Enter Gross A/P Invoice Amount (F03)

Purpose: Use this screen to define whether you can apply or change the discount percentages that apply to A/P invoice totals.

Yes/no field: Select this field if you want to enter the gross invoice total in A/P invoice entry and have the system calculate the net total by applying any discount percentages. The gross invoice total will be a required field in A/P invoice entry, and the merchandise total will be a display-only field that the system calculates.

Note: Gross invoice amount entry applies only when you are matching the A/P invoice to a purchase order receipt.

When you select a purchase order for matching in A/P invoice entry, the discount percentages from the purchase order, if any, default onto the invoice header. You can accept the defaults or change them.

Similarly, you can override the discount percentages that apply to each item on the invoice, either separately or against all items at once. Updating the discounts for the invoice header does not update any of the discounts at the item level.

Matching totals: To accept and process an A/P invoice, the invoice total and the total cost of all included items and other charges must match. This matching may be difficult to do when you enter the gross invoice amount and have the system calculate discount amounts if situations such as:

• Override discounts at the item level: If the discount(s) that apply to all of the items on the invoice are not the same, it may be difficult to match the invoice and item totals. For example, if you enter an invoice total of $100.00 with a 10% discount, the system calculates a merchandise total of $90.00. Unless each item on the invoice is also using a 10% discount, the total cost of included items may not match the $90.00 total.

• Unit discounts: You cannot have the system calculate unit discounts at the invoice level.

• Price overrides: If you override the item cost on a purchase order, the default discounts may not apply automatically to that price (this is controlled by the Apply Discount to Manual Cost (D96) system control value). In this case, it will be somewhat more difficult to identify the items that have not take the discount and adjust them so that the invoice totals match.

• Foreign currency: Using A/P invoice discounts is not currently implemented for foreign currencies.

When you are entering an A/P invoice whose totals do not match “easily,” you can simply enter the merchandise total in the Gross merchandise field and clear each of the discount percentage fields; in this way, you force the totals to match. However, if you often process invoices that present these exceptions, it may be easier for you to leave the Enter gross A/P invoice amount system control value unselected.

Leave this field unselected if you want to enter the net total merchandise amount in A/P entry. You will not be able to apply discounts to the A/P total. Also, you will not be able to update the discounts for all items on the invoice at once, although you will still be able to work with discounts for one item at a time.

For more information: See Working with A/P Invoice Entry (MAPE).