Entries Sub-Tab

This section includes the fields and descriptions for the Entries sub-tab.

Field	Description
Supplier No.	This field shows a range of supplier numbers. Maconomy will only print checks for suppliers within this range.
Supplier Name	This field shows the name of the supplier.
Invoice No.	This field shows the number of the current invoice. The number is the vendor invoice number and is retrieved from the window Vendor Invoices. It cannot be changed here.
Due Date	This is the entry's due date. The due date is calculated from the invoice date and the vendor's payment terms. The date determines whether the entry is selected for payment when you create payment selections. The entry is selected if the due date is on or before the due date in the card part of the window. The value was specified when the vendor invoice was registered. It can be changed here.
Currency	This field shows the currency in which the vendor invoice is to be paid. The value is transferred from the vendor information card.
Debit, Currency	This is the debit entry amount in the vendor's currency. Debit entries are created when you register vendor credit memos in a vendor invoice journal or a general journal.
Credit, Currency	This is the credit entry amount in the vendor's currency. Credit entries are created when you register vendor invoices in a vendor invoice journal or a general journal.
Remainder, Currency	This field shows how much of the original amount of the entry is yet to be paid or reconciled. If a discount is specified on the line, Maconomy automatically deducts the discount amount from the remainder in this field. The field is maintained by Maconomy and cannot be changed manually.
Payment, Currency	This field shows how much of the entry is selected for payment. If payment is selected automatically, Maconomy will transfer the amount from the field “Balance” to this field. In manual selection, you must enter an amount here. The amount in this field may not exceed the balance amount.
Discount %	Here you can specify a cash discount percentage. When you press Return, Maconomy calculates the discount amount and shows it in the field “Cash Discount, Currency.” If a cash discount percentage was specified when the vendor invoice was entered, this discount percentage is suggested. If the vendor is selected to pay tax in the field “Tax” in the window Payment Control, the cash discount is deducted from the invoice before the tax is added. The invoice amount, excluding tax, is calculated from the tax rate in the standard tax code (specified in the window System Information). If you only complete the field “Cash Discount Currency,” Maconomy will calculate the corresponding percentage rate and will then show it here, when you press Enter. If you enter values in both this field and the field “Cash Discount Currency,” Maconomy will use the field “Cash Discount, Currency” to calculate the discount, and will then show the corresponding discount percentage in this field, when you press Enter.
Cash Discount, Currency	In this field you enter a cash discount in the vendor's currency. If Maconomy has calculated the cash discount on the basis of the cash discount terms entered for the current vendor invoices, and if tax adjustment has been selected in the current vendor’s cash discount term, the amount in this field will include tax. If tax adjustment has not been selected in the applied cash discount term, the amount is shown in this field, exclusive of tax. The reference to the cash discount account is retrieved through a dimension combination in the window Posting References in the G/L module.
Cash Discount Date	This field shows a cash discount date, if any, for the current vendor entry. The date in this field is the latest date that will trigger the allowance of a cash discount for the vendor entry. The date is calculated on the basis of the cash discount term entered on the vendor invoice in question.
Being Paid, Currency	This field shows how much of the entry is being paid. The amount is shown in the vendor’s currency. An entry is being paid from the time it is included in a payment file created in the window Payment Files until it is approved as paid.
Pay to Vendor	This field shows the number of the pay-to vendor registered on the current vendor invoice.
Payment Mode	In this field, you can choose how to pay the invoice. For further information about payment modes, see the description of the window Payment Modes.
Pay when Paid	In this field, you can specify whether payment when paid functionality should apply to the current invoice entry. Maconomy suggests the value from the corresponding field on the vendor invoice to which the current entry pertains. The field can only be marked if the system parameter “Enable Payment when Paid” has been marked. Payment when paid functionality is used for ensuring that vendor invoices are not paid until they are allocated, and that vendor invoices allocated to jobs are not paid until you have received payment from the customer of the job in question. If you do not mark the field, the field “Ready for Payment,” which must be marked for the entry to be included in the payment selection, is marked if the invoice is simply approved, that is, the field “Approved” has been marked. If you mark the field, the field “Ready for Payment” is only marked if the invoice is approved and the field “Paid by Customer” is marked. This means that the entry is only included in the payment selection if the invoice has been allocated. Furthermore, if the invoice is allocated to one or more jobs, the entry is only included in the payment selection if the job entries created as a result of the allocation have all been invoiced and paid, or otherwise closed (for example, written off). When the field is marked, the due date does not determine whether the entry is selected for payment. Payment when paid entries are selected for payment as soon as they are ready for payment.
