WILLIAMS ACCOUNTS PAYABLE 10/11/93
DSP01 INVOICE DR/CR MEMO ENTRY HEADER
Vendor SABBY ZA SABBY ZA PIZZA PALACE
Paying Co/Loc 001 BRU Orig Co/Loc 001 BRU
Document IN IN0000061968 Document Date 09 10 93 Batch
Fiscal Flag Y Fiscal Number
Gross Amt .00 Disc Amt .00 Lines
Quantity .000 VAT Amt .00 VAT included N
Currency USD Exchange Rate 1.30000 Book Code AP
Line Def Y VAT Code V1 VAT Calc Method G
Acct Date 09 10 93 Due Date 09 30 93 Disc Date 09 25 93
Pay Date 09 30 93 Payment Type CK
AP Code AP Stnd Dist Buyer SAB
Bank Code B1 Separate Pmt Y Disc Always N
Hold Code N Turn Around Doc N
Taxpayer ID 123-45-6789 Authorization Number SUSP-BRU
Credit Terms C2 6.00 % if paid ON 25 EOM Disc N Due 30 EOM Due N
FDO 2 Delay 5 6% 1 10
F4=Prompt F12=Comments F13=Cancel Trans F15=Rekey Data
This screen allows users to maintain information that is associated with all lines of an open item document. Information entered on the Function Select screen appears here, but may not be modified.
VENDOR
Display only. The vendor associated with this open item document. The vendor number was entered on the function select screen. The associated vendor description was retrieved from the Vendor Master File.
PAYING CO/LOC
Display only. The company/location responsible for paying the vendor for this open item. The header liability accounting transaction for this open item is written on the books of this company/location.
ORIGINATING CO/LOC
Display only. The company/location originating the transaction.
DOCUMENT
Display only. The document type and external document number entered on the function select screen.
DOCUMENT DATE
Display only. The date appearing on the vendor's open item document.
BATCH
Display only. A number used to group this transaction with others having the same batch number. It was entered on the function select screen.
FISCAL FLAG
Optional. This field specifies whether the document should have a fiscal number. If the Control Fiscal Number flag on Reference File category 200 was set to N (no), this field is not displayed. Valid values are:
Y - assign fiscal number to document
N - do not assign fiscal number to document
The Fiscal Flag field defaults to Y (yes).
FISCAL NUMBER
Optional. This field is used to assign the fiscal number to the document if the Fiscal Flag is set to Y (yes).
If the Control Fiscal Number flag is set to B (both automatic and manual numbering) on Reference File category 200 and the Fiscal Flag is set to Y (yes), a number is entered automatically in this field, but you may change it.
If the Control Fiscal Number flag is set to M (manual numbering) on category 200 and the Fiscal Flag is set to Y (yes), you must enter a fiscal number for the document.
This field is not displayed if the Control Fiscal Number flag on category 200 is set to A (automatic numbering), and a fiscal number is automatically assigned to the document if the Fiscal Flag is Y (yes) unless a record exists on Reference File category M12 for the company/location.
If a record exists on category M12 for the company/location, when you press Enter, additional validation will take place depending on the flags set on category 200. If the Control Fiscal Number flag is set to either B or A and the Fiscal Number field is blanks, the external numbering program on category M12 will be called to format the Fiscal Number field. If the Control Fiscal Number flag is set to either B or M and the Fiscal Number field is not blank, the external numbering program on category M12 will be called to validate the fiscal number that was entered.
GROSS AMOUNT
Required. The total gross amount of the open item document. This amount is validated against the sum of the detail line amounts before the transaction is posted to the database.
Even if your installation has selected the net accounting option for your installation on the Reference File (category 200), you must still enter the gross amount of the open item in this field.
If second-level authorization has been defined on the Reference File (category 200) as being required, this amount is validated against your authorized limit. If your limit has been exceeded, the item is posted on hold, indicated by an A in the Hold Code field.
