Enter/Edit Invoices - G/L Distribution

Program/Screen: IP210T/IP210T30

Description:

Use this screen to enter the details of an A/P invoice such as the invoice date and due date.  Also, you can verify and possibly modify the G/L account distribution for the invoice.

 

Various settings in control records IP210T, IP2102, and IP2103 dictate how the G/L account numbers are defaulted and whether they can be modified on this screen.

 

Click a link to advance to that section of the topic.

 

 

Navigation

This is the third screen in the Enter/Edit Invoices program.  Access the screen by entering header information about an A/P invoice on the Enter/Edit Invoices - Invoice Entry screen and pressing Enter twice.  Add more details about the invoice such as invoice date and due date.  If your system is set to allow them, make changes as necessary to the G/L account distribution.

 

Unique Enter/Edit Invoices Screens

Enter/Edit Invoices - Launch

Enter/Edit Invoices - Invoice Entry

Enter/Edit Invoices - Invoice Selection

Enter/Edit Invoices - Selected Receivers

Enter/Edit Invoices - Delivery Selection

Enter/Edit Invoices - G/L Distribution

Enter/Edit Invoices - Cost Update

 

Options

Option

Description

2

Cost Update.  Enter 2 in the Option field to advance to the Cost Update screen to update the actual cost of an item from the vendor's invoice.  The Allow item cost update field must be set to Y in control record IP2103 to have access to this option.

 

Fields

Recurring Quantity

Displays the number of times that this invoice will recur.

 

Posted

Indicates whether the invoice batch has been posted.

 

Multiple Invoices

Indicates whether this invoice number will be entered multiple times with different amounts and due dates.

 

1099 Income

Indicate whether this invoice represents 1099 income for the vendor.

 

Prepaid Code

Indicate whether this invoice was already manually paid.  If you enter Y, this invoice cannot be selected for payment.

 

If you need to enter multiple invoices or credit memos for the same prepaid check, enter the invoices/credit memos as if they were not prepaid (leave this field blank), and then use the Payment Selection program to change the prepaid status of each invoice/credit memo using payment function code 5.

 

Due Date

Enter the invoice due date.  If you entered a due date on the Batch Header screen, and you leave this field blank, the system defaults the due date from the batch header.  If you did not enter a due date on the Batch Header screen, and you leave this field blank, the system calculates a due date based on the invoice date and the number of days entered in the Term Days field in Vendor Master Maintenance.

 

Check Number

If the invoice was prepaid, enter the number of the check used for payment.

 

Check Date

If the invoice was prepaid, enter the date and time of the check used for payment.

 

Discount Percent

Enter the percentage to use to calculate the discount on the gross amount of the invoice.

 

Discount Date

Enter the date up to which the discount can be taken.

 

Halt Code

If applicable, enter the halt code to prevent the invoice from being selected for payment.  Based on certain circumstances when you enter the invoice header, the system might default a halt code into this field.  Valid codes include:

 

 

With the appropriate security setting, you can change the halt code status of an invoice in the Payment Selection program.

 

Invoice Date

Enter the date from the invoice.

 

Invoice Description

Enter or accept the description of the invoice.  Settings in control record IP210T determine how the invoice description defaults.

 

Employee

Displays the name of the user who entered the invoice.

 

Batch Number

Displays the batch number entered on the first screen.

 

Close Batch

Indicate whether to close the batch after saving this invoice.

 

Date

Displays the date that the invoice was entered in the batch.

 

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Account Number

Enter or accept the general ledger account number to be debited or credited when this invoice is posted.

 

Various settings in control records IP210T, IP2102, and IP2103 dictate how the G/L account numbers are defaulted and whether they can be modified on this screen.  Control record IP210T also contains a setting to indicate whether the vendor master record should be updated with G/L account numbers entered for this invoice.

 

Amount

Displays the amount from the invoice that applies as a debit or credit to the corresponding G/L account.

 

Debit/Credit

Indicates whether the amount is debited or credited to the corresponding G/L account.

 

Description

Displays a description of the G/L account.

 

Equipment Number

Displays the number of the equipment from the purchase order.  If the equipment number does not default from the purchase order, or if the item that was purchased is not equipment but is related to a specific piece of equipment, you can enter the equipment number.

 

For information on how equipment is costed, read the Equipment Costing quick guide.

 

Type

Displays the Type code assigned to the equipment at receipt.  Valid codes include:

 

Invoiced

Indicate if the equipment has been fully invoiced for capitalization purposes.

 

An asset's monthly depreciation amount is estimated and calculated as an accrual until it is verified that its initial cost has been completely entered by setting this Invoiced flag to Y, or by setting the Fully Invoiced flag on the Equipment Maintenance - Cost screen to Y.  This ensures that when freight or other adjustments for the asset are entered in Accounts Payable Invoice Entry during the first part of the asset's life, they are calculated as accruals and reversed accordingly.

 

Once all costs for the asset have been entered, set at least one of the "Invoiced" flags to Y, and the system brings the asset's depreciation up to date according to the true and final cost when the asset is next depreciated.

 

ClosedMore information...

When depreciation is run live, the system will update the depreciation buckets in the equipment master file (EQPMASFL) for all assets that have this Fully invoiced flag set to Y.  It will also create a reversing batch for the assets that do not have this flag set to Y, but will not update the depreciation buckets.  The calculation for this accrual is cumulative from the date in rental since it is a reversal, and each month’s expense will be the net of the prior month’s LTD reversal and the current month’s LTD accrual.

 

The first month that assets become fully invoiced, and depreciation is run live, depreciation will be calculated based on the current acquisition cost.  The depreciation buckets in the equipment master file are updated with the appropriate MTD, YTD and LTD amounts and a non-reversing journal entry is made for the assets’ LTD depreciation.  The second and later months calculate and record normal monthly depreciation.

 

NOTE:  Control record RAEDP3 setting Flag uninvoiced method, should be set to Y to create depreciation accrual for uninvoiced or not fully invoiced assets that qualify for depreciation (type R, O).

 

Messages

If applicable, enter a brief message about the invoice.

 

Function Keys

Function Key

Description

F1

Help.  Place your cursor in a field and press F1 to access online help for that field.  Place your cursor outside of any field, and press F1 to access online help at the program level.

F3

Exit.  Exit the page or program.

F4

Search.  Place your cursor in a searchable field and press F4 to access a lookup window or more advanced search screen.

F9

Deposits.  Advance to the Invoice Selection screen to choose an invoice for which you want to review deposits.

F11

Discounts.  Display fields to enter discount G/L accounts and amounts and up to six analysis codeUser-defined code assigned to G/L accounts and used for analysis and reporting purposes.s for each debit and credit line on the invoice.

F12

Cancel/Previous.  Exit the program or move back a screen.

 

Related Programs

Default System G/L Values Maintenance

Invoice Inquiry

Print Invoice Entry Edit

Post Invoices

Payment Selection

Print Checks/Disburse Cash

 

 

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