display detail option for a payment transaction listed on the Display A/P Invoice/Payment Details screen.
• Work with A/P Invoice Detail History Screen provides a single line of history for any activity against a detail line on the invoice.
Display A/P Invoice/Payment Details Screen
Purpose: Use this screen to review the payments made on a vendor invoice. This screen provides summary information about payments applied to an invoice. The top of the screen presents summary information for the invoice and identifies the invoice number, invoice status, vendor, invoice amount, outstanding balance, and due date. The bottom half of the screen lists the individual payment transactions on the invoice.
How to display this screen: Enter 6 next to an invoice on the Display A/P Invoices Screen.
ACR0112 DISPLAY Display A/P Invoice/Payment Details 1/23/97 15:21:19 The Mail Order Company
Invoice #: 12 Sts: P Vendor: 1012 AP PO DISCOUNT VENDOR Amount . : 212.00 Amount remaining : .00 Due date : 2/20/97 M ----- Last ------ Opt Type Sts Disc P Amount Paid amount Balance Pay Date Check #
Type options, press Enter. 5=Display detail 7=Display history
M C Y Y 212.00 212.00 .00 1/21/97 153
F3=Exit F12=Cancel |
Field |
Description |
Invoice # |
The vendor's invoice number for the merchandise or service purchased. Alphanumeric, 11 positions; display-only |
Sts (Status) |
A code that identifies the status of the A/P invoice. Valid values are: H = Hold; a check may be generated but not issued O = Open; a check has not been generated to pay the vendor for this purchase P = Paid; a check has been generated to pay the vendor for this purchase Invoices on hold may be released only by an authorized user. The A/P Vendor Hold Status (A37) secured feature controls whether you can release a held invoice. Alphanumeric, 1 position; display-only, updated by the system. |
Vendor |
The vendor number and vendor name. Vendor number A user-defined code to identify the person or company from whom you purchased merchandise or a service. Numeric, 7 positions; display-only. Vendor description The name associated with the vendor number. Alphanumeric, 30 positions; display-only. |
The dollar amount of the vendor's invoice for the merchandise or service purchased. Numeric, 11 positions with a 2-place decimal; display-only. |
|
Amount remaining |
The outstanding balance on the vendor's invoice. The system calculates this value by subtracting any payments from the value in the Amount field. Numeric, 9 positions with a 2-place decimal; display-only, updated by the system. |
Due date |
The date by which the vendor's invoice must be paid. Numeric, 6 positions; MMDDYY format, display-only. |
Type |
A code that identifies the type of Accounts Payable payment transaction. Valid values are: M= Merchandise O = Other. The O (other) type of transaction is an Accounts Payable transaction for an additional charge on the invoice for sales tax, freight, etc. Alphanumeric, 1 position; display-only. |
Sts (Status) |
The status of the payment transaction on the A/P invoice. Valid status codes include: O = Open; a check has not been generated for this invoice payment transaction C = Check printed V = Check voided Alphanumeric, 1 position; display-only, updated by the system. |
Disc (Discount?) |
This value indicates whether the discount can be taken on this A/P transaction. Valid values are: Y = Take the discount on this transaction. N = Do not take the discount on this transaction. Alphanumeric, 1 position; display-only. |
MP (Multi-pay?) |
This value indicates whether multiple disbursements (payments) have been made against this invoice. Valid values are: Y = More than 1 disbursement has been made against this invoice, which means that partial payments have been applied. N = Only 1 disbursement has been made against this invoice. Alphanumeric, 1 position; display-only, updated by the system. |
Amount |
The dollar value associated with this A/P transaction. Numeric, 11 positions with a 2-place decimal; display-only |
Paid amount |
The dollar value of the check generated for this invoice detail line. This value may be greater than, less than or equal to the value in the Amount field. If this value is less than the A/P transaction amount, a value displays in the Balance field to indicate that there is an outstanding balance to be paid on this A/P transaction. If this value is equal to the A/P transaction amount, the Balance field displays .00. If this value is greater than the A/P transaction amount, the Balance field displays a value followed by a negative sign (such as 100.00-) to indicate that you have overpaid the A/P transaction and the vendor must issue a credit to you. Note: This field displays .00 if no check has been generated for this A/P transaction. Numeric, 9 positions with a 2-place decimal; display-only, updated by the system. |
The amount remaining to be paid on the A/P transaction. Numeric, 9 positions with a 2-place decimal; display-only, updated by the system. |
|
Last pay date |
The most recent date on which a check was generated for this A/P transaction. Note: No value displays in this field if a check has not been generated for this A/P transaction. Numeric, 6 positions MMDDYY format, display-only. |
Last check # |
The number of the most recent check on which payment was made against this A/P transaction. No value displays in this field if a check has not been generated for this A/P transaction. Numeric, 7 positions; display-only, user-defined if you do not use preprinted checks. |
Screen Option |
Procedure |
Review the details about a single payment transaction against the A/P invoice |
Enter 5 next to a payment transaction to advance to the Display A/P Invoice/Payment Detail Screen. |
Review a single line of history for any activity against a detail line on the invoice |
Enter 7 next to an invoice transaction to advance to the Work with A/P Invoice Detail History Screen. |
Display A/P Invoice/Payment Detail Screen
Purpose: Use this screen to review detailed information about a single payment made on the A/P invoice.