DISCOUNT AMOUNT
Optional. The total cash discount amount available for early payment on this document. If entered, this amount will be validated against the sum of discount amounts on the detail lines. If not entered, and the credit terms specify a discount percentage, then this amount will be calculated as the total from the detail line discount amounts. The discount amount must be less than the gross amount.
LINES
Required. The number of lines to be entered for this document. This number will be validated against the system-calculated total number of lines entered before the item is posted to the data base. The maximum number of lines allowed is 99.
QUANTITY
Optional. The total of distribution quantities associated with this document. This information is used for statistical accounting by the General Ledger module. If entered, this quantity is validated against the sum of quantities entered on the detail lines.
TAX AMOUNT/VAT AMOUNT
Required. (Field displays VAT Amt in a VAT environment. Otherwise, the field displays Tax Amt) The portion of the gross amount that represents tax, Value Added Tax (VAT), or sum of the Goods and Services Tax (GST) and Provincial Sales Tax (PST) charged on the document. If entered, the system validates this amount against the sum of the tax amounts entered on or calculated from the detail lines.
VAT INCLUDED/GST INCLUDED
Required. (Field is Vat Included or GST Included depending on environment. Display only in GST environment). Indicates if VAT or GST is already included in the prices entered for each line of the invoice. Valid values are Y (yes) and N (no). This value is defaulted from the Vendor Master File. The field must be N if the VAT processing option is net. In a GST environment, this field is always N (GST not included in price).
CURRENCY
Required. (Multi-currency environment only) The currency used to enter the open item amounts. It defaults from the Vendor Master File.
EXCHANGE RATE
Optional. (Multi-currency environment only) The conversion factor used to determine the bookkeeping amount that is equivalent to the entered foreign amount. The From Operand (stored on the Currency Master File) determines whether the entered amount will be multiplied by or divided by the exchange rate. An entered exchange rate will be validated against the Currency Rate Master default exchange rate to ensure it is within a specified limit defined in the location defaults Reference File category (132).
BOOK CODE
Optional. (Only if system defaults bookcode display set to display) Enter a bookcode if the open item should be posted to a specific ledger.
LINE DEFAULT
Required. Enter 'Y' if the originating company/location entered on this screen should appear as the originating company/location for each distribution line on the detail screen. If the originating company/location should not be copied to each line, enter 'N'. This field defaults to 'Y'.
VAT CODE/GST CODE/TAX CODE
Optional. (Field is VAT Code, GST Code, or Tax Code, depending on environment. Display only in GST environment). If you enter a code here, the system defaults it to the detail lines. The system validates tax codes against Reference file category 230 (Tax Codes). This field defaults from the Vendor Master File.
VALUE ADDED TAX CALCULATION METHOD
Required. (VAT environment only.) Enter the Value Added Tax (VAT) Calculation Method. This field defines the method the vendor uses to calculate VAT taxes. This method may be either Gross (G), Net (N) or Recalculation (R). In the Gross method both VAT and discount are calculated on the Gross amount. In the Net method, discount is calculated on the Gross amount and the VAT is calculated on the Net amount. In Recalculation, the VAT is based upon the Gross amount and the discount is based upon the Gross amount plus VAT subject to discount.
If the installation Accounting Method is Net then the Recalculation VAT calculation method is not valid.
This field defaults from the Vendor Master File.
ACCOUNTING DATE
Required. Enter a date to indicate the accounting period in which the accounting journal transactions associated with this document will be posted to the general ledger. It must fall within the range of valid accounting dates listed in Reference File category 201 for the paying and originating company/location. If not entered, this date defaults to the document date.
DUE DATE
Required. Enter the date on which the gross amount of the payable is due. If left blank, the system calculates the due date from the specified credit terms after the Enter key is pressed. The due date must be on or after the document date.
DISCOUNT DATE
Required. Enter the last date on which payment can be made to take the vendor-offered discount, based on the credit terms. If this field is left blank, the system will default to the invoice accounting date.
