Contents of the AP Disbursements Form

After you open an AP disbursements transaction file, the fields that display in the header fields at the top of the form apply to the entire transaction. The grid fields represent individual transaction line items.

Fields

Field	Description
Payment	This field displays when you select Bank in the Payment Method field on the New File dialog box when you created a new file for entering the AP disbursement transactions. Enter the payment (check) number for the disbursement. If the selected bank has automatic numbering for transactions set up, [AUTONUMBER] displays in this field and you cannot enter a check number. In this case, the check number is based on the reference number specified on the Transaction Auto Number tab in Settings > Advanced Accounting > System.
Transaction ID	This field displays instead of the Payment field if you use the Credit Card feature and you selected Credit Card in the Payment Method field on the New File dialog box when you created a new file for entering the AP disbursement transactions. Enter the transaction ID for the credit card charge. This is the ID that is defined by the credit card company for the charge. Enter a transaction ID if you are entering the AP disbursement after the charge has been paid and you know the transaction ID. This allows the charge to be reconciled automatically in the Credit Card Reconciliation application if you import charges from credit card statements. If you do not have a transaction ID when you enter the disbursement, you can leave this field blank and enter the transaction ID when you reconcile the credit card statement in the Credit Card Reconciliation application.
Bank	This field displays when you select Bank in the Payment Method field on the New File dialog box when you created a new file for entering the AP disbursement transactions. From the drop-down list, select the bank code for this disbursement file. If you use multiple currencies, the bank code determines the payment currency for the transaction. (When you set up the bank code, you must select an account for which you specified a currency in Chart of Accounts.)
Credit Card	This field displays instead of the Bank field if you use the Credit Card feature and you selected Credit Card in the Payment Method field on the New File dialog box when you created a new file for entering AP disbursement transactions. From the drop-down list, select the secondary credit card that was used to pay the vendor. A secondary credit card displays in the list only if the Available to AP check box is selected for it in Credit Card Settings. The drop-down list also displays the primary credit to which the secondary credit card is assigned.
Date	Specify the date for this transaction.
Voucher	Enter the voucher number for this disbursement. This field displays only if the Require entry of voucher numbers check box is selected on the Accounts Payable tab in Settings > Advanced Accounting > System AP. If this check box is not selected, then voucher numbers are automatically assigned when you post disbursements.
Vendor	Enter the vendor number or select a vendor from the Vendor lookup. If you use multiple companies, the list of vendors available on the lookup is limited to those who have accounting data specified within the active company.
Address	If a vendor has more than one address entered in the Firms hub, use the drop-down list to select the code for the appropriate address.
Invoice Date	Enter the date from the vendor's invoice. DPS uses this date to calculate the payment date if the vendor's payment terms specify that the vendor should be paid a specific number of days after the invoice date. For example, if most of your vendors have payment terms of Next, you would enter Next as your default payment terms. Then, when you add vendors in the Firms hub, the Payment Terms field displays Next.
Invoice	Enter the invoice number. This number prints on your check to the vendor so that the vendor can identify the invoice being paid. Usually, this number is a number or code that is shown on the invoice.
Diary	This field displays only if you have set up a diary for the fiscal period or fiscal year in which you are entering transactions in the Diary Auto Numbering Options section of the Transaction Settings form in Settings > Accounting > Transactions. Use this field to select a diary code for the current transaction or the group of transactions if you are processing a group of transactions, such as in a vendor payment run. The diaries are used to generate diary reports that contain a set of sequentially numbered transactions that have been posted to the general ledger during the fiscal year or to specific fiscal periods. You can assign different diaries (that have different diary types) to different types of transactions. The Diary drop-down list contains three columns. The first column displays the diary code. The second and third columns display the diary type for the diary code and the description of the diary type. The drop-down list contains all the diaries that you set up on the Diary Auto Numbering Options section in Transactions Settings that have the same fiscal period or fiscal year in which you are entering transactions or that have no fiscal period or year entered for them. If you have multiple companies in DPS, the Diary field drop-down list includes only the diary codes that are set up for the current company. The list also includes IC - Intercompany Diary to capture intercompany transactions. You cannot delete a transaction after it has been saved with a diary number. If a transaction is incorrect, you can enter zero amounts for the transaction or enter a reversing transaction.
Diary Number	This field prefills with an auto-generated number when you save a transaction. The diary numbers tie the specific transactions to debit and credit entries that are posted to the general ledger for the purpose of producing diary reports. The auto numbering ensures that the diary numbers are sequential, based on the order that transactions are posted. The next number to use for a diary is specified in the Next Diary Number field in the Diaries grid, in the Diary Auto Numbering Options section of the Transaction Settings form in Settings > Accounting > Transactions.
Status	This field displays only if you selected the Enable transaction center approval check box on the Transaction Center Approvals tab in Settings > Accounting > Company, and you enabled the approval feature for employee expense transactions. This field displays the current status of the transaction file.
Approved By	This field displays only if you selected the Enable transaction center approval check box on the Transaction Center Approvals tab, and you enabled the approval feature for employee expense transactions. If the transaction file has been approved, this field displays the employee who approved it.

AP Disbursements Grid Toolbar

Field	Description
Insert	Click this option to insert a row in the AP disbursements grid and enter a disbursement line item in the row.
Copy	To create a new AP disbursement line item, you can select an existing line item in the grid to copy, and then click this icon to copy the information in that row into a new row. Then you can edit the information in the new row as needed.
Delete	To delete an AP disbursement line item from a voucher, select the row in the grid that you want to delete and then click this icon.

