To Enter a Bill with Retainage Paid by Line

You enter a vendor bill with retainage on the Bills and Adjustments (AP301000) form. You use this procedure if you want to be able to pay multiple lines of this bill separately and to track the retainage by line.

You can enter a bill with retainage, which can be paid by line only if the Retainage Support and Payment Application by Line features are enabled on the Enable/Disable Features (CS100000) form.

Before You Proceed

Make sure that the vendor for whom you are creating a bill has the Pay by Line check box selected in the Default Payment Settings section on the Payment tab of the Vendors (AP303000) form.

To Enter a Bill with Retainage To Be Paid by Line

  1. Open the Bills and Adjustments (AP301000) form.
  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 selected correctly.
  8. If the Apply Retainage check box is not already selected, select it.
  9. Optional: In the Description box, add a brief description of the bill.
  10. On the Financial Details tab, make sure that the Pay by Line check box is selected.
  11. 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. Specify another branch, if needed.
    2. If an item is involved, in the Inventory ID column, select the required item.
    3. In the Quantity column, enter the quantity of the line item purchased from the vendor.
    4. In the Unit Cost column, enter the cost of each specified unit.
    5. Check the Retainage Percent and Retainage Amount columns, and change the value in one of the columns if necessary. (The system will automatically change the value in the other column based on the value you specify.)
    6. In the Account column, ensure that the specified account is correct.
    7. In the Subaccount column (if it appears), ensure that the specified subaccount is correct.
    8. In the Project column, select a project ID for the bill line.
    9. In the Project Task column, select a project task of the project assigned to the bill line.
    10. In the Cost Code column, select a cost code related to the bill line.
    11. Check the Amount column for each bill line, and change the value in it if necessary.
  12. 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 reduced by the retained amount 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.
  13. On the form toolbar, click Save.