Cash Purchases

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

This button and command appear on the form only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been enabled (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 button and command are available if the document has the Balanced status. The status is assigned by default if the Hold Documents on Entry check box on the Accounts Payable Preferences form is selected.

Pre-releases the cash purchase. A pre-released cash purchase can be released after the expenses are reclassified—that is, after specific expense accounts are selected for each detail line.

This button and command appear only if the Expense Reclassification feature has been enabled on the Enable/Disable Features form.

Navigates to the Process Payments / Print Checks (AP505000) form, so you can print the check if it is required for the payment method or process the payment.

This button and command appear for quick checks with the Pending Print status.

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 only if the Approval Workflow feature is enabled on the Enable/Disable Features form and approvals have been enabled (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.

Rejects the selected document and changes the status of the document from Pending Approval to Rejected.

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

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

This button and command are available if the document has the On Hold status. For a new document, they appear by default if the Hold Documents on Entry check box on the Accounts Payable Preferences form is selected.

Validates the vendor address by using integration with a specialized third-party software or service.

This command appears on the menu if the Address Validation Integration feature is enabled on the Enable/Disable Features 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 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 AP payment document.

The following types are available:

• Cash Purchase: A payment that contains the details of the purchased goods. For details, see AP Bill Payments: Processing of Cash Purchases and To Create a Cash Purchase.
• Voided Cash Purchase: A canceled cash purchase.

The status of the document, which was assigned by the system.

The status of an existing document can be one of the following: On Hold, Pending Approval, Rejected, Balanced, Pre-Released, Closed, or Voided.

The system assigns the On Hold status to a new document 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 enabled (and an approval map has been specified) for the selected document type on the Approval tab of the Accounts Payable Preferences form.

The system assigns the Balanced status to a new document if the Hold Documents on Entry check box is cleared on the Accounts Payable Preferences form.

The date when the cash purchase was created. The default value is the current business date, but you can change the date.

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 vendor to receive the payment.

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.

Once the vendor is selected, this box, by default, contains the main location of the vendor.

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

The document total that is subjected to value-added tax (VAT).

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

The document total that is exempt from VAT, which is calculated as the taxable amount for a tax with the Include in VAT Exempt Total check box selected on the Taxes (TX205000) form.

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

The difference between the original amount and the rounded amount.

This box appears only if the Invoice Amount Rounding feature is enabled on the Enable/Disable Features form.

For details, see To Set Up Document Amount Rounding.

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

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 Tax 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 form.

If Canada is selected in the Localization box on the Companies (CS101500) form for the selected company, the Canadian cash discount calculation will be applied to the documents originating from this company and its branches. If you change the originating branch of the document in the Branch box on the Financial tab, the cash discount will be automatically recalculated by the system.

The expense account that is, by default, associated with the vendor. You can select another account if needed.

If the selected document is an intercompany document that has the Cash Purchase type, the system inserts the expense account it copied 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 form for the non-stock item specified in the current line.

The corresponding subaccount to be used for this transaction.

By default, it is a subaccount defined by the rule specified in the Combine Expense Subaccount from box on the Accounts Payable Preferences (AP101000) form.

The project for which this cash purchase has been made, or the non-project code if the purchase is not intended for any project. The non-project code is specified on the Projects Preferences (PM101000) form.

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

The particular task of the selected project for which this purchase has been made. 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 available if the Project Accounting feature is enabled on the Enable/Disable Features form and the AP check box is selected in the Visibility Settings section on the Projects Preferences form.

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

The column is available 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 form.

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 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.

If the selected vendor is a 1099 vendor, by default, the system inserts the 1099 box associated with the expense account selected in this line, which it copies from the 1099 Settings tab of the Accounts Payable Preferencesform if the account has been associated with a 1099 box. You can override the default value.

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 line item, if any.

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.

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

The reference number of the batch that updates 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 enabled on the Enable/Disable Features (CS100000) form and the document has or has had the Pre-Released status.

The liability account specified as the default account for the selected vendor. You can change the account, if needed.

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 enabled on the Enable/Disable Features form and 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 enabled on the Enable/Disable Features form and the document has or has had the Pre-Released status.

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

The default value is copied from the settings of the vendor selected in the Vendor box of the Summary area.

A check box that indicates (if selected) that the vendor address has been validated through integration with a specialized third-party software or service.

This check box appears only if the Address Validation Integration feature is enabled on the Enable/Disable Features (CS100000) form.