Invoice Header Detail Tab

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If the option to Use batches is selected on the Module Control form, enter batch header details before accessing this tab.

You can enter invoice header details in the AP Invoice Entry form if you are not using batches.

Batch

Enter the number identifying all transactions in the batch. If you are entering batches, it displays the number you entered into the batch header. Otherwise, Greentree Desktop generates a batch number when the invoice is saved.

System-generated batches display with an S prefixed to the batch number.

Branch

The default value is the branch specified in Accounts Payable Module Control, but you can change it if the batch is related to a different branch.

Last invoice number

This field displays the last invoice number entered into the batch in read-only format.

Number

This is the invoice reference number, up 20 alphanumeric characters. If the reference number already exists a warning displays. You can ignore the warning and use the reference number.

If the Accounts Payable Module Control option to automatically generate references is selected for invoices, you can leave this field empty. Greentree Desktop allocates a reference when the invoice is saved, based on the parameters defined on the Accounts Payable Module Control form.

Date

The transaction document date. It defaults to today's date but you can change the date.

Hold code

You can assign a hold code to an invoice to indicate that it is under review — for example, it may be waiting approval, or being held back as retention against work in progress. Invoices on hold are not available to select on the AP Payment Entry form, or using the Payment Selection process. You can review held invoices using the Invoices on Hold report.

You can include or exclude invoices that are on hold from the Aged Balance Report. If the assigned hold code is retained, the value of the held invoice displays in the supplier's Retention balance, which can be viewed on the Main tab on the Supplier Maintenance form.

Note: You can also use the Release/Alter Holds form to put transactions on hold, and to release transactions on hold.

Entered by

This defaults in read-only format to the user entering the invoice.

BPay Ref

This field is enabled if the supplier's payment method is BPay. The default value is determined from BPay reference settings on the AP Supplier form. It is read only if Use Fixed Reference or Use Invoice Reference as BPay Reference are selected on the AP Supplier form. The BPay reference displays on the Transactions tab of the Supplier Maintenance form.

Supplier Detail

Enter or select the supplier you are creating the invoice for. You can search for the supplier using the Code, Alpha, or Name fields. The Currency and Rate of the supplier defaults to the details in read-only format (if applicable).

The Payment Terms defaults to the terms assigned to the supplier on the Supplier Maintenance form, but you can override them when entering orders.

Deduct withholding tax

If the supplier uses withholding tax, this option sets depending on the invoice date and the supplier's withholding tax exemption period if the invoice date is in the exemption period, the option will not be selected). If you select this option, it indicates the invoice has withholding or prescribed payments tax deducted from the invoice.

The tax parameters assigned on the Supplier Withholding Tax form take effect when the tax is calculated.

Terms

The supplier's payment terms is taken from supplier defaults, but you can change the terms. The payment terms determine the payment date for the invoice.

Biller Code

This field is enabled if the supplier's payment method is BPay and defaults to the Biller Code value on the AP Supplier form. It is read only if Use Fixed Reference is selected on the AP Supplier form.

Payment date

This date is calculated using the invoice date and payment terms. If the payment terms option Allow date change on transactions is selected, you can change this date when entering a transaction.

Prompt pay

This date displays if there are prompt payment terms for the invoice's payment terms. The date represents the latest payment date for which prompt payment (discount) terms apply. It is calculated using the invoice date and the invoice payment terms.

If the prompt payment terms option Allow date change on transactions is selected, you can change this date when you enter a transaction. Otherwise, it is read-only.

Posting date

The default value is the invoice date, but you can change it. It is the date that determines which period the transaction falls into for reporting purposes.

Period end

This defaults the period end date of the period in which the posting date falls.

Narration

Enter a narration for the invoice header. In the first instance, this populates with the supplier's name. If the invoice was generated from the PO Order Entry form, the narration defaults to Generated from purchase order X, if X is the purchase order reference.

If the invoice was generated from the PO Receipt Entry form, the narration defaults to Generated from receipt reference X, if X is the purchase receipt reference. Press F9 to add or view narration.

Click CTRL-Enter to start a new line in the narration. If the Accounts Payable Module Control option Default invoice/credit note header narration to the first line item is selected, this narration defaults to the narration of the first transaction line. You can change this.

