Use this program to enter vendor documents (invoices and credit memos) into the Accounts Payable system.
Access this program by choosing Accounts Payable-->Document Entry-->Document Entry.
The document entry screen consists of two sections. The upper portion of the screen is called the header portion where you enter the vendor number, invoice number, and so on for the invoice. The lower portion is called the line-item portion where each general ledger expense account number is entered.
Once documents are entered, the records stay in the document entry file until you run and update the Document Entry & Adjustments Register.
The update process following the register removes the documents from the document entry file and updates the open documents file. Note also that the vendor balance and the current AP balance are not updated until the register is updated.
As long as documents are in the document entry file, you can enter changes through the AP Document Entry program. Documents that have already been updated by the register need to be corrected through the Document Adjustment Entry program.
The following fields are involved in entering an accounts payable document:
1. Period
Enter the period (PPYY) the expense account distribution should be posted to in GL. Press Enter (CR) to set the document to the current AP period. The period entered may be either the current or next GL period.
2. Vendor
Enter the vendor number for this document. If the vendor number is not a valid vendor number, you can add a new vendor by answering yes when the system asks if you want to add a new vendor. If the user chooses to add the vendor, the program proceeds to the Vendor F/M screen. After the addition is complete, the system returns you to the Document Entry screen. Entry of a valid number displays the name, address, GL posting table, document group, branch, terms code, and message for this vendor. If the vendor is inactive, the entry is refused. Press F3 to perform a document search (i.e., documents entered into the document entry file, but not yet updated to the open documents file).
3. Document Number
Enter the document number (up to 10 characters). This entry is checked against the past and open document files. If the entered document number is a duplicate for this vendor, a message is displayed and the entry refused. If the document has been currently entered and is in the document entry file, the system will display the document on the screen and the user may make any changes needed.
4. PO Number (Purchase Order Number)
Enter the purchase order number (up to 12 characters). Press Enter (CR) to default to 000000 for the PO number.
5. GL Tbl (General Ledger Table)
Enter the GL posting table. The entry must be a valid posting table. Press Enter (CR) to default to the value already displayed, initially the posting table assigned to the vendor. Press F2 to search.
6. Doc Grp (Document Group)
Enter the document group (up to 2 characters). Press Enter (CR) to default to the value already displayed, initially the document group assigned to the vendor in Vendor F/M.
7. Branch
Enter the branch number. The entry must be a valid branch. Press Enter (CR) to default to the branch assigned to the terminal entering the document.
8. Terms (Code)
Enter the payment terms code. The entry must be a valid terms code. Press Enter (CR) to default to the value already displayed, initially the terms code assigned to the vendor in the vendor file. An M (manual) terms code will force the user to enter due dates and discount amount.
9. Document Amount
Enter the document amount (+/-9999999.99). Zero amounts are not accepted. A negative number indicates a credit memo or credit adjustment.
10. Discountable Amount
Enter the amount to compute the discount on (+/- 9999999.99), i.e., freight may be included in the document amount, however, not eligible for discount. Press Enter (CR) to default to document amount.
11. Document Date
Enter the date of the document. The entry must be a date prior or equal to a date in the next GL period. CR defaults to the system date.
12. Due Date
Enter the due date. Press Enter (CR) to automatically calculate the due date, discount amount and date based on the Terms Code. If the due date is calculated, skip to field #15. If the terms code is M (manual), fields #12-14 must be entered.
13. Discount
This may be entered as an amount or as a percent of the document amount. Enter the discount as a dollar amount or as a percent. If entering as a percentage, type the number required and a percent (%) sign.
14. Discount Due Date
Enter the discount due date.
15. Memo
Enter any memo (up to 25 characters). This memo will print on the check stub in the Comments column. Press F4 to back up to the discount due date.
This concludes the header portion of the Document Entry program. After the header record is created, all previous fields except #1-3 are accessible through the change header routine. Fields #1-3 can only be changed by deleting and re-entering the document.
For FACTS systems that do not use PO Invoice Receipts, use the CRS button to associate an AP Invoice with the customer return documents that are waiting on vendor approval for releasing the customer credit or replacement goods.You can also disassociate a return document from the AP invoice unless the AP invoice came from PO Invoice Receipts. If there are no documents waiting approval for the selected vendor, this button will be disabled.
The line-item portion of the program allows entry of up to 999 line-items.
Line numbers are assigned automatically beginning with 001 and incrementing by one for each additional line-item up to 999.
16. G/L Number
Enter the GL expense account number to which this document will be distributed. If the entire amount of the document is not to be distributed to this account, enter other account numbers in subsequent line-items. The number entered must be a valid GL number. If the GL posting table for this document has preset expense accounts, CR defaults to the first GL account number in the GL posting table. Press F2 to view all GL numbers listed for the GL posting table assigned to this document and their descriptions.
If this entry is to post to Job Cost, press F2 to display Job Posting Entry screen, where you can enter the job number and proceed to the next field. If you are not entering Job Cost information, proceed to field # 25.
