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Bills and Adjustments

Form ID: (AP301000)

You use this form to enter vendor documents—including landed cost bills, adjustments, and prepayments—and to view the details of existing documents.

For each vendor invoice (which is an AP bill in the system), adjustment, or prepayment request, an AP document of the appropriate type is created; it includes information about the vendor and the vendor’s original document, such as the reference number of the original vendor invoice or memo. Also, you can associate bills with the purchase orders used to order goods and with the purchase receipts issued to confirm the receipt of ordered goods.

You can edit bills, adjustments, and prepayments until they have been released.

In This Topic [Hide/Show]

Back to TopForm Toolbar

The form toolbar and More menu include the buttons and commands described below.

Command Description
Add to Schedule Navigates to the Recurring Transactions (AP203500) form, which you use to assign the selected document to a schedule.
AP Edit Detailed Navigates to the AP Edit Detailed (AP610500) report.
Apply Applies the selected document to a bill or credit adjustment. When you click this command, the system opens the Checks and Payments (AP302000) form with the document of the Debit Adj. type selected in the Summary area. On the Documents to Apply tab, you select a bill or a credit adjustment to which the document should be applied.
This command appears on the More menu for a document that has the Debit Adjustment type.
Approve Approves the selected document and changes its status from Pending Approval to Balanced.
When you click this command, the Enter Reason dialog box opens if Is Optional or Is Required is selected in the Reason for Approval box on the Rule Actions tab of the Approval Maps (EP205015) form for the map. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being approved.
This command appears on the More menu only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Payable Preferences (AP101000) form.
AP Register Detailed Navigates to the AP Register Detailed (AP622000) report.
Hold Changes the status of the record to On Hold. You click this command when you want to make changes to the record or pause its processing.
This command is available if the document has the Balanced status.
Pay Creates a payment for the document. When you click this command, the system opens the Checks and Payments form with the document displayed on the Documents to Apply tab as a line for a new payment.
If the Joint Payees check box is selected in the Summary area, when you click this command, the system opens the Prepare Payments (AP503000) form with separate lines for joint payments and for the payments to be made to the main vendor.
This command appears for a document that has the Bill or Credit Adj. type.
Pay/Apply Applies the selected document to a payment. When you click this command, the system opens the Checks and Payments form with the document displayed on the Documents to Apply tab as a line for a new payment.
This command appears for a document that has the Prepayment type.
Pre-Release Pre-releases the bill and records all the expenses specified in the document to the reclassification account specified for the vendor on the Vendors (AP303000) form. The pre-released bills can be released after the expenses are reclassified—that is, after specific expense accounts are selected for each detail line.
The command is available only if the Expense Reclassification feature is enabled on the Enable/Disable Features (CS100000) form.
Reassign Opens the Reassign Approval dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
This command appears on the More menu only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Payable Preferences (AP101000) form.
Recalculate Prices Opens the Recalculate Prices dialog box, which you use to specify the settings for updating the prices and discounts for the selected document.
Reclassify GL Batch Opens the Reclassify Transactions (GL506000) form, on which you can initiate the reclassification process.
For details, see Reclassifying Transactions.
Reclassify Bill Changes the status of the document to Under Reclassification so that you can make changes to the bill. This command is available for a bill if the Allow Bill Reclassification check box is selected on the Accounts Payable Preferences (AP101000) form and the bill has the Open or Closed status.
The ability to perform bill reclassification is granted to only users with the Financial Supervisor or Project Accountant role assigned to them on the User Roles (SM201005) form.
For details, see Project Expense Reclassification: General Information.
If the Calculate Project-Specific Taxes check box is selected on the Projects Preferences (PM101000) form, the system does not automatically update the project-specific tax zone in a reclassified bill. If the tax zone and the applicable taxes of a project-related bill require adjusting, you should reverse the bill instead of reclassifying it and create a new bill for another project instead.
Refund Opens the Checks and Payments (AP302000) form, on which you can create a refund for the adjustment. This command appears for a document that has the Debit Adjustment type.
For details, see Debit and Credit Adjustments: Refunds.
Reject Rejects the selected document. When you click this command, the status of the document changes from Pending Approval to Rejected.
When you click this command, the Enter Reason dialog box opens if on the Rule Actions tab of the Approval Maps (EP205015) form for the applicable map, Is Optional or Is Required is selected as the reason for rejection. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being rejected.
After rejecting the document, you can click Hold to assign the On Hold status to the document; then you can modify it and resubmit it for approval.
This command appears on the More menu only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Payable Preferences form.
Release Releases this AP document.
This command is available if the document has the Balanced or Under Reclassification status.
Release Retainage Opens the Release Retainage dialog box, in which you specify the settings of the retainage to be released and then run the process of releasing the bill. (As a result, the retainage bill is created in the system.)
This command appears on the More menu only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.
Remove Hold Changes the status of the document from On Hold to Balanced, making it possible to release the document.
This command is available if the document has the On Hold status. It appears when you create a new document if the Hold Documents on Entry check box on the Accounts Payable Preferences (AP101000) form is selected.
Reverse Creates a debit adjustment with the same details as are in the selected document to reverse it. If this command is used for a document with the Debit Adj. type, a reversing credit adjustment is created.
A debit adjustment cannot be reversed automatically if at least one line of the debit adjustment has a link to a purchase order, subcontract, service order, or appointment. You should instead create a credit adjustment or a bill.
This command is not available for original and retainage debit adjustments that have been created automatically when an original bill or a retainage bill was reversed.
Vendor Details Navigates to the Vendor Details (AP402000) form.
View Schedule Navigates to the Recurring Transactions form, where you can view the schedule of the document if it has the Scheduled status.
View Source Document Navigates to the Incoming Documents (AP301100) form.
The command is available for a document that has been created based on a recognized PDF document. For details, see Recognizing AP Documents from PDFs.
Void Voids the selected bill if the bill has the Pre-released status and no payments are applied to the bill or voids the selected prepayment.
The command is available for a document with the Bill type only if the Expense Reclassification feature is enabled on the Enable/Disable Features (CS100000) form.

Recalculate Prices Dialog Box

You use this dialog box to specify the settings to be used for updating the prices and discounts for the selected document. You open the dialog box by clicking Recalculate Prices on the More menu.

Column Description
Recalculate The line or lines for which prices and discounts are recalculated. You can select one of the following options:
  • Current Line To recalculate prices and discounts for the selected line of the document
  • All Lines: To recalculate prices and discounts for all lines of the document
Set Current Unit Prices A check box that indicates (if selected) that when you click OK, the system does the following for the selected line or all lines (depending on the option selected in the Recalculate box):
  • Updates the item price with the current price if the price has been changed on the Sales Prices (AR202000) form.
  • Checks whether the state of the Ignore Automatic Line Discounts check box for the item price has been changed on the Sales Prices (AR202000) form. If it has, the system does the following:
    • If it has been cleared, applies or updates the automatic line discounts if the discounts have been changed
    • If it has been selected, removes any automatic line discounts that have been applied
With the current check box selected, the system updates document discounts as well as group discounts related to the lines with updated prices. The system updates discounts regardless of the state of the Recalculate Discounts check box in this dialog box.
Override Manual Prices A check box that indicates (if selected) that the system must override the prices that have been modified manually in the Unit Price or Ext. Price column with the current prices. After the manual prices are overridden in the document, the system clears the Manual Price check boxes in the appropriate document lines.
This check box is available for selection if the Set Current Unit Prices check box is selected.
Recalculate Discounts A check box that indicates (if selected) that when you click OK, the system will recalculate and apply automatic line discounts, group discounts, and document discounts, even if prices have not been changed for the selected line or lines.
If prices have been changed and the Set Current Unit Prices check box is selected, the discounts will be recalculated, regardless of the state of the Recalculate Discounts check box. If prices have not been changed and the Recalculate Discounts check box is cleared, the discounts will not be recalculated.
The system will recalculate automatic line discounts for the line or lines if the Ignore Automatic Line Discounts check box is cleared. If the Ignore Automatic Line Discounts check box is selected for any line, the system will not recalculate or apply any automatic line discounts to the line.
If the Recalculate Discounts check box is selected and a manual line discount has been applied to any line of the document, the system will preserve the manual line discounts. The system will override the manual line discount only if the Override Manual Line Discounts check box has also been selected.
If the Recalculate Discounts check box is selected and manual group or document discounts have been applied, the system will preserve these discounts. The system will override the manual, group, or document discounts only if the Override Manual Group and Document Discounts check box has also been selected.
This check box is shown on the form if the Customer Discounts feature has been enabled on the Enable/Disable Features (CS100000) form.
Override Manual Line Discounts A check box that indicates (if selected) that when you click OK, the system will remove any manual line discounts and will apply the applicable automatic line discounts as follows:
  • The system removes the manual line discount and applies any automatic line discounts if the Ignore Automatic Line Discounts check box is cleared for a line and if the conditions for applying the discount are met for the processed lines.
  • The system removes the manual line discount from the lines and does not apply any automatic line discounts if the Ignore Automatic Line Discounts check box is selected for a line.
If the check box is cleared, the system will preserve the manual line discounts in the processed lines.
This check box is shown on the form if the Customer Discounts feature has been enabled on the Enable/Disable Features (CS100000) form and is available only if the Recalculate Discounts check box is selected.
Override Manual Group and Document Discounts A check box that indicates (if selected) that when you click OK, the system will remove any manual group and document discounts from the document, and will apply the applicable automatic group or document discounts if the conditions for applying these discounts are met.
If the check box is cleared, the manual group and document discounts will remain unchanged in the document.
This check box appears on the form if the Customer Discounts feature has been enabled on the Enable/Disable Features (CS100000) form and is available only if the Recalculate Discounts check box is selected.
This dialog box has the following button.
OK Closes the dialog box and recalculates the discounts in the document, applying the settings you have specified.

Release Retainage Dialog Box

You use this dialog box to specify a retainage amount to release and to create a retainage bill.

