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Documentation > MAC-PAC Reference Library > Financials > Accounts Payable > Screens > Open Item > AP110S03 - Detail

AP110S03 - Detail

 

 

WILLIAMS                       ACCOUNTS PAYABLE                USD     2/07/96

 DSP01                       OPEN ITEM MAINTENANCE                       DETAIL

                                                                                

 Vendor         BCA00001                         Header               Detail   

 BCA MANUFACTURING              Gross            4,500.00             4,500.00 

 Paying Co/Loc  001 BRU         Disc                  .00                  .00 

 Orig Co/Loc    001 BRU         Lines                 2                    2   

 Document       IN INV000000050 Qty                300.000              300.000

 Date           02 03 93        VAT                   .00                  .00 

                                                                               

 S  Account    Center     Dist Debit Amt     Quantity     Item Number    UM D M

     Account Desc        PO Num  Co/Loc      VAT Ref1  Ref2  Desc              

   1110                           4,500.00       300.000                    N  

   CASH                  PO00500 001 BRU                   CASH                

                                       .00                                      

                                                                               

                                       .00                                     

                                                                               

                                       .00                                     

                                                                              +

                                                                               

 F7=Header           F13=Cancel Trans                                          

                                         F23=Installment     F24=More Keys     

 

 

This screen allows you to maintain open item data at the distribution line level.  Open item details may not be changed directly; they must be cancelled and then re-added as desired.  This procedure provides a clear audit trail of changes to open items.  The system automatically generates reversing accounting transactions for cancelled detail lines.

CURRENCY

Display only.  The currency used for open item amounts.

VENDOR

Display only.  The vendor associated with this invoice debit/credit memo.

GROSS

Display only.  The total gross amount of this open item.  The header total is the total entered on the header screen.  The detail total is the accumulated total from distribution lines as they are entered on this screen.

PAYING CO/LOC

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

DISC

Display only.  The total discount amount available for this open item.  The header total is the amount entered on the header screen.  The detail total is the sum of discounts calculated for distribution lines as they are entered on this screen.

ORIG CO/LOC

Display only.  The company/location originating the liability.

LINES

Display only.  The number of distribution lines for this open item.  The header total is the amount entered on the header screen.  The detail total is the accumulated total of distribution lines as they are entered on this screen.

DOCUMENT

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

QTY

Display only.  The quantity associated with this open item.  The header total is the quantity entered on the header screen.  The detail total is the quantity accumulated from distribution lines as they are entered on this screen.

DATE

Display only.  The date appearing on the vendor's invoice, debit memo, or credit memo.

TAX/VAT

Display only.  (Field is Tax or VAT depending on the environment.) The total tax associated with this open item.  The header total is the tax entered on the header screen.  The detail total is the accumulated tax calculated for distribution lines as they are entered on this screen.

S

Optional.  To cancel a detail line, enter C in this field next to the line you wish to cancel.  To add a detail line, enter A in this field next to a blank line and type in the required information.

If you are cancelling a line that is matched, the match will automatically be reset when the line is cancelled.

ACCOUNT/CENTER

For added lines, account is required, center is optional.  For existing lines, both are display only.  The account/center that will be charged for this line.

If the line is to be matched, both the account and center numbers are optional.  The P.O. accrual account/center will be defaulted in if the fields are left blank.

DIST DEBIT/CREDIT AMOUNT

Required (added lines).  Display only (existing lines).  Enter the amount to be charged/credited to this account/ center.  The field heading reads Dist Debit when an invoice or credit memo is entered, and Dist Credit when a debit memo is entered.  A negative sign should be used for a line item with a value opposite that of the document (for a credit line on an invoice).

QUANTITY

Required (if the added line is to be matched).  Optional (if the added line will not be matched).  Display only (existing lines, already matched lines).  This field may be entered only if the account/center for this detail line is defined as both a financial and statistical account.  If this field is entered, the Item Number and UM fields must also be entered.  It represents the quantity of the item that is to be passed to the general ledger from this open item detail line.

ITEM NUMBER

Optional (added lines).  Display only (existing lines, matched lines).  May be entered only if the account/center for this detail line is defined as both a financial and statistical account.  If this field is entered, the Quantity and UM fields must also be entered.  The statistics in these three fields (item, quantity, and unit of measure) will be passed to the general ledger for this open item detail line.