How to display this screen: Enter 5 next to a payment transaction listed on the Display A/P Invoice/Payment Details Screen.
ACR0113 DISPLAY Display A/P Invoice/Payment Detail 4/17/97 15:24:47 The Mail Order Company Vendor . . . . . . : 1012 ALEX NEWBOLD Invoice # . . . . . : 12 Seq # . . . . . . . : 1 Transaction type . : M (M=Merchandise, O=Other) Status . . . . . . : C Check Printed Units . . . . . . . : 4 Original Gross Cost : 90.0000 A/P Gross Cost . . : 90.0000 Unit Discount 1,2,3 : 9.0000 18.0000 10.0000 G/L Receipt Cost. . : 53.0000 Cost . . . . . . . : 53.0000 Extension : 212.00 Terms Discount . . : .00 Take Discount . . . : Y (Y=Yes, N=No) Discount amount . . : .00 Payment date/time . : 1/21/97 10:39:01 Check # . . . . . . : 153 Print date : PO Receipt detail . : 299 - 9999999 - 1 - 1 Invoice detail . . : 0 - 0 G/L # . . . . . . . : 2424 Created by . . . . . : KAREN_L
F3=Exit F12=Cancel |
Field |
Description |
Vendor |
The Vendor number and vendor name, as defined in the Vendor file. Vendor number A user-defined code to identify the person or company from whom you purchased merchandise or a service. Numeric, 7 positions; display-only. Vendor description The name associated with the vendor number. Alphanumeric, 30 positions; display-only. |
Invoice # |
The vendor's invoice number for the merchandise or service purchased. Alphanumeric, 11 positions; display-only. |
Seq # |
The number assigned to this A/P invoice payment transaction. The system increments this value by 1 each time you add an A/P transaction to the A/P invoice. Numeric, 5 positions; display-only, assigned by the system. |
Transaction type |
A code that identifies the type of Accounts Payable payment transaction. Valid values are: M = Merchandise O = Other. The O (other) type of transaction is an Accounts Payable transaction for an additional charge on the invoice for sales tax, freight, etc. Alphanumeric, 1 position; display-only. |
Status |
The status of the payment transaction on the A/P invoice. Valid status codes are: O = Open; a check has not been generated for this invoice payment transaction C = Check printed V = Check voided Alphanumeric, 1 position; display-only, updated by the system. |
Units |
The number of units of the item included on the A/P invoice transaction. This field defaults to the quantity received through PO Receipts or the quantity shipped on the drop ship invoice, but may be overridden if you want to pay for a portion of the quantity for which you are being invoiced. Numeric, 7 positions; display-only. |
Original gross cost |
The per unit purchase order cost of the item before any changes were made to the invoice. Numeric, 11 positions with a 4-place decimal; display-only. |
A/P gross cost |
The per unit purchase order cost of the item after changes were made to the invoice. Numeric, 11 positions with a 4-place decimal; display-only. |
Unit discount 1, 2, 3 (Discount labels 1, 2 and 3 unit amounts) |
The dollar amounts for the three discounts defined in the Vendor Extended file. The discount amounts defined here reflect any changes that were made during A/P Entry. The system applies these discounts against the unit cost of an item on the purchase order. See Entering A/P Invoices. Numeric, three 11-position fields with a 4-place decimal; display-only. |
G/L receipt cost |
The per unit purchase price of the item as it was posted to the Inventory Transaction History file at receiving. This value is determined by the costing method defined in the Costing Method (A25) system control value. Numeric, 15 positions; display-only. |
Cost |
The per unit purchase price of the item. For invoices and credits related to a vendor charge back, the unit cost from the charge back defaults. Numeric, 11 positions with a 4-place decimal; display-only. |
Terms discount |
The unit discount amount defined for this invoice. Numeric, 5 positions with a 2-place decimal; display-only. |
Take discount |
This value indicates whether the system will take any eligible discounts for this A/P transaction. Valid values are: Y (default) = Apply any applicable discount to this transaction N = Do not apply the discount (in the case of an A/P transaction for other charges, such as sales tax, freight, etc.) Alphanumeric, 1 position; display-only. |
Discount amount |
The dollar amount of the discount applied to this A/P invoice payment transaction. Numeric, 9 positions with a 2-place decimal; display-only. |
Payment date/time |
The date and time on which the check was generated for this A/P transaction. These fields are blank if a check has not been generated for this A/P transaction. Payment date: Numeric, 6 positions; MMDDYY format, updated by the system. Payment time: Numeric, 6 positions; HHMMSS format; updated by the system. |