PAY DATE
Required. Enter the date on which you plan to pay this document. The pay date is used in selecting open items for payment. The pay date is compared with the cut-off date you specify when requesting the payment selection process. If not entered, this date defaults to the invoice accounting date.
PAYMENT TYPE
Required. The expected method of payment for the liability. This code defaults to the payment type defined for this vendor on the Vendor Master File. The payment type must be defined on Reference File category 240.
REASON CODE
Optional. Enter the code corresponding to the reason for a debit or credit memo. This code will be recorded on document header and detail records to assist in adjustment analysis. If entered, the reason code must exist on the Reference File (category 215).
A/P CODE
Required. Enter the code to indicate the general ledger account to which liability for this document will be posted. This field defaults to the A/P code for this vendor on the Vendor Master File. The code must exist on the Reference File (category 208).
STANDARD DISTRIBUTION
Optional. Enter a standard distribution code to indicate a predefined set of accounts that will be charged for this payable. This code defaults to the code defined for this vendor on the Vendor Master File. If entered, the standard distribution code must exist on the Reference File for the specified company/location (category 212). The detail screen that follows this screen will be displayed with the predefined set of account/center distributions.
BUYER
If PO is installed, this code is required; otherwise, it is optional. Enter the code for the buyer responsible for this open item. This code defaults to the value defined for this vendor on the Vendor Master File. The buyer code must exist on the Reference File (category 238).
BANK CODE
Required. The code for the bank/cash account to be used for payment of this item. The bank code is used in the payment process to determine the GL account for the cash accounting transaction. This code defaults to the bank code for this vendor on the Vendor Master File. The bank code must exist for the paying company/location on the Bank Account Master File.
SEPARATE PAYMENT
Required. Indicates if this payable must be paid with a separate check or payment transaction. Valid values are:
Y - Yes, a separate payment is required.
N - No, a separate payment is not required. This field defaults to the value defined for the vendor on the Vendor Master File.
ALWAYS TAKE DISCOUNT FLAG
Required. Enter Y to indicate that the discount should always be taken, disregarding the comparison of the actual pay date to the discount date specified. Otherwise, enter N. This flag defaults to the value defined for this vendor on the Vendor Master File.
HOLD CODE
Required. This field indicates whether the open item is held from having payments applied. It defaults to N, but may be overridden to H, if you wish to specify held payment status. If the amount of the open item exceeds your limit specified on the Reference File (category 244) the system will put the item on hold with an A in this field.
TURN AROUND DOCUMENT FLAG
Required. Enter Y to indicate that the vendor sent a turn-around document, such as a remittance form, along with the invoice. Payment forms (such as checks) may be generated such that those corresponding to turn-around documents are printed first. This field defaults to N.
AUTHORIZATION
Required. Enter your user authorization code as defined on the Reference File (category 244). This field is displayed only if second-level user authorization is required, as specified on the Reference File (category 200).
TAXPAYER ID
Optional; required for postponed VAT type. Identifies the vendor for the tax authorities. If the VAT Code field contains a postponed VAT type, then this field must be entered. This value is defaulted from the Vendor Master File. For postponed VAT types, the taxpayer ID number is validated using an edit mask. The first two digits are a country decode for the vendors' country. The second part of the ID is dependent on a validation program that differs from country to country. The country decode is validated on Reference File Category 007. The specific validation program for the remaining part of the taxpayer ID is also validated in Reference File category 007. In addition, the Vendor Master Maintenance conversation will be modified to ensure that the taxpayer ID is non-blank if the default VAT code is a postponed type.
AUTHORIZATION NUMBER
Display only. Displayed only in VAT or GST environments. This field is required if you use an exonerated or suspended Value Added Tax (VAT) code or Goods and Services (GST) code for any line of the invoice. This field contains the authorization number provided by the tax authority that granted VAT exoneration or suspension. The system defaults this field from Reference File category 229 (A/P VAT Defaults). Note: Only the exonerated GST type is valid for GST.
