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 Configuration > Accounting > System Settings.

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 the Multicurrency feature, 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 the Chart of Accounts Info Center.)

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 Configuration. The drop-down list also displays the primary credit to which the secondary credit card is assigned.

Date Enter the date for this transaction, or click and select the date.
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 Configuration > Accounting > System AP. If this check box is not selected, then voucher numbers are automatically assigned when you post disbursements.

Vendor Perform one of the following actions to enter the vendor number:
  • In this field, enter all or part of the vendor number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the vendor from the list.
  • Click to display the lookup and select the vendor record.

If you are using the Multicompany feature, the list of vendors available in 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 Vendor Info Center, use the drop-down list to select the code for the appropriate address.
Invoice Date Enter the date from the vendor's invoice. Vision 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 Vendor Info Center, 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 in Accounting System Settings Configuration for the fiscal period or fiscal year in which you are entering 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 an accounts payable payment processing 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 tab in Configuration > Accounting > System Settings that have the same fiscal period or fiscal year in which you are entering transactions, or no fiscal period or year entered for them.

If you have multiple companies, the Diary 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 on the Diary Auto Numbering tab in Configuration > Accounting > System Settings.

Status This field displays only if you selected the Enable transaction center approval check box on the Transaction Center Approvals tab in Configuration > Accounting > Company Settings, 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 in Configuration > Accounting > Company Settings, 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 icon 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 Perform one of the following actions to enter the project number:
  • In this field, enter all or part of the project number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the project from the list.
  • Click to display the lookup and select the project record.
Phase Perform one of the following actions to enter the phase number:
  • In this field, enter all or part of the phase number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the phase from the list.
  • Click to display the lookup and select the phase record.
Task Perform one of the following actions to enter the task number:
  • In this field, enter all or part of the task number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the task from the list.
  • Click to display the lookup and select the task record.
Expense Code This field displays only if the expense code feature is enabled in Configuration > 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 Vendor Info Center.

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.

Perform one of the following actions to enter the account number in this field:

  • In the Account field, enter all or part of the account number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches and you can select the account from the list.
  • Click to display the lookup and select the account record.

If you use the Multicurrency feature and a currency has been specified for this account (on the General tab of the Accounts Info Center), 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 Configuration > Accounting > Company Settings.

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 Vendor Info Center 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 in Configuration > Accounting > Company Settings.

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 Accounting tab in the Vendor Info Center, 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 Vendor Info Center 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 Accounting tab in the Vendor Info Center, 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 the Multicurrency feature, 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 in Configuration > Accounting > Company Settings.

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 in Configuration > Accounting > Company Settings. 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 the Multicompany feature, 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 Accounting tab in the Vendor Info Center.)

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 in Configuration > Accounting > Company Settings), 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 the Multicurrency feature, you can use this field to override the exchange rate for a single line item. Vision stores each transaction amount that you enter in the currency that you selected on the New File dialog box. Vision 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, Vision uses the daily exchange rates that you establish in Configuration 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 the Multicurrency feature, 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 the Chart of Accounts Info Center.)
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:
  • 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 in Configuration > Accounting > Company Settings
  • Currency, if you use the Multicurrency feature
  • Exchange Override, if you use the Multicurrency feature