Vendor Invoices Tab

Journal Island

Field	Description
Journal No.	This is the journal number. When you create a journal, Maconomy automatically gives it a number. The number, which runs in consecutive order, is retrieved from the journal system numbers in the window System Numbers in the Set-Up module.
Created by	This is the name of the user who created the vendor invoice journal. You cannot change name.
Date	This is the date on which the vendor invoice journal was created. The date cannot be changed.
Period No.	This field shows the journal’s period number in the current fiscal year. If your company uses periods that follow the months of the year, the field will, for example, show 1 for January, 2 for February, 3 for March, and so on. However, the periods do not necessarily follow the months of the year. The duration of the period is shown in the fields “Period Start” and “Period End” below. When you have completed the first entry line, Maconomy checks the current fiscal year defined in the Fiscal Year window and finds the period that covers this entry’s date. This period is assigned to this field, and in this way, the first entry line determines the journal’s posting period. All entries in a journal must be within the same period. This ensures that each period balances. The date in this field cannot be changed manually.
Period Start	This field shows the first date in the period covered by the journal. The period of the journal goes from the period starting date to the date shown in the field “Period End” below. It is only possible to specify entry dates within this period to ensure that each period balances. The date in this field cannot be changed manually. When you have completed the first entry line, Maconomy checks the current fiscal year defined in the Fiscal Year window in the G/L module and finds the period that covers this entry’s date. This period is assigned to the journal, and this field shows the first day of that period. In this way, the first entry line determines the journal’s posting period.
Period End	This field shows the last date in the period covered by the journal. For further description, please see the field “Period Start” above.
Fiscal Year	This field shows the fiscal year to which the journal is assigned.
Auto. Trans. No.	In this field, you specify whether the transaction number should be increased automatically when you enter a new vendor invoice. If this field is marked, the transaction number is increased by one automatically. The number can be changed, however.
Post	In this field, you specify whether the journal should be included when you post journals using the Posting window in the G/L module. If this field is marked, the journal is included, but you can unmark it in the Posting window. If this field is marked, and you make a change on a line in the table part of this window on which the field “Released for Posting” has been marked, the mark in this field will automatically be removed by Maconomy. This functionality ensures that a vendor invoice is not posted unless all lines in the journal have been released for posting.
Prior-Period	In this field, you can choose whether the vendor invoice journal is to be a prior-period journal and in that case select the prior period in which the G/L entries are to be posted. However, you can only select a prior period if you have been given access to perform this action in the Actions window. If you select a period, the journal is a prior-period journal. The periods are created in the Popup Fields window in the Set-Up module. Here, you also state whether the prior period is open and in which prior period the existing prior period can be used. The marking of the journals is shown in the Journal Listing window in which you can also choose to have an overview of prior-period journals only. In the Print Posting Journal window, it is possible to choose that the posting of journals or the reprinting of journals is to include prior-period journals only. In the G/ L Reports window, it is possible to generate a report which includes G/L entries with a particular prior period only. Prior-period journals are used for posting in closed periods, including posting in previous fiscal years.

Batch Total Island

Field	Description
Control	In this field, you can enter the expected batch total of the invoice entries. The batch total is the sum of all of the values entered in the field “Amount Incl. Tax, currency” in the vendor invoice journal lines, regardless of whether the value is debit or credit. If you enter a control sum, the invoice journal can only be posted if it balances with the batch total calculated by Maconomy, which appears in the field “Current,” that is, the value in the field “Balance” must be 0. If the control sum is 0 it will not be applied. The control sum is thus an extra check that you are entering the correct amounts in the entry lines in the table. Before you enter the entry lines, you count all of the invoice entries, including both debit and credit amounts. If you forget one or enter the wrong amount, the difference will be revealed in the field “Balance.”
Current	This is the batch total calculated by Maconomy. It is the total of the amounts in the fields “Amount Incl. Tax, Currency,” including both debit and credit amounts.
Balance	This is the difference between the “Control” sum and the “Current” sum. If you have entered a control sum, the journal can only be posted if the value here is 0.

Field

Description

Control

In this field, you can enter the expected batch total of the invoice entries. The batch total is the sum of all of the values entered in the field “Amount Incl. Tax, currency” in the vendor invoice journal lines, regardless of whether the value is debit or credit.

