Contents of the AP Invoice Approvals Form

Use this form to create, modify, and manage the approvals of AP invoices.

Contents

Field	Description
Approval ID	This field displays a unique key identifier, which is automatically assigned to the AP invoice approval record. You can use the approval ID as a search criterion in an AP Invoice Approval lookup.
Approvals Timeline	If an approval workflow has started and you selected Show Approvals Timeline from the Actions bar, the Approvals Timeline displays on the Budget tab.
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.

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.
Upload File	Click this option to open a dialog box on which you can select one or more files for upload.

Invoice Information

Field	Description
Vendor	Use this field to assign a vendor type firm to the record. Select a firm from the list or click New Firm to add a firm to the invoice. After you enter the firm, invoice date, and invoice number, a validation check verifies that no other AP invoice or AP voucher has that firm, date, and number combination. The invoice date and invoice number are used during the validation process, but both are not required by default.
Invoice	Use this field to enter the invoice number for the record. After you enter the firm, invoice date, and invoice number, a validation check verifies that no other AP invoice or AP voucher has that combination. If the validation fails, an error message displays. Click OK to close the error message and clear the Invoice field. If the Warning for Duplicate Invoices option is selected on the Options tab of Settings > Cash Management > Accounts Payable, a warning message displays to inform you when the invoice has a duplicate voucher. Click OK to close the warning message and continue.
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.
Address	This field displays the address of the firm. Click the drop-down to view the description of the address.
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.
Payment	This field displays the default payment terms. Select an option from the drop-down list to change the payment terms. If you select the Date option, the Pay Date field to the right of this field becomes enabled and required.
Pay Date	This field displays the selected date. Click this field to change the date.
Purchase Order	This 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. 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 Other Actions > Voucher Options > Create Voucher from Purchase Order Options on the Actions bar of the AP Invoice Approvals form and then 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 in the desktop application.)
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.
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.
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 list, the lookup field functions as an employee lookup. The Employee lookup displays all employees and is not restricted based on your security settings. If you select Organization from the list, the lookup field functions as an Organization lookup (available only if you use the Organization Reporting feature). The Route To option 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 in the desktop application.

Project Information

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 specified 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 Detail grid.

Use the grid toolbar at the top right of the Project Information grid to maximize or minimize the records list, select columns to display on the grid, export records to .CSV file format, and filter records in the grid.

Field	Description
Import	Click this button to import a file into the Project Information grid and to format its contents.
Description	Use this field to enter a description for the project.
Project Name	Select a project or click Search to locate a project that you want to add to the grid. If the Purchase Order field is blank, and the Route To drop-down list is blank, then this field is required to submit a record. When you select a project, the Project field displays the project number.
Phase Name	Select the phase that is associated with the project. When you select a phase, the Phase field displays the phase number.
Task Name	Select the task associated with the phase and project. When you select a task, the Task field displays the task number.
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 Accounts form in Settings > General Ledger > 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.
Account Name	This field displays the name of the account that you enter in the Account field.
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.
Net Amount	This field displays only if Enable Tax Auditing Feature is selected on the Options form in Settings > Cash Management > Accounts Payable. 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 Enable Tax Auditing Feature is selected on the Options form in Settings > Cash Management > Accounts Payable. 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 Options form in Settings > Cash Management > Accounts Payable 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 Require Tax Codes to be Used in AP Transactions is selected on the Options form in Settings > Cash Management > Accounts Payable.
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 (Enable Tax Auditing Feature is selected on the Options form in Settings > Cash Management > Accounts Payable), 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.
Client Name	This field displays the name of the firm that is set as the primary client for the project.
Project	This field displays the number of the project that you select in the Project Name field.
Phase	This field displays the number of the phase that you select in the Phase Name field.
Task	This field displays the number of the task that you select in the Task Name field.
(Options)	Click this option at the right end of a grid row to select the following options: Open in 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. Copy: Select this option to copy a selected row. The copy is added to the bottom of the grid. Delete: Select this option to delete a selected row.
+ Add Project	Click this option beneath the grid to insert a new row into the grid.