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Documentation > MAC-PAC Reference Library > Financials > Accounts Payable > Screens > Open Item > AP110S02 - Header

AP110S02 - Header

 

 

WILLIAMS                       ACCOUNTS PAYABLE                       10/11/93

 DSP01                       OPEN ITEM MAINTENANCE                       HEADER

                                                                               

 Vendor        BCA00001    BCA MANUFACTURING                    Status OPEN    

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

 Document      IN INV000000050  Document Date  09 21 93         Batch          

 Fiscal Flag Y  Fiscal Number 00000587                                         

 Gross Amt            10.00     Disc Amt               .00    Lines         001

 Quantity              .000     VAT Amt                .00    VAT included     

                                                                               

 Currency   USD         Exchange Rate       1.30000  Book Code      AP         

 VAT Calc Method                                                               

 Acct Date  09 21 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                     

 Credit Terms C2    6.00 % if paid ON  25 EOM Disc N  Due 030  EOM Due  N      

                           FDO 2  Delay 05    6% 1 10                          

                                                                                

                     F12=Comments        F13=Cancel Trans    F17=Previous Trans

 F18=Nxt Tran                                                                  

                                                                               

 

 

 

This screen displays detailed information for an open item selected from the open item list, or the open item corresponding to the data entered on the select screen.  You may move from one open item to the next/ previous open item using the command keys.

If this is an inquiry or delete transaction, all fields are display only.  If this is a change transaction, fields are required or optional, as indicated below.  (Required fields may not be changed to blanks.)

If this is a delete or change transaction, then an open item created in a posted period cannot be deleted or updated.

VENDOR

Display only.  The vendor associated with this open item.

STATUS

Display only.  Indicates the status of the item.  Valid status codes and decodes are defined on Reference File category 205.

PAYING CO/LOC

Display only.  The company/location responsible for paying the vendor for this open item.

ORIG CO/LOC

Display only.  The company/location originating the transaction.

DOCUMENT

Display only.  The external document number associated with this open item.

DOCUMENT DATE

Display only.  The date appearing on the vendor's open item document.  open item document.

BATCH

Display only.  A number used to group this transaction with others having the same batch number.  It was entered when the open item was created.

FISCAL FLAG

Display only.  This field specifies whether the document should have a fiscal number, and it cannot be changed.  Valid values are:

Y - assign fiscal number to document

N - do not assign fiscal number to document

FISCAL NUMBER

Optional.  This field is used to assign the fiscal number to the document if the Fiscal Flag is set to Y (yes).  This field can only be changed if VAT has NOT been extracted for the document.  If the number is changed, all accounting transactions are updated to the new fiscal number.  If changed and a record exists on Reference File category M12 for the company/location, this number will be validated by calling the external numbering program on this category.

GROSS AMT

Required.  Enter 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 data base.

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.

DISC AMT

Optional.  Enter the total discount amount represented on this document.  If entered, this amount will be validated against the sum of discount amounts on the detail lines.  The discount amount must be less than the gross amount.

LINES

Required.  Enter the number of lines to be entered for this document.  This number will be validated against a system-calculated total number of lines before the document is posted to the data base.  The maximum number of lines allowed is 99.

QUANTITY

Optional.  Enter 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 AMT/VAT AMT

Optional.  (Field is Tax Amt or Vat Amt depending on the environment.) Enter the portion of the gross amount that represents TAX or VAT charged or the sum of the GST and 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 literal depends whether the environment is VAT or GST.  Field is display only in GST environment.) Indicates if VAT or GST is already included in the prices entered for each line of the invoice.  Enter Y (yes) or N (no).  You must enter N if the VAT processing option is net.  In a Goods and Services Tax (GST) environment, this field is display only and set to N (GST not included in the price).

CURRENCY

Required.  (Multi-currency environment only) This is the currency that the open item amounts are entered in.

EXCHANGE RATE

Optional.  (Multi-currency environment only) This exchange rate represents the required conversion factor to obtain the bookkeeping amount equivalent of the entered foreign amount.  Whether to multiply or divide the entered amount by the exchange rate is dependant upon the From Operand stored on the Currency Rate Master File (CF240M).  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 to be processed is to be posted to a specific ledger.

