Header Info

Enter the invoice number of up to 10 characters.

When you finish with this screen and click the Save icon on the toolbar, the system checks whether there is already a vendor with this invoice number in either the Voucher Header History table or the Voucher Header table.

This field can be left blank.

Enter, or use the Calendar Lookup to select, the invoice date. The system defaults this date from either the previous voucher or the system date. If you change this date to blanks, the system does not calculate the discount date and the due date.

Enter the invoice amount. The total amount for all the lines in the voucher detail, before discounts but including sales tax, must be the same as the invoice amount.

The discount percent displays the percentage associated with the Terms field, or you can change this percentage with your entry. The terms are selected for each vendor in the Maintain Vendors screen.

This percentage is applied to the Invoice Amount to calculate the Discount Amount.

The discount date is calculated using the Terms fieldand Invoice Date, but you can change it.

The discount amount is calculated using the Discount Percent applied to the Invoice Amount, but you can change it.

This field displays the default A/P account description for the selected vendor. To edit this field, use Lookup or enter an A/P account description.

This field displays the default cash account description for the selected vendor. To edit this field, use Lookup or enter an A/P account description.

This field is calculated in accordance with the vendor's terms. To change this field after the voucher has been posted, you must use the Edit Payment Status by Vendor screen.

This field is required because the due date is used on the Aging Report to keep track of the voucher. If you remove the date from the Invoice Date field, the date in the Due Date field is removed as well.

However, you cannot save this screen without entering a due date.

The due amount is calculated by subtracting the discount amount from the invoice amount. This field is non-editable.

Sample Terms Setup:

Disc. %	Disc. Days	Date of Invoice	Days Method	Day of Month	Range of Days	Due Date	Curr/Next
1%	10		30	15	1st to 15th	20th	Curr
					16th to 31st	5th	Next

 

Example of Calculation Based on Terms:

Invoice Date = 8/14

Invoice Amount = 1,000.00

	Days Method	Day of Month	Range of Days
Calculated Discount Date:	8/24	8/24	8/24
Discount Amount:	10.00	10.00	10.00
Due Date:	9/13	8/15	8/20
Due Amount:	990.00	990.00	990.00

 

This non-editable field displays the voucher type.

This non-editable field displays the voucher number from the Input File. Input file numbers display only for vouchers created by the AP Voucher Preprocessor.

This field displays the total of the Sales/VAT Tax Amt column from the Table Window.

The system calculates the sales tax amounts by using the sales tax rate for the voucher lines. Occasionally, rounding errors can occur that may require you to adjust a voucher line by a few cents to correct the difference between the calculated amount and the amount on the invoice.

You can use this non-editable field to see at a glance whether the sales tax calculation ties to your invoice, or whether there is a rounding error that requires correction.

When you save, the system checks the sales tax amount for rounding errors and returns a prompt that lets you know that you need to recalculate the sales tax amount using the Sales Tax Recalculation button in the Recalculate Lines tab. You may also update it manually.

The Remaining Balance field displays the undistributed invoice amount to individual line items in the voucher detail. The system calculates this non-editable field by adding the Cost Amount plus the Sales/VAT Tax Amount columns, for all line items in the voucher detail, and subtracting the total from the Invoice Amount in the Header Info tab.