Element Description
Percent to Release The percent of the unreleased retainage amount to be released. A value from 0 to 100 must be specified.
By default, the system inserts 100. You can override this value if necessary; in this case, the system will recalculate the retainage amount to release (specified in the Retainage to Release box) accordingly.
Retainage to Release The amount of the unreleased retainage to be released.
The system calculates this value as the percent (specified in the Percent to Release box) of the unreleased retainage amount. You can override this value if necessary; in this case, the system will recalculate the percent to release accordingly.
Unreleased Retainage The unreleased retainage amount that will remain for the bill after the amount specified in the Retainage to Release box is released.
Retainage Vendor Ref. The reference number the vendor has assigned to the retainage bill.
This number is required if the Require Vendor Reference check box is selected on the Accounts Payable Preferences (AP101000) form.
This dialog box has the following buttons.
Cancel Closes the dialog box without any changes.
Release Closes the dialog box and opens the Bills and Adjustments (AP301000) form with the retainage bill created according to the settings specified in the dialog box.

Enter Reason Dialog Box

You use this dialog box to enter the reason you are approving or rejecting the selected document. The dialog box is opened when you click one of the following on the form toolbar of the current form:

  • Approve if Is Optional or Is Required is selected for the map in the Reason for Approval box of the Rule Actions tab of the Approval Maps (EP205015) form
  • Reject if Is Optional or Is Required is selected for the map in the Reason for Rejection box of the Rule Actions tab of the Approval Maps (EP205015) form
Element Description
Unnamed text box The reason the document is being approved or rejected.
This dialog box has the following buttons.
OK Saves the specified reason and closes the dialog box.
Cancel Closes the dialog box without saving the specified reason.

Back to TopReassign Approval Dialog Box

In this dialog box, you can specify the new approver to whom you want to reassign the selected record or records. The dialog box opens when you click Reassign.

Element Description
New Approver The name of the employee to whom you want to reassign the selected record or records.
Ignore Approver’s Delegations A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegate specified for the current business date.
If the check box is cleared and if the new approver is not available and has a delegate specified for the current date, the system will reassign the selected records to the delegate if they’re available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until:
  • It assigns an approver with no active delegations set up for the current date.
  • It detects a loop in the chain of delegations. In this case, the system will prompt you to specify a different approver.
This dialog box has the following buttons.
Reassign Closes the dialog box and reassigns the selected record or records to the specified new approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
Cancel Closes the dialog box and cancels the reassignment of the selected record or records to the new approver.

Back to TopSummary Area

Here you can enter information about an original vendor document or select an existing AP document for modification.

Element Description
Type The type of the document. The following types are available:
  • Bill: The current document represents an invoice issued by the vendor or service provider for goods sold or services provided. For details, see Processing AP Bills.
  • Credit Adj.: The current document has been entered for a vendor document that adjusts the credit amount in one or more previous documents. For details, see Processing Debit and Credit Adjustments
  • Debit Adj.: This document has been created for a vendor document that adjusts the debit amount in one or more previous documents. For details, see Processing Debit and Credit Adjustments.
  • Prepayment: The document has been created for a vendor request for prepayment. For details, see Bill Prepayments: General Information. A prepayment can also be created for a purchase order if the order should be paid for on the delivery of goods.
Reference Nbr. The number that identifies the AP document in the system, as generated by the system according to the numbering sequence assigned to documents of this type on the Accounts Payable Preferences (AP101000) form.
For a new document, this box contains an alphanumeric string that indicates that a new number will be generated.
Status A read-only box that shows the status of the AP document, which was assigned by the system.
The value can be one of the following:
  • On Hold: The document is a draft; it can be edited but cannot be released. This is the default status for new documents if at least one of the following conditions is met:
    • If you click Remove Hold when you finish editing the document, the document’s status changes to Balanced.
  • Balanced: The credit and debit totals are equal for the newly created AP document. The document is assigned this status when it is taken off hold (if no approval is required) or when it is approved (if approval is required).
    • This status is assigned to new documents automatically if the Hold Documents on Entry check box is cleared on the Accounts Payable Preferences (AP101000) form.
  • Pre-Released: The entered and released document requires expense reclassification.
    • This status is assigned only if the Expense Reclassification feature is enabled on the Enable/Disable Features (CS100000) form.
  • Scheduled: The document was attached to a schedule. Scheduled documents are used as templates for generating similar documents, with the dates calculated according to the schedule settings. A document can be scheduled if its status is Balanced.
  • Voided: The document is no longer used for generating recurring transactions. The system changes the document’s status from Scheduled to Voided when a user has removed the document from the table on the Document List tab of the Recurring Transactions (AP203500) form. Also, the system changes the document's status from Pre-Released to Voided when a user has voided a document.
  • Pending Approval: The document needs to be approved by responsible approvers, who are assigned according to the approval map specified on the Approval tab of the Accounts Payable Preferences (AP101000) form.
    • This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Payable Preferences (AP101000) form.
  • Rejected: The document has been rejected by at least one assigned approver or because no approver has been found for the document. You can delete a document with this status or click the Hold button or command, edit the document, and submit it for the approval.
    • This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Payable Preferences (AP101000) form.
  • Under Reclassification: The document needs to be corrected. The document is assigned this status when you click the Reclassify Bill command.
    • To release a document with this status, the user account must have the Financial Supervisor role assigned to it on the Users (SM201010) form.
  • Open: The document has been released and cannot be edited. As payments are applied to the document, its balance decreases.
  • Closed: The document has a balance of 0.
  • Reserved: The document (a debit adjustment) is reserved and cannot be applied to an outstanding document because it was released and then put on hold. That is, a user clicked Hold on the Checks and Payments (AP302000) form for the document when it had the Open status, and the system changed the document’s status from Open to Reserved. To release the document from hold, click Remove Hold on the form toolbar of the same form.
Date The date of the document; by default, it is the current date, which can be changed. The date is used by the system to determine a posting period.
You can enter only a date that corresponds to a financial period that has been generated on the Master Financial Calendar (GL201000) form. If the date that you enter belongs to a financial period that has not yet been generated in the system—for example, for a date in the distant future or past—the system will display an error message, and you will not be able to save the record.
Post Period The period to which the document should be posted; by default, it is the current period, but it can be changed.
The ability to post to closed periods is controlled by the Restrict Access to Closed Periods check box on the General Ledger Preferences (GL102000) form.
Vendor Ref. The document’s original reference number, as assigned by the vendor (for informational purposes).
A reference number must be specified for documents with the Bill type if the Require Vendor Reference check box is selected on the Accounts Payable Preferences (AP101000) form. This reference should be unique if the Raise an Error On Duplicate Vendor Reference Number check box is selected on the same form.
Description Any user-provided description for this document.
Vendor The vendor referred to in the document.
If the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form, the list of vendors may be limited based on the branch specified for the document. For more information, see Vendor Visibility: General Information.
Location The vendor location associated with the purchase.
This box appears on the form only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Currency The currency of the document. To change the currency rate, click the arrow by the rate to open the Rate Selection dialog box.
You can override the currency rate used by the system if on the Vendors (AP303000) form, the Enable Rate Override check box is selected for the vendor.
The system checks whether an effective currency rate for the specified rate type is defined as of the selected date in all of the following cases:
  • When you save the document
  • When you change the currency and specify a non-base currency
  • When you release the document
Terms The credit terms associated with the vendor (unavailable for prepayments).
If on the Accounts Payable Preferences (AP101000) form, the Use Credit Terms in Debit Adjustments check box is selected, this box becomes available for a document with the Debit Adj. type. By default, the system inserts the credit terms assigned to the vendor on the Vendors (AP303000) form, but you can override this setting (or clear the box; this setting is optional for debit adjustments).
Documents with multiple-installment credit terms selected in the Terms box cannot be created for T5018 vendors.
Project The project or projects with which the bill is associated.
This box appears on the form only if the Projects feature is enabled on the Enable/Disable Features (CS100000) form.
If a document relates to multiple projects or to at least one project and non-project code, the system shows <Multiple projects> in the Project box.
Due Date The date when payment for the document is due in accordance with the vendor’s credit terms.
Cash Discount Date The end date of the cash discount period, which the system calculates by using the vendor’s credit terms.
Apply Retainage A check box that indicates (if selected) that this document is a document with retainage. By default, the system applies the setting that has been specified for the selected vendor in the Retainage Settings section on the Vendors (AP303000) form.
This box appears on the form only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form and can be edited if the selected document is unreleased and has the Bill or Debit Adjustment type.
Retainage Document A check box that indicates (if selected) that the document has an amount withheld from a document with retainage.
The system automatically selects this check box if the document is a bill or debit adjustment created after the retainage is released for the related bill with retainage or debit adjustment with retainage.
The post period of a retainage debit adjustment must be the same as or later than the post period of the original debit adjustment.
Pay by Line A check box that indicates (if selected) that for the selected document, payments can be applied to individual document lines. If the check box is cleared, payments can be applied only to the outstanding balance of the entire document.
This check box appears on the form when the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form. The check box is available for selection only if no lines have been added to the document.
If the document the Prepayment type, this check box is cleared and unavailable for selection.
For each new accounts payable document, the check box inherits its default value from the settings of the vendor selected in the document—that is, the settings that have been specified for the vendor in the Default Payment Settings section on the Payment tab of the Vendors (AP303000) form.
If this check box is selected for the document and on the Financial tab, a tax zone for an external tax provider is selected in the Vendor Tax Zone box, the system will not allow you to release this document. This happens because the Payment Application by Line feature is not supported for taxable documents with tax zones for external tax providers such as Avalara.
Joint Payees A check box that indicates (if selected) that for the document, payments should be prepared for multiple payees.
This check box appears on the form only if the Construction feature is enabled on the Enable/Disable Features form.
Detail Total The document total, which is the sum of the line amounts before any deductions—that is, the sum of the amounts entered in the Ext. Cost columns on the Details tab.
Line Discounts The total of line discounts that are specified in the Discount Amount column of the Details tab.
Document Discounts The sum of the discounts that are specified for the document on the Discounts tab.
This setting depends on the Vendor Discounts feature as follows:
  • If the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form, the box is unavailable for editing.
  • If the Vendor Discounts feature is disabled, this box is available, and you can manually specify the discount amount.
For the document, if the Pay by Line check box is selected, the Apply Retainage check box is selected, or both check boxes are selected, this box is unavailable, and a warning message is displayed.
Retained Amount Read-only. The the sum of the retained amounts of all document lines on the Details tab without exclusive retained taxes.
If the Retain Taxes check box is selected on the General tab of the Accounts Payable Preferences (AP101000) form, this box shows the total retained amount with taxes.
The box appears on the form if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.
Tax Total The total amount of tax paid on the document.
If a use tax has been applied to the document, the use tax amount is not included in the tax total amount. You can view the use tax details on the Taxes tab of the current form.
With. Tax The amount of withholding tax calculated for the document, if applicable.
Withholding taxes are not supported if the Pay by Line check box is selected for the document in the Summary area of the current form.
Rounding Diff. The difference between the original invoice amount (including the tax amount calculated by the system) and rounded invoice amount (including the tax amount modified by a user for tax-inclusive items).
This box is available only if the Invoice Rounding feature is enabled on the Enable/Disable Features (CS100000) form or if the tax amount was edited for the tax-inclusive item or items. For details, see Purchases with Sales Taxes: Tax Amount Validation.
If the Invoice Rounding feature is not enabled, this box shows only the tax amount discrepancy (that is, the difference between the tax amount calculated by the system and the tax amounts entered by a user manually for the tax-inclusive items).
For details, see Rounding of AP Document Amounts: General Information.
Amount The amount of the document after taxes and discounts.
If the Validate Document Totals on Entry check box is selected on the Accounts Payable Preferences (AP101000) form, a user enters this amount manually, and it should be equal to the sum of amounts in the Amount column of the Details tab (which is displayed in the Detail Total box) minus the total amount of group and document discounts (which is displayed in the Document Discounts box) plus the total amount of exclusive taxes. If the Validate Document Totals on Entry check box is cleared, this amount is calculated by the system and displayed only for released documents.
Balance The outstanding balance of the AP document after any payments have been applied. For a document with the Open or Closed status, these payments are listed on the Applications tab of the form.
Tax Amount The tax amount to be paid for the document. A user enters this amount manually according to the tax amount specified in the original document. For details, see Purchases with Sales Taxes: Tax Amount Validation.
This box is available only if the Validate Document Totals on Entry check box is selected on the Accounts Payable Preferences (AP101000) form.
To use the validation function, you must have the Gross or Net Entry Mode feature enabled on the Enable/Disable Features (CS100000) form.
Cash Discount The cash discount amount that has been or will be taken on the document, which the system calculates based on the specified credit terms. If a document has the On Hold or Balanced status, you can change the amount of the calculated cash discount.
If you change the cash discount amount, the system recalculates the taxable and tax amounts of the document if the applied taxes have Calculation Rule set to Exclusive Line-Level or Exclusive Document-Level and Cash Discount set to Reduces Taxable Amount on the Taxes (TX205000) form.
Changes you make to the cash discount amount do not affect the taxable and tax amounts of the document if the applied taxes have Calculation Rule set to Inclusive Line-Level and Cash Discount set to Reduces Taxable Amount on the Taxes (TX205000) form.
If the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form, taxes with the VAT type for which the Cash Discount box on the Taxes (TX205000) form is set to Reduces Taxable Amount on Early Payment are not supported. In this case, the system displays an error message in this box.
For details on the automatic calculation of cash discounts, see Setup and Calculation of Cash Discounts.

