Bills and Adjustments

Applies the selected document to a bill or credit adjustment. When you click this command, the system opens the Checks and Payments (AP302000) form with the document of the Debit Adj. type selected in the Summary area. On the Documents to Apply tab, you select a bill or a credit adjustment to which the document should be applied.

This command appears on the More menu for a document that has the Debit Adjustment type.

Approves the selected document and changes its status from Pending Approval to Balanced.

When you click this button or command, the Enter Reason dialog box opens if on the Rule Actions tab of the Approval Maps (EP205015) form for the applicable map, Is Optional or Is Required is selected in the Reason for Approval box. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being approved.

This command appears on the More menu only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Payable Preferences (AP101000) form.

Changes the status of the record to On Hold. You click this command when you want to make changes to the record or pause its processing.

This command is available if the document has the Balanced status.

Creates a payment for the document. When you click this command, the system opens the Checks and Payments form with the document displayed on the Documents to Apply tab as a line for a new payment.

If the Joint Payees check box is selected in the Summary area, when you click this command, the system opens the Prepare Payments (AP503000) form with separate lines for joint payments and for the payments to be made to the main vendor.

This command appears for a document that has the Bill or Credit Adj. type.

Applies the selected document to a payment. When you click this command, the system opens the Checks and Payments form with the document displayed on the Documents to Apply tab as a line for a new payment.

This command appears for a document that has the Prepayment type.

Pre-releases the bill and records all the expenses specified in the document to the reclassification account specified for the vendor on the Vendors (AP303000) form. The pre-released bills can be released after the expenses are reclassified—that is, after specific expense accounts are selected for each detail line.

The command is available only if the Expense Reclassification feature is enabled on the Enable/Disable Features (CS100000) form.

Opens the Reassign Approval dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.

This command appears on the More menu only if the Approval Workflow feature is enabled on the Enable/Disable Features form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Payable Preferences form.

Opens the Reclassify Transactions (GL506000) form, on which you can initiate the reclassification process.

For details, see Reclassifying Transactions.

Changes the status of the document to Under Reclassification so that you can make changes to the bill. This command is available for a bill if the Allow Bill Reclassification check box is selected on the Accounts Payable Preferences (AP101000) form and the bill has the Open or Closed status.

For details, see Project Expense Reclassification: General Information.

Opens the Checks and Payments (AP302000) form, on which you can create a refund for the adjustment. This command appears for a document that has the Debit Adjustment type.

For details, see Debit and Credit Adjustments: Refunds.

Rejects the selected document. When you click this command, the status of the document changes from Pending Approval to Rejected.

When you click this button or command, the Enter Reason dialog box opens if on the Rule Actions tab of the Approval Maps (EP205015) form for the applicable map, Is Optional or Is Required is selected in the Reason for Rejection box. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being rejected.

After rejecting the document, you can click Hold to assign the On Hold status to the document; then you can modify it and resubmit it for approval.

This command appears on the More menu only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Payable Preferences form.

Releases this AP document.

This command is available if the document has the Balanced or Under Reclassification status.

Opens the Release Retainage dialog box, in which you specify the settings of the retainage to be released and then run the process of releasing the bill. (As a result, the retainage bill is created in the system.)

This command appears on the More menu only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.

Changes the status of the document from On Hold to Balanced, making it possible to release the document.

This command is available if the document has the On Hold status. It appears when you create a new document if the Hold Documents on Entry check box on the Accounts Payable Preferences (AP101000) form is selected.

Creates a debit adjustment with the same details as are in the selected document to reverse it. If this command is used for a document with the Debit Adj. type, a reversing credit adjustment is created.

This command is not available for original and retainage debit adjustments that have been created automatically when an original bill or a retainage bill was reversed.

Navigates to the Incoming Documents (AP301100) form.

The command is available for a document that has been created based on a recognized PDF document. For details, see Recognizing AP Documents From PDFs.

Voids the selected bill if the bill has the Pre-released status and no payments are applied to the bill or voids the selected prepayment.

The command is available for a document with the Bill type only if the Expense Reclassification feature is enabled on the Enable/Disable Features (CS100000) form.

• Current Line To recalculate prices and discounts for the selected line of the document
• All Lines: To recalculate prices and discounts for all lines of the document

A check box that indicates (if selected) that when you click OK, the system does the following for the selected line or all lines (depending on the option selected in the Recalculate box):

• Updates the item price with the current price if the price has been changed on the Sales Prices (AR202000) form.
• Checks whether the state of the Ignore Automatic Line Discounts check box for the item price has been changed on the Sales Prices (AR202000) form. If it has, the system does the following:
  • If it has been cleared, applies or updates the automatic line discounts if the discounts have been changed
  • If it has been selected, removes any automatic line discounts that have been applied

With the current check box selected, the system updates document discounts as well as group discounts related to the lines with updated prices. The system updates discounts regardless of the state of the Recalculate Discounts check box in this dialog box.

A check box that indicates (if selected) that the system must override the prices that have been modified manually in the Unit Price or Ext. Price column with the current prices. After the manual prices are overridden in the document, the system clears the Manual Price check boxes in the appropriate document lines.

This check box is available for selection if the Set Current Unit Prices check box is selected.

A check box that indicates (if selected) that when you click OK, the system will recalculate and apply automatic line discounts, group discounts, and document discounts, even if prices have not been changed for the selected line or lines.

The system will recalculate automatic line discounts for the line or lines if the Ignore Automatic Line Discounts check box is cleared. If the Ignore Automatic Line Discounts check box is selected for any line, the system will not recalculate or apply any automatic line discounts to the line.