Put away

This button is enabled if the Warehouse Bin Management function is in use and a bin receiving area is set up for the line's stocking location.

It is only available after the invoice is saved and it starts the Bin Replenishment & Put Away process, pre-populated using the receipt.

Create Credit Note

Click this button to create an AP Credit Note from the invoice form when an invoice is selected. The button is available if the invoice does not already have a credit note, payment, or journal applied to it. When you click the button, an AP Credit Note Creation form displays.

You can select one or more original invoice lines applicable to the credit, and reduce line quantities in the original invoice. When you save a credit, it is applied to the invoice from which it was created. Once saved, you can review or edit the credit note using the AP Credit Note Entry form.

If the Invoice has a hold code applied and the credit note is for the full value of the invoice, then the hold code is removed from the invoice. If the credit note value is less than the invoice value then the hold code remains on the invoice.

If the original invoice is for a foreign supplier, the currency and rate of the supplier defaults to the AP Credit Note Creation form. If the Accounts Payable Module Control option Create credit note exchange variances is selected, you can edit the rate.

If you edit the rate and it differs from the original invoice rate, an exchange variance is generated and updated to the General Ledger Exchange Variance account, specified on the General Ledger Module Control form. If the Accounts Payable Module Control option Create credit note exchange variances is not selected, you can't edit the rate. It defaults to the same rate as the original invoice.

Print cheque

Use this option to create a payment and print a cheque from the invoice form. The button is enabled when:

• Advanced Security is in use and you have Add privileges for AP payments in the current company; or
• Advanced Security is not in use and you are allowed menu access to the AP Payment Entry form in the current company; and
• The supplier's payment method is Cheque.

Clicking the button saves the invoice. A new form displays if you can enter the details required for the payment to be saved and/or a cheque to be printed. Information from the invoice defaults to the payment form.

After you enter date, you can:

Save

When you click this button:

• A new system AP payment batch is created if this is the first cheque hotprinted from in the current session of invoice entry. Otherwise, the existing system batch number is used for the new payment transaction.
• An AP payment (and any associated withholding tax AP journals) and the associated GL transactions are created if GL is in use and the bank account updated if Cash Management is in use.

  The payment is applied to the invoice.

• Once the payment is created, the details remain on the form and are set to read only. When you exit from the form, the focus returns to the invoice form, ready for the next invoice to be entered.

Print

When you click this button:

• The payment is saved, and prints based on these rules:
• If the Accounts Payable Module Control option Hotprint enabled is selected, the payment is output to the printer specified on the User Preferences form/Print forms/Hotprint Setup/AP Payments. It uses the Cheque form specified on the Accounts Payable Module Control form.
• If the Accounts Payable Module Control option Hotprint enabled is not selected, the Cheque form specified in Accounts Payable Module Control opens in the usual way when the hotprint feature is not in use).

Once the cheque is printed the details remain displayed and are set to read only. If you close the AP Print form without saving or printing, a message displays to prompt for action (including an option to cancel and close the form, returning to AP Invoice Entry without action).

Serial/Lot number

If the item of the selected line is serial/lot controlled, click this button to view serial/lot details.

Bins

This button is enabled to view or edit bins if Warehouse Bin Management function is in use, and the inventory line is received into a bin.

Dimensions

Click this button to view dimension details if the item for the selected line is dimension controlled.

Purchase orders

Click this button to drill down to the source document if the line has a purchase order for it.

Supplier Status

Click this button to view current balances and general information about the selected supplier.

Discount

This field displays the total discount of the invoice, derived from the sum of line discount values.

Net

This field displays the total net value of the invoice, derived from the sum of line net values.

Tax

This field displays the total tax value of the invoice, derived from the sum of line tax values.

Total

This field displays the total value of the invoice (tax inclusive), derived from the sum of line tax inclusive totals.

Transaction table

This table displays invoice line detail. You can add or edit invoice lines in the table if preferred, or using the Line Item tab.

• Hold Code Maintenance
• Currency Exchange Rate Maintenance
• Payment Terms
• Supplier Withholding Tax
• AP Payment Entry

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