AP Disbursements Grid Fields

Enter each line item for the AP disbursement in a separate row in the grid.

Field	Description
Description	Enter a description for the disbursement line item. Disbursement descriptions display on invoices, accounts payable reports, and general ledger reports.
Project	Enter the project number or select a project from the Project lookup.
Phase	Enter the phase number or select a phase from the Phase lookup.
Task	Enter the task number or select a task from the Task lookup.
Expense Code	This field displays only if the expense code feature is enabled in Settings > Advanced Accounting > System AP. The vendor's default expense code automatically displays in this field after the project, phase, and task have been selected for the disbursement. The field remains blank if an expense code value was not set up for the vendor on the Accounting tab of the Firms hub. The field is required only if the Enable expense codes option is configured to require expense codes for all project charge types or for projects with a regular charge type. To select an expense code or to modify the default code, click the field's drop-down arrow.
Document	Use this field to associate one or more documents with the disbursement. A Document Uploaded icon displays to indicate that a document is uploaded and associated.
Account	Enter the general ledger account for this disbursement item. The project type and account number must be compatible. If the disbursement is for a regular project, enter a reimbursable or direct account. If the disbursement is for an overhead project, enter an indirect account. Enter the account number or use the Account lookup to select an account. If you use multiple currencies and a currency has been specified for this account (on the General tab of Chart of Accounts), the account is a foreign denominated account. All transactions that affect a foreign denominated account must be in the same currency.
Net Amount	This field displays only if the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab in Settings > Accounting > Company. Enter the disbursement item's net amount that does not include the tax amount. After you enter an amount in this field, a tax amount is calculated automatically and prefills in the Total Tax Amount field if a default tax code was entered for the vendor in the Firms hub or if there were any default tax codes entered in the Default Taxes grid on the New File dialog box. This dialog box displayed when you entered a new transaction file for the AP disbursement transaction entry. If you change the amount in the Amount field in this grid, the amount in the Net Amount field is recalculated automatically.
Total Tax Amount	This field displays only if the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab. This field prefills with the calculated tax amount for a disbursement item after you enter an amount in the Net Amount field. The calculation is based on the net amount and the default tax codes that were entered on the New File dialog box when you created the transaction file for the AP disbursement. 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 disbursement 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 in the Firms hub is XXX. The default tax codes that are entered on the Tax Auditing tab in Accounting Company Settings 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 disbursement 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 in 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 hyperlink. Click the hyperlink to open the Tax Codes dialog box where you can change the tax codes to recalculate the taxes. You can also 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 updated automatically. If you use multiple currencies, the currency that is used for the amount in the Total Tax Amount field is the transaction currency. When Tax Code Entry Is Required If you are required to enter tax codes for AP disbursements, you will not be able to save a disbursement if no amount is entered in the Total Tax Amount field for any disbursement 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 automatically calculate the total tax amount. 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.
Originating Vendor	This field displays only if you selected the Enable Originating Vendor for Employee Expenses and AP Vouchers check box on the Tax Auditing tab. Entry in this field is optional. Click in this field to display the Search icon. Then click the icon to open the Vendor lookup. Select the vendor from whom the disbursement item was originally purchased if it is different than the vendor that you are paying (entered in the Vendor field at the top of this form). For example, if you are entering a disbursement for a charge card vendor, you can enter a line item for each charge (purchase) and associate the charge with the originating vendor. You can select active or inactive vendors, but not dormant vendors. If you use multiple companies, you can select only vendors that are approved for use for processing for the active company. (The Approved for use in processing company xx setting is on the Vendor tab in the Firms hub.)
Amount	If you do not use the Tax Auditing feature, enter the amount of the disbursement line item. If you use the Tax Auditing feature (the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab, 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 disbursement item. If you change the amount in the Amount field, the amounts in the Net Amount and Total Tax Amount fields are recalculated automatically.
Exchange Override Rate	If you use multiple currencies, you can use this field to override the exchange rate for a single line item. DPS stores each transaction amount that you enter in the currency that you selected on the New File dialog box. DPS also stores the amount in the functional currency of the company that owns (via organization structure) the project, phase, or task charged for the transaction. If the transaction currency and functional currency differ, DPS uses the daily exchange rates that you establish in Settings to calculate the amount in the functional currency. Usually, a transaction is recorded using the exchange rate in effect on the date the transaction took place, unless you specify an override in this field.
Payment Amount	This is the amount to be paid for the line item. This prefills with the amount from the Amount field. If you use multiple currencies, the account that is specified for the bank code determines the payment currency for the transaction. (You specify the account's currency when you set up the account in Settings > General Ledger > Chart of Accounts.)
Suppress Bill	Select this check box to suppress billing on an expense. The amount on each detail line is costed to the general ledger only (and does not become a billable transaction). If you select this option, then the expense does not flow through to the Billing application.

Display Fields

The fields below the AP disbursements grid display information from the grid row that you currently have selected. The fields are the following:

• Project
• Phase
• Task
• Client
• Account
• Originating Vendor, if you selected the Enable Originating Vendor for Employee Expenses and AP Vouchers check box on the Tax Auditing tab.
• Currency, if you use multiple currencies
• Exchange Override, if you use multiple currencies