If the Recalculate Discounts check box is selected and a manual line discount has been applied to any line of the document, the system will preserve the manual line discounts. The system will override the manual line discount only if the Override Manual Line Discounts check box has also been selected.

If the Recalculate Discounts check box is selected and manual group or document discounts have been applied, the system will preserve these discounts. The system will override the manual, group, or document discounts only if the Override Manual Group and Document Discounts check box has also been selected.

This check box is shown on the form if the Customer Discounts feature has been enabled on the Enable/Disable Features (CS100000) form.

If the check box is cleared, the system will preserve the manual line discounts in the processed lines.

This check box is shown on the form if the Customer Discounts feature has been enabled on the Enable/Disable Features (CS100000) form and is available only if the Recalculate Discounts check box is selected.

A check box that indicates (if selected) that when you click OK, the system will remove any manual group and document discounts from the document, and will apply the applicable automatic group or document discounts if the conditions for applying these discounts are met.

If the check box is cleared, the manual group and document discounts will remain unchanged in the document.

This check box appears on the form if the Customer Discounts feature has been enabled on the Enable/Disable Features (CS100000) form and is available only if the Recalculate Discounts check box is selected.

The percent of the unreleased retainage amount to be released. A value from 0 to 100 must be specified.

By default, the system inserts 100. You can override this value if necessary; in this case, the system will recalculate the retainage amount to release (specified in the Retainage to Release box) accordingly.

The amount of the unreleased retainage to be released.

The system calculates this value as the percent (specified in the Percent to Release box) of the unreleased retainage amount. You can override this value if necessary; in this case, the system will recalculate the percent to release accordingly.

The reference number the vendor has assigned to the retainage bill.

This number is required if the Require Vendor Reference check box is selected on the Accounts Payable Preferences (AP101000) form.

A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegation set up for the current business date.

If the check box is cleared and if the new approver is not available and has a delegation set up for the current date, the system will reassign the selected records to the delegate if the delegate is available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until it assigns an approver that has no active delegations set up for the current date or it detects a loop in the chain of delegations (in which case you will have to specify a different approver).

The type of the document.

The following types are available:

• Bill: The current document represents an invoice issued by the vendor (or service provider) for goods sold or services provided. For details, see Processing AP Bills.
• Credit Adj.: The current document has been entered for a vendor document that adjusts the credit amount in a previous document (or multiple documents). For details, see Processing Debit and Credit Adjustments
• Debit Adj.: This document has been created for a vendor document that adjusts the debit amount in a previous document (or multiple documents). For details, see Processing Debit and Credit Adjustments.
• Prepayment: The document has been created for a vendor request for prepayment. For details, see Bill Prepayments: General Information. A prepayment also can be created for a purchase order if the order should be paid for on the delivery of goods.

The number that identifies the AP document in the system, as generated by the system according to the numbering sequence assigned to documents of this type on the Accounts Payable Preferences (AP101000) form.

For a new document, this box contains an alphanumeric string that indicates that a new number will be generated.

A read-only box that shows the status of the AP document, which was assigned by the system.

The value can be one of the following:

• On Hold: The document is a draft; it can be edited but cannot be released. This is the default status for new documents if at least one of the following conditions is met:
  • The Hold Documents on Entry check box is selected on the Accounts Payable Preferences (AP101000) form.
  • Approvals have been activated for the selected document type (and an approval map has been specified) on the Approval tab of the Accounts Payable Preferences (AP101000) form.

  If you click Remove Hold when you finish editing the document, the document's status changes to Balanced.

• Balanced: The credit and debit totals are equal for the newly created AP document. The document is assigned this status when it is taken off hold (if no approval is required) or when it is approved (if approval is required).

  This status is assigned to new documents automatically if the Hold Documents on Entry check box is cleared on the Accounts Payable Preferences (AP101000) form.

• Pre-Released: The entered and released document requires expense reclassification.

  This status is assigned only if the Expense Reclassification feature is enabled on the Enable/Disable Features (CS100000) form.

• Scheduled: The document was attached to a schedule. Scheduled documents are used as templates for generating similar documents, with the dates calculated according to the schedule settings. A document can be scheduled if its status is Balanced.
• Voided: The document is no longer used for generating recurring transactions. The system changes the document's status from Scheduled to Voided when a user has removed the document from the table on the Document List tab of the Recurring Transactions (AP203500) form. Also, the system changes the document's status from Pre-Released to Voided when a user has voided a document.
• Pending Approval: The document needs to be approved by responsible approvers, who are assigned according to the approval map specified on the Approval tab of the Accounts Payable Preferences (AP101000) form.

  This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Payable Preferences (AP101000) form.

• Rejected: The document has been rejected by at least one assigned approver or because no approver has been found for the document. You can delete a document with this status or click the Hold button or command, edit the document, and submit it for the approval.

  This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Payable Preferences (AP101000) form.

• Under Reclassification: The document needs to be corrected. The document is assigned this status when you click the Reclassify Bill command.

  To release a document with this status, the user account must have the Financial Supervisor role assigned to it on the Users (SM201010) form.

• Open: The document has been released and cannot be edited. As payments are applied to the document, its balance decreases.
• Closed: The document has a balance of 0.
• Reserved: The document (a debit adjustment) is reserved and cannot be applied to an outstanding document because it was released and then put on hold. That is, a user clicked Hold on the Checks and Payments (AP302000) form for the document when it had the Open status, and the system changed the document’s status from Open to Reserved. To release the document from hold, click Remove Hold on the form toolbar of the same form.

