To Enter a Bill with Retainage (with Line Totals)

You enter a vendor bill with retainage on the Bills and Adjustments (AP301000) form. You use this procedure if you are specifying line totals in the detail lines of the bill. If you are instead specifying the items' quantities and unit costs in the detail lines, you should use To Enter a Bill with Retainage (with Items' Quantities and Unit Costs).

You can enter a bill with retainage only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.

To Enter a Bill with Retainage (with Line Totals)

  1. Open the Bills and Adjustments (AP301000) form.
    Tip:
    To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New right of the title.
  2. On the form toolbar, click Add New Record.
  3. In the Type box of the Summary area, select Bill.
  4. In the Date box, enter the date of the vendor document the bill is based on.
  5. If required, in the Vendor Ref. box, enter the reference number of the vendor document.
  6. In the Vendor box, select the vendor the document is from.

    The system fills in the following boxes automatically with the default settings of the selected vendor: Location, Terms, Due Date, Cash Discount Date, Apply Retainage, and Default Retainage Percent on the Retainage tab. Review these settings, and make any needed changes.

  7. In the Currency box, make sure the base currency is shown correctly.
  8. If needed, in the Project box, select the project with which the bill is associated.
  9. If the Apply Retainage check box is not already selected, select it.
  10. On the Details tab, for each detail line of the bill, click Add Row on the table toolbar, and do the following:
    1. In the Branch column (if it appears), ensure that the system has specified the correct branch.
    2. In the Ext. Cost column, enter the total amount for the line (including retainage, before the line discounts).
    3. Check the Retainage Percent and Retainage Amount columns, if needed, change the value in one of the columns. (The system will automatically change the value in the other column based on the value you specify.)
    4. In the Account column, make sure that specified account is correct.
    5. In the Subaccount column (if it appears), make sure that the specified subaccount is correct.
  11. If you want to save the document with the Balanced status, perform one of the steps below, and click Remove Hold on the form toolbar:
    • If the Amount box of the Summary area is available on the form, enter the total amount of the invoice in this box.
    • If the Amount box is not available on the form, make sure the total amount of the document is displayed correctly in the Balance box.
  12. On the form toolbar, click Save.

Notes About the Procedure

The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. This section can include other notes.

Note the following about the Summary area of the form:

  • The system fills in the Post Period box automatically, based on the specified document date.
  • The Vendor Ref. value is required only if the Require Vendor Reference check box is selected on the Accounts Payable Preferences (AP101000) form; otherwise, the value is optional.
  • The Location box appears on the form and required only if the Business Account Location feature is enabled on the Enable/Disable Features (CS100000) form.
  • The Currency box appears on the form only if the Multicurrency Accounting feature is enabled on the Enable/Disable Features form.
  • The Project 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 form.
  • The Amount box appears on the form and is required only if the Validate Document Totals on Entrycheck box is selected on the Accounts Payable Preferences form.

By default, on the Retainage tab, in the Default Retainage Percent box, the system inserts the retainage percent specified for the vendor in the Retainage Percent box on the General tab of the Vendors form.

Note the following about the Details tab:

  • The Branch column appears only if the Multibranch Support feature is enabled on the Enable/Disable Features form.
  • In the Account column, the system enters the expense account associated with the vendor location if the Inventory ID column is empty. If you have specified an inventory item in the Inventory ID column, the system enters the expense account specified in the inventory item settings.
  • In the Subaccount column, the system enters the subaccount generated in accordance with the rule in the Combine Expense Sub. from box on the Accounts Payable Preferences form. You can manually change the subaccount if necessary.
  • The Project column appears only if the Project Accounting feature is enabled on the Enable/Disable Features form. If the Require Single Project per Document check box is selected on the Accounts Payable Preferences form, the column is filled with the project specified in the Summary area and cannot be edited.

For details on attaching scanned images of the supporting documents, see To Attach a File to a Record.