How to enter AP Document line-items

How to enter an AP Document header information AP Document Entry overview

1. Access this program by choosing Accounts Payable-->Document Entry-->Document Entry. For existing documents, enter the period, vendor and document number. For new documents, complete the header information; refer to the How to enter an AP Document header procedure for details.

The line-item portion of the program enables you to post the document amount to as many as 999 GL numbers.

The system automatically assigns line numbers beginning with 001.

2. Enter the GL Expense Account Number (If this entry is to post to Job Cost, press F2 or the $image\none.gif$ icon to display Job Posting Entry screen) to which this document amount will be distributed. If you want 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 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 or to view all GL numbers listed for the GL posting table assigned to this document and their descriptions. 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.

If this entry needs to post to Job Cost, enter J to enter the job number and refer to the Job Posting Entry topic for field descriptions.

3. Enter the Amount that you want to distribute to this GL number (+/-9999999.99). You can enter an amount or as a percent of the original undistributed amount (document amount). To enter a percentage, type the number required and a percent (%) sign. You cannot enter zero as an amount. Press Enter (CR) or $image\balance.gif$ 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 system initially skips the Amount field. Then, the system asks for the expense general ledger account number; press Enter (CR) to default to the account number from Job Cost.

Press Enter (CR) to accept the line.

4. Press F3 or the $image\stopsm.gif$ when you are finished entering line-items. Once you have completed the header and the line-item entry sections, the following functions are available.

$image\edit.gif$ - Changes the highlighted line-item

$image\plus.gif$ - Adds a line-item

$image\Delete.gif$ - Deletes the document

$image\insert.gif$ Inserts a line item above the highlighted line in the browser.

5. After you complete line item entry processing and select the $image\stopsm.gif$ icon, 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 F3 or the Done button and the system returns you to Vendor field so you can specify a vendor and enter additional AP documents in the displayed period. You can enter a vendor code, press F4 to back up to the Period field and modify the period, press F3 or the Done button to exit the program.