The date of the document; by default, it is the current date, which can be changed. The date is used by the system to determine a posting period.

You can enter only a date that corresponds to a financial period that has been generated on the Master Financial Calendar (GL201000) form. If the date that you enter belongs to a financial period that has not yet been generated in the system—for example, for a date in the distant future or past—the system will display an error message, and you will not be able to save the document.

The period to which the document should be posted; by default, it is the current period, but it can be changed.

The ability to post to closed periods is controlled by the Restrict Access to Closed Periods check box on the General Ledger Preferences (GL102000) form.

The document's original reference number, as assigned by the vendor (for informational purposes).

A reference number must be specified for documents with the Bill type if the Require Vendor Reference check box is selected on the Accounts Payable Preferences (AP101000) form. This reference should be unique if the Raise an Error On Duplicate Vendor Reference Number check box is selected on the same form.

The vendor referred to in the document.

The list of vendors may be restricted based on the branch specified for the document. You can select a vendor whose settings permit the use of the branch selected in this document—that is, a vendor for which the Restrict Visibility To box on the Financial tab of the Vendors (AP303000) form is empty or contains the branch specified in this document (or the company or company group that contains the branch specified in this document).

The vendor location associated with the purchase.

This box appears only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.

The currency of the document. To change the currency rate, click the arrow by the rate to open the Rate Selection dialog box.

You can override the currency rate used by the system if on the Vendors (AP303000) form, the Enable Rate Override check box is selected for the vendor.

The system checks whether an effective currency rate for the specified rate type is defined as of the selected date in all of the following cases:

• When you save the document
• When you change the currency and specify a non-base currency
• When you release the document

The credit terms associated with the vendor (unavailable for prepayments).

If on the Accounts Payable Preferences (AP101000) form, the Use Credit Terms in Debit Adjustments check box is selected, this box becomes available for a document with the Debit Adj. type. By default, the system inserts the credit terms assigned to the vendor on the Vendors (AP303000) form, but you can override this setting (or clear the box; this setting is optional for debit adjustments).

The project with which the bill is associated.

This box appears on the form only if the Projects feature is enabled on the Enable/Disable Features (CS100000) form and the Require Single Project per Document check box is selected on the Accounts Payable Preferences (AP101000) form.

A check box that indicates (if selected) that this document is a document with retainage. By default, the system applies the setting that has been specified for the selected vendor in the Retainage Settings section on the Vendors (AP303000) form.

This box appears on the form only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form and can be edited if the selected document is unreleased and has the Bill or Debit Adjustment type.

A check box that indicates (if selected) that the document has an amount withheld from a document with retainage.

The system automatically selects this check box if the document is a bill or debit adjustment created after the retainage is released for the related bill with retainage or debit adjustment with retainage.

A check box that indicates (if selected) that for the selected document, payments can be applied to individual document lines. If the check box is cleared, payments can be applied only to the outstanding balance of the entire document.

This check box appears on the form when the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form. The check box is available for selection only if no lines have been added to the document.

For each new accounts payable document, the check box inherits its default value from the settings of the vendor selected in the document—that is, the settings that have been specified for the vendor in the Default Payment Settings section on the Payment Settings tab of the Vendors (AP303000) form.

If this check box is selected for the document and on the Financial tab, a tax zone for an external tax provider is selected in the Vendor Tax Zone box, the system will not allow you to release this document. This happens because the Payment Application by Line feature is not supported for taxable documents with tax zones for external tax providers such as Avalara.

A check box that indicates (if selected) that for the document, payments should be prepared for multiple payees.

This check box appears on the form only if the Construction feature is enabled on the Enable/Disable Features form.

The sum of the discounts that are specified for the document on the Discounts tab.

This setting depends on the Vendor Discounts feature as follows:

• If the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form, the box is unavailable for editing.
• If the Vendor Discounts feature is disabled, this box is available, and you can manually specify the discount amount.

For the document, if the Pay by Line check box is selected, the Apply Retainage check box is selected, or both check boxes are selected, this box is unavailable, and a warning message is displayed.

Read-only. The the sum of the retained amounts of all document lines on the Details tab without exclusive retained taxes.

If the Retain Taxes check box is selected on the General tab of the Accounts Payable Preferences (AP101000) form, this box shows the total retained amount with taxes.

The box appears on the form if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.

The total amount of tax paid on the document.

The amount of withholding tax calculated for the document, if applicable.

Withholding taxes are not supported if the Pay by Line check box is selected for the document in the Summary area of the current form.

The difference between the original invoice amount (including the tax amount calculated by the system) and rounded invoice amount (including the tax amount modified by a user for tax-inclusive items).

This box is available only if the Invoice Rounding feature is enabled on the Enable/Disable Features (CS100000) form or if the tax amount was edited for the tax-inclusive item or items. For details, see Purchases with Sales Taxes: Tax Amount Validation.

If the Invoice Rounding feature is not enabled, this box shows only the tax amount discrepancy (that is, the difference between the tax amount calculated by the system and the tax amounts entered by a user manually for the tax-inclusive items).

For details, see To Set Up Document Amount Rounding.

The amount of the document after taxes and discounts.

If the Validate Document Totals on Entry check box is selected on the Accounts Payable Preferences (AP101000) form, a user enters this amount manually, and it should be equal to the sum of amounts in the Amount column of the Details tab (which is displayed in the Detail Total box) minus the total amount of group and document discounts (which is displayed in the Document Discounts box) plus the total amount of exclusive taxes. If the Validate Document Totals on Entry check box is cleared, this amount is calculated by the system and displayed only for released documents.