Paid by Customer	This field only applies to invoice entries assigned to a job entry created as a result of allocating the vendor invoice to a job. The field shows whether the customer of the job in question has paid the amount due for the job entry. This means that the field is only marked if all job entries created as a result of the allocation of the vendor invoice have all been invoiced and paid, or otherwise closed (for example, written off). Along with the fields “Approved” and “Pay when Paid,” this field determines whether the field “Ready for Payment” is marked, and the entry is therefore ready to be paid. If the field “Pay when Paid” is marked on the line, the field “Ready for Payment” is only marked if both this field and the field “Approved” are marked. If the field “Pay when Paid” is not marked on the line, only the field “Approved” needs to be marked for the field “Ready for Payment” to be marked.
Ready for Payment	This field shows whether the current entry is ready for payment and will thereby be included in the payment selection. If the field “Pay when Paid” is marked on the line, the field is only marked if both the field “Paid by Customer” and the field “Approved” are marked. If the field “Pay when Paid” is not marked on the line, only the field “Approved” needs to be marked for this field to be marked. However, if the entry is approved, it is possible to select it for payment manually. Please note that if this field is marked on a line on which the field “Pay when Paid” is also marked, the due date does not determine whether the entry is selected for payment. Payment when paid entries are selected for payment as soon as they are ready for payment.
Approved	This field shows whether the invoice has been approved. The field only applies if the current line shows an invoice and not a credit memo. An invoice must be approved to be selected for payment. The field cannot be changed here. Invoices are approved manually in the window Approve Invoices, where it is also possible to cancel an approval.
Card Type Code	This field shows the card type code entered in the window Vendor Invoices when registering the entry. If you have not entered a code in that window, Maconomy uses the code from the window Payment Control. You can change the suggested value. The code is used by Maconomy when creating payment files in the window Payment Files.
Payer Identification	This field shows the payer identification entered in the window Vendor Invoices when the entry was created. If you have not entered a code in that window, Maconomy will use the payer identification from the window Payment Control. You can change the suggested value here. The information is used when creating payment files in the window Payment Files to identify the vendor entry associated with the current payment.
Giro	This field shows the giro number assigned to the pay-to vendor. Bank Acct. No. This field shows the bank account number assigned to the pay-to vendor.
Reg. No.	This field shows the registration number assigned to the pay-to vendor.
Credit Card No.	This field shows the credit card number assigned to the pay-to vendor.
CPC No.	This field shows the CPC number assigned to the pay-to vendor.
Payment Description	This field shows the payment description entered in the window Vendor Invoices when registering the entry. You can change the suggested value here. The code is used by Maconomy when creating payment files in the window Payment Files.
Entry Date	This is the entry date in the general ledger. The date identifies the posting period. The date cannot be changed.
Trans. No.	This is the entry's transaction number. The number was entered on the vendor invoice. It cannot be changed. When the entry is paid, this number is not the one shown on the payment. Instead, Maconomy allocates a unique payment transaction number. Payment transaction numbers are maintained in the window System Numbers in the Set-Up module.
Trans. Type	This field shows the transaction type of the vendor entry.
Entry Description	This is the entry description. The text was entered on the vendor invoice, and it cannot be changed here. When the entry is paid, this text is not shown on the payment. Instead, Maconomy retrieves a text from the window Posting Descriptions in the G/L module.
Original Amount	This is the original invoice amount, expressed in the entry's original currency. It was specified on the vendor invoice and cannot be changed here.
Original Currency	This is the currency in which the invoice was registered. It was specified on the vendor invoice and cannot be changed.
Responsible	This is the employee responsible for approving invoices and credit memos for the vendor. The name is used partly for reference, partly on the printout of unapproved vendor invoices, which is sorted by ‘responsible.’ The name cannot be changed.
Date Posted	This is the date the entry was posted. It cannot be changed.
Import Date	This field shows the import date entered in the window Vendor Invoices when registering the entry. You can change the value here. The code is used by Maconomy when creating payment files in the window Payment Files.
Payment Agent	This field shows the name of the payment agent assigned to the payment mode of the current vendor entry.
Check Book	This field shows the name of the check book assigned to the payment mode of the current vendor entry.
Company No.	This field shows the number of the company registered as the settling company of the current vendor entry, that is, the company to pay the vendor in question.
Company of Origin	This field shows the number of the company which received and registered the vendor invoice.
Disclosable	This field shows whether the current entry is disclosable. This can be due to the fact that the vendor invoice represents income to the customer which is not taxed at source.