Maintaining A/P Invoices

Purpose: Use A/P invoice maintenance to work with invoices you have entered onto the system.

Which invoices are available to maintain? You can maintain any invoice whose status is open or held. You cannot maintain an invoice whose status is suspended using the screens described in this topic; however, you can work with the suspended invoice through the batch entry and maintenance screens as described in Working with and Processing A/P Batches.

Uploading A/P invoices: In addition to using interactive invoice entry, you can upload A/P invoices. In this case, the A/P Invoice Upload Auto Accept Batch (H73) system control value controls whether the system puts the uploaded invoices into open or suspended status when it creates them. To go into open status, the uploaded invoices must pass all relevant edits and contain essential information. See Working with A/P Invoice Upload Errors (WAPU) for an overview.

Once you print the A/P Due List: When you print the Accounts Payable Due List (fast path = MCHK), you create check records on the system that are available through Work with A/P Checks (WCHK). The invoice remains open at this time, and you can still maintain it, although a change to the invoice total will not be reflected in the existing check record; instead, the new balance or credit will appear on the A/P Due List the next time you generate it, and a check or credit record will be created at that time.

For example, you:

1. enter A/P Invoice #123 for $100.00.

2. generate the A/P Due List and create a check record of $100 for the invoice.

3. maintain the invoice and add an additional merchandise charge of $50 (new invoice total is $150).

4. print checks and produce a check for $100.

5. generate the A/P Due List and create a check record of $50.

6. print checks and produce a check for $50.

Once you print checks: Once you have printing a check (or checks) that represent full payment of the invoice, you can no longer maintain the invoice.

Secured feature: The A/P Invoice Maintenance (A73) secured feature controls access to invoice maintenance.

For more information:

• Working with A/P Invoice Entry (MAPE)

• Reprinting A/P Checks (RCHK)

In this topic:

• Enter A/P Invoices Screen

• Select A/P Invoice Screen (for Maintenance)

• Work with A/P Invoice Notes Screen

Enter A/P Invoices Screen

Purpose: Use this screen to specify the division and bank to use for posting your entries in A/P invoice maintenance. This is the same screen you use to advance to A/P invoice entry.

How to display this screen: Enter MAPE in the Fast path field at the top of any menu or select A/P Invoice Entry from a menu.

Field	Description
Date	The date the invoices changes are posted in the system. The current date defaults, but you can override it. Numeric, 6 positions; MMDDYY format, required.
Division	The code for the division against which the batch of invoices will post to the General Ledger Interface table. The G/L number for A/P purchases is defined in the Division record. If you are matching an A/P invoice to a purchase order and there is a Division specified for the warehouse where you received the purchase order, the system uses this division to post to the General Ledger Interface table instead. Division codes are defined in and validated against the Division table; see Working with Divisions (WDIV). Alphanumeric, 2 positions; required.
Bank	The code for the bank to use for the account transaction for the invoices changes. The bank code is important because the bank record indicates the A/P Cash G/L number against which the purchases will be posted. Bank codes are defined in and validated against the Bank table. Numeric, 3 positions; required.

Completing this screen/maintenance:

1. Verify the batch date, or enter a different date if necessary.

2. Complete the Division and Bank fields.

3. Select Maintain to advance to the Select A/P Invoice Screen (for Maintenance). Do not select OK.

The A/P Invoice Maintenance (A73) secured feature controls access to invoice maintenance.

Note: See Working with A/P Invoice Entry (MAPE), for more information on using this screen to advance to A/P invoice entry.

Select A/P Invoice Screen (for Maintenance)

Purpose: Use this screen to select an open or held invoice for maintenance.

How to display this screen: Complete the division and bank information on the Enter A/P Invoices Screen and select Maintain.

Field	Description
Vendor	The vendor who is due payment on the A/P invoice. Numeric, 7 positions; optional.
Invoice	The number that identifies the A/P invoice. Note: Because this is an alphanumeric field, invoice number 10 sorts before invoice number 9. Upper and lower case invoice numbers: Although you can pass an upper and lower case invoice number from an external system, the Invoice # field here supports only upper case letters; as a result, you cannot scan on lower case letters in CWSerenade. For example, if the invoice number is in2345, you cannot enter the lower case in in this field to position on the particular invoice; your entry of IN will not match. See Working with A/P Invoice Upload Errors (WAPU) for more information on the A/P invoice upload. Alphanumeric, 11 positions; optional.
Date	The Invoice date you specified when entering the invoice. Numeric, 6 positions (MMDDYY); optional.
Amount	The total invoice amount. This amount does not reflect any payments you may already have made against the invoice. Also, if the Enter Gross A/P Invoice Amount (F03) system control value is selected, this amount represents the gross amount, not reduced by any discounts. Numeric, 9 positions with a 2-place decimal; display-only.

Selecting an invoice: Select Request for an invoice to maintain it. You advance to the Work with A/P Invoices Screen (Entering Invoice Header Information).

For more information:

• Entering A/P-PO Invoices, for invoices that are matched to purchase order receipts or drop ship purchase order receipts

• Entering Drop Ship Invoices, for invoices that are matched to invoices for drop ship pick slips

• Entering A/P Invoices, for invoices that are not matched

Work with A/P Invoice Notes Screen

Purpose: Use this screen to display, add, or change free-form notes about the invoice. You may enter A/P Invoice Notes during Invoice Entry (after you select Accept to accept the invoice), A/P Invoice Maintenance or A/P Invoice Inquiry.

How to display this screen:

• From A/P Invoice Entry/Maintenance: Select Notes on the Work with Invoice Details or Enter Invoice Details screen. See Entering A/P-PO Invoices, Entering Drop Ship Invoices, or Entering A/P Invoices.

• From A/P Inquiry: Select Notes for an A/P invoice on the Display A/P Invoices Screen.

Field	Description
Vendor	A code for the supplier from whom you purchased the merchandise. Vendor codes are defined in and validated against the Vendor table. Numeric, 7 positions; display-only.
Vendor description (Unlabeled field to the right of the vendor number)	The name of the vendor who sold you the merchandise. Alphanumeric, 30 positions; display-only.
Invoice #	The number of the vendor's invoice for merchandise you have received and must remit payment. The vendor's invoice number is entered during A/P Invoice Entry. Alphanumeric, 11 positions; display-only.
Notes	Lines for you to enter free-form text about the invoice. Alphanumeric, 60 positions (each line).
Date	The date on which the message was entered. Numeric, 6 positions (MMDDYY format); updated by the system.
Print	This field controls whether the invoice notes print when you generate checks. Valid values are: • Selected = Print the notes • Unselected = Do not print the notes; they are for informational purposes only. Note: The invoice notes print each time you generate checks. Make sure you unselect this flag if you do not want to reprint the notes for an invoice. See Defining A/P Check Controls (MCHK) and Reprinting A/P Checks (RCHK) for more information about printing the A/P invoice notes.

Adding/changing notes:

1. Enter the note in the Notes field.

2. Select OK. The system displays the current date to the right of the note.

3. Complete the Print field.

4. Select Add/Change to update existing notes.