General Tab of the AP Invoice Approvals Form

Use the General tab to create, modify, and manage the approvals of AP invoices.

The AP Invoice Approvals form displays in the AP Invoice Approvals application, as well as from other applications:

Application from which You Open the AP Invoice Approvals Form	What You Have Access To
Cash Management > AP Invoice Approvals	You can enter information in the fields on all the tabs. All the toolbar options are available.
Cash Management > Vendor Review	The form displays on a dialog box, and all information is read-only. Only the Print and Help options are available on the toolbar.
Alerts Dashpart	The form displays on a dialog box, and all of the information is read-only. You can use the Approvals toolbar option to approve or reject an AP invoice.

Contents

Field	Description
Approval ID	This field displays a unique key identifier, assigned to the AP invoice approval record automatically. You can use the approval ID as a search criterion in an AP Invoice Approval lookup.

AP Invoices Grid Toolbar

Field	Description
AP Invoices Drop-down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.
Upload	Click this option to open a dialog box where you can select a file or multiple files for upload.
View	Click this option to open the selected file.
Delete	Click this option to delete the selected file.

AP Invoices Grid

Field	Description
File Name	This column displays the name of the file that is associated with the record.
Description	This column displays the description of the file. By default, this column contains the file name of the file, which you can modify.

Approval Information

Field	Description
Status	This field displays the status of the record. The status can be any of the following: In Progress: The record is new and the workflow has not started. Submitted: The record has been submitted and the workflow is in progress. Approved: The record is approved and the workflow is complete. Rejected: The record is rejected.
State	This field displays the state of the record. The state can be any of the following: Start: This signifies that the record is new or restarted. In Progress: This signifies that the user can edit and then approve or reject the record. In Approval: This signifies that the record is waiting for approval. In Review: This signifies that the user can edit the record, but can then only review the record (cannot approve or reject it). Suspended: This signifies that the approver is waiting for the vendor to send a revised invoice.
Step	This field displays the current step number of the approval workflow.
Company	This field prefills with the active (current) company, which you can change until the AP invoice is submitted for approval. The companies that display in the drop-down list in this field are based on your security access. The company that you enter in this field determines: Which company's AP invoice approval workflow will be used for approving the AP invoice. Which company will own the AP voucher when a voucher is created for the AP invoice.

Invoice Information

Field	Description
Vendor	Use this field to assign a vendor to the record. Use the Vendor lookup to search for a vendor. After you enter the vendor, invoice date, and invoice number, a validation check verifies that no other AP invoice or AP voucher has that vendor, date, and number combination. The invoice date and invoice number are used during the validation process, but both are not required by default.
Invoice Date	Use this field to identify the date on which the vendor was invoiced. After you enter the vendor, invoice date, and invoice number, a validation check verifies that no other AP invoice or AP voucher has that vendor, date, and number combination.
Currency	Use this field to select the currency for the invoice. By default, this field displays the functional currency associated with the company. This field is only available if you track multiple currencies.
Invoice	Use this field to enter the invoice number for the record. After you enter the vendor, invoice date, and invoice number, a validation check verifies that no other AP invoice or AP voucher has that vendor, date, and number combination. If the validation fails, an error message displays. Click OK to close the error message and clear the Invoice field. If the option Display warning message for duplicate invoices for a Vendor in AP Transaction entry is selected on the Accounts Payable tab of Settings Advanced Accounting System AP, a warning message displays to inform you that the invoice has a duplicate voucher. Click OK to close the warning message and continue.
Purchase Order	This optional field displays if you use the Purchasing module application. Use the lookup to select the purchase order line item that is associated with the invoice. If a purchase order is entered in the field, the Invoice Amount field is required and the Project grid is disabled. If the purchase order that you selected uses cost distribution data, then the cost distribution projects, accounts, and amounts for the selected PO line items display in the Project grid. If you configured AP Invoice Approvals to generate an AP voucher automatically when an AP invoice is final approved and you enter purchase order items in the Purchase Order field, an AP voucher is created from the purchase order when you final approve an AP invoice. Before you final approved the AP invoice, you must click Voucher Options > Create Voucher from Purchase Order Options on the AP Invoice Approvals form toolbar and enter information for the AP voucher. (You configure AP Invoice Approvals to automatically generate AP vouchers from final approved AP invoices in Settings > Workflow > Approval Workflows.)
AP Liability	This field defaults to the mapped AP liability account for the vendor's default type for the selected company. Example: If the vendor's default type is Consultant, and Consultant is mapped to the Consultant Liability account for that company, then the field populates with Consultant Liability. See the discussion of the AP Liability field in the help for AP Voucher transaction entry for more information.
Address	This field displays the address of the vendor. Click the drop-down to view the description of the address. Use the Vendor Address lookup if you need to select another address.
Payment	This field displays the vendor's default payment terms. Select an option from the drop-down list to change the payments terms. If you select the Date option, the date field to the right of this field becomes enabled and required.
Invoice Amount	This read-only field displays the total amount of the invoice based on the information from the Project grid. To modify the total amount value in this field, modify the values in the Amount column of the Project grid. If you selected a purchase order in the Purchase Order field, this field displays the total amount based on the selected purchase order. In this case, you can modify the value displayed.
Route To	Select an employee or organization that the AP invoice will be routed to. The lookup field to the right is enabled after you make a selection. If you select Employee from the drop-down list, the lookup functions as an Employee lookup. The Employee lookup displays all employees and is not restricted based on your security settings. If you select Organization on the drop-down list, the lookup functions as an Organization lookup (available only if you use the Organization Reporting feature). The Route To drop-down list and associated lookup field are hidden if the corresponding workflow step does not use the assignment hierarchy based on the Assignment Hierarchy in Settings > Workflow > Approval Workflows. Click in this field to send the employee an instant message or email.