The tax amount to be paid for the document. A user enters this amount manually according to the tax amount specified in the original document. For details, see Purchases with Sales Taxes: Tax Amount Validation.

This box is available only if the Validate Document Totals on Entry check box is selected on the Accounts Payable Preferences (AP101000) form.

The cash discount amount that has been or will be taken on the document, which the system calculates based on the specified credit terms. If a document has the On Hold or Balanced status, you can change the amount of the calculated cash discount.

If you change the cash discount amount, the system recalculates the taxable and tax amounts of the document if the applied taxes have Calculation Rule set to Exclusive Line-Level or Exclusive Document-Level and Cash Discount set to Reduces Taxable Amount on the Taxes (TX205000) form.

Changes you make to the cash discount amount do not affect the taxable and tax amounts of the document if the applied taxes have Calculation Rule set to Inclusive Line-Level and Cash Discount set to Reduces Taxable Amount on the Taxes (TX205000) form.

If the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form, taxes with the VAT type for which the Cash Discount box on the Taxes (TX205000) form is set to Reduces Taxable Amount on Early Payment are not supported. In this case, the system displays an error message in this box.

For details on the automatic calculation of cash discounts, see Setup and Calculation of Cash Discounts.

Opens the Add PO Receipt dialog box, so that you can select a purchase receipt (or multiple purchase receipts) of the selected vendor to add the lines of all selected purchase receipts to the current document.

This button appears on the table toolbar only if the Inventory and Order Management and Inventory features are enabled on the Enable/Disable Features (CS100000) form and if Bill or Debit Adj. is selected as the Type in the Summary area.

Opens the Add Receipt Line dialog box, so that you can add any number of lines of a purchase receipt or multiple purchase receipts of the selected vendor to the current document.

This button appears on the table toolbar only if the Inventory and Order Management and Inventory features are enabled on the Enable/Disable Features (CS100000) form and if Bill is selected as the Type in the Summary area.

Opens the Add PO Order dialog box, so that you can select a purchase order (or multiple purchase orders) of the selected vendor to add the lines of all selected purchase orders to the current document.

This button appears on the table toolbar only if the Inventory and Order Management feature is enabled on the Enable/Disable Features (CS100000) form and if Bill is selected as the Type in the Summary area.

Opens the Add Subcontract dialog box, so you can select a subcontract (or multiple subcontracts) of the selected vendor to add the lines of all selected subcontracts to the current document.

This button appears on the table toolbar only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form and if Bill or Debit Adj. is selected as the Type in the Summary area.

Opens the Add PO Order dialog box, so you can add any number of lines of a purchase order or multiple purchase orders of the selected vendor to the current document.

This button appears on the table toolbar only if the Inventory and Order Management feature is enabled on the Enable/Disable Features (CS100000) form and if Bill is selected as the Type in the Summary area.

Opens the Add Subcontract Line dialog box, so you can add any number of lines of a subcontract or multiple subcontracts of the selected vendor to the current document.

This button appears on the table toolbar only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form and if Bill or Debit Adj. is selected as the Type in the Summary area.

Opens the Add LC dialog box, so you can add landed costs to the document.

This button is available only if a landed cost vendor is selected in the Vendor box of the Summary area.

Opens the Link Line dialog box, so you can link the line you have selected in the bill (by clicking it before clicking this button) to a line of any of the following: an open purchase order, a released purchase receipt, or a landed cost document.

The documents whose lines are being linked to the bill should have the same currency, the same vendor, and the same vendor location. The purchase order or purchase receipt line that can be linked to the bill line should have the same inventory ID, the same subitem (if applicable), and UOM.

The vendor location from which the goods were delivered.

This column is available only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.

The subitem of the inventory item, if subitems are used in your system.

This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.

The vendor location.

This column is available only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.

The vendor location.

This column is available only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.

A check box that indicates (if selected) that all non-closed and non-canceled lines of the purchase orders with the Open or Completed status are shown in the table. If a check box is cleared, the table lists only the purchase order lines with a nonzero unbilled quantity or a nonzero unbilled amount.

This check box appears only if Bill is selected in the Type box in the Summary area of the form.

The dialog box also has a table with the following columns.

The vendor location.

This column is available only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.

The subitem code of the inventory item from the purchase order line.

This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.

The dialog box has the following buttons.

A check box that indicates (if selected) that all non-closed and non-canceled subcontract lines of the subcontracts with the Open or Completed status are shown in the table. If a check box is cleared, the table lists only the subcontract lines with a nonzero unbilled quantity or a nonzero unbilled amount.

This check box appears only if Bill is selected in the Type box in the Summary area of the form.

A check box that indicates (if selected) that all non-canceled subcontract lines are shown in the table. If the check box is cleared, the table lists all non-canceled subcontract lines except for the lines with a billed quantity and billed amount of zero.

This check box appears only if Debit Adj. is selected in the Type box in the Summary area of the form.

The cost code associated with the subcontract line.

The column is shown if the Cost Code feature is enabled on the Enable/Disable Features (CS100000) form.

The vendor location.

This column is available only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.

The type of the purchase receipt.

The subitem of the stock item in the selected line of the bill.

This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.

The subitem of the stock item in the selected line of the bill.

This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.

The number of the document line.

This column appears in the table when the Pay by Line check box is selected in the Summary area of the current form.