CREDIT TERMS FIELDS
The last two lines on the screen define the credit terms to be used for the invoice. Based on the value you enter in the Credit Terms Code field, the values in the remaining fields will be retrieved from Reference File category 223. You can use terms not defined on category 223 by using a code of 99 and entering values in each of the other fields. All fields related to credit terms are included in the same help area. This allows you to page through the help text to see how the fields are related.
CREDIT TERMS
Required. Enter a code to indicate the credit terms that apply to this open item. Standard credit terms are defined on the Reference File (category 223). To enter terms not defined on the Reference File, enter a credit terms code of 99. This code defaults to the value defined for this vendor on the Vendor Master File.
%
Required. The discount percent to be applied to the sum of the discountable distribution lines. The discount percent defaults to the value defined for this vendor on the Vendor Master File. You must enter this value manually only if you entered a credit terms code of 99. If entered, the discount percent must be less than 100. A warning message is displayed if the discount percent exceeds the maximum defined on the Reference File (category 201).
IF PAID IN/ON DAYS
Required. If you entered a credit terms code of 99, enter data to indicate how long the discount is valid. This information defaults from the Vendor Master File. If you enter IN and a number, the system calculates the discount deadline by adding the number entered to the discount start date. If you enter ON and a number, the system accepts the number as the discount deadline date within the current month. The number entered must not be less than zero. If blank, the field defaults to zero.
EOM DISC
Required. If you entered a credit terms code of 99, enter a code to indicate the date to be used as the discount start date. This field defaults to the value defined for this vendor on the Vendor Master File. Valid values are:
Y - Use the end of the month corresponding to the date indicated in the FDO (from date of) field.
N - Use the date indicated in the FDO field.
DUE
Required. If you entered a credit terms code of 99, enter the number of days added to the payment start date to determine the payment due date. This value defaults to the value defined for this vendor on the Vendor Master File. If blank, this field defaults to the invoice accounting date.
EOM DUE
Required. If you entered a credit terms code of 99, enter a code to indicate the date to be used as the payment start date. This code defaults to the value defined for this vendor on the Vendor Master File. Valid values are:
Y - Use the end of the month corresponding to the date indicated in the FDO (from date of) field.
N - Use the date indicated in the FDO field.
VAT DELAY
Required. Displayed only in a VAT environment where the Display VAT Delay Flag on Reference File category 229 (A/P VAT Defaults) is Yes. Determines when VAT for this purchase will be declared. VAT is typically delayed for purchase of fixed assets. Note that this fields applied to the entire open item; VAT for all lines must be declared in the same period. Valid values are:
Y - Yes, delay VAT declaration for this open item.
N - No, do not delay declaration.
The default value is N.
FROM DATE OF (FDO) CODE
Required. If you entered a credit terms code of 99, enter a code to indicate the date upon which discount and due dates are based. This code defaults to the value defined for this vendor on the Vendor Master File. Valid values are:
1 - Accounting date
2 - Document date
3 - Merchandise receipt date
Accounts Payable applications will only allow credit terms with an FDO code of 1 or 2. An FDO code of 3 will only be used in purchasing.
DELAY
Optional. If you entered a credit terms code of 99, you may entered a number of days to extend the due date. This number defaults to the number defined for this vendor on the Vendor Master File. If left blank, the number defaults to zero.
CREDIT TERMS CODE DESCRIPTION
Display only. This 20 character field provides a meaningful explanation of the credit terms code.
COMMAND KEYS
Enter - Process transaction.
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.
F12 - Enter the Open Item Comments Maintenance Program.
F13 - Cancel transaction and return to the Function Select screen.
F15 - Reset the screen fields to their original values so that new data can be entered.
F23 - Display the Installment detail screen to maintain the installments generated for this document.
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