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Documentation > MAC-PAC Reference Library > Financials > Accounts Payable > Screens > Standing Payable Entry and Maintenance > AP190S02 - Header

AP190S02 - Header

 

 

WILLIAMS                       ACCOUNTS PAYABLE                        6/01/95

 DSP01             STANDING PAYABLE ENTRY AND MAINTENANCE                HEADER

                                                                               

 Vendor            V01            ROELS SA                                     

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

 Standing Payable  02                                                          

                                                                               

 Beg Month/Year            End Month/Year            Single Recurrence  N      

 Ext Document      N       SP Hold Code     N        Fiscal Flag        Y      

 Document Type                                                                 

 Currency       BEF        Exchange Rate       1.00000                          

 VAT Code       V1         VAT included     N        VAT Calc Method    R      

                                                                               

 Buyer          B1         Stnd Dist                 Line Def           Y      

 Book Code      AP         AP Code          AP       Payment Type       CK     

 Bank Code      B1         Separate Pmt     N        Disc Always        N      

 Pmt Hold Code  N          Turn Around Doc  N                                  

 Taxpayer ID  TXID1001                                                         

 Credit Terms C2    6.00 % if paid IN  10 EOM Disc N  Due  30  EOM Due N       

                           FDO 2  Delay  0                                     

                                                                               

 F4=Prompt           F12=Comments        F13=Cancel Trans                      

                                                                               

 

This screen is used to enter header information for the standing payable.

VENDOR NUMBER and VENDOR NAME

Display only.  The vendor associated with the standing payable.  Each time an invoice is created for the standing payable, it is recorded as a liability due to this vendor.  The vendor name was retrieved from the Vendor Master File.

PAYING COMPANY/LOCATION

Display only.  The company/location that will be paying the standing payable.  Any invoices created for the standing payable will be posted to the books of this company/ location.

ORIGINATING COMPANY/LOCATION

Required.  The company/location originating the transaction.  It must exist on Reference File category 002.  This field defaults to the paying company/location but may be overridden.

STANDING PAYABLE

Display only.  The number used to identify the standing payable throughout the system.

BEGINNING MONTH/YEAR

Optional.  The first month and year when the standing payable will be active.  It will remain active until the ending month/year.  If both the beginning and ending month/year are entered, the beginning month/year must occur first.  If this field is left blank, the standing payable will become effective immediately.  Valid values for the month are 1-12.

ENDING MONTH/YEAR

Optional.  The last month and year that the standing payable will be effective.  If both the beginning and ending month/year are entered, the beginning month/year must occur before the ending month/year.  If this field is left blank, the standing payable will never go out of effect.  Valid values for the month are 1-12.

SINGLE RECURRENCE FLAG

Required.  Indicates whether the standing payable may be used to create an invoice only once each month.  Valid values are:

Y - Yes, the standing payable can be selected only once during any given month.

N - No, there is no limit on the number of times the standing payable can be selected.

EXTERNAL DOCUMENT FLAG

Required.  Indicates whether an external document number will be entered every time an invoice is created from this standing payable.  Valid values are:

Y - Yes, an external document number will have to be entered on the Standing Payable Selection screen (AP380S02) each time this standing payable is selected for invoice creation.  This external document number will be assigned to the new open item.

N - No, an external document number is not required.  The new open item will be assigned the next sequential document number from Reference File category 228.

The default value is 'N'.

STANDING PAYABLE HOLD CODE

Required.  Indicates whether this standing payable is held (that is, it cannot be used to create an invoice).  Valid values are:

Y - Yes, the payable is on hold.  It cannot be selected for invoice creation.

N - No, the payable is not on hold.  It can be selected on the Standing Payable Selection screen.

The default value is 'N'.

FISCAL DOCUMENT NUMBER FLAG

Required.  Indicates whether a fiscal document number should be assigned to invoices created for this standing payable.  Reference File category 200 specified whether fiscal numbering is used in the system.  Valid values are:

Y - Yes, a fiscal document number should be assigned.

N - No, a fiscal document number should not be assigned.

DOCUMENT TYPE

Required.  Only document types from the invoice group (1) will be allowed.  This field is validated against Reference File category 216 where the document groups are defined.  The combination of the Document Number Type field and the Document Number field on the Standing Payable Selection screen (AP380S02) will be used to determine the external number on the new open item.

CURRENCY CODE

Required (Multi-currency environment only).  The currency in which amounts will be entered for this standing payable.  This field defaults to the bookkeeping currency for the paying company/location.  If you enter a different currency, you must also enter an exchange rate.  The currency code must be defined on the Currency Master File (CF240M).