Check # |
The number of the check on which payment was made against this A/P transaction. No value displays in this field if a check has not been generated for this A/P transaction. Numeric, 7 positions; display-only, user-defined if you do not use preprinted checks. |
Check print date |
The date when a check was printed (not necessarily generated) for this A/P transaction. Numeric, 6 positions; MMDDYY format; display-only, updated by the system. |
PO receipt detail |
A code used to identify the receipt detail line on the purchase order that relates to this A/P transaction. This code consists of the purchase order number, purchase order receipt control number, purchase order detail line number, and purchase order receipt sequence number. These fields contain zeros if the A/P transaction is associated with a drop ship invoice. Purchase order number The number assigned to a purchase order, based on the System Control file value, System Assigned PO # (B76), which controls whether the system assigns a purchase order number automatically or this is a user-defined number. Numeric, 7 positions; display-only, defined during PO Entry. |
|
Purchase order receipt control number A number assigned to a batch of purchase orders to group them together. A receipt control number is assigned if the P/O Receipt Control # Entered (A56) field in the System Control file contains a Y. This enables you to group multiple purchase orders when posting receipts. The system will prorate any overhead costs associated with the receipt across all items received on purchase orders in the batch and include them in the cost of each item received. The charges can be prorated by weight, cube value or units. Examples of overhead charges are freight, import, duty, brokerage, and commissions. This field displays a value of 9999999 if the P/O Receipt Control # Entered (A56) field in the System Control file is set to N. Numeric, 7 positions; display-only, assigned by the system. Purchase order detail line number The line number on the purchase order on which this item was ordered from the vendor. Numeric, 3 positions; display-only. |
|
Purchase order receipt sequence number The receipt sequence number assigned to the purchase order detail line to identify each receipt. This is necessary because multiple receipts can occur against a single purchase order detail line. For example, if 100 units of an item are ordered for line #1 on purchase order #65334. Only 82 units of the item are received on the first receipt and the balance is received in a later shipment. The system assigns sequence number 1 to the first receipt of 82 units and sequence number 2 to the second receipt of 18 units, even though the receipt is being performed against a single purchase order detail line. Numeric, 3 positions; display-only, assigned by the system during PO Receiving. |
Invoice detail |
The invoice number and line number generated by the system when you billed the customer for the drop ship item. These fields contain zeros if the A/P transaction is associated with a purchase order. Invoice number: Numeric, 7 positions; display-only. Line number: Numeric, 3 positions; display-only. |
G/L # |
The General Ledger account number to which this A/P purchase or credit will post. This field defaults to the A/P G/L account number defined for the division for which the purchase is made, but may be overridden. In the case of a vendor charge back, the general ledger number defined for the inventory transaction code (either T or V defaults, but you can override it in A/P entry. General Ledger numbers are defined in and validated against the General Ledger Accounts file. Numeric, 8 positions; display-only. |
Created by |
The user ID of the person who posted the A/P invoice to the Accounts Payable system. Alphanumeric, 10 positions; display-only, updated by the system |
Work with A/P Invoice Detail History Screen
Purpose: Use this screen to review the history of an A/P invoice detail line that is captured during A/P invoice entry or maintenance.
This screen contains one line of history for each activity against an A/P invoice detail line. The system does not update this screen when you generate an Accounts Payable Due List, or when you disburse funds for or void an A/P check. Additionally, the posted date on the invoice header is not updated when you maintain an invoice.
How to display this screen: Enter 7 next to an invoice detail line on the Display A/P Invoice/Payment Details Screen.
