Cash Purchases

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

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 batch is being approved.

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 (AP101000) 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 (CS100000) 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 if the cash purchase has 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 (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.

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.

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; you can then modify it and resubmit it for approval.

This button and command appear 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 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 (AP101000) 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 (CS100000) 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 AP payment document.

The following types are available:

• Cash Purchase: A payment document that contains the details of the non-stock goods or services paid immediately. For details, see Cash Purchases: General Information.
• Cash Return: A document that contains the details of the returned goods. You create the Cash Return document either by reversing a cash purchase document (by clicking Return on the More menu of the current form), or manually from the scratch (by clicking Add New Record on the form toolbar of the current form). You create it to register a full or partial refund for the services or non-stock items paid immediately.
• Voided Cash Purchase: A canceled cash purchase.

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

The status can be one of the following:

• On Hold: The document is a draft. 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 enabled (and an approval map has been specified) for the selected document type on the Approval tab of the Accounts Payable Preferences (AP101000) form.

  If you click the Remove Hold button or action 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 document. The document is assigned this status when it is taken off hold if no additional processing is required (approval or printing).

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

• Pending Print: The document must be printed before release.
• Printed: The document has been printed and can be released.
• 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.

• Closed: The document has been released and closed (and the detail total amount is equal to the payment amount).
• Voided: The document has been voided.
• 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 Hold on the form toolbar, edit the document, and resubmit it for 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.

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 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 (CS100000) 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 (TX205000) form.

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

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 (IN202000) 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 (CS100000) form and the AP check box is selected in the Visibility Settings section on the Projects Preferences (PM101000) 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 (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 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 (PM101000) 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 (PM101000) form.

A check box that indicates (if selected) that this document line will be reported as a service in a T5018 report. If a T5018 vendor is selected in the Vendor box, this check box is selected automatically. You can override its state if this document is fully paid and released to correct possible mistakes in T5018 reporting.

This check box is available if all of the following conditions are met:

• 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 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 Preferences (AP101000) form 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 (CS100000) 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 (CS100000) form and the document has or has had the Pre-Released status.

The reference number of the original document based on which the selected document was created.

The reference number is also a link you can click to view the original document. Depending on the type of the document as follows, if you click the link, the system opens one of the following forms in a new browser tab:

• Cash Purchase: The linked expense claim on the Expense Claim (EP301000) form
• Cash Return: The linked cash purchase on the Cash Purchases (AP304000) form
• Voided Cash Purchase: The linked cash purchase on the Cash Purchases (AP304000) form

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.