Creating AP documents 

  1. Click Accounts Payable>Document Entry>Document Entry.
  2. Specify the Vendor Number.
  3. The name, address, GL posting table, document group, branch, terms code, and message are displayed for the vendor.
  4. Modify the default values as needed. Refer to AP Document Entry (APE110) for detailed field information.
  5. Specify the Document Number and the Purchase Order Number (up to 12 characters).
  6. Specify the Document Amount (+/-9999999.99). The system does not accept zero amounts. A negative number indicates a credit memo or credit adjustment.
  7. Specify the amount to compute the discount on (+/- 9999999.99) in the Discount Amount field. 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.
  8. Specify the Document Date. The entry must be a date prior or equal to a date in the next GL period. Press Enter to default to the system date.
  9. Update the Due Date, Discount,and Discount Due Date as needed. The due date, discount amount and discount date are automatically calculate based on the Terms Code.
  10. Specify Memo up to 25 characters. This memo prints on the check stub in the Comments column.
  11. (Optional) For FACTS systems that do not use PO Invoice Receipts, click CRS 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.)
  12. Specify the GL Expense Account Number and Document Amount to be distributed. (If this entry is to post to Job Cost, press F1 to display Job Posting Entry screen. Refer to Posting AP documents for job costs for step-by-step instructions.)

    Note: If the general ledger posting table for this document has preset expense accounts, the system displays the first GL account number in the GL posting table as the default. Press F2 to view all GL numbers listed for the GL posting table assigned to this document and their descriptions. 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.
  13. (Optional) If the entire amount of the document is not distributed to this account, click Add and specify additional account numbers in subsequent line-items. This continues until the document amount is distributed.
  14. Click Cancel when you are finished adding GL lines.
  15. Click Save.
  16. Click Done to complete the entry process
  17. Click Done again to exit.

 

 

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