ACR0258 DISPLAY Work With A/P Invoice Detail History 6/17/97 10:11:17 Mail Order Company
Vendor 100 LINENS UNLIMITED Invoice Detail 10298 - 1
----Activity---- Date Type Sts Cost Units Discount Paid Check # Date
7/27/95 M O 45.0000 10 .00 .00 Account # 10030100 ACCOUNTS PAYABLE 7/27/95 D C 45.0000 10 .00 450.00 333 7/27/95 Account # 10030100 ACCOUNTS PAYABLE
F3=Exit F12=Cancel |
Field |
Description |
Vendor |
The vendor number and vendor name, as defined in the Vendor file. Vendor number A user-defined code to identify the person or company from whom you purchased a product or service. Numeric, 7 positions; display-only. Vendor description The name associated with the vendor number. Alphanumeric, 30 positions; display-only. |
Invoice detail |
The invoice number and invoice detail line number. Invoice number The vendor's invoice number for the product or service you purchased. Alphanumeric, 11 positions; display-only. Invoice detail line number The number assigned to this A/P invoice detail line. Numeric, 5 positions; display-only |
Activity date |
The date on which the A/P invoice detail line was entered or maintained. Numeric, 6 positions (MMDDYY format); display-only, updated by the system. |
The type of transaction associated with this record. Valid values are: D = Disbursement M = Invoice Entry/Maintenance R = Check Reconciliation V = Void Check I =Void/Reinstate Check Alphanumeric, 1 position; display-only, updated by the system. |
|
Activity sts |
The status of the activity in the Activity type field. Valid values are: C = Check printed V = Check voided I = Check voided/reinstated O = Open Alphanumeric, 1 position; display-only, updated by the system. |
Cost |
The vendor's per unit purchase price of the product or service. In the case of a vendor charge back, this is the unit cost from the charge back. Numeric, 11 positions with a 4-place decimal; display-only, updated by the system. |
Units |
The number of units associated with this A/P invoice detail line. Numeric, 7 positions; display-only, updated by the system. |
Discount |
The dollar amount of the discount applied to this purchase, if any. Numeric, 11 positions with a 4-place decimal; display-only, updated by the system. |
Paid |
The amount already paid towards this purchase. Numeric, 9 positions with a 2-place decimal; display-only, updated by the system. |
Check # |
The number of the check used to pay the vendor for the purchase. Numeric, 7 positions; display-only. |
Date |
The date on which payment was made on the invoice (the check date). Numeric, 6 positions (MMDDYY format); display-only. |
Account # (General Ledger account number) |
The General Ledger number against which this A/P purchase posted. General Ledger account numbers are defined in and validated against the General Ledger Accounts file. Numeric, 8 positions; display-only. |
Description (Unlabeled field to the right of the Account # field) |
The description associated with the General Ledger account number, as defined in the General Ledger Accounts file. Alphanumeric, 30 positions; display-only. |
Purpose: Use this screen to review performance statistics for this vendor. This information is updated via the OTHR_ASYNC job.
How to display this screen: Press F7 on the Display A/P Invoices Screen.
POR0256 DISPLAY Display Vendor History 5/17/94 13:56:36 CommercialWare
Vendor . . : 50 ROACHE BROTHERS
Total Open Held Cancelled Number POs : 2 1 Value POs : 609.92 500.00 .00 109.92
Year Period # POs Value POs
94 4 1 500.00 94 5 1 109.92
F3=Exit F10=Actions F12=Cancel |
Field |
Description |
Vendor |
A numeric code that defines the supplier of an item. Numeric, 7 positions; display only. |
Number POs |
The number of purchase orders to date. This information is listed according to total POs (including closed POs), open POs, held POs, and cancelled POs. If POs are purged, this number will be decremented accordingly. Numeric, 7 positions; display only. |
Value POs |
The value of the purchase orders to date. This information is listed according to total POs (including closed POs), open POs, held POs, and cancelled POs. If POs are purged, this number will be decremented accordingly. Numeric, 7 positions; display only. |
Year |
The current fiscal year. Numeric, 2 positions; optional. |
Period |
The current period. A period is user-defined, but usually refers to an accounting month. Numeric, 2 positions; optional. |
# POs |
The number of purchase orders for the year and period. If POs are purged, this number is not decremented. They are true historical (LTD) information. Numeric, 7 positions; display only. |
Value POs |
The value of the purchase orders for the year and period. If POs are purged, this number is not decremented. They are true historical (LTD) information. Numeric, 7 positions; display only. |
Purpose: Use this screen to display, add or change free form notes about this vendor.
How to display this screen: Press F23 on the Display A/P Invoices Screen.
INR0464 CHANGE Work with Vendor Notes 10/16/97 11:14:18 The KL Mail Order Company
Vendor : 101 THE CATALOG VENDOR Note Print Check the merchandise carefully; defective items received. B
F3=Exit F8=Add/Change F12=Cancel |
Note: Existing notes display on this screen when you press F23.
Field |
Description |
Note |
Fields for you to enter freeform text. Alphanumeric, 60 positions (each line); optional. |
Defines whether each vendor note prints or whether it is for informational purposes only. B = Print the message on the purchase order and PO receiving worksheet. P = Print the message on the purchase order. W = Print the message on the PO receiving worksheet. Blank = Do not print the message on the purchase order or receiving worksheet; the message is informational only. Alphanumeric, 1 position; optional. |
Work with A/P Invoice Header History Screen
Purpose: Use this screen to review the changes to an invoice since it was posted to the Accounts Payable system.