Rate Selection Dialog Box

You use this dialog box to select the currency exchange rate for the document.

Element Description
Curr. Rate Type ID The rate type used for calculations between the base currency and the foreign currency specified for the document. The rate types available for selection are set up on the Currency Rate Types (CM201000) form.
Effective Date The date on which the rate is effective.
Currency Unit Equivalents A section with two rows that show the exchange rates for the currency pair—the foreign currency specified for the document and the base currency. One row shows the exchange rate for one unit of the foreign currency, and the other row shows the exchange rate for one unit of the base currency.
These exchange rates are specified for the selected rate type and are effective as of the date selected in the Effective Date box.
The dialog box has the following button.
OK Saves the settings specified in the dialog box and closes it.

Back to TopDetails Tab

The information on this tab summarizes details about the document. The original vendor bill may be a multiline document, including multiple types of goods sold or services provided—that is, multiple transactions. An AP document may contain line items or one summary line; follow your company’s internal agreements on entering documents. If taxes are calculated for each item, the document should have all the details available in the original document.

You can attach a file with a supporting document to each document line.

This tab is not available for editing if the document is a reversing debit adjustment for a bill to a tax agency that uses a foreign currency—that is, a tax agency for which a foreign currency is specified in the Currency ID box on the Vendors (AP303000) form.

Table Toolbar

The table toolbar includes the buttons described below.

Button Description
View Deferrals Navigates to the Deferral Schedule (DR201500) form and displays the details of the deferral schedule for the selected line of the document (if any different deferral codes were assigned to different lines of the document in the Deferral Code column).
Add PO Receipt Opens the Add PO Receipt dialog box, so that you can select a purchase receipt (or multiple purchase receipts) of the selected vendor to add the lines of all selected purchase receipts to the current document.
This button appears on the table toolbar only if the Inventory and Order Management and Inventory features are enabled on the Enable/Disable Features (CS100000) form and if Bill or Debit Adj. is selected as the Type in the Summary area.
The Add PO Receipt dialog box is not available if migration mode is active for the accounts payable subledger.
Add PO Receipt Line Opens the Add Receipt Line dialog box, so that you can add any number of lines of a purchase receipt or multiple purchase receipts of the selected vendor to the current document.
This button appears on the table toolbar only if the Inventory and Order Management and Inventory features are enabled on the Enable/Disable Features (CS100000) form and if Bill is selected as the Type in the Summary area.
The Add PO Receipt Line dialog box is not available if migration mode is active for the accounts payable subledger.
Add PO Opens the Add PO Order dialog box, so that you can select a purchase order (or multiple purchase orders) of the selected vendor to add the lines of all selected purchase orders to the current document.
This button appears on the table toolbar only if the Inventory and Order Management feature is enabled on the Enable/Disable Features (CS100000) form and if Bill is selected as the Type in the Summary area.
The Add PO Order dialog box is not available if migration mode is active for the accounts payable subledger.
Add Subcontract Opens the Add Subcontract dialog box, so you can select a subcontract (or multiple subcontracts) of the selected vendor to add the lines of all selected subcontracts to the current document.
This button appears on the table toolbar only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form and if Bill or Debit Adj. is selected as the Type in the Summary area.
Add PO Line Opens the Add PO Line dialog box, so you can add any number of lines of a purchase order or multiple purchase orders of the selected vendor to the current document.
This button appears on the table toolbar only if the Inventory and Order Management feature is enabled on the Enable/Disable Features (CS100000) form and if Bill is selected as the Type in the Summary area.
The Add PO Line dialog box is not available if migration mode is active for the accounts payable subledger.
Add Subcontract Line Opens the Add Subcontract Line dialog box, so you can add any number of lines of a subcontract or multiple subcontracts of the selected vendor to the current document.
This button appears on the table toolbar only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form and if Bill or Debit Adj. is selected as the Type in the Summary area.
Add LC Opens the Add LC dialog box, so you can add landed costs to the document.
This button is available only if a landed cost vendor is selected in the Vendor box of the Summary area.
The Add LC dialog box is not available if migration mode is active for the accounts payable subledger.
Link Line Opens the Link Line dialog box, so you can link the line you have selected in the bill (by clicking it before clicking this button) to a line of any of the following: an open purchase order, a released purchase receipt, or a landed cost document.
The Link Line dialog box is not available if migration mode is active for the accounts payable subledger.
The documents whose lines are being linked to the bill should have the same currency, the same vendor, and the same vendor location. The purchase order or purchase receipt line that can be linked to the bill line should have the same inventory ID, the same subitem (if applicable), and UOM.
If the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features (CS100000) form, this button is available only if the Tax Settings option is selected in the Tax Calculation Mode box on the Financial tab for the bill.

Add PO Receipt Dialog Box

By using the Add PO Receipt dialog box, you can select a receipt or multiple receipts to add to the bill. The dialog box includes the following elements. You can narrow the selection of receipts by selecting a specific purchase order.

This dialog box is not available if migration mode is active for the accounts payable subledger.

Element Description
Order Nbr. The identifier of a purchase order that you can select to narrow the selection of receipts associated with this order.
This dialog box includes a table with the following columns.
Included An unlabeled check box that you select to include the receipt among the receipts to be added to the bill.
Receipt Nbr. The reference number of a purchase receipt that has unbilled items.
Type The type of the receipt.
Vendor The vendor that delivered the goods listed on the receipt.
Location The vendor location from which the goods were delivered.
This column is available only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Date The date of the receipt.
Total Qty. The total quantity of the items received as listed on the receipt.
Total Amt. The amount of the receipt.
Unbilled Qty. The quantity of the items received that has not been billed yet.
Unbilled Balance The amount of the receipt that has not been billed yet.
This dialog box has the following buttons.
Add & Close Adds the selected receipts to the bill and closes the dialog box.
Cancel Closes the dialog box without adding the data to the bill.

Add Receipt Line Dialog Box

By using the Add Receipt Line dialog box, you can select a line or multiple lines of purchase receipts that you want to add to the bill. You can narrow the selection of lines by selecting a specific purchase order.

This dialog box is not available if migration mode is active for the accounts payable subledger.

