Help:AP1-Edit APITFR
This window titled Edit Accounts Payable Invoice Import File will only appear if there was an error or problem with one or more of the invoices that you were attempting to import into the Accounts Payable module of the MoverBiz System. The Import ASCII Transfer Files process in the Accounts Payable module is used to automatically import accounts payable data from a third party software program. In order for this import process to work properly though, the data from the third party software must be exported in our published ASCII file format. Also these exported files must include certain "key" elements of data that are required by our Accounts Payable program. If the import process cannot find all of the required data or if there are any errors in the data, then this window will appear so you can manually correct these errors so these invoices can be properly recorded in the MoverBiz Accounts Payable system.
Vendor: Enter the number of the vendor to which this invoice belongs. The vendor's name and address will be displayed to the right of this field. Press the [?] to the right of this field to open a window titled Select the A/P Vendor which displays the current vendors. A new vendor can be set up from this window.
A/P Account: Enter the A/P Account to which this invoice is to be posted. The name of the selected A/P Account will be displayed to the right of this field. Press the [?] to the right of this field to open a window titled Select the A/P Account which displays the current A/P Accounts.
Invoice #: Enter the Invoice Number for this invoice. If a duplicate invoice already exists for this vendor, you will be warned. Press the [?] to the right of this field to see the current invoices which have been recorded for this vendor.
Invoice Date: Enter the date of this invoice. NOTE: Press the [?] to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time.
Posting Month/Year: Enter the Month and Year to which this invoice is to be posted in the general ledger. This is normally taken from the Invoice Date.
Description: Enter a description of this invoice.
Due Date: The Due Date is automatically calculated by the system. It is the Invoice Date plus the number of days found in the Terms field in this vendor's master file record. This is the last date on which payment is due and not considered past due. The up/down arrows to the right of this field can be used to move this date up or down one day at a time.
PO Number: Enter your Purchase Order Number for this invoice, if you use one.
[√] Use Discount: Check this box if an early payment discount applies to this invoice. The discount will be automatically calculated when this invoice is selected for payment based on the next three fields. If no discount applies to this invoice, then leave this box unchecked.
Type: Select %-Percentage if the discount is a percentage or select $-Dollar Amount if it is a dollar amount. NOTE: This field is not available unless the Use Discount field is checked.
Rate: If the Type selected above is %-Percentage, then enter the discount percentage. (2% would be entered as 2.00). If the Type selected above is $-Dollar Amount, then enter the dollar amount of the discount. NOTE: This field is not available unless the Use Discount field is checked.
If Paid Within ?? Days: Enter the number of days from the Invoice Date you have to take advantage of the discount. If this invoice is selected for payment within this discount period, then a discount will be calculated based upon the Type and Rate entered above. If the day on which it is selected for payment is beyond the discount period, then it will be ignored. NOTE: This field is not available unless the Use Discount field is checked.
[√] Select For Payment Check this box if you wish to select this invoice for payment immediately so that it can be included automatically on the next check run. Leave this box unchecked if you wish to select this invoice for payment at another time.
Invoice Amount: Enter the total amount of this invoice. NOTE: When you press the Tab Key to exit this field, a window titled Edit Distribution Entry will appear. This window will continue to appear until the total amount of this invoice has been applied. There is no limit to the number of general ledger accounts to which this amount can be distributed.
[ Add ] Press this button to Add a new distribution line.
[ Edit ] Press this button to Edit the highlighted distribution line.
[ Delete ] Press this button to Delete the highlighted distribution line.
[ Record Entry ] This button will only be available when the total of the distribution lines equals the total invoice amount. Press this button to record this entry in the various files.
[ Exit ] Press this button to end this invoice processing session and return to the menu.
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