How to display this screen: Enter 7 next to an A/P invoice on the Display A/P Invoices Screen.
ACR0256 DISPLAY Work With A/P Invoice Header History 8/08/95 10:51:39 Mail Order Company
Vendor 100 Invoice # 10298
----Activity---- Opt Date Type Sts Inv Date Post Date Discount Paid
Type options, press Enter. 5=Display
7/27/95 M O 6/01/95 7/27/95 .00 .00 7/27/95 D P 6/01/95 7/27/95 .00 550.00
F3=Exit F12=Cancel |
The system writes an activity record to this screen each time you change an invoice. You may update invoice information, for example, if you made a mistake posting the invoice, you want to change the payment terms, invoice amount, or discount percentage.
The system writes a record to this screen for each update to the invoice. You may obtain detailed information about the change by entering 5 next to the activity record.
Field |
Description |
Vendor |
The vendor number and vendor name, as defined in the Vendor record. Vendor number A user-defined code to identify the person or company from whom you purchased a product or service. Numeric, 7 positions; display-only. Vendor description The name associated with the vendor number. Alphanumeric, 30 positions; display-only. |
Invoice # |
The vendor's invoice number for the product or service purchased. Alphanumeric, 11 positions; display-only. |
Activity date |
The date when the A/P invoice was posted or maintained. Numeric, 6 positions; MMDDYY format, updated by the system. |
The type of transaction associated with this record. Valid values include: D =Disbursement M = Invoice Entry/Maintenance R = Check Reconciliation V = Void Check I = Void/Reinstate Check Alphanumeric, 1 position; display-only, updated by the system. |
|
Activity sts |
The status of the activity in the Activity type field. Valid values are: C = Check printed V = Check voided I = Check voided/reinstated O = Open Alphanumeric, 1 position; display-only, updated by the system |
Inv date |
The date on the vendor's invoice for the merchandise or service you purchased. Numeric, 6 positions (MMDDYY format); display-only. |
Post date |
The date on which you posted the invoice to the Accounts Payable system. Numeric, 6 positions (MMDDYY format); display-only, updated by the system. |
Discount |
The dollar amount of the discount taken on this invoice. Numeric, 9 positions with a 2-place decimal; display-only. |
Paid |
The amount already paid to the vendor towards this purchase. Numeric, 9 positions with a 2-place decimal; display-only, updated by the system. |
Screen Option |
Procedure |
Review detailed history of an update to the invoice |
Enter 5 next to an invoice to advance to the Display A/P Invoice Header History Screen. |
Display A/P Invoice Header History Screen
Purpose: Use this screen to obtain a detailed history of an update to the invoice.
How to display this screen: Enter 5 next to an invoice listed on the Work with A/P Invoice Header History Screen.
ACR0257 DISPLAY Display AP Invoice Header History 12/27/99 14:29:38 KAL Co.
Vendor . . . . . . . . : 101 Invoice # . . . . . . : 0 Seq # . . . . . : 5 Posted Date . . . . . : 3/12/99 G/L Account # . : 30100 Status . . . . . . . . : P
Activity Date . . . . : 3/12/99 Type . . . . . . . . : I Invoice Date . . . . . : 3/12/99 Gross 30 Net 0 Merchandise Amount . . : 50.00 Other Amount .00
Discount Percent . . . : .00 Discount Amount . . . : .00 Paid Amount 50.00
P/O # . . . . . . . . : 0 Order # . . . . . . . : 0 Invoice # . . . . . . : 0
F3=Exit F12=Cancel |
Field |
Description |
Vendor |
A user-defined code to identify the person or company from whom you purchased merchandise or a service. Vendor codes are defined in and validated against the Vendor file. Numeric, 7 positions; display-only. |
Vendor name |
The name associated with the vendor number, as defined in the Vendor file. Alphanumeric, 30 positions; display-only. |
Invoice # |
The vendor's invoice number for the merchandise or service purchased. Alphanumeric, 11 positions; display-only. |
Seq # |
A sequence number assigned to this activity against the invoice. The system increments this value by 1 each time you update the invoice. Numeric, 5 positions; display-only, assigned by the system. |
Posted date |
The date on which you posted the vendor's invoice to the Accounts Payable system. Numeric, 6 positions; MMDDYY format, updated by the system. |
G/L account # |
The General Ledger number against which this purchase will post. General Ledger numbers are defined in and validated against the General Ledger Accounts file. Numeric, 8 positions; display-only. |
Status |
The status of the invoice. Valid status codes are: O = Open. The invoice has been posted to the Accounts Payable system; however, a check has not been generated to pay the vendor for the purchase C = A check has been printed for the vendor to pay off the invoice V = The check has been voided Alphanumeric, 1 position; display-only, updated by the system. |
Activity date |
The date on which the A/P invoice was posted or updated. Numeric, 6 positions; MMDDYY format, updated by the system. |
Type |