Element Description
Order Nbr. The identifier of a purchase order that you can select to narrow the selection of unbilled lines of the receipts associated with this order.
This dialog box includes a table with the following columns.
Included An unlabeled check box that you select to include the receipt line among those to be added to the bill.
Order Nbr. The identifier of a purchase order associated with the receipt.
Order Type The purchase order type.
Receipt Nbr. The identifier of a receipt associated with the selected purchase order.
Line Type The type of the purchase receipt line (Goods for IN).
Inventory ID The inventory ID of the item.
Subitem The subitem of the inventory item, if subitems are used in your system.
This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.
The Inventory Subitems check box has been removed from the Enable/Disable Features (CS100000) form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your Acumatica support provider.
UOM The unit of measure used for the item. For items requiring serial or lot numbers, this is the base unit; for other items, it is the purchase unit.
Vendor Ref. The reference number of the vendor document that this AP document is based on.
Receipt Qty. The quantity of the item received, in the specified unit of measure.
Amount The amount for the line, calculated as the unit cost multiplied by the receipt quantity.
Unbilled Qty. The quantity of the line that has not yet been billed.
Unbilled Amount The amount of the line that has not yet been billed.
Transaction Descr. The description of the transaction as provided in the receipt.
This dialog box has the following buttons.
Add PO Receipt Line Adds the selected line to the bill.
Add & Close Adds the selected line to the bill and closes the dialog box.
Cancel Closes the dialog box without adding the data to the bill.

Add PO Order Dialog Box

By using the Add PO Order dialog box, you can add lines that contain non-stock items from an existing purchase order of the selected vendor to the current bill. The dialog box offers for selection only open purchase orders that list unbilled lines with non-stock items that have the Require Receipt check box cleared on the Non-Stock Items (IN202000) form.

This dialog box is not available if migration mode is active for the accounts payable subledger.

The Add PO Order dialog box has a table with the following columns.

Element Description
Included An unlabeled check box that you select if the system should add this purchase order to the bill if you click Add PO or Add & Close.
Order Nbr. The reference number of the purchase order.
Type The type of the purchase order.
Vendor The vendor of non-stock goods or services.
Location The vendor location.
This column is available only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Date The date when the purchase order was created.
Currency The currency used in the purchase order.
Order Total The total of the purchase order.
Unbilled Qty. The quantity of the items received that has not been billed yet.
Unbilled Amt. The amount of the purchase order that has not yet been billed.
This dialog box has the following buttons.
Add PO Adds the selected purchase orders to the bill.
Add & Close Adds the selected purchase orders to the bill and closes the dialog box.
Cancel Closes the dialog box without making additions to the bill.

Add Subcontract Dialog Box

By using the Add Subcontract dialog box, you can add the lines of an existing subcontract (or multiple subcontracts) of the selected vendor to the current bill or debit adjustment. The table in the dialog box lists only subcontracts that are not completed or canceled and that have at least one non-canceled line.

The Add Subcontract dialog box has a table with the following columns.

Element Description
Included An unlabeled check box that you select if the system should add the lines of this subcontract to the document if you click Add Subcontract or Add & Close.
Subcontract Nbr. The reference number of the subcontract.
Project The project for which the subcontract has been created.
Vendor The vendor of non-stock goods or services.
Location The vendor location.
This column is available only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Date The date when the subcontract was created.
Currency The currency used in the subcontract.
Subcontract Total The total of the subcontract.
Total Billed Qty. The quantity of the items that have been billed.
Total Billed Amount The amount of the subcontract that has been billed.
This dialog box has the following buttons.
Add Subcontract Adds the lines of the selected subcontracts to the document.
Add & Close Adds the lines of the selected subcontracts to the document and closes the dialog box.
Cancel Closes the dialog box without adding the lines of any selected subcontracts to the document.

Add PO Line Dialog Box

By using the Add PO Line dialog box, you can select a line or multiple lines of purchase orders that you want to add to the bill. Only non-closed and non-canceled lines of the purchase orders with the Open or Completed status can be added to the bill. You can narrow the selection of lines by selecting a specific purchase order.

This dialog box is not available if migration mode is active for the accounts payable subledger.

The Add PO Line dialog box has a Selection area and a table.

Element Description
Order Nbr. The number of the particular purchase order from which you want to add a line. Select an order number if you want to view lines from only a particular purchase order.
Show Billed Lines A check box that indicates (if selected) that all non-closed and non-canceled lines of the purchase orders with the Open or Completed status are shown in the table. If a check box is cleared, the table lists only the purchase order lines with a nonzero unbilled quantity or a nonzero unbilled amount.
This check box appears only if Bill is selected in the Type box in the Summary area of the form.
The dialog box also has a table with the following columns.
Included An unlabeled check box that you select to include the selected purchase order line in the current bill.
Order Nbr. The reference number of the purchase order.
Order Type The type of the purchase order.
Vendor The identifier of the vendor specified in the purchase order.
Location The vendor location.
This column is available only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Order Date The date when the purchase order was created.
Inventory ID The inventory ID of the item from the purchase order line.
Subitem The subitem code of the inventory item from the purchase order line.
This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.
The Inventory Subitems check box has been removed from the Enable/Disable Features (CS100000) form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your Acumatica support provider.
Warehouse The warehouse to receive the item specified in the purchase order line.
Currency The currency used in the purchase order.
Ext. Cost The extended cost of the item specified in the purchase order line.
Unbilled Qty. The quantity of the purchase order line that has not yet been billed.
Unbilled Amount The amount of the purchase order line that has not yet been billed.
The dialog box has the following buttons.
Add PO Line Adds the selected line or lines to the bill.
Add & Close Adds the selected line or lines to the bill and closes the dialog box.
Cancel Closes the dialog box without adding any selected lines to the bill.

Add Subcontract Line Dialog Box

By using the Add Subcontract Line dialog box, you can select a line or multiple lines of the selected vendor’s subcontracts that you want to add to the document. You can narrow the lines to be listed by selecting a specific subcontract.

Element Description
Subcontract Nbr. The identifier of the subcontract whose subcontract lines should be listed in the table for possible selection and adding.
Show Billed Lines A check box that indicates (if selected) that all non-closed and non-canceled subcontract lines of the subcontracts with the Open or Completed status are shown in the table. If a check box is cleared, the table lists only the subcontract lines with a nonzero unbilled quantity or a nonzero unbilled amount.
This check box appears only if Bill is selected in the Type box in the Summary area of the form.
Show Unbilled Lines A check box that indicates (if selected) that all non-canceled subcontract lines are shown in the table. If the check box is cleared, the table lists all non-canceled subcontract lines except for the lines with a billed quantity and billed amount of zero.
This check box appears only if Debit Adj. is selected in the Type box in the Summary area of the form.
This dialog box includes a table with the following columns.
Included An unlabeled check box that you select to include the subcontract line among those to be added to the document if you then click Add Subcontract Line or Add & Close.
Subcontract Nbr. The reference number of the subcontract.
Line Nbr. The number of the subcontract line.
Project The project associated with the subcontract line.
Project Task The project task associated with the subcontract line.
Cost Code The cost code associated with the subcontract line.
The column is shown if the Cost Code feature is enabled on the Enable/Disable Features (CS100000) form.
Vendor The identifier of a vendor specified in the subcontract.
Location The vendor location.
This column is available only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.
Date The date when the subcontract was created.
Currency The currency used in the subcontract.
Inventory ID The inventory ID of the item specified in the subcontract line.
Ext. Cost The extended cost of the subcontract line.
Unbilled Qty. The quantity of the subcontract line that has not yet been billed.
Unbilled Amount The amount of the subcontract line that has not yet been billed.
Billed Qty. The quantity of the subcontract line that has been billed.
Billed Amount The amount of the subcontract line that has been billed.
This dialog box has the following buttons.
Add Subcontract Line Adds the selected line or lines to the document.
Add & Close Adds the selected line or lines to the document and closes the dialog box.
Cancel Closes the dialog box without adding any selected lines to the document.

Add LC Dialog Box

By using the Add LC dialog box, you can add a line or multiple lines from existing landed cost documents to the current bill.

The Add LC dialog box includes the following elements.

Element Description
LC Nbr. The reference number of the landed cost document. You can select a number to view (in the table) the lines of only the selected document, or leave this box blank to view the lines of all released landed cost documents for which the accounts payable bills have not been prepared yet.
LC Code The landed cost code specified in a landed cost document. You can select a landed cost code to view (in the table) the lines with only the selected code, or leave this box blank to view the lines of all released landed cost documents for which the accounts payable bills have not been prepared yet.
Receipt Type The type of the purchase receipt.
Receipt Nbr. The reference number of the purchase receipt. You can select a purchase receipt to view (in the table) the lines of only the selected purchase receipt, or leave this box blank to view the lines of the released landed cost document that is linked to the selected purchase receipt and for which no accounts payable bill has been prepared yet.
Type The type of the purchase order.
Order Nbr. The reference number of the purchase order. You can select a purchase order to view (in the table) the lines of only the selected purchase order, or leave this box blank to view the lines of all released landed cost documents for which the accounts payable bills have not been prepared yet.
This dialog box includes a table with the following columns.
Included An unlabeled check box that you select if the system should add this landed cost line to the bill if you click Add LC or Add & Close.
Doc. Type The type of the landed cost document.
Reference Nbr. The reference number of the document.
Landed Cost Code The landed cost code specified in the landed cost line.
Description The description of the landed cost code specified in the line.
Amount The landed cost amount to be added.
Currency The currency used in the purchase order.
Tax Category The tax category to which the landed cost code is assigned.
This dialog box has the following buttons.
Add LC Adds the selected landed cost line or lines to the bill.
Add & Close Adds the selected landed cost line or lines to the bill, and closes the dialog box.
Cancel Closes the dialog box without adding lines to the bill.

Link Line Dialog Box

By using the Link Line dialog box, you can link the line you have selected in the bill (by clicking it before invoking this action) to a line in any of the following documents: a released purchase receipt, a landed cost document, or an open purchase order.