EXCHANGE RATE

Optional (Multi-currency environment only).  The exchange rate used to convert between the entered transaction amounts and the bookkeeping currency for the paying company/location.  Whether to multiply or divide the entered amount by the exchange rate depends on the From Operand stored on the Currency Rate Master File.  paying company/location.  If the currencies are the same, the system will set this exchange rate to 1.  If you leave this field blank, the exchange rate will default from the Currency Master File.  If an exchange rate is not defined on that file for these two currencies, the exchange rate is set to 1.  If you enter an exchange rate it will be validated against the default exchange rate to ensure that any difference is within the limit specified on Reference File category 132.

VAT CODE/GST CODE/TAX CODE

Optional.  Field displayed depends on whether the environment is VAT (value added tax), GST (goods and services tax), or US tax.  The default tax code to be used on each line for the standing payable.  Valid values are defined on Reference File category 230.  This field defaults from the tax, VAT, or GST code specified on the Vendor Master File.

VAT INCLUDED/GST INCLUDED

Required (VAT environment).  Display only (GST environment).  Indicates if VAT or GST is already included in the amount entered for each line of the payable.  Valid values are 'Y' (yes) and 'N' (no).  The field must be 'N' if the VAT processing option is net.  If the environment is GST, this field is set to 'N' by the system and cannot be changed.

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.  The 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.

BUYER

Optional.  Enter the code for the buyer responsible for this payable.  This code defaults to the value defined for this vendor on the Vendor Master File.  The buyer code must exist on Reference File category 238.

STANDARD DISTRIBUTION CODE

Display only.  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 code must exist on Reference File category 212 for the paying company/location.

LINE DEFAULT FLAG

Required.  For add transactions, determines whether the VAT code and originating company/location will be defaulted to every detail line.  Valid values are 'Y' (yes) and 'N' (no).  If this field is 'N', the paying company/location will be defaulted rather than the originating company/location.

BOOK CODE

Optional (Only if category 132 and 133 specify that book codes are used for this company/location).  Enter a book code if invoices created for this payable should be posted to a specific ledger.  This field defaults to the code defined for this conversation and bank code on Reference File category 135.

ACCOUNTS PAYABLE CODE

Required.  The code used to associate this liability with the appropriate general ledger account/center.  Valid values are defined on Reference File category 208.

BANK CODE

Required.  Enter the code for the bank/cash account that will be used to pay invoices associated with this standing payable.  This field defaults to the bank code for this vendor on the Vendor Master File.  Valid values are defined on the Bank Account Master File.

PAYMENT TYPE

Required.  A code indicating the method of payment to be used for this liability.  This code defaults to the payment type defined for this vendor on the Vendor Master File.  Valid values are defined on Reference File category 240.

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 the 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 the vendor on the Vendor Master File.

PAYMENT HOLD CODE

Required.  Enter 'H' if payments should not be applied to invoices created for this standing payable.  If the invoices are not on payment hold, enter an 'N'.  If you have already exceeded your limit, as specified on Reference File category 244, an 'A' appears in this field.

TURN AROUND DOC

Required.  Enter 'Y' to indicate that the vendor should be sent a turn-around document, such as a remittance form, along with the payment.  Payment forms (such as checks) may be generated such that the ones corresponding to turn-around documents are printed first.  If no turn around document should be sent, enter an 'N'.

AUTHORIZATION NUMBER

Required.  The user's authorization code as defined on Reference File category 244.  This field is displayed only if second-level user authorization is required, as specified on Reference File category 200.

TAXPAYER ID

Optional.  Identifies the vendor for the tax authorities.

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.  The code indicating the credit terms that will apply to invoices created for this standing payable.  Standard credit terms are defined on Reference File category 223.  This field defaults to the credit terms specified for the vendor on the Vendor Master File.  Installment credit terms cannot be used for standing payables.

%

Optional.  The discount percent applied to the sum of the lines that are available for discount.

IF PAID IN/ON DAYS

Optional.  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 by which the discount must be taken.  The ON date refers to the month in which the open item is created.

EOM DISC

Optional.  The code indicating the date used as the discount start date.  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.

NET

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

END OF MONTH (EOM) NET

Optional.  The code indicating the date used as the payment start date.  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.

FROM DATE OF (FDO) CODE

Optional.  The code indicating the date upon which discount and due dates are based.  Possible 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.  The number of days by which the due date is extended.

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.

COMMAND KEYS

Enter - Validate data and display the detail screen.

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   - Display the Comments screen (AP195S01) for this standing payable.

F13   - Exit from the screen and back out any updates made so far for this transaction.