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Documentation > MAC-PAC Reference Library > Financials > Accounts Payable > Screens > Recording Manual Payment > AP150S02 - Header

AP150S02 - Header

 

 

WILLIAMS                        ACCOUNTS PAYABLE                       10/11/93

 DSP01                    RECORDING MANUAL PAYMENT                     HEADER

                                                                                

 Vendor        ACME2                                                           

 Paying Co/Loc 001 BER          Orig Co/Loc    001 BER                         

 Document      IN INVOICE 900   Document Date  10 11 93   Generate Pmt  N      

 Fiscal Flag Y  Fiscal Number                                                  

 Gross Amt                      Disc Amt                .00   Lines            

 Quantity                       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  10 11 93       Payment Date     10 11 93                           

 AP Code    AP             Stnd Dist                     Buyer            SAB  

                                                                                

 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                Disc Always    N     

                                                                               

 Payment    CK                    Pmt Amt                          Bank  B1    

                                                                               

 F4=Prompt           F12=Comments        F13=Cancel Trans    F15=Rekey Data    

                                                                               

                                                                               

 

 

 

This screen allows you to record information related to open items against which you are recording a manual payment.  Partial payments cannot be entered through this conversation;  the payment amount must be equal to either the gross amount or the gross amount less the discount.

VENDOR

Display only.  The vendor associated with this open item document and payment.

PAYING CO/LOC

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

ORIG CO/LOC

Display only.  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.

GENERATE PAYMENT

Display only.  Indicates whether a payment form will be generated for this transaction.  This value is defaulted from the Function Select screen.  Payment type can only be a 'quick payment' if this field is set to 'Y' (yes).

FISCAL FLAG

Required.  When the Accounts Payable system is set up to allow for fiscal numbering, defined on Reference File category 200, the fiscal document flag must be entered with a value of 'Y' (yes) or 'N' (no).  If 'Y' is entered, a fiscal number will be assigned; if 'N' is entered, then a number is not assigned.

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.

RELATED CUSTOMER NUMBER

Display only.  Displayed only if this vendor is also a customer.  The customer number for this entity.  If separate currencies are defined for each company or company/ location, the company/location associated with this customer is displayed in the Customer Company/Location field.  Customer number and customer company/location are defined on the Vendor Master File.

CUSTOMER COMPANY/LOCATION

Display only.  Displayed only if this vendor is also a customer and currencies are defined at the company or company/location level.  The company or company/location for which this vendor is also customer.  The customer number and customer company/location are defined on the Vendor Master File.

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 number of lines entered 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

Required.  (Field is Tax Amt or Vat Amt depending on the environment.) Enter the portion of the gross amount that represents Tax or VAT charged on the document 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

Display only.  (Field literal depends whether the environment is VAT or GST.) Indicates if VAT or GST is already included in the prices entered for each line of the invoice.  Valid values are Y (Yes) or N (no).  The field must be N if the VAT option is net.  In a Goods and Services Tax (GST) environment, this field is always N (GST not included in the price).

CURRENCY

Required.  This field is displayed only if operating within a multi-currency environment. The currency code must exist on the Currency Master File (CF240M). It is used to format both the open item and payment currency type. This field originally defaults to the vendor's currency from the Vendor Master File (APMASTP).

EXCHANGE RATE

Required.  This field is displayed only if operating within a multi-currency environment. The exchange rate defaults from the Currency Master File (CF240M) for the paying Co/Loc and Currency Code.

The exchange rate must be within the allowable limits defined on Reference File category 132.

BOOK CODE

Required.  The book code field is defaulted in based on category 135 and only displayed if the Book Code flag on category 133 is Y. Other valid book codes are defined on the Reference File category 136.

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.  This field defaults to N.

TAX CODE/VAT CODE/GST CODE

Required.  (Field is Tax Code, VAT Code, or GST Code depending on the environment.  Display only in GST environment.) This field is the particular TAX, VAT, or GST code used for TAX processing.  The system defaults this field to the distribution lines if the Line Default flag is Y. Valid TAX/VAT/GST codes are defined on category 230.

VALUE ADDED TAX CALCULATION METHOD

Required.  (Displays only in VAT environment.) This field is used for Value Added Tax (VAT) processing. It describes whether VAT will be calculated at Gross (G), Net (N), or Recalculation (R).

ACCT 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.  This date must fall within the valid range of 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.

PAYMENT DATE

Required.  The date when this document will be selected for payment.  If this field is not entered, the 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).

DRAFT DUE DATE

Required if payment is a draft.  If entered, payment type must be a draft.  The draft due date must be greater than or equal to both the document accounting date and the document payment date.  If the draft due date generation flag is set to 'Y' on Reference File category 240, then the draft payables account will be processed on the draft due date.

AP CODE

Required.  Enter the code to indicate the general ledger account to which 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 CODE

Optional.  The standard distribution code indicates which accounts will be charged for the payable.  This field defaults to the code defined for this vendor on the Vendor Master File.  If entered, the standard distribution code must exist on Reference File category 212 for the specified company/location.

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.

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.  Identifies the vendor for the tax authorities.  This value is defaulted from the Vendor Master File.

AUTHORIZATION NUMBER

Displayed only in VAT or GST environments.  This field is required if you use an exonerated or suspended Value Added Tax (VAT) or Goods and Services Tax (GST) code for any line of the payment.  Only exonerated is valid in a GST environment.  This field contains the authorization number provided by the tax authority that granted the exoneration or suspension.  The system defaults this field from Reference File category 229 (A/P VAT Defaults).

 

Two lines on this screen define the credit terms that will be used for this payment.  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 the other fields yourself.  All fields related to the credit terms are included in one help area so you can page through the help text and 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 (DAY/DATE QUALIFIER)

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 (NET DAYS)

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 zero.

EOM DUE (NET EOM)

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.  Typically, VAT is delayed for purchases of fixed assets.  Note that this field applies to the entire invoice; VAT for all lines must be declared in the same period.  Valid values are:

Y - Yes, delay VAT declaration for this invoice.

N - No, do not delay declaration.

The default value is N.

FDO

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 enter 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.

ALWAYS TAKE DISCOUNT

Required.  Enter 'Y' (yes) to indicate that the discount should always be taken, regardless of the date.  Otherwise, enter 'N' (no).  This flag defaults to the value defined for this vendor on the Vendor Master File.

PAYMENT

Required.  Enter the payment type code indicating the type of payment being made.  Valid payment type codes are defined on the Reference File category 240.  An external payment number must also be entered if the Generate Payment Flag is N.

PMT AMT

Required.  Enter the amount of the manual payment.  The payment amount must equal the gross open item amount; or, if a discount is available, it may equal the net open item amount.  No partial payments are allowed in this conversation.

BANK

Required.  Enter the bank code corresponding to the bank from which the manual payment was made.  This code is used to determine the general ledger account to which the payment entry is booked.  The bank code must exist on the Bank Master File.

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   - Clear the field values to allow reentry of data.