VALUE ADDED TAX CALCULATION METHOD

Required (VAT environment only).  Enter the Value Added Tax (VAT) Calculation Method.  This is the method the vendor uses to calculate taxes.  The VAT calculation 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 while the VAT is calculated on the Net amount.  In Recalculation the VAT is based upon the Gross amount while the discount is based upon the Gross amount plus VAT subject to discount.  If the installation Accounting Method is Net then the Recalculation VAT method is not valid.

ACCT DATE

Display only.  The date indicating the accounting period in which the accounting journal transactions associated with this document will be posted to the general ledger.  Any maintenance causing accounting transactions will be given the system date as an accounting date.  This date must fall within the valid range of accounting dates listed in Reference File category 201 for the paying/originating company/location.

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.

DISC DATE

Required.  Enter the last date on which payment can be made to take the vendor-offered discount.  If this field is left blank, the system calculates the discount date from the specified credit terms after the Enter key is pressed.

PAY DATE

Required.  Enter the date that will indicate when this document will be selected for payment during the payment selection process.  If not entered, this date is defaulted based on company/location policy, to either the due date or the discount date, as defined on the Reference File (category 201).

PAYMENT TYPE

Required.  Enter a code indicating the method of payment for this liability.  This code defaults to the payment type defined for this vendor on the Vendor Master File.  The payment type must be defined on the Reference File (category 240).

REASON CODE

Display only.  The code corresponding to the reason for this debit or credit memo.  This code will be recorded on document header and detail records to assist in adjustment analysis.

A/P CODE

Display only.  The code indicating the general ledger account to which this document will be posted.

STND DIST

Display only.  The standard distribution code that was used to default standard accounts when the document was entered.

BUYER

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.  Enter the code for the bank/cash account to be used for payment of this item.  This code defaults to the bank code for this vendor on the Vendor Master File.  The bank code must exist on the Bank Account Master File.

SEPARATE PMT

Required.  Enter Y if this payable must be paid with a separate check or payment transaction.  Otherwise, enter N.  This flag defaults to the value defined for this vendor on the Vendor Master File.

ALWAYS TAKE DISC

Required.  Enter Y to indicate that the discount should always be taken, regardless of the date.  Otherwise, enter N.  This flag defaults to the value defined for this vendor on the Vendor Master File.

HOLD CODE

Required.  Enter H if payments should not be applied to this document.  An A appears in this field if you have exceeded your limit specified on the Reference File (category 244).

TURN AROUND DOC

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.

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 if a postponed VAT type is used.  Identifies the vendor for the tax authorities.  If the VAT Code for this vendor is a postponed VAT type, then this field must be entered.  The value is defaulted from the Vendor Master Maintenance File.

AUTHORIZATION NUMBER

Displayed only in VAT environments.  Required if an exoneration or suspension VAT code is used for any line of the invoice.  This field contains the authorization number provided by the tax authority that granted VAT exoneration or suspension.

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

Display only.  The code indicating the credit terms that apply to this open item.  Standard credit terms are defined on the Reference File (category 223).

%

Display only.  The discount percent applied to the sum of the discountable distribution lines.

IF PAID IN/ON DAYS

Display only.  Depending on how the credit terms were initially defined, this field displays either the word IN and the number of days from the discount start date to the discount deadline, or the word ON and the date this month by which the discount must be taken.

EOM DISC

Display only.  The code indicating the date used as the discount start date.  Possible 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.

NET

Display only.  The number of days added to the payment start date to determine the payment due date.

END OF MONTH (EOM) NET

Display only.  The code indicating the date used as the payment start date.  Possible 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 purchases of fixed assets.  Note that this field applies 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.

FROM DATE OF (FDO) CODE

Display only.  The code indicating the date upon which discount and due dates are based.  Possible values are:

1 - Accounting date

2 - Document date

DELAY

Display only.  The number of days by which the due date is extended.

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.

F17   - Display the previous open item for maintenance.

F18   - Display the next open item for maintenance.

F23   - Display the Installment detail screen to maintain the installments generated for this document.