If you enter a control sum, the invoice journal can only be posted if it balances with the batch total calculated by Maconomy, which appears in the field “Current,” that is, the value in the field “Balance” must be 0. If the control sum is 0 it will not be applied.

The control sum is thus an extra check that you are entering the correct amounts in the entry lines in the table. Before you enter the entry lines, you count all of the invoice entries, including both debit and credit amounts. If you forget one or enter the wrong amount, the difference will be revealed in the field “Balance.”

Current

This is the batch total calculated by Maconomy. It is the total of the amounts in the fields “Amount Incl. Tax, Currency,” including both debit and credit amounts.

Balance

This is the difference between the “Control” sum and the “Current” sum. If you have entered a control sum, the journal can only be posted if the value here is 0.

Transaction Numbering Island

Field	Description
Transaction Type	In this field, you can enter a transaction type. By default, the field shows the default transaction type for the vendor invoice journal.
Number Series	In this field, you can select a transaction number series. By default, the field shows the transaction number series for the transaction type.

Vendor Island

Field	Description
Vendor No.	When you press Return after entering the vendor invoice, this field will show a vendor number. The field also shows the vendor’s name and address. The information is used for checking that you have entered the correct vendor number. This information is retrieved form the Vendor Information Card. It cannot be changed here.

Pay to Vendor Island

Field	Description
Vendor No.	When you press Return after entering a vendor in the Vendor island, Maconomy shows a Pay to Vendor number here. The pay-to vendor is retrieved form the information card of the vendor specified in the Vendor island. This field also includes the vendor’s name and address. The information is used to control that you have entered the correct vendor number. Use this field if a different vendor is receiving payment for the delivery. The Pay to Vendor number indicates the address to which payment is sent.’ The “original” (delivery) vendor is debited to the amount.
Giro No.	This field shows the giro number assigned to the pay-to vendor displayed in this island.
Reg. No.	This field shows the registration number assigned to the pay-to vendor displayed in this island.
Bank Acct. No.	This field shows the bank account number assigned to the pay-to vendor displayed in this island.

Company Island

Field	Description
Company	In this field, you can enter the number of the company responsible for the vendor invoice journal. If you do not enter a value manually, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivations in the G/L module. If no value can be derived, the standard value is transferred from the window System Information in the Set-Up module. This name also shows the company that is associated with that company number. If the table part contains vendor invoices from vendors whose settling company is different from the one shown in this field, Maconomy will automatically create intercompany balances at the posting of the vendor invoice journal. In the intercompany balance, the company in this field will be the responsible company. However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, intercompany entries are only created if the two companies involved are not both assigned to the same parent company. See the section “Multiple Companies” in the chapter “Introduction to the G/L Module” and the window Intercompany Accounts in the G/L module for a further description of the concept of responsible companies and intercompany balances.
Currency	This field displays the currency used as base currency in the company specified in the field “Company No.” above. For a detailed description of the concepts of base currency and enterprise currency, see the description of the field “Base Currency” in the window System Information in the Set-Up module.

Field

Description

Company

In this field, you can enter the number of the company responsible for the vendor invoice journal. If you do not enter a value manually, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivations in the G/L module. If no value can be derived, the standard value is transferred from the window System Information in the Set-Up module. This name also shows the company that is associated with that company number.

If the table part contains vendor invoices from vendors whose settling company is different from the one shown in this field, Maconomy will automatically create intercompany balances at the posting of the vendor invoice journal. In the intercompany balance, the company in this field will be the responsible company. However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, intercompany entries are only created if the two companies involved are not both assigned to the same parent company. See the section “Multiple Companies” in the chapter “Introduction to the G/L Module” and the window Intercompany Accounts in the G/L module for a further description of the concept of responsible companies and intercompany balances.

Currency

This field displays the currency used as base currency in the company specified in the field “Company No.” above. For a detailed description of the concepts of base currency and enterprise currency, see the description of the field “Base Currency” in the window System Information in the Set-Up module.

Posting Island

Field	Description
Layout	In this field, you can select which layout to use when the journal is posted. The “Standard” layout includes detailed information about each entry. The “Journal Overview” layout shows summary information with totals for the journal, including any resulting intercompany journals.

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