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Documentation > MAC-PAC Reference Library > Financials > Accounts Payable > Screens > Invoice Debit/Credit Menu Entry > AP100S01 - Function Select

AP100S01 - Function Select

 

 

WILLIAMS                       ACCOUNTS PAYABLE                        2/07/96

 DSP01                      INVOICE DR/CR MEMO ENTRY                     SELECT

                                                                               

 Vendor          USAVEND       One-Time Vendor  N                              

                                                                               

 Paying Co/Loc   001 BRU       Orig Co/Loc      001 BRU       Batch            

                                                                                

 Document     IN INV04         Document Date    022896        PO Number        

                                                                               

                                                                               

                                                                               

                                                                               

                                                                               

                                                                                

                                                                               

                                                                               

                                                                               

                                                                               

                                                                               

                                                                                

                                                                               

 F2=Command          F3=Exit             F4=Prompt           F9=Maintenance    

 F14=Apply Memo      F21=AP Inquiry                                            

 

The invoice debit/credit memo entry conversation allows you to record adjustments to the company's liability to a vendor.  Liability amounts may be increased or decreased depending on the type of source document specified on this screen.

When you enter open item information, the system checks the Open Items File to ensure that the item does not already exist.  If a potential duplicate open item is found, a warning message is displayed.  The system will also check Reference File category M12 to see if a record exists for the company/location.  If a record does exist, further validation may take place on the header screen depending on flags set on Reference File category 200.

Once you press Enter from this screen, the fields on this screen are validated, and default information for the header screen is validated.  If no errors are found, the detail screen is displayed.  If errors are found in the header information, the header screen is displayed with all errors highlighted.

VENDOR

Optional.  Enter the number of the vendor for which you will record an open item.  The vendor must exist on the Vendor Master File, unless 'Y' is entered in the One-Time Vendor field.  If a valid purchase order is entered on this screen, then the vendor number will default from that purchase order.

ONE-TIME VENDOR

Optional.  Enter Y if the vendor specified is a one-time vendor.  This vendor must not exist on the Vendor Master File.  The system will display the One-Time Vendor Maintenance Screen to allow you to add the vendor to the Vendor Master File.  Defaults for the One-Time Vendor Maintenance Screen are defined on the Reference File (category 206).  This field defaults to N.

PAYING CO/LOC

Required.  The company/location responsible for paying the vendor for the open item.  This field defaults to the user's company/location as defined on Reference File category 119.

ORIG CO/LOC

Optional.  The company/location originating the transaction.  If this field is left blank, the Orig Co/Loc field on the header screen defaults to the paying company/location.

BATCH

Optional.  Enter a number to group this transaction with other invoice, debit/credit memo entry transactions with the same batch number.

DOCUMENT TYPE

Required.  Enter the type of document to be recorded.  Valid document types are defined on Reference File category 216.  Based on the group of the document type, the open item will be processed as either an invoice, debit memo, or credit memo.

DOCUMENT

Required.  The identification number appearing on the vendor's invoice, debit memo, or credit memo.

DOCUMENT DATE

Required.  The date specified on the vendor's invoice, debit memo, or credit memo.  This must be a valid date.

PURCHASE ORDER NUMBER

Optional.  You may enter a purchase order number in this field that will be used as the default purchase order number for each line on the detail screen for matching.  If entered, the detail screen will be preloaded with information from any receipts against this PO that are available for matching.  Information will only be preloaded for invoice document types and credit memo types.

INTERNAL DOCUMENT NUMBER

Optional.  If the Display Internal Document option on Reference File category 200 is set to Y, and the flag on Reference File category 201 indicates that unused documents are to be used, then you will be allowed to enter an unused number in this field.  You can either enter the number manually or you can select one from a window that is accessed by pressing F4 when the cursor is positioned on the Internal Document Number field.  If the number is entered manually, it must exist on the Unused Number File, it must not exist on the Open Item File, and it must be less than the next number available on Reference File category 200.

COMMAND KEYS

Enter - Process the request.  Validate the Header screen and if no errors are found, display the Detail screen.  If errors are found on the Header screen, display it with the errors highlighted.

F2    - Display a window where a fast path option or a mnemonic can be entered.  Fast path allows the next menu selection to be made directly from this screen.  When the window is displayed, pressing F3 will remove it.

F3    - Exit program and return to AP menu.

F4    - Display a list of values for the field where the cursor is positioned.  If you select one of the items from the list, it will be returned to the application screen.

F9    - Enter the Open Item Maintenance Program.

F14   - Enter the Manual Payment Entry Program to apply debit memos to open items.

F21   - Enter the Accounts Payable Inquiry Program.