The table in the dialog box displays the lines that are available for selection by using the following rules:

  • For a bill line with a non-stock item requiring receipt—that is, an item for which the Require Receipt check box is selected on the Non-Stock Items (IN202000) form—or with a stock item, the dialog box opens by default with the Purchase Receipt option button selected under Selected Mode, and displays for selection the lines of released purchase receipts that include the same item with the same inventory ID (and the same subitem code for a stock item if subitems are used in your system) with the same or smaller quantity received in the same currency from the same location of the same vendor. If needed, you can select the Purchase Order option button under Selected Mode, and link the bill line to a line of a purchase order; only the purchase orders that have the Allow AP Bill Before Receipt check box selected on the Other Information tab of the Purchase Orders (PO301000) form are available for linking.
  • For a bill line with a non-stock item for which the Require Receipt check box is cleared on the Non-Stock Items (IN202000) form, the dialog box opens by default with the Purchase Order option button selected under Selected Mode, and displays for selection the lines of open purchase orders that include the same item with the same (or a lower) quantity of the item received from the same location of the same vendor. If needed, you can select the Purchase Receipt option button under Selected Mode, and link the bill line to a line of a purchase receipt with this non-stock item.
  • For a bill line with the Inventory ID column empty, the dialog box opens by default with the Landed Cost mode selected, and displays for selection the lines of the released landed cost documents for which an accounts payable bill has not yet been prepared.

The Link Line dialog box includes the following elements.

Element Description
The Selection area of the dialog box includes the following elements.
Order Nbr. The reference number of a purchase order or purchase receipt that includes a line with a particular item, or of a landed cost document. Leave the box blank to view more documents.
Warehouse The warehouse to receive the item. Leave the box blank to view more documents.
Inventory ID The inventory ID of the item on the selected line of the bill.
UOM The UOM used for the item.
The Selected Mode group
Purchase Order A selection mode for which the table of the dialog box displays the lines of purchase orders that can be linked to the current bill line.
Purchase Receipt A selection mode for which the table of the dialog box displays the lines of purchase receipts that can be linked to the current bill line.
Landed Cost A selection mode for which the table of the dialog box displays the lines of landed cost documents that can be linked to the current bill line.
If the Purchase Order mode is selected, the table contains the following columns.
Order Nbr. The reference number of the purchase order.
Type The type of the purchase order.
Vendor Ref. The reference number of the original vendor’s document.
Subitem The subitem of the stock item in the selected line of the bill.
This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.
The Inventory Subitems check box has been removed from the Enable/Disable Features (CS100000) form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your Acumatica support provider.
Warehouse The warehouse to receive the item.
Currency The currency of the document.
Order Qty. The total quantity of items in the document line.
Ext. Cost The extended cost of the document line.
Unbilled Qty. The quantity of the item from the purchase order line that has not yet been billed.
Unbilled Amt. The amount of the purchase order line that has not yet been billed.
Line Description The description of the purchase order line.
If the Purchase Receipt mode is selected, the table contains the following columns.
Order Nbr. The reference number of the purchase receipt.
Order Type The type of the purchase receipt.
Receipt Nbr. The reference number of the purchase receipt.
Vendor Ref. The reference number of the original vendor’s document.
Subitem The subitem of the stock item in the selected line of the bill.
This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.
The Inventory Subitems check box has been removed from the Enable/Disable Features (CS100000) form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your Acumatica support provider.
Warehouse The warehouse to receive the item.
Order Currency The currency of the purchase receipt.
Receipt Qty. The quantity of the item received.
Order Line Amount The amount in the purchase receipt line.
Unbilled Qty. The quantity of the item from the purchase receipt line that has not yet been billed.
Transaction Descr. The description of the document line.
If the Landed Cost mode is selected, the table contains the following columns.
Selected An unlabeled check box that indicates (if selected) that the system must link this line of the purchase receipt or the order to the line selected in the bill.
Doc. Type The type of the document.
Reference Nbr. The reference number of the landed cost document.
Line Nbr. The number of the line in the landed cost document,
Vendor Ref. The reference number of the original vendor’s document.
Amount The landed cost amount of the line.
Description The description of the landed cost line.
IN Doc Type The type of inventory document generated for this landed cost document.
IN Ref. Nbr. The reference number of the inventory document for this landed cost document.
This dialog box has the following buttons.
Save Links the selected document to the bill and closes the dialog box.
Cancel Cancels any selection and closes the dialog box without making changes to the bill.