If the line is to be matched, only the Quantity field is required; the item number (and unit of measure) will default from the purchase order line selected for the match.  If a part number is entered, only those purchase orders for the entered part number will be displayed on the purchase order select screen.

The item number entered may relate to an item on the Part Master File, but no validation is performed.

UM

Optional (added lines).  Display only (existing lines, matched lines).  For added lines, this field may be entered only if the account/center for this detail line is defined as both a financial and statistical account.

If this field is entered, the Quantity and Item Number fields must also be entered.  The statistics in these three fields (quantity, item number, and unit of measure) will be passed to the general ledger for this detail line.

If the line is to be matched, only the quantity field is required.  The unit of measure (and part number) will default from the purchase order line selected for the match.  The unit of measure must be defined on Reference File category 005.  The unit of measure must also be the same as that defined for the statistical account, or the appropriate conversion must be defined on the Reference File (category 006).

DISCOUNT

Required (added lines).  Display only (existing lines).  Possible values are:

Y - Include this line amount in the discount calculation for this open item.

N - Do not include this line.

MATCH

Optional (added lines).  Display only (existing lines).  Displayed only in an environment where Purchasing is installed (Reference File category 012) and manual matching is used (Reference File category D39).

Invoice match flag.  If the distribution line is matched, an asterisk (*) will appear in this field.  If the line is unmatched, the field will be blank.  Possible values to enter are:

X - Select this line for matching.  Only one line may be selected.  Press F14 to display the BOL Selection screen.  Press F16 to display the BOL List screen.  Press F22 to process match.  Valid only if line is not presently matched.

R - Reset prior match.  Valid only if the line is presently matched.  Reset will occur when the ENTER key is pressed.

In automatic matching, this field is displayed to allow a reset after a line has been matched.

ACCOUNT DESC

Display only.  This user-specified account description appears on the folded screen after the account number has been validated against the General Ledger Account Master File.

PURCHASE ORDER NUMBER

Optional (in manual matched environment).  Required (in automatic match environment if a match is attempted).  Used to specify which purchase order should be matched with this entry.  Note that the user can also match the entry to a purchase order by typing an 'X' in the M field and pressing F20.  Pressing F20 displays a list of all purchase orders available for matching.  If the user already knows what the purchase order number is, he/she can enter it directly in the PO Num field, rather than selecting it from a list.

CO/LOC

Required (added lines).  Display only (existing lines, matched lines).  The company/location responsible for paying toward this detail line.  If this field is different than the paying company/location, the system generates the intercompany accounting transactions.

1099

Required (added lines).  Display only (existing lines).  This field is displayed only if selected as an option on the Reference File (category 200).  The code indicates the 1099 tax classification for this detail line.  These codes are defined on the Reference File (category 231).

TAX/VAT/GST

Optional (added lines).  Display only (existing lines).  (Displayed literal depends whether the environment is Tax, Vat, or GST.) Enter the code to indicate the tax percentage applied to the line item and enter the General Ledger account that the tax amount is booked to.  The tax code must be a valid tax code on Reference File category 230.  The field defaults to the value specified for this vendor on the Vendor Master File.

The combination of the VAT/GST code and the account number must be valid on Reference File category 113 in order to tie together GL accounts and VAT/GST codes.

REF1

Optional (added lines).  Display only (existing lines).  User-defined reference data about this detail line.  This information is passed to the General Ledger module for reporting based on project accounting.

REF2

Optional (added lines).  Display only (existing lines).  User-defined reference data about this detail line.  This information is passed to the General Ledger module for reporting based on project accounting.

DESCRIPTION

Required (added lines).  Display only (existing lines).  User-defined description of this detail line.

COMMAND KEYS

Enter - Process one or more detail lines; update totals.

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.

F7    - Display the header screen.

F11   - Display the recap screen.

F12   - Enter the Open Item Comments Maintenance Program.

F13   - Cancel this transaction and display the Function Select screen.

F14   - Display the Bill of Lading Selection Function Select screen.

F16   - Display the Bill of Lading List screen.

F20   - Enter the Invoice/Receipt Match Program for the selected detail line.  If you are matching a Customs Invoice, this key will display the Customs Vendor Invoice Select screen.

F22   - Post the transaction and return to the Function Select screen.  This key is not displayed in an automatic match environment.

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

F24   - Display additional command keys that are valid for the current screen.