The subitem code that applies to the item or service delivered by the vendor.

This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.

A check box that indicates (if selected) that the performing of services is required.

This column is available only if the Service Management feature is enabled on the Enable/Disable Features (CS100000) form.

Optional. The extended cost of the item or service, which is the unit price multiplied by the quantity.

If you have modified the extended cost once and saved the document, the value will not be updated by the system when you change the document date. If you want to recalculate the extended cost automatically (vendor's price specified for the inventory item and multiplied by the quantity), you can use the Recalculate Prices command.

If the selected AP document has the Pay by Line check box selected in the Summary area, the line may have a negative amount in this column. The document can be released if its balance is greater than or equal to 0.00.

The percent of the line-level discount that has been applied manually or automatically. If the Manual Discount check box is selected, you can enter the percent manually and the discount amount will be calculated automatically.

This column is available only if the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form.

The amount of the line-level discount that has been applied manually or automatically to this line. If the Manual Discount check box is selected, you can enter the discount amount manually and the discount percent will be calculated automatically.

This column is available only if the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form.

A check box that indicates (if selected) that the discount has been applied manually. With this check box selected, you can enter either the discount percent or the discount amount or you can select a discount code of one of the discounts intended for manual application.

This column is available only if the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form.

The code of the line discount that has been applied to this line automatically.

This column is available only if the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form.

The identifier of a discount sequence that has been applied to this line.

This column is hidden by default and available only if the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form.

The percent that is applied to the amount in the Ext. Cost column minus the amount in the Discount Amount column to calculate the amount to be retained for the line. By default, the system fills in this column with the value specified in the Default Retainage Percent box on the Retainage tab of the form; you can override this value.

This column appears on the form only if the Apply Retainage check box is selected in the Summary area of the form.

The balance of the cash discounts applied to the selected document or document line.

If the bill or debit adjustment has lines with a negative amount, the cash discount amount will also be negative. For the document to be released, the total cash discount shown in the Cash Discount box in the Summary area must be greater than or equal to 0.00.

The amount to be retained for the line. The system calculates the amount by applying the retainage percent to the amount in the Ext. Cost column minus the amount in the Discount Amount column. You can override this value if required; if you do, the system recalculates the retainage percent accordingly.

If the selected document has the Pay by Line check box selected in the Summary area, it can have lines with a negative amount in this column. The document can be released if its balance is greater than or equal to 0.00.

This column appears on the form only if the Apply Retainage check box is selected in the Summary area of the form.

The percent that is applied to the non-discounted extended cost of the line to calculate the amount to be prepaid for the line. This column appears on the form only if Prepayment is selected in the Type box in the Summary area of the form.

The system initially fills in this column with a default prepayment percentage that it copies from another source, but you can override this value. For detailed description of sources of default prepayment percent, see Prepayments for Purchase Orders: Calculation of the Prepayment Amount.

This column appears on the form only if Prepayment is selected in the Type box in the Summary area of the form.

The amount to be prepaid for the line. The system calculates this amount by first subtracting the amount in the Discount Amount column from the amount in the Ext. Cost column, and then applying the prepayment percent to that subtotal.

This column appears on the form only if Prepayment is selected in the Type box in the Summary area of the form.

The total amount the system has calculated for the specified quantity of items or services of this type. This system applies any specified discount and subtracts the specified retained amount.

If the document has the Pay by Line check box selected in the Summary area, it can have lines with a negative amount in this column. The document can be released if its balance is greater than or equal to 0.00.

The expense account to be updated by this transaction.

By default, it is the account associated with the vendor location. If an employee is selected as a vendor for the bill, it is the expense account specified on the Employees (EP203000) form for the employee. You can select another account for non-stock items.

If the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form, the project is selected in the bill line, and the bill line is linked to a subcontract line, the specified account must be mapped to an account group.

For an intercompany document that has the Bill, Debit Adj., or Credit Adj. type, if this is a manually added line with a non-stock item for which the Accrue Cost check box is cleared on the Price/Cost tab of the Non-Stock Items (IN202000) form or a line with no item specified, the system inserts the expense account it copies from the following source, based on the option selected in the Use Intercompany Expense Account From box on the Accounts Payable Preferences (AP101000) form:

• If Vendor Location is selected, the expense account specified in the Expense Account box on the GL Accounts tab of the Vendor Locations (AP303010) form for the vendor location selected in the Summary area of this form.
• If Inventory Item is selected, the expense account specified in the Expense Account box on the GL Accounts tab of the Non-Stock Items (IN202000) form for the non-stock item selected in this line.

The corresponding subaccount to be used for bills and adjustments. You can override this subaccount value if needed.

When a document is created directly on the current form, the subaccount is composed based on the rule defined in the Combine the Expense Sub. from box on the Accounts Payable Preferences (AP101000) form. If the I mask is used for a segment of the subaccount but there is no non-stock item in the document line, the segment value is copied from the vendor location (L).

If the AP bill has been created for a purchase order, and the vendor specified in this purchase order is the supplied-by vendor, the system uses the subaccount of the pay-to vendor as the value for the segment in which L is specified (which in this case indicates the subaccount associated with the vendor location) in the combined subaccount mask. For more information about relations between supplied-by and pay-to vendors, see Managing Vendor Relations.

The project with which the item is associated, or the non-project code if the item is not intended for any project. If the Require Single Project per Document check box is selected on the Accounts Payable Preferences (AP101000) form, this column is not available for editing, and the project associated with the bill in the Project box in the Summary area is specified in this column.