Table Columns

Column Description
Branch The branch to which this bill or adjustment is related.
If the bill or adjustment is related to a project, the system inserts the branch based on the option selected in the Branch in Project Documents box on the Projects Preferences (PM101000) form:
  • Ignore Project Branch: The system doesn’t use the project branch.
  • Use Project Branch: The system inserts the project branch in the Branch box on the Financial tab and in the document line.
  • Use Project Branch in Lines Only: The system inserts the project branch only in the document line.
If the Block Doc. Processing on Branch Mismatch check box is selected on the Projects Preferences (PM101000) form, the system blocks the processing of the bill or adjustment depending on the option selected in the Branch in Project Documents box on the same form:
  • Use Project Branch: The system blocks the processing if the branch on the Financial tab of the current form or at least one branch in a document line differ from the project branch.
  • Use Project Branch in Lines Only: The system blocks the processing if at least one branch in a document line differs from the project branch.
This column is displayed only when the Multibranch Support feature or the Multicompany Support feature is enabled (or both features are enabled) on the Enable/Disable Features (CS100000) form.
Line Nbr. The number of the document line.
This column appears in the table when the Pay by Line check box is selected in the Summary area of the current form.
Inventory ID Optional. The unique identifier of the particular item or service delivered by the vendor.
Subitem The subitem code that applies to the item or service delivered by the vendor.
This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.
The Inventory Subitems check box has been removed from the Enable/Disable Features (CS100000) form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your Acumatica support provider.
Require Appointment A check box that indicates (if selected) that the performing of services is required.
This column is available only if the Service Management feature is enabled on the Enable/Disable Features (CS100000) form.
Transaction Descr. Any description relevant to the transaction. An alphanumeric string of up to 30 characters may be used.
Quantity Optional. The quantity of the items or services of a particular type delivered by the vendor, expressed in the unit of measure specified in the UOM column.
UOM Optional. The unit of measure for the items.
Unit Cost Optional. The unit cost of the item or service received from the vendor. If you have modified the unit cost once and saved the document, the value will not be updated by the system when you change the document date. If you want to update the unit cost automatically to the current vendor’s price, you can use the Recalculate Prices command.
Ext. Cost Optional. The extended cost of the item or service, which is the unit price multiplied by the quantity.
If you have modified the extended cost once and saved the document, the value will not be updated by the system when you change the document date. If you want to recalculate the extended cost automatically (vendor’s price specified for the inventory item and multiplied by the quantity), you can use the Recalculate Prices command.
If the selected AP document has the Pay by Line check box selected in the Summary area, the line may have a negative amount in this column. The document can be released if its balance is greater than or equal to 0.00.
The system does not allow lines with negative amounts to be added to the document if it has the Pay by Line and Joint Payees check box selected.
Discount Percent The percent of the line-level discount that has been applied manually or automatically. If the Manual Discount check box is selected, you can enter the percent manually and the discount amount will be calculated automatically.
This column is available only if the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form.
Discount Amount The amount of the line-level discount that has been applied manually or automatically to this line. If the Manual Discount check box is selected, you can enter the discount amount manually and the discount percent will be calculated automatically.
This column is available only if the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form.
Manual Discount A check box that indicates (if selected) that the discount has been applied manually. With this check box selected, you can enter either the discount percent or the discount amount or you can select a discount code of one of the discounts intended for manual application.
This column is available only if the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form.
Discount Code The code of the line discount that has been applied to this line automatically.
This column is available only if the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form.
Discount Sequence The identifier of a discount sequence that has been applied to this line.
This column is hidden by default and available only if the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form.
Retainage Percent The percent that is applied to the amount in the Ext. Cost column minus the amount in the Discount Amount column to calculate the amount to be retained for the line. By default, the system fills in this column with the value specified in the Default Retainage Percent box on the Retainage tab of the form; you can override this value.
This column appears on the form only if the Apply Retainage check box is selected in the Summary area of the form.
Cash Discount Balance The balance of the cash discounts applied to the selected document or document line.
If the bill or debit adjustment has lines with a negative amount, the cash discount amount will also be negative. For the document to be released, the total cash discount shown in the Cash Discount box in the Summary area must be greater than or equal to 0.00.
Retainage Amount The amount to be retained for the line. The system calculates the amount by applying the retainage percent to the amount in the Ext. Cost column minus the amount in the Discount Amount column. You can override this value if required; if you do, the system recalculates the retainage percent accordingly.
If the selected document has the Pay by Line check box selected in the Summary area, it can have lines with a negative amount in this column. The document can be released if its balance is greater than or equal to 0.00.
The system does not allow lines with negative amounts to be added to the document if it has the Pay by Line and Joint Payees check box selected.
This column appears on the form only if the Apply Retainage check box is selected in the Summary area of the form.
Prepayment Percent The percent that is applied to the non-discounted extended cost of the line to calculate the amount to be prepaid for the line. This column appears on the form only if Prepayment is selected in the Type box in the Summary area of the form.
The system initially fills in this column with a default prepayment percentage that it copies from another source, but you can override this value. For detailed description of sources of default prepayment percent, see Prepayments for Purchase Orders: Calculation of the Prepayment Amount.
This column appears on the form only if Prepayment is selected in the Type box in the Summary area of the form.
Prepayment Amount The amount to be prepaid for the line. The system calculates this amount by first subtracting the amount in the Discount Amount column from the amount in the Ext. Cost column, and then applying the prepayment percent to that subtotal.
This column appears on the form only if Prepayment is selected in the Type box in the Summary area of the form.
Amount The total amount the system has calculated for the specified quantity of items or services of this type. This system applies any specified discount and subtracts the specified retained amount.
If the document has the Pay by Line check box selected in the Summary area, it can have lines with a negative amount in this column. The document can be released if its balance is greater than or equal to 0.00.
The system does not allow lines with negative amounts be added to the document if it has the Pay by Line and Joint Payees check box selected.
Balance The outstanding balance of the individual document line. The balance of the line includes applicable taxes (except for use taxes); document-level taxes are prorated among all lines of the document. If a payment applied to the document line has been released, the balance is updated accordingly. This column is hidden until the bill is released.
Account The expense account to be updated by this transaction.
By default, it is the account associated with the vendor location. If an employee is selected as a vendor for the bill, it is the expense account specified on the Employees (EP203000) form for the employee. For bills not linked to purchase orders, this account is copied from either of the following:
  • The non-stock item if it’s selected in the document line
  • The vendor if a non-stock item isn’t selected
If the Projects feature group is enabled on the Enable/Disable Features (CS100000) form, the project is selected in the bill line, and the bill line is linked to a subcontract line, the specified account must be mapped to an account group.
For an intercompany document that has the Bill, Debit Adj., or Credit Adj. type, if this is a manually added line with a non-stock item for which Purchases is selected in the Post Cost to Expenses On box on the Price/Cost tab of the Non-Stock Items (IN202000) form or a line with no item specified, the system inserts the expense account it copies from the following source, based on the option selected in the Use Intercompany Expense Account From box on the Accounts Payable Preferences (AP101000) form:
  • If Vendor Location is selected, the expense account specified in the Expense Account box on the GL Accounts tab of the Vendor Locations (AP303010) form for the vendor location selected in the Summary area of this form.
  • If Inventory Item is selected, the expense account specified in the Expense Account box on the GL Accounts tab of the Non-Stock Items (IN202000) form for the non-stock item selected in this line.
Description Any description of the account that has been provided.
Subaccount The corresponding subaccount to be used for bills and adjustments. You can override this subaccount value if needed.
When a document is created directly on the current form, the subaccount is composed based on the rule defined in the Combine the Expense Sub. from box on the Accounts Payable Preferences (AP101000) form. If the I mask is used for a segment of the subaccount but there is no non-stock item in the document line, the segment value is copied from the vendor location (L).
If the AP bill has been created for a purchase order, and the vendor specified in this purchase order is the supplied-by vendor, the system uses the subaccount of the pay-to vendor as the value for the segment in which L is specified (which in this case indicates the subaccount associated with the vendor location) in the combined subaccount mask. For more information about relations between supplied-by and pay-to vendors, see Vendor Relations: General Information.
Project The project with which the item is associated, or the non-project code if the item is not intended for any project.
You can move the column to the top-left position in the table and start the data entry from this column. If you change or clear the inventory item, account, subaccount, or warehouse in a line, the system does not change the project, project task, and cost code in the line.
The column is shown if the Projects feature group is enabled on the Enable/Disable Features (CS100000) form.
Project Task The particular task of the selected project. You can select only a task associated with the selected project. If you select a project that has the default project task, this task is automatically populated in the column.
The column is shown if the Projects feature group is enabled on the Enable/Disable Features (CS100000) form and the AP check box is selected in the Visibility Settings section on the Projects Preferences (PM101000) form.
Cost Code The cost code with which this document is associated to track project costs and revenue.
The system inserts the cost code based on this priority:
  1. Project task
  2. Inventory item
  3. Vendor
If the system finds no applicable cost code, the column remains empty for the line.
This column is shown if the Cost Codes feature is enabled on the Enable/Disable Features (CS100000) form and the AP check box is selected in the Visibility Settings section on the Projects Preferences (PM101000) form.
T5018 Service A check box that indicates (if selected) that this document line will be reported as a service in the T5018 report. The state of the check box is copied by default from the settings of the selected non-stock item. You can change the state of this check box if the document is partially paid, unpaid, or fully paid and released to correct possible mistakes in T5018 reporting. For a document of a T5018 vendor without any items specified in the document lines, this check box is selected automatically for all the document lines, but you can override this state.
This column is available if all of the following conditions are met in the system:
  • The Canadian Localization feature is enabled on the Enable/Disable Features (CS100000) form.
  • For the current company, Canadian localization is set up on the company level (Canada is selected in the Localization box on the Company Details tab of the Companies (CS101500) form), or the originating branch of the document belongs to such a company.
  • The vendor has the T5018 Vendor check box selected on the General tab of the Vendors (AP303000) form.
  • The document type selected in the Type box is not Prepayment. For prepayment requests, this column is not visible.
For documents with retainage, you can create a document with lines for which the T5018 Service check box is selected if the Pay by Line check box is cleared.
Non-Billable A check box that indicates (if selected) that this document line is non-billable in the project.
This column appears only if the AP check box is selected in the Visibility Settings section on the Projects Preferences (PM101000) form.
Expense Date The date of the corresponding expense claim.
The column is available only if the Expense Management feature is enabled on the Enable/Disable Features (CS100000) form.
1099 Box The code and description of the 1099 box. The code indicates the form in which you want to include the amount in this line (1099-MISC, 1099-NEC, or both forms) and the box number, and the description indicates its type. You specify a value only if the selected vendor is a 1099 vendor and you want to include this value in the 1099-MISC or 1099-NEC form; otherwise, you leave the column empty.
By default, this value is copied from the expense account associated with the 1099-MISC or 1099-NEC form.
For retainage documents paid by line (those that have the Pay by Line check box selected on the current form), the setting in this column for each line is copied from the related line of the original document. You can override this value.
For retainage documents that have the Pay by Line check box cleared, the setting is either of the following, but you can override this value:
  • The setting is copied from one of the lines of the original document that has the 1099 Box column filled in and the needed tax category specified for the lines in the Tax Category column
  • This setting is empty if the 1099 Box column is empty for all the lines of the original document with the needed tax category
This column appears on the form if the 1099 Reporting feature is enabled on the Enable/Disable Features (CS100000) form and the selected vendor has the 1099 Vendor check box selected on the Vendors (AP303000) form.
Deferral Code The deferral code assigned to the stock item or non-stock item specified in this document line. Upon release of the document, the system generates a deferral schedule (or schedules) based on the settings defined for this deferral code. For details, see Processing Deferrals.
You can change the deferral code in this column manually, if needed. When you click the selector button in the column, the lookup table that opens shows only the deferral codes for which the Active check box is selected in the Summary area of the Deferral Codes (DR202000) form.
If you change the MDA deferral code (the deferral code that indicates that an item is a package) to any non-MDA deferral code, the system will consider the item to not be a package and will ignore its components while generating a deferral schedule. That is, the system will generate the deferral schedule for the item based on the settings of the specified non-MDA deferral code.
Original Deferral Schedule A read-only column filled in by the system in the Debit Adjustment documents created by the reversing process. It shows the unique number of the deferral schedule associated with the original document (such as an AP bill).
If a document with the Debit Adjustment type is created manually, you can select a deferral schedule to be reversed.
In the original documents, this column remains empty.
Term Start Date The date when the process of deferred expense recognition should start for the selected item. If this bill or adjustment has been created from an existing document, this value is copied from the original document.
This column is available for editing if the item selected in the document line has a deferral code with a flexible recognition method and the Expense code type. For details, see Recognition Methods for Deferred Revenues or Expenses.
Term End Date The date when the process of deferred expense recognition should finish for the selected item.
If this bill or adjustment that has been created from an existing document, this value is copied from the original document.
For a bill or adjustment that has been created when you clicked the New Record button on the form toolbar of the Bills and Adjustments (AP3010PL) form or the Add New Record button on the form toolbar of the current form, the default value in this column is determined by the following formula: Term Start Date + the default term setting of the stock item or non-stock item.
This column is available for editing if the item selected in the document line has a deferral code with a flexible recognition method and the Expense code type. For details, see Recognition Methods for Deferred Revenues or Expenses.
Tax Category The tax category (if applied) for the transaction. Unless you specify otherwise, it is the default tax category of the vendor location’s tax zone. If you select an item from the inventory list, it changes to the tax category of the item.
PO Type The type of purchase order linked to this line of the bill.
PO Number The reference number of the purchase order linked to this line of the bill.
The link to the related purchase order cannot be specified if migration mode has been activated—that is, if the Activate Migration Mode check box is selected in the Posting Settings section on the General tab of the Accounts Payable Preferences (AP101000) form.
PO Receipt Nbr. The reference number of the purchase receipt linked to this line of the bill.
The link to the related purchase receipt cannot be specified if migration mode has been activated—that is, if the Activate Migration Mode check box is selected in the Posting Settings section on the General tab of the Accounts Payable Preferences (AP101000) form.
PO Receipt Line The line number of the purchase receipt’s line that is linked to this line of the bill.
Subcontract Nbr. The reference number of the subcontract linked to this line of the bill.
The link to the related subcontract cannot be specified if migration mode has been activated—that is, if the Activate Migration Mode check box is selected in the Posting Settings section on the General tab of the Accounts Payable Preferences (AP101000) form.
This column appears on the tab only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.
PPV Adjust. Nbr The reference number of the inventory adjustment document that has been generated for the line item upon release of the bill. For details, see Allocating the Purchase Price Variance.
PPV Doc. Type The type of the adjustment document that has been generated for the line item upon release of the bill. For details, see Allocating the Purchase Price Variance.
Base Qty. The quantity of the item delivered by the vendor, expressed in the item’s base unit of measure.
This quantity is used for calculating discounts if Base UOM is selected in the Apply Quantity Discounts To box on the Price/Discount Settings tab of the Accounts Payable Preferences (AP101000) form.
Unreleased Retainage A hidden column that contains the retainage amount that has been associated with the document line but has not been released yet. If the Retain Taxes check box is selected on the Accounts Payable Preferences (AP101000) form, this column includes the retained tax amount (excluding use taxes).
Retained Tax The amount of tax calculated based on the value in the Retainage Amount column. If the Retain Taxes check box is selected on the Accounts Payable Preferences (AP101000) form, the retained tax amounts will be included in retainage bills.
Tax Amount A column that contains the total tax amount calculated for the line (excluding use taxes). The column is hidden until the original document is released. For retainage bills, this column displays the total of all retained taxes (excluding use taxes).
Expired Compliance A check box that indicates (if selected) that at least one expired compliance document is related to this document line. If the check box is cleared, there are no expired compliance documents related to the line.
This column is available only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.
Related Svc. Doc. Nbr. The reference number of a service document (an appointment or service order) associated with a particular line of the AP document (bill, credit adjustment or debit adjustment). This reference number is a link, which you can click to view document details on the applicable form.
You can associate an AP document detail line with the service document by adding a service order or an appointment reference number in this column. When you have selected the service document reference number in this column, and saved the AP document, the system adds the AP document detail line to the service document on the Details tab on the Appointments (FS300200) and Service Orders (FS300100) form.
If you specify a service order or an appointment reference number in the detail line of the AP document of the Debit Adjustment type, and save the AP document, the system adds the AP document detail line with the negative cost amount to the service document.
This column is available only if the Service Management feature is enabled on the Enable/Disable Features (CS100000) form. For a service contract, the Equipment Management feature should be enabled on the Enable/Disable Features (CS100000) form.
Related Svc. Doc. Type The type of a service document (appointment or service order) associated with a particular line of the AP document (bill, credit adjustment or debit adjustment).
This column is available only if the Service Management feature is enabled on the Enable/Disable Features (CS100000) form. For a service contract, the Equipment Management feature should be enabled on the Enable/Disable Features (CS100000) form.
Estimated PPV Amount The estimated purchase price variance calculated by the system when you save an AP bill or debit adjustment or remove it from hold. This amount is calculated in the same way as the PPV amount is calculated on the release of the AP bill or debit adjustment.
This column is hidden by default.