A code that identifies the type of Accounts Payable transaction. Valid values are: M = Merchandise O = Other (a miscellaneous charge, such as sales tax, freight, etc.) Alphanumeric, 1 position; display-only. |
Invoice date |
The date on the vendor's invoice for the merchandise or service you purchased. Numeric, 6 positions; MMDDYY format. |
Gross |
The number of days used to calculate the due date for the vendor's invoice. This field defaults from the terms code, but may be overridden. When the terms type is “days,” this value is added to the invoice date to determine the gross due date; when the terms type is EOM (end-of-month), this value is added to the end of the month to determine the gross due date. Numeric, 3 positions; display-only. |
Net |
The number of days after the invoice date, but before the due date that the you can take the discount, if one is defined. This field defaults from the terms code, but may be overridden. Numeric, 3 positions; display-only. |
Merchandise amount |
The charge on the vendor's invoice for merchandise purchased. Numeric, 9 positions with a 2-place decimal; display-only. |
Other amount |
The dollar amount of miscellaneous charges on the vendor's invoice for sales tax, freight, etc. Numeric, 9 positions with a 2-place decimal; display-only. |
Discount percent |
The discount applied to each detail line on the A/P invoice if the invoice was paid within the discount period. This value may default from the Terms file, but may be overridden. Numeric, 5 positions with a 2-place decimal; display-only. |
Discount amount |
The dollar amount of the discount taken on the vendor's invoice, if the vendor has been paid. The system calculates this value by applying the discount percentage against the invoice total. This field is blank if the vendor has not been paid or if the invoice is not eligible to be discounted. Numeric, 9 positions with a 2-place decimal; display-only, calculated by the system. |
Paid amount |
The amount that has been paid on this invoice. Numeric, 9 positions with a 2-place decimal; display-only. |
P/O # |
The number of the purchase order on which the merchandise or service was ordered from the vendor. This field contains 0 if no purchase order is associated with this A/P invoice. Numeric, 7 positions; display-only. |
Order # |
The number of the order on which the drop ship items were ordered. The vendor will ship the drop ship items directly to the customer and charge back your company for the purchase. This field contains 0 if the purchase is not associated with drop ship items. Numeric, 8 positions; display-only. |
Invoice # |
The number of the invoice sent to the customer for the drop ship items. This field contains 0 if the invoice is not associated with drop ship items. Numeric, 7 positions; display-only, assigned by the system. |
Purpose: Use the A/P Ledger to determine your total open A/P for a range of dates and tie out your transactions to the General Ledger, so you can balance out the accounting period.
How to display this screen: Press F21 on the A/P Select Vendor Screen in A/P Inquiry to run the A/P Ledger. The A/P Ledger Date Range pop-up window appears for you to indicate the date range to include in the report:
A/P Ledger Date Range
Enter the date through which the A/P Ledger will be printed.
Posted Dates From 33198 Through 33198
F3=Exit F12=Cancel |
Enter the beginning and ending dates you want to include on the A/P Ledger to run this report. The system defaults the current date to each field; however, you can override this value. The report will list every A/P posting for a vendor in your company for the range of dates you select. If you use batch entry of A/P invoices, suspended invoices are not included. The system will clear posting information when you run the Purge A/P Checks/Invoices program (see System Operations Additional Purges.
The system issues a message when you run the A/P Ledger:
Job 759264/LEE_H/APLDGR submitted to job queue QBATCH in library QGPL
Vendor Charge Back Detail Screen
Purpose: Use this screen to review the vendor charge back related to an A/P invoice. You can also review and work with vendor charge back information in A/P Entry.
How to display this screen: Enter 8 next to an A/P invoice on the Display A/P Invoices Screen. You can also review vendor charge back information in A/P Entry by pressing F8 at the Work with A/P Invoices Screen (Entering A/P Invoice Header Information).
APR0088 CHANGE Vendor Charge Back - Detail 6/13/97 17:49:36 EZK Mail Order Charge Back No 59 P/O # Status . . : Reversed Inv Vendor 20 DISCOUNT APPLIANCE Create Date : 2/11/97 Chg Vendor 20 DISCOUNT APPLIANCE Last Update : 2/11/97 Reason Code 2 NOT AS ORDERED User Id . . : ELISE_K Ship Date : Merch total : 10.20 RA No. . . : Add Chg Tot : 3.00 Total . . . : 13.20
Opt Item CLR SIZE WDTH Qty Cost Fr To Wh/Loc Wh/Loc
Type options, press Enter. 4=Delete
AB2345678 1 5.9500 2 PRIM1 2 VCB EE2222222 1 4.2500 2 PRIM2
F3=Exit F7=Add Chrgs F14=Print F17=Messages F19=Override Address |
Note: You will be able to advance to this screen only if the invoice you select is associated with a vendor charge back, and if that charge back has not yet been purged. Otherwise, an error message will display.
