Release AP Retainage

Form ID: (AP510000)

You use this form to create retainage bills for bills that have a nonzero unreleased retainage amount.

You can configure the system to automatically release the retainage bills that are created on this form by selecting the Automatically Release Retainage Documents check box on the Accounts Payable Preferences (AP101000) form.

If the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and an approval map has been set up for the Bill document type, the retainage bills created on this form will get the Pending Approval status if the Hold Documents on Entry check box is cleared on the Accounts Payable Preferences form. If the Hold Documents on Entry check box is selected, the retainage bills will get the On Hold status.

Note: This form is available only if the Retainage Support feature is enabled on the Enable/Disable Features form.

Table Toolbar

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.


Button	Description
Process	Initiates the creation of retainage bills for the bills with retainage that you have selected in the table (by selecting the corresponding unlabeled check boxes).
Process All	Initiates the creation of retainage bills for all bills with retainage listed on the form.

Selection Area

In this area, you select the criteria for the bills with retainage to be listed in the table.


Element	Description
Company/Branch	The company, branch, or company group for which you want to view documents with retainage and create retainage documents. By default, the current branch is selected. You can select a branch, company, or company group to which you have access. If a company or a branch is selected in this box, the Post Period box shows the periods from the company calendar. If a company group is selected or the box is empty, the periods from the master calendar are shown. This box appears on the form only if the Multibranch Support feature is enabled on the Enable/Disable Features (CS100000) form. This setting is required if the Multiple Base Currencies feature is enabled.
Date	The date on which you want to create the retainage documents that you process. By default, the current business date is selected, 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.
Post Period	The financial period to which you want to post the retainage documents. By default, the financial period of the specified date is selected.
Vendor	The vendor for which you want to view documents with retainage and create retainage documents. The list of values may be limited as follows: If a branch is selected in the Branch box, a vendor is listed (and available for selection) if the Restrict Visibility To box on the Financial tab of the Vendors (AP303000) form is empty or contains this branch or the company of this branch. If the Branch box is empty, a vendor is listed (and available for selection) if one of the following is true: The Restrict Visibility To box is empty for the vendor—that is, the vendor’s visibility is not restricted. A branch or company is specified in the Restrict Visibility To box for the vendor, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company. Note: These visibility restrictions are applicable only if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form.
Project	The project for which you want to view documents with retainage and create retainage documents. This box appears on the form only if the Project Accounting feature is enabled on the Enable/Disable Features form and the Require Single Project per Document check box is selected on the Accounts Payable Preferences (AP101000) form.
Ref. Nbr.	The reference number of the document for which you want to release retainage.
Show Lines with Open Balance	A check box that indicates (if selected) that the documents and document lines with retainage that have an open balance should be listed in the table, along with the documents and document lines with retainage that have been fully paid.

Table

This table displays the documents (bills and debit adjustments) with retainage that have a nonzero unreleased retainage amount and that meet the criteria specified in the Selection area.

Note: If the Activate Migration Mode check box is selected on the Accounts Payable Preferences (AP101000) form, the table displays only migrated documents with retainage.

Table 1. Table Columns
Column	Description
Included	An unlabeled check box that you select to create a retainage document for this document with retainage if you click Process. You select the check box in the column header to create retainage documents for all documents with retainage listed on the current page.
Branch	The branch to which this document is related.
Type	The type of the AP document.
Reference Nbr.	The reference number of the document with retainage.
Vendor	The identifier of the vendor associated with the document.
Line Nbr.	The number of the document line. This column appears on the form only if the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form.
Percent to Release	The percent of the unreleased retainage amount to be released. By default, 100 is specified. You can override this value, if necessary.
Retainage to Release	The retained amount to be released. The system calculates this value as the percent (specified in the Percent to Release column) of the unreleased retainage amount. For a debit adjustment, the amount is shown with the negative sign. You can override this value, if necessary; in this case, the system will recalculate the percent to release accordingly.
Unreleased Retainage	The remaining unreleased retainage amount of the document with retainage after the amount specified in the Retainage to Release column is released. For a debit adjustment, the amount is shown with the negative sign.
Date	The date when the document with retainage has been created.
Total Amount	The total amount of the document with retainage, including the retainage amount. For a debit adjustment, the amount is shown with the negative sign.
Currency	The currency used for the document. This column appears on the form only if the Multicurrency Accounting feature is enabled on the Enable/Disable Features form.
Inventory ID	The inventory ID of the item associated with the selected document line. This column appears on the form only if the Payment Application by Line feature is enabled on the Enable/Disable Features form.
Project	The project for which the document has been created. This column appears on the form only if the Project Accounting feature is enabled on the Enable/Disable Features form and the Require Single Project per Document check box is selected on the Accounts Payable Preferences (AP101000) form.
Project Task	The project task for which the document line has been created. This column appears on the form only if the Payment Application by Line feature is enabled on the Enable/Disable Features form and the Pay by Line check box is selected for the bill on the Bills and Adjustments(AP301000) form.
Cost Code	The cost code associated with the document line. This column appears on the form only if the Payment Application by Line and Cost Codes features are enabled on the Enable/Disable Features form.
Account	The account associated with the document line. This column appears on the form only if the Payment Application by Line feature is enabled on the Enable/Disable Features form.
Description	The user-defined description of the document.
Post Period	The financial period to which the document has been posted.
Vendor Ref.	The document's reference number as assigned by the vendor.