The column is shown if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form and the integration of project accounting and accounts payable has been enabled—that is, the AP check box is selected in the Visibility Settings section on the Projects Preferences (PM101000) form.

The particular task of the selected project. You can select only a task associated with the selected project. If you select a project that has the default project task, this task is automatically populated in the column.

The column is shown if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form and the AP check box is selected in the Visibility Settings section on the Projects Preferences (PM101000) form.

The cost code with which this document is associated to track project costs and revenue.

The column is shown if the Cost Code feature is enabled on the Enable/Disable Features (CS100000) form and the AP check box is selected in the Visibility Settings section on the Projects Preferences (PM101000) form.

A check box that indicates (if selected) that this document line will be reported as a service in the T5018 report. The state of the check box is copied by default from the settings of the selected non-stock item. You can change the state of this check box if the document is partially paid, unpaid, or fully paid and released to correct possible mistakes in T5018 reporting. For a document of a T5018 vendor without any items specified in the document lines, this check box is selected automatically for all the document lines, but you can override this state.

This column is available if all of the following conditions are met in the system:

• The Canadian Localization feature is enabled on the Enable/Disable Features (CS100000) form.
• For the current company, Canadian localization is set up on the company level (Canada is selected in the Localization box on the Company Details tab of the Companies (CS101500) form), or the originating branch of the document belongs to such a company.
• The vendor has the T5018 Vendor check box selected on the General tab of the Vendors (AP303000) form.
• The document type selected in the Type box is not Prepayment. For prepayment requests, this column is not visible.

For documents with retainage, you can create a document with lines for which the T5018 Service check box is selected if the Pay by Line check box is cleared.

A check box that indicates (if selected) that this document line is non-billable in the project.

This column appears only if the AP check box is selected in the Visibility Settings section on the Projects Preferences (PM101000) form.

The date of the corresponding expense claim.

The column is available only if the Expense Management feature is enabled on the Enable/Disable Features (CS100000) form.

The code and description of the 1099 box. The code indicates the form in which you want to include the amount in this line (1099-MISC, 1099-NEC, or both forms) and the box number, and the description indicates its type. You specify a value only if the selected vendor is a 1099 vendor and you want to include this value in the 1099-MISC or 1099-NEC form; otherwise, you leave the column empty.

By default, this value is copied from the expense account associated with the 1099-MISC or 1099-NEC form.

For retainage documents paid by line (those that have the Pay by Line check box selected on the current form), the setting in this column for each line is copied from the related line of the original document. You can override this value.

For retainage documents that have the Pay by Line check box cleared, the setting is either of the following, but you can override this value:

• The setting is copied from one of the lines of the original document that has the 1099 Box column filled in and the needed tax category specified for the lines in the Tax Category column
• This setting is empty if the 1099 Box column is empty for all the lines of the original document with the needed tax category

This column appears on the form if the 1099 Reporting feature is enabled on the Enable/Disable Features (CS100000) form and the selected vendor has the 1099 Vendor check box selected on the Vendors (AP303000) form.

The deferral code assigned to the stock item or non-stock item specified in this document line. Upon release of the document, the system generates a deferral schedule (or schedules) based on the settings defined for this deferral code. For details, see Processing Deferrals.

You can change the deferral code in this column manually, if needed. When you click the selector button in the column, the lookup table that opens shows only the deferral codes for which the Active check box is selected in the Summary area of the Deferral Codes (DR202000) form.

A read-only column filled in by the system in the Debit Adjustment documents created by the reversing process. It shows the unique number of the deferral schedule associated with the original document (such as an AP bill).

In the original documents, this column remains empty.

The date when the process of deferred expense recognition should start for the selected item. If this bill or adjustment has been created from an existing document, this value is copied from the original document.

This column is available for editing if the item selected in the document line has a deferral code with a flexible recognition method and the Expense code type. For details, see Recognition Methods for Deferred Revenues or Expenses.

The date when the process of deferred expense recognition should finish for the selected item.

If this bill or adjustment that has been created from an existing document, this value is copied from the original document.

For a bill or adjustment that has been created when you clicked the New Record button on the form toolbar of the Bills and Adjustments (AP3010PL) form or the Add New Record button on the form toolbar of the current form, the default value in this column is determined by the following formula: Term Start Date + the default term setting of the stock item or non-stock item.

This column is available for editing if the item selected in the document line has a deferral code with a flexible recognition method and the Expense code type. For details, see Recognition Methods for Deferred Revenues or Expenses.

The reference number of the purchase order linked to this line of the bill.

The reference number of the purchase receipt linked to this line of the bill.

The reference number of the subcontract linked to this line of the bill.

This column appears on the tab only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.

The quantity of the item delivered by the vendor, expressed in the item's base unit of measure.

This quantity is used for calculating discounts if Base UOM is selected in the Apply Quantity Discounts To box on the Price/Discount Settings tab of the Accounts Payable Preferences (AP101000) form.

A check box that indicates (if selected) that at least one expired compliance document is related to this document line. If the check box is cleared, there are no expired compliance documents related to the line.

This column is available only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.

The reference number of a service document (an appointment or service order) associated with a particular line of the AP document (bill, credit adjustment or debit adjustment). This reference number is a link, which you can click to view document details on the applicable form.

You can associate an AP document detail line with the service document by adding a service order or an appointment reference number in this column. When you have selected the service document reference number in this column, and saved the AP document, the system adds the AP document detail line to the service document on the Details tab on the Appointments (FS300200) and Service Orders (FS300100) form.