Back to TopFinancial Tab

This tab contains information about the AP account and subaccount used in the document and the vendor tax zone. For a released AP document, the tab also contains a link to the batch that implements the transactions.

If the Expense Reclassification feature is enabled on the Enable/Disable Features (CS100000) form, the tab provides information about the reclassification account and subaccount that were used for the document (if it was subjected to expense reclassification).

For details on this functionality, see Reclassification of Expenses: General Information.

Link to GL Section

Element Description
Pre-Releasing Batch Nbr. The reference number of the batch that adjusts the appropriate account balances for the document with the Pre-Released status. Batches of this type use the numbering sequence assigned to AP batches.
This box appears only if the Expense Reclassification feature is activated on the Enable/Disable Features (CS100000) form and the document has or has had the Pre-released status.
Batch Nbr. The ID of the batch that updates the appropriate account balances with the amounts of the document transactions when the batch is posted.
Instead of the batch ID, the word Migrated is displayed for a migrated document. For details, see Migrating Documents to Acumatica ERP.
Branch The branch associated with the document.
If the bill or adjustment is related to a project and Use Project Branch is selected in the Branch in Project Documents box on the Projects Preferences (PM101000) form, the system inserts the project branch in this box.
AP Account The liability account specified in the document.
The account selected in this box should be configured as a control account for the accounts payable subledger. That is, for this account, AP should be selected in the Control Account Module column on the Chart of Accounts (GL202500) form. For more information on control accounts, see Control Accounts: General Information.
AP Subaccount The subaccount used in the document.
Reclassification Account The expense account used to record the expenses pending reclassification.
This box appears only if the Expense Reclassification feature is activated on the Enable/Disable Features (CS100000) form and if the document has or has had the Pre-released status.
Reclassification Subaccount The subaccount used to record the expenses pending reclassification.
This box appears only if the Expense Reclassification feature is activated on the Enable/Disable Features (CS100000) form and the document has or has had the Pre-released status.
Retainage Payable Account The account used to record retained amounts on the bill.
The account selected in this box should be configured as a control account for the accounts payable subledger. That is, for this account, AP should be selected in the Control Account Module column on the Chart of Accounts (GL202500) form. For more information on control accounts, see Control Accounts: General Information.
If the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form, the account specified for the vendor location on the GL Accounts tab of the Vendor Locations (AP303010) form is inserted into this box. Otherwise, the account specified for the vendor in the Retainage Payable Account box on the GL Accounts tab of the Vendors (AP303000) form is inserted into this box.
This box is available only if the Apply Retainage check box is selected in the Summary area of the form.
Retainage Payable Sub. The subaccount used to record retained amounts on bill.
If the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form, the subaccount specified for the vendor location on the GL Accounts tab of the Vendor Locations (AP303010) form is inserted into this box. Otherwise, the subaccount specified for the vendor in the Retainage Payable Sub. box on the GL Accounts tab of the Vendors (AP303000) form is inserted into this box.
This box is available only if the Subaccounts feature is enabled on the Enable/Disable Features (CS100000) form and the Apply Retainage check box is selected in the Summary area of this form.
Original Document The identifier of the original document.
The original document can be one of the following:
  • A bill that was reversed with the debit adjustment currently selected in the Summary area of the form. If you click this number, the Bills and Adjustments (AP301000) form opens, on which you can view the details of the reversed document.
  • An expense claim served as a source for creating the bill currently selected in the Summary area of the form. If you click this number, the Expense Claim (EP301000) form opens, on which you can view the details of the source document.
  • A bill with retainage for which the currently selected retainage bill has been created in the Summary area of the form. If you click this number, the Bills and Adjustments (AP301000) form opens, on which you can view the details of the original bill.

Assigned To Section

Element Description
Workgroup ID A workgroup from which you can select the employee responsible for the document. By default, this box is empty.
Owner The employee responsible for the document. By default, the employee linked to a currently logged in user is specified. You can override the default value, if needed.
This value defines the expense subaccount to be debited if the EE subaccount mask is specified in the Combine Expense Sub. From box on the Accounts Payable Preferences (AP101000) form.

Default Payment Info Section

Element Description
Pay Separately A check box that indicates (if selected) that the vendor document should be paid for by a separate payment.
This check box appears only if the Pay Separately check box was selected for the vendor on the Vendors (AP303000) form.
Approved for Payment A check box that indicates (if selected) that the document has been approved for payment.
Pay Date The date when the bill should be paid. The date is the difference between the document due date or discount date (depending on the option selected in the Payment By box on the Vendors (AP303000) form) and the number of days specified in the Payment Lead Time box on the Vendors (AP303000) form. If the difference is greater than or equal to the document date, then the document date is set as the pay date.
Payment Location The vendor’s location. (This box appears only if the Business Account Locations feature is enabled in your system.)
Payment Method The payment method used for the payment.
Cash Account The cash account used for the payment.

Receipt Info Section

Element Description
Supplied-By Vendor The vendor that supplied goods or services. This is a vendor that has been specified in a purchase order or receipt if these documents are involved in your purchasing workflow.
This box is available only if the Vendor Relations feature is enabled on the Enable/Disable Features (CS100000) form.
For details, see Vendor Relations: General Information.
Supplied-By Vendor Location The location of the supplied-by vendor specified in the purchase order or receipt that the currently selected bill is based on.

Intercompany Invoicing Section

Element Description
Related AR Document The reference number of the AR document based on which the selected AP document was created or of the corresponding AR document for the selected AP document if it was manually created. The list in this box contains AR documents for which the customer is the originating branch of the AP document and AR documents for which the branch is the vendor of the AP document.
You can click the Edit button right of this box to open the related AR document on the Invoices and Memos (AR301000) form.

Back to TopTaxes Tab

This tab, whose elements are filled out automatically when you click Save, contains information about all taxes applied to the document.

If automatic calculation of taxes is configured in your system, the system calculates the applicable taxes for each bill and adjustment (based on the tax categories of line items and the vendor tax zone) and records the tax amounts to the document. If your system is integrated with the AvaTax service of Avalara or other specialized third-party software, the applicable taxes are calculated by this service or software and recorded to the document when you save the document. If the calculated tax is a use tax, the system displays a warning near the Tax Total box in the Summary area indicating that use taxes are excluded from the Tax Total. For an overview of integration with external tax providers, see Integrating Acumatica ERP with Avalara Avatax and Integrating Acumatica ERP with Vertex Tax Provider.

Correcting taxes in a purchase order does not affect the taxes in AP bills created from this purchase order. The taxes for each document are calculated when the document is created based on the tax settings of this document.

The table toolbar has only standard buttons.

Table

Column Description
Tax ID The identifier of the specific tax applied to the document.
Tax Rate The tax rate used for the tax.
Taxable Amount The taxable amount for a specific tax calculated through the document.
Tax Amount The tax amount for the specific tax.
Retained Taxable The taxable amount for the retainage.
This box is available only if the Retain Taxes check box is selected on the Accounts Payable Preferences (AP101000) form.
Retained Tax The retained amount of the tax that is posted to the Tax Retainage Claimable account specified for the tax on the Taxes (TX205000) form.
This box is available only if the Retain Taxes check box is selected on the Accounts Payable Preferences (AP101000) form.
Deductible Tax Rate The percent of deduction that applies to the tax amount paid to the vendor for specific purchases.
Expense Amount The percentage that is deducted from the tax amount paid to the vendor for specific purchases.
Discounted Taxable Amount The taxable amount, which has been discounted because of the cash discount being applied to the document.
Tax on Discounted Price The tax amount, which is calculated based on the discounted taxable total.

Tax Info Section

Element Description
Vendor Tax Zone The tax zone of the vendor.
The system inserts the tax zone by using the applicable rule it finds from the following:
  • For a document related to a particular project:
    • If the Calculate Project-Specific Taxes check box is selected on the Projects Preferences (PM101000) form, the system inserts the tax zone of the selected project. It copies this tax zone from the Cost Tax Zone box on the Addresses tab of the Projects (PM301000) form.
    • If the tax zone is the not defined on the project level, the system inserts the tax zone of the vendor selected in the Summary area of the current form. It copies this tax zone from the Tax Zone box on the Purchase Settings tab of the Vendors (AP303000) form.
  • If a document is not associated with any project or is related to multiple projects, the system inserts the tax zone of the vendor. It copies this tax zone from the Tax Zone box on the Purchase Settings tab of the Vendors (AP303000) form.
If a tax zone related to an external tax provider is selected in the current box and the Pay by Line check box is selected for the document, the system won’t allow you to release this document. This happens because the Payment Application by Line feature is not supported for taxable documents with tax zones for external tax providers, such as Avalara.
Adjustment Nbr. The reference number of the inventory adjustment transaction generated to post tax amounts to the inventory account of the items included in the bill. For more information on including taxes in the cost of items, see Taxes Included in the Cost of Items: General Information.
Tax Calculation Mode The tax calculation mode, which defines which amounts (tax-inclusive or tax-exclusive) should be entered in the detail lines of a document:
  • Tax Settings: The tax amount for the document is calculated based on the settings of the applicable tax or taxes.
  • Gross: The amount in the document detail line includes at least one tax.
  • Net: The amount in the document detail line does not include taxes.
 The default value is copied from the settings of the vendor selected in the Summary area.
This box is available only if the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features (CS100000) form.
Tax Exemption Number The exemption certificate number of the selected vendor, which is used if your system is integrated with an external tax provider. By default, the value is pulled from the vendor’s location, but you can override it on the document level, if needed. The box appears on the form if the External Tax Calculation Integration feature has been enabled on the Enable/Disable Features (CS100000) form.
Tax Exemption Type The tax exemption type of the vendor location if purchases from this location are tax-exempt. By default, the system copies the value of this box from the vendor record. This box appears on the form only if the External Tax Calculation Integration feature is enabled on the Enable/Disable Features (CS100000) form.