Project Grid Toolbar

Field	Description
Project Drop-down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.
Project Review	Click this option to launch the Project Review dialog box in read-only mode for the selected project. The information displayed on the dialog box is based on project role security access.
Projects hub	Click this option to launch the Project hub dialog box in read-only mode for the selected project. The information displayed on the dialog box is based on project role security access.
Import	Click this option to launch the Import dialog box where you can import all of the grid data for AP invoices that have many projects.
Insert	Click this option to insert a new row into the grid.
Copy	Click this option to copy a selected row. The copy is added to the bottom of the grid.
Delete	Click this option to delete a selected row.

Project Grid Fields

Use this grid to enter the charge distribution for the AP invoice. Information in this grid is used as the basis for the AP voucher when the AP invoice is approved. This grid is disabled if a purchase order is entered or selected in the Purchase Order field. If the purchase order that you select in the Purchase Order field uses cost distribution data, then the cost distribution projects, accounts, and amounts for the selected PO line items display on the Project grid.

Field	Description
Description	Use this field to enter a description for the project.
Project	Use this field to enter a project number or use the Project lookup to search for a project that you want to add to the project grid. If the Purchase Order field is blank, and the Route To drop-down list is blank, then the this field is required to submit a record.
Phase	This field displays the phase number that is associated with the project.
Task	This column displays the task number associated with the phase and project.
Expense Code	Select the expense code associated with the project. This field is hidden if an expense code value was not set up for the vendor on the Vendor tab of the Firms hub.
Account	Use this field to enter or search for a valid account on the Account lookup. The project type and account number must be compatible. If the voucher is for a regular project, enter a reimbursable or direct account. If the voucher is for an overhead project, enter an indirect account. If you use multiple currencies and a currency is specified for this account on the General tab of the Accounts form (Settings > Accounting > Chart of Accounts), the account is a foreign denominated account. All transactions affecting a foreign denominated account must be in the same currency. If you use multiple companies, you cannot specify an intercompany account in this field.
Net Amount	This field displays only if the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab of the Accounting Company Settings form (Settings > Accounting > Company). Enter the voucher item's net amount that does not include the tax amount. After you enter an amount in this field, the tax amount is calculated automatically and prefills in the Total Tax Amount field if a default tax code was entered for the vendor, on the Vendor tab of the Firms hub. This dialog box displays when you enter a new transaction file for the AP voucher transaction entry. If you change the amount in the Amount field, the amount in the Net Amount field is recalculated.
Total Tax Amount	This field displays only if the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab of the Accounting Company Settings form. This field prefills with the calculated tax amount for a voucher item after you enter an amount in the Net Amount field if you entered default tax codes on the New File dialog box when you created the transaction file for the AP voucher. If there is a default tax code entered for a vendor on the Vendor tab in the Firms hub, the vendor's default tax code is used as follows to calculate taxes in the Total Tax Amount field: The vendor's default tax code is used as the first tax code to calculate the tax for a voucher instead of the default tax code that has the first (or lowest) sequence number from the New File dialog box. Example: The default tax code entered for a vendor on the Vendor tab of the Firms hub is XXX. The default tax codes entered on the Tax Auditing tab of Settings > Accounting > Company that prefill on the New File dialog box are AAA (with sequence 5), BBB (with sequence 30), and CCC (with sequence 45). Tax code XXX from the vendor record will override tax code AAA (with sequence 5, the lowest sequence number) when an AP voucher is entered in the Transaction Center for that particular vendor. The tax codes that are used for the transactions for that vendor are XXX, BBB, and CCC. If no default tax codes are entered on the New File dialog box and there is a default tax code entered for the vendor on the Vendor tab of the Firms hub, the vendor's default tax code is used to calculate the taxes. The tax amount that is automatically calculated, or the 0.00 that displays in this field if no tax codes are entered, is a blue, underlined hyperlink. Click the hyperlink to open the Tax Codes dialog box, where you can change the tax codes to recalculate the taxes or directly change the tax amounts. When you change the amount in the Total Tax Amount field, the amount in the Amount field in the grid is recalculated. If you are required to enter tax codes for AP vouchers, you cannot save a voucher if no amount is entered in the Total Tax Amount field for any voucher line item in the grid. Click the hyperlink in this field to open the Tax Codes dialog box and select at least one tax code to calculate the total tax amount automatically. Tax code entry is required when the Require Tax Codes to be Used in AP Transactions check box is selected on the Tax Auditing tab of Settings > Accounting > Company.
Amount	If you do not use tax auditing, enter the amount of the voucher line item. This amount will be charged to the project, task, and account combination that you enter on this line. If you use tax auditing (the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab of Settings > Accounting > Company), the Amount field prefills with the sum of the amounts from the Net Amount field and the Total Tax Amount field. This is the total amount for the voucher item. If you change the amount in the Amount field, the amounts in the Net Amount and Total Tax Amount fields are recalculated.