If you specify a service order or an appointment reference number in the detail line of the AP document of the Debit Adjustment type, and save the AP document, the system adds the AP document detail line with the negative cost amount to the service document.

This column is available only if the Service Management feature is enabled on the Enable/Disable Features (CS100000) form. For a service contract, the Equipment Management feature should be enabled on the Enable/Disable Features (CS100000) form.

The type of a service document (appointment or service order) associated with a particular line of the AP document (bill, credit adjustment or debit adjustment).

This column is available only if the Service Management feature is enabled on the Enable/Disable Features (CS100000) form. For a service contract, the Equipment Management feature should be enabled on the Enable/Disable Features (CS100000) form.

The reference number of the batch that adjusts the appropriate account balances for the document with the Pre-Released status. Batches of this type use the numbering sequence assigned to AP batches.

This box appears only if the Expense Reclassification feature is activated on the Enable/Disable Features (CS100000) form and the document has or has had the Pre-released status.

The ID of the batch that updates the appropriate account balances with the amounts of the document transactions when the batch is posted.

The liability account specified in the document.

The account selected in this box should be configured as a control account for the accounts payable subledger. That is, for this account, AP should be selected in the Control Account Module column on the Chart of Accounts (GL202500) form. For more information on control accounts, see Control Accounts: General Information.

The expense account used to record the expenses pending reclassification.

This box appears only if the Expense Reclassification feature is activated on the Enable/Disable Features (CS100000) form and if the document has or has had the Pre-released status.

The subaccount used to record the expenses pending reclassification.

This box appears only if the Expense Reclassification feature is activated on the Enable/Disable Features (CS100000) form and the document has or has had the Pre-released status.

The account used to record retained amounts on the bill.

The account selected in this box should be configured as a control account for the accounts payable subledger. That is, for this account, AP should be selected in the Control Account Module column on the Chart of Accounts (GL202500) form. For more information on control accounts, see Control Accounts: General Information.

If the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form, the account specified for the vendor location on the GL Accounts tab of the Vendor Locations (AP303010) form is inserted into this box. Otherwise, the account specified for the vendor in the Retainage Payable Account box on the GL Accounts tab of the Vendors (AP303000) form is inserted into this box.

This box is available only if the Apply Retainage check box is selected in the Summary area of the form.

The subaccount used to record retained amounts on bill.

If the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form, the subaccount specified for the vendor location on the GL Accounts tab of the Vendor Locations (AP303010) form is inserted into this box. Otherwise, the subaccount specified for the vendor in the Retainage Payable Sub. box on the GL Accounts tab of the Vendors (AP303000) form is inserted into this box.

This box is available only if the Subaccounts feature is enabled on the Enable/Disable Features (CS100000) form and the Apply Retainage check box is selected in the Summary area of this form.

The identifier of the original document.

The original document can be one of the following:

• A bill that was reversed with the debit adjustment currently selected in the Summary area of the form. If you click this number, the Bills and Adjustments (AP301000) form opens, on which you can view the details of the reversed document.
• An expense claim served as a source for creating the bill currently selected in the Summary area of the form. If you click this number, the Expense Claim (EP301000) form opens, on which you can view the details of the source document.
• A bill with retainage for which the currently selected retainage bill has been created in the Summary area of the form. If you click this number, the Bills and Adjustments (AP301000) form opens, on which you can view the details of the original bill.

The employee responsible for the document. By default, the employee linked to a currently logged in user is specified. You can override the default value, if needed.

This value defines the expense subaccount to be debited if the EE subaccount mask is specified in the Combine Expense Sub. From box on the Accounts Payable Preferences (AP101000) form.

A check box that indicates (if selected) that the vendor document should be paid for by a separate payment.

This check box appears only if the Pay Separately check box was selected for the vendor on the Vendors (AP303000) form.

The tax zone of the vendor.

The system inserts the tax zone by using the first applicable rule it finds from the following:

1. If the Calculate Project-Specific Taxes check box is selected on the Projects Preferences (PM101000) form, the Require Single Project per Document check box is selected on the Accounts Payable Preferences (AP101000) form, and a particular project is selected in the Project box of the Summary area, the system copies the project's tax zone from the Cost Tax Zone box on the Addresses tab of the Projects (PM301000) form.
2. If the system has not yet found an applicable rule, for the vendor selected in the Summary area of the current form, the system copies the tax zone from the Tax Zone box on the Purchase Settings tab of the Vendors (AP303000) form.

If a tax zone related to an external tax provider is selected in the current box and the Pay by Line check box is selected for the document, the system will not allow you to release this document. This happens because the Payment Application by Line feature is not supported for taxable documents with tax zones for external tax providers such as Avalara.

The tax calculation mode, which defines which amounts (tax-inclusive or tax-exclusive) should be entered in the detail lines of a document.

Select one of the following options:

• Tax Settings: The tax amount for the document is calculated according to the settings of the applicable tax or taxes.
• Gross: The amount in the document detail line includes a tax or taxes.
• Net: The amount in the document detail line does not include taxes.

This box is available only if the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features (CS100000) form.

The vendor that supplied goods or services. This is a vendor that has been specified in a purchase order or receipt if these documents are involved in your purchasing workflow.

The reference number of the AR document based on which the selected AP document was created or of the corresponding AR document for the selected AP document if it was manually created. The list in this box contains AR documents for which the customer is the originating branch of the AP document and AR documents for which the branch is the vendor of the AP document.