Field |
Description |
Charge back no (charge back number) |
The number assigned to the vendor charge back. Numeric, 9 positions. |
P/O # |
The purchase order against which you received the merchandise to be charged back. Numeric, 7 positions. |
Status |
The status of the vendor charge back. Valid values are: Processed = The inventory has been transferred or adjusted and the A/P credit has been created; however, no Ship date has been specified. Shipped = The inventory has been transferred or adjusted, the A/P credit has been created, and a Ship date has been specified. Reversed = The processed or shipped vendor charge back has been reversed. Alphanumeric, 9 positions. |
The vendor who shipped you the merchandise that was charged back. The invoice vendor may differ from the Chg vendor (charge vendor). The invoice vendor is the “primary” vendor for the charge back; that is, it is the invoice vendor's name and/or number that appears on screens. Vendor numbers are defined in and validated against the Vendor file. Numeric, 7 positions. |
|
Create date |
The date you entered the vendor charge back. Numeric, 6 positions (MM/DD/YY format). |
The vendor to receive the A/P credit as a result of processing the charge back. The charge vendor may differ from the Inv vendor if, for instance, the Inv vendor has been acquired by a different company. It is the Charge vendor whose name and address appear on the charge back notification. Numeric, 7 positions. |
|
Last update |
The date of the last change made to the charge back. Numeric, 6 positions (MM/DD/YY format). |
Reason code |
The code representing the reason for the charge back. Reason codes are defined in and validated against the Vendor Charge Back Reason file; see Working with Vendor Charge Back Reason Codes (WCBC). The description associated with the code displays to the right. Code: numeric, 3 positions. Description: alphanumeric, 30 positions. |
User ID |
The system user name of the person who entered the charge back. Alphanumeric, 10 positions. |
The date that you returned the inventory to the vendor. If you have completed this field, the status of the charge back will be shipped. Numeric, 6 positions (MMDDYY). |
|
Merch total |
The total cost of all items being charged back. Numeric, 9 positions with a 2-place decimal. |
RA No. (Return authorization number) |
The return authorization number to identify the return to the vendor. Alphanumeric, 15 positions. |
Add chg tot (Additional charge total) |
The total amount of additional charges included in the charge back credit. Numeric, 9 positions with a 2-place decimal. |
Total |
The total amount of the charge back credit, including all merchandise and additional charges. Numeric, 9 positions with a 2-place decimal. |
Item |
The item that was returned to the vendor. Item codes are defined in and validated against the Item file. Alphanumeric, 12 positions. |
SKU |
The item's additional characteristics, such as its color and size. The SKU descriptions and format are defined in the System Control file. Alphanumeric, one 14-position field (full SKU) or three 4-position fields (split SKU). |
Qty (Quantity) |
The quantity of the item that was charged back. Numeric, 9 positions. |
Cost |
The unit cost of the item charged back. Numeric, 11 positions with a 4-place decimal. |
Fr wh (From warehouse) |
The warehouse from which the item was transferred or adjusted. Warehouse codes are defined in and validated against the Warehouse file. Numeric, 3 positions. |
Fr loc (From location) |
The location from which you transferred or adjusted the item. Location codes are defined in and validated against the Location file. Alphanumeric, 7 positions. |
The warehouse where you transferred the item. If you did not specify a “To” warehouse and location, the system performed a return to vendor inventory transaction (as opposed to a transfer) when you processed the charge back. See Vendor Charge Back Overview, for information on how the VCB Perform Inventory Write Off During A/P Posting (E36) system control value affects how the system handles inventory transactions, depending on whether you specify a “to” warehouse and location. Numeric, 3 positions. |
|
To loc |
The location where you transferred the item. See the description of the To wh (To warehouse) field. Alphanumeric, 7 positions. |
Screen Option |
Procedure |
Delete an item |
This option is not implemented on this screen. |
Review additional charges |
Press F7 to advance to the Vendor Charge Back Additional Charges Screen. |
Print a Vendor Charge Back Notification |
Press F14. See Printing Vendor Charge Back Notifications (PVCN). |
Work with messages |
Press F17 to advance to the Vendor Charge Back Messages Screen. |
Override the "ship to" address for the charge back notification |
Press F19 to advance to the Change Vendor Charge Back Address Screen. |
Function Access
Your access to various functions available on the Vendor Charge Back Detail screen varies depending on whether you advanced to the screen through A/P Entry, A/P Inquiry, or the Work with Vendor Charge Backs function itself, as well as the status of the charge back or A/P invoice. The variations in function access within the Work with Vendor Charge Backs function are discussed in Working with Vendor Charge Backs (WVCB).
|
Access in A/P Entry? |
Access in A/P Inquiry for an Open or Held Invoice? |
Access in A/P Inquiry for a Paid Invoice? |
F7: Additional charges |
Yes |
Display-only |
Display-only |
F14: Print notifications |
Yes |
Yes |
Yes |
F17: Messages |
Yes |
Yes |
Yes |
F19: Override address |
Yes |
Yes |
Display-only |
Vendor Charge Back Additional Charges Screen
Purpose: Use this screen to review the additional charges on a vendor charge back.