Job Posting Entry Screen
Refer to fields 17-24 to enter job cost information.
17. Job Number
Enter the valid job number to post this entry against. Entering a valid job number displays the job name, customer number and name, and billing type. Press Enter (CR) to default to the last job number entered (if any).
18. Price Message
If the billing type for the job entered is fixed, contract or time and material, this field is skipped. If the billing type is cost + (plus) or no charge, the program displays the price (bill rate) that will be used to calculate the extension. If the job is no charge, then the markup method can be changed if the Allow billing override flag for the cost code is set to Y and neither the bill rate nor extension will be affected. Press Enter (CR) to continue.
19. Cost Code
Enter a valid cost code (up to 4 characters). Entering a valid cost code displays the cost code description and the cost type. If the cost code is not set up to use units (unit of measure field is blank in Cost Code F/M), the program displays a message displaying this information. The cost code sets the defaults for markup method (for all jobs that are not billed as cost plus) and the billing rate for jobs that are billed as a fixed contract or as time and material. If the billing type is not cost plus, the cost code also determines whether the user is able to override the markup method and/or bill rate.
The item entry determines the units, unit of measure and cost rate/extension.
20. Markup
This field is initially skipped and set to the markup assigned to the cost code. This may only be entered for jobs which are time and materials or fixed contracts and the Allow override of billing flag is set to Y in the cost code record. This may also be changed for no charge jobs but the bill rate is not affected.
Enter the markup method to use for this posting entry. The user has the following options:
# - Enter the markup amount (0-9999999.99%). Entering a number tells the system to mark up the cost by a dollar amount. The system marks up the cost rate by the dollar amount and calculates the bill extension.
#+% - Enter the percentage (0-9999999.99%) to mark up the cost. To enter a percentage, the user must enter an amount and then the percentage sign. If no percentage sign is present, the system assumes the entered amount is a dollar amount. The system marks up the cost rate by the percentage amount and calculates the bill extension.
M - Enter the bill rate manually. Entering M displays the word MANUAL and the program proceeds to the bill rate field (#21).
The fixed markup method is unavailable for selection, but can be used. To utilize the fixed method, select a cost code whose markup method is fixed.
Press Enter (CR) to initially default to the markup method (amount/percentage) from the cost code record.
21. Bill Rate
This field is unavailable if the Allow billing override flag is set to N in the Cost Code F/M. This field is initially skipped unless the markup method of the cost code is manual. Enter the price per displayed unit of measure. The bill extension is calculated and displayed. Press Enter (CR) to initially default to 0.
22. Memo
Enter the memo (to print on invoice - see next field) for this posting entry (up to 30 characters). Press Enter (CR) to initially default to blanks.
23. Print memo on job cost invoice?
This field is initially skipped if the print order for invoice transactions flag in the jobs file is not set to A. Enter N or Y to indicate whether to print the memo on the job cost invoice. Press Enter (CR) to initially default to N.
24. General Ledger Number
Enter the GL expense account to which this document will be distributed. The number entered must be a valid GL number. If the GL posting table for this document has preset expense accounts, press Enter to default to the first GL account number in the GL posting table and all of the GL posting table may be displayed by pressing F2-search. This search displays all GL numbers listed for the GL posting table assigned to this document along with the GL numbers description. If the Post by branch flag is set to Y in the static control record and the account number is selected from the initial search, the GL account expense numbers assigned to the GL posting table are displayed with the branch assigned to the document (field #7) inserted in the branch position. Select the line number of the GL account number to expense to. F2 allows a GL numbers alpha search. Any account number may be typed in place of the standard numbers from the GL posting table. If you access the full GL account search feature or manually enter the account number the system does not insert the branch. If the entire amount of the document is not distributed to this account, the next account number will be entered on line 002. This continues until the document amount is distributed.
25. Amount
Enter the amount to be distributed to this GL number (+/-9999999.99). This may be entered as an amount or as a percent of the original undistributed amount (document amount). If entering a percentage, type the number required and a percent (%) sign. Zero amounts are not accepted. Press Enter (CR) to default to the document amount not yet distributed (undistributed). The ending routine may not be accessed until the entire document amount has been distributed.
If you entered a job number in the G/L number field to post this entry to a job, the system supplies the amount from the Cost ext field in the Job Posting Entry window. In this case, the Amount field is initially skipped. Then, the system asks for the expense GL account number. Press Enter (CR) to default to the account number from Job Cost.
This concludes the line-item portion of the Document Entry program. Press F3 to end line-item entry and access a number of functions:
Change the highlighted line-item
Add a line-item
Delete the document
Insert a line item above the highlighted line in the browser.
After you complete line item entry processing and select, you can press the Header button to access the Header Detail screen where you can review header details and modify the document amount or header memo.
Press the Done button to complete the document entry.
How to enter AP document header information
How to enter AP document line items