You can click the Edit button right of this box to open the related AR document on the Invoices and Memos (AR301000) form.

The taxable amount for the retainage.

This box is available only if the Retain Taxes check box is selected on the Accounts Payable Preferences (AP101000) form.

The retained amount of the tax that is posted to the Tax Retainage Claimable account specified for the tax on the Taxes (TX205000) form.

This box is available only if the Retain Taxes check box is selected on the Accounts Payable Preferences (AP101000) form.

The amount of the discount. This column is available for editing for document discounts and external discounts.

The discount percent if the discount is defined to be calculated as a percentage. This column is available for editing for document discounts and external discounts.

The code of an external discount. You can enter this code for informational purposes when you manually enter an external discount in the document.

A brief description of the discount, which helps users to identify it.

The default percent of the amount that is retained for each document line.

By default, the system fills in this box with the value specified for the vendor in the Retainage Percent box on the Vendors (AP303000) form. You can override this value.

Initiates the process of applying available payments to this document.

This button is available if the Pay by Line check box is cleared in the Summary area of the current form.

The reference number of the line on the Details tab for which the payee receives the payment.

This column appears on the form only if the Pay by Line check box is selected in the Summary area of the form.

The total amount of the line for which the payee receives the payment. This system fills in this box with the value from the Amount column of the Details tab of the corresponding line.

This column appears on the form only if the Pay by Line check box is selected in the Summary area of the form.

The reference number of the line on the Details tab for which the payee receives the payment.

This column appears on the form only if the Pay by Line check box is selected in the Summary area of the form.

The type of the compliance document. The following document types are available:

• Certificate
• Insurance
• Lien Waiver
• Notice
• Other

If a project is specified, this compliance document is displayed on the Compliance tab of the Projects (PM301000) form for the selected project.

If a task is specified, this compliance document will be displayed on the Compliance tab of the Project Tasks (PM302000) form for the selected task of the Cost Task type.

The identifier of the vendor associated with the compliance document, which is a link you can click to view this record on the current form. If a vendor is specified, the current document will be displayed on the Compliance tab of the current form for the selected vendor.

The reference number of the check that is associated with the compliance document, which is a link you can click to view this document on the Checks and Payments (AP302000) form.

The payment method associated with the vendor.

The reference number of the invoice associated with the compliance document, which is a link you can click to view this document on the Invoices and Memos (AR301000) form. If an invoice number is specified, the current compliance document will be displayed on the Compliance tab of the Invoices and Memos (AR301000) form for the selected invoice.

The amount of the invoice.

The reference number of the payment associated with the compliance document, which is a link you can click to view this document on the Payments and Applications (AR302000) form.

The customer’s default payment method.

The account associated with the vendor (Expense account) or customer (Sales account).

The reference number of the bill associated with the compliance document, which is a link you can click to view this document on the Bills and Adjustments (AP301000) form. If a bill number is specified, the current compliance document will be displayed on the Compliance tab of the Bills and Adjustments (AP301000) form of the selected bill.

The bill amount to be paid for the document.

The number of the certificate.

The identifier of the customer associated with the compliance document, which is a link you can click to view this record on the Customers (AR303000) form. If a customer is specified, the current document will be displayed on the Compliance tab of the Customers (AR303000) form of the selected customer.

The name of the customer associated with the compliance document.

The date when the document is issued.

The date when the compliance document takes effect. You should specify the date manually while adding the document.

The name of the insurance company.

The identifier of the joint vendor associated with the compliance document, which is a link you can click to view this record on the current form. If a joint vendor is specified, the current document will be displayed on the Compliance tab of the current form for the selected vendor.

The amount to be paid to joint payees according to the joint check.

A check box that indicates (if selected) that the joint release has been received.

The amount covered by the lien waiver.

The amount of insurance liability specified for the compliance document. You should enter the amount manually while adding the document.

The method used to send the document.

The date when the payment is created.

The reference number of the payment.

The reference number of the project transaction associated with the compliance document, which is a link you can click to view this document on the Project Transactions (PM304000) form.

The reference number of the purchase order associated with the compliance document, which is a link you can click to view this document on the Purchase Orders (PO301000) form. If a purchase order is specified, this compliance document will be displayed on the Compliance tab of the Purchase Orders (PO301000) form for the selected purchase order.

The unique identifier of the item in the purchase order line, which can be specified only if a purchase order has been selected.

The insurance policy number.

The date of the inventory receipt.

The date when the goods are received.

The person responsible for receiving goods.

A check box that indicates (if selected) that a joint check is required.

The identifier of the revenue task within the project to which the compliance document relates, which is a link you can click to view this task on the Project Tasks (PM302000) form. If a revenue task is specified, the current compliance document will be displayed on the Compliance tab of the Project Tasks (PM302000) form for the selected task of the Revenue Task type.

The identifier of the secondary vendor associated with the compliance document, which is a link you can click to view this record on the current form. If a vendor is specified, the current document will be displayed on the Compliance tab of the current form for the selected vendor.

The name of the secondary vendor associated with the compliance document.

The source of the payment, which is one of the following options:

• AP Bill
• PO/Sub
• Customer
• Project

The name of the sponsor organization.

The identifier of the subcontract associated with the compliance document, which is a link you can click to view this document on the Subcontracts (SC301000) form. If a subcontract is specified, the current document will be displayed on the Compliance tab of the Subcontracts (SC301000) form for the selected subcontract.

The identifier of the item in the subcontract line, which can be specified only if a subcontract has been selected.

The date when the goods are shipped.