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
.
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
.
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
.
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
.
|
| 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
. 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
), 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.
|
and select the date.
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