How to display this screen: Enter 8 next to a vendor charge back-related invoice at the Display A/P Invoices Screen, then Press F7. You can also display this screen when working with A/P invoices, or through Working with Vendor Charge Backs (WVCB).
APR0053 DISPLAY Vendor Charge Back Additional Charges 2/14/97 15:54:03 EZK Mail Order
Charge Back No. . . . . . : 67 Status Processed Vendor No./Name . . . . . : 12 JACK'S JOKE SHOP Chrg Back Vendor No./Name : 12 JACK'S JOKE SHOP Purchase Order No. . . . : 855
Opt Code Description Amount
Type options, press Enter. 2=Change 4=Delete 5=Display
V1 HANDLING 10.00
F3=Exit F6=Create F12=Cancel |
Field |
Description |
Code |
The code associated with an additional charge. Additional charges for a vendor charge back are defined in and validated against the PO Additional Charges file; see Working With PO Additional Charges (WPAC) of the Merchandising manual. Alphanumeric, 2 positions. |
Description |
The description associated with the additional charge code. Alphanumeric, 30 positions. |
Amount |
The amount of the additional charge. Numeric, 11 positions with a 2-place decimal. |
Vendor Charge Back Messages Screen
Purpose: Use this screen to review or work with messages related to a vendor charge back.
How to display this screen: Press F17 at the Vendor Charge Back Detail Screen.
APR0057 CHANGE Vendor Charge Back Messages 2/06/97 16:02:45 EZK Mail Order
Charge Back No. . . . . . : 13 Status Open Vendor No./Name . . . . . : 12 JACK'S JOKE SHOP Chrg Back Vendor No./Name : 12 JACK'S JOKE SHOP Purchase Order No. . . . : 880
Message P User Date This carton arrived broken and the contents damaged. Y ELISE_K 2/06/97
F3=Exit F8=Add/Change F12=Cancel |
Field |
Description |
Message |
Use these fields to enter any messages associated with the vendor change back. Messages entered previously display. Alphanumeric, 56 positions; optional. |
This field indicates whether to print the message line on the vendor charge back notification. Valid values are: Y = Print the message line. N or blank = Do not print the message line. Alphanumeric, 1 position; optional. |
|
User |
The user name of the person who entered the message. Alphanumeric, 10 positions; display-only. |
Date |
The date the message was originally entered. Numeric, 6 positions (MM/DD/YY format); display-only. |
Instructions:
1. Enter a message in the space provided.
2. If you would like the line to print on the vendor charge back notification, enter Y in the P (Print?) field; otherwise, enter N or leave this field blank.
3. Enter additional message lines as needed.
4. Press Enter when the messages are complete.
Change Vendor Charge Back Address Screen
Purpose: Use this screen to work with a different shipping address for the vendor charge back.
You can create, change or delete the override address through A/P Entry, or through A/P Inquiry if the invoice is open or held; see Working with Vendor Charge Backs (WVCB), for step-by-step instructions and field descriptions. If you advance to this screen through A/P Inquiry and the invoice is paid, each field is display-only.
How to display this screen: Press F19 at the Vendor Charge Back Detail Screen.
APR0054 CHANGE Change Vendor Charge Back Address 2/06/97 16:36:52 EZK Mail Order
Charge Back No. . . . . . : 2 Status Reversed Vendor No./Name . . . . . : 20 DISCOUNT APPLIANCE Chrg Back Vendor No./Name : 12 JACK'S JOKE SHOP Purchase Order No. . . . : 859
10 SPEEN STREET
FRAMINGHAM MA 01701
Override Address
Override City/St Override Zip . .
F3=Exit F12=Cancel |
Important information: With the exception of the state or province code, the system does not validate any of the information you enter for an override address. Also, if you enter any portion of the override address, such as the zip code, the system uses this information as the entire override address and does not use the Charge vendor address. For this reason, be sure that you enter the override address completely and accurately if you use one.
| Using A/P Inquiry | Contents | SCVs | Search | Glossary | Reports | Solutions | XML | Index | A/P Ledger |
AP07_01 CWDirect 18.0.x 2018 OTN