To enter line items for AP documents, refer to the Entering AP Document line-items topics.1. Access this program by choosing Accounts Payable-->Document Entry-->Document Entry.
2. Enter the Period (PPYY) in which the expense account distribution should be posted in the General Ledger. Press Enter (CR) to set the document to the current AP period. to the current accounts payable period. The period entered may be either the current or next general ledger period.
3. Enter the Vendor Number for this document. If the vendor number is not a valid vendor number, there is an option to add the vendor. If the user chooses to add the vendor, the program proceeds to the Vendor F/M screen. After the addition is complete, it will return to the Document Entry screen. Entry of a valid number displays the name, address, General Ledger 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).
4. 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.
5. Enter the Purchase Order Number (up to 12 characters). The PO number can be alphanumeric. Press Enter (CR) to default to 000000 for the PO number.
6. Enter the General Ledger Posting Table. The entry must be a valid AP General Ledger posting table. Press ENTER (CR) to accept the value already displayed, initially the GL posting table assigned to the vendor.
7. Enter the Document Group (up to 2 characters). Press ENTER (CR) default to the value already displayed, initially the document group assigned to the vendor in the vendor file.
8. 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.
9. 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 forces you to enter due dates and discount amount.
10. Enter the Document Amount (+/-9999999.99). The system does not accept zero amounts. A negative number indicates a credit memo or credit adjustment.
11. Enter the Discount Amount, which is the amount to compute the discount on (+/- 9999999.99). For example, the document amount may include, but freight may not be eligible for discount. So the document amount minus the freight would be the discount amount. Press Enter (CR) to default to the document amount.
12. Enter the Document Date. The entry must be a date prior or equal to a date in the next GL period. Press Enter (CR) to default to the system date.
13. Enter the Due Date. Press Enter (CR) to automatically calculate the due date, discount amount and discount date based on the Terms Code. If the due date is calculated, skip to Step 15 and enter the Memo. If the terms code is M (manual), enter the information required in Steps 12-14.
13. Enter the Discount. This can be a dollar amount or a percent of the document amount. Press Enter (CR) if you want to enter the discount in terms of dollars. To enter the discount as a percentage, type the number followed by the percent (%) sign. The system automatically calculates the discount in terms of dollars.
If a discount doesn’t apply, press F1 to skip this entry.
14. Enter the Discount Due Date. This is the date by which the invoice has to be paid in order to receive the discount. If a discount doesn’t apply to this document, press F1 to skip the entry.
15. Enter any Memo up to 25 characters. This memo prints on the check stub in the Comments column. F4 backs up to the discount due date.
16. (Optional) 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.
In the dialog box, check the line in the list of CRS lines that are waiting vendor credit for the vendor of the AP Document. 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.)
To enter line items for AP documents, refer to the Entering AP Document line-items topics.