Tax Totals Section

Element Description
Taxable Total The document total that is subject to taxes. The taxable amount will be displayed in this box only if the Include in VAT Taxable Total check box is selected for the applicable tax on the Taxes (TX205000) form. If the check box is cleared, this box will be empty.
This box appears on the tab if the VAT Reporting feature is enabled on the Enable/Disable Features (CS100000) form.
If the document contains multiple transactions with different taxes applied and each of the applied taxes has this check box selected, the taxable amount calculated for each line of the document will be added to the current box.
Tax Exempt Total The document total that is exempt from tax. This total is calculated as the taxable amount for the tax with the Include in VAT Exempt Total check box selected on the Taxes (TX205000) form.
This box appears on the tab if the VAT Reporting feature is enabled on the Enable/Disable Features (CS100000) form.
Tax Total The total amount of tax paid on the document.
If a use tax has been applied to the document, the use tax amount is not included in the tax total amount. You can view the use tax details in the table on the current tab.
With. Tax The total amount of the withholding tax applied to the document.

Cash Discount Info Section

This section appears on the form only if the document has a nonzero cash discount amount and contains at least one tax that has the Reduces Taxable Amount on Early Payment option selected in the Cash Discount box on the Taxes (TX205000) form. (This option is available only if the VAT option is selected in the Tax Type box.)The elements in this section display the calculated amounts if the document is paid during the cash discount period and a cash discount is applied to the document. For details, see VAT for Early Payments: General Information.

Element Description
Discounted Doc. Total The document total, which has been discounted because of the cash discount being applied; this occurs when the document has been paid within the cash discount period.
Discounted Taxable Total The taxable amount, which has been discounted because of the cash discount being applied to the document.
Tax on Discounted Price The tax amount, which is calculated based on the discounted taxable total.

Back to TopApprovals Tab

The tab shows information on approvals and rejections of the record subjected to this procedure.

This tab displays the approval entries associated with the selected record. If the record has existing Approved or Rejected entries and is put on hold for editing, these entries are preserved on the tab and the Obsolete check box is selected for them. Approval entries with a Pending decision are deleted. When the record is resubmitted for approval, new approval entries are created for this approval cycle.

This tab is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.

The table toolbar has only standard buttons.

Column Description
Assignee The identifier of the employee who is assigned to approve the record.
Assignee Name The name of the employee who is assigned to approve the record.
Workgroup The workgroup of the employee who is assigned to approve the record.
Reviewer The identifier of the employee who actually reviewed the record.
Reviewer Name The name of the employee who actually reviewed of the record.
Date The review date.
Decision The approval decision made for the record, which can be Pending, Approved, or Rejected, depending on the approval action performed.
Reason The reason the record has been approved or rejected (if applicable).
Obsolete A check box that indicates (if selected) that the approval decision belongs to a previous approval cycle. The system selects the check box for all Approved and Rejected approval entries when the record is put on hold for editing.

Back to TopDiscounts Tab

This tab is available only if the Vendor Discounts feature is enabled in your system. The Discounts tab has a table that shows the details of the Group- and Document-level discounts that were applied to the document.

Table

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column Description
Skip Discount A check box that you select to cancel a Group- or Document-level discount for the document. Selecting the check box updates the total and the line amounts for the document, but does not remove the record of the canceled discount from the Discount Details table.
Discount Code The discount code of the vendor discount applied to the document automatically or manually.
Sequence ID The identifier of the discount sequence applied to the document.
Type The type of discount applied to the document (Group or Document).
Manual Discount A check box that indicates (if selected) that the vendor discount shown in this row has been applied manually (from the Group- or Document-level discounts marked as manual on the Vendor Discount Codes (AP204000) form).
Discountable Amt. The amount used as a base for discount calculation if the discount is defined as based on the amount.
Discountable Qty. The quantity used as a base for discount calculation if the discount is defined as based on the item quantity.
Discount Amt. The amount of the discount. This column is available for editing for document discounts and external discounts.
Discount Percent The discount percent if the discount is defined to be calculated as a percentage. This column is available for editing for document discounts and external discounts.
External Discount Code The code of an external discount. You can enter this code for informational purposes when you manually enter an external discount in the document.
Description A brief description of the discount, which helps users to identify it.

Back to TopRetainage Tab

On this tab, you can view information about the retainage applied to the selected document (if it is a bill or a debit adjustment) and the list of the retainage documents related to this document.

This tab appears on the form only if the Apply Retainage check box is selected in the Summary area of the form.

Element Description
Default Retainage Percent The default percent of the amount that is retained for each document line.
By default, the system fills in this box with the value specified for the vendor in the Retainage Percent box on the Vendors (AP303000) form. You can override this value.
Total Amount The total amount of the document, including the retainage amount.
Original Retainage The amount to be retained in all lines of the document. The system calculates this amount as follows: the total amount entered in the Retainage Amount column for all lines on the Details tab minus the Discount on Retainage value plus the Retained Tax value, if applicable. The original retainage amount is posted by the document to the Retainage Payable account.
Unreleased Retainage The amount that has been retained from the document and has not yet been released.
Released Retainage The difference between the original (total) retainage and the unreleased retainage for the document.
Unpaid Retainage The amount that has been retained from the document and has not yet been paid.
Paid Retainage The total amount paid for the retainage documents related to the bill or debit adjustment.
Tax on Retainage The total amount for all lines in the Retained Tax column on the Taxes tab.

Table

The table shows the retainage bills or debit adjustments related to the bill with retainage or the debit adjustment with retainage selected on this form.

The table toolbar has only standard buttons.

Column Description
Type The type of the document related to the bill or debit adjustment with retainage. The Bill and Debit Adjustment types are available.
Reference Nbr. The reference number of the retainage bill or debit adjustment.
Date The date of the retainage bill or debit adjustment.
Post Period The financial period to which the retainage bill or debit adjustment has been posted.
Status The status of the retainage bill or debit adjustment.
Amount The amount of the retainage bill or debit adjustment.
Balance The balance of the retainage bill or debit adjustment which is calculated as the document amount minus payments (or adjustments) applied.
Payment Method The default payment method selected in the retainage bill or debit adjustment.
Vendor Ref. The reference number that the vendor has assigned to the retainage bill or debit adjustment.
Description A description of the retainage bill or debit adjustment.

Back to TopApplications Tab

This tab reflects the history of payment applications for the selected document. By using this tab, users can create applications for unreleased documents.

The content of this tab depends on the type of the document selected in the Summary area.

If a document with the Bill or Credit Adj. type and the Open or Closed status is selected, this tab displays the list of open debit adjustments and prepayments that have been applied to the document. You can specify the exact amount to be paid on each document or click Auto-Apply on the table toolbar to apply the documents automatically. The specified applications are applied when you release the bill or credit adjustment.

When you are creating a new document, the system shows all open documents of the selected vendor, which can be applied. You apply them to the new document by clicking Auto-Apply on the table toolbar or filling in the Amount Paid column. If you want to create the new document without application to other documents, once you save the document, the system will clear the table.

Table Toolbar

The table toolbar includes the buttons described below.

Button Description
Auto-Apply Initiates the process of applying available payments to this document.
This button is available if the Pay by Line check box is cleared in the Summary area of the current form.

Table Columns

Column Description
Branch The branch of the payment document that was applied to the document.
Doc. Type The type of payment document that was applied to the document.
Reference Nbr. The reference number of the payment document.
Amount Paid The amount that was actually paid, which is displayed in the currency of the document that is selected in the Summary area of the form.
Cash Discount Taken The amount of the cash discount that has been applied to the payment document if the bill was paid during the cash discount period.
Date The date when the payment was applied to the document.
Balance The current balance of the document.
Description A description provided for the payment.
Post Period The financial period of the payment document.
Payment Ref. The payment reference number, which can be a system-generated number or an external reference number (such as a wire transfer number or a bank check number) entered manually on payment creation.
Status The status of the payment document.

Back to TopJoint Payees Tab

On this tab, you can add, review, and edit the details about the joint payees for the bill. You can add new joint payees to bills with the On Hold, Balanced status, and to bills with the Open status and a positive balance.

This tab appears on the form only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form, and if the Joint Payees check box is selected in the Summary area of the Bills and Adjustments (AP301000) form.

The table toolbar has only standard buttons.

Table Columns

Column Description
Joint Payee (Vendor) The vendor ID and vendor name of the joint payee, if this payee is created as a vendor record in the system on the Vendors (AP303000) form.
Joint Payee The name of the payee, if this payee is not registered in the system as a vendor. You type the name manually.
Bill Line Nbr. The reference number of the line on the Details tab for which the payee receives the payment.
This column appears on the form only if the Pay by Line check box is selected in the Summary area of the form.
Bill Line Amount The total amount of the line for which the payee receives the payment. This system fills in this box with the value from the Amount column of the Details tab of the corresponding line.
This column appears on the form only if the Pay by Line check box is selected in the Summary area of the form.
Joint Amount Owed The amount to be paid to the joint payee. You specify the amount manually. The total amount of all joint payee lines cannot exceed the initial balance of the document.
Joint Amount Paid The amount that has already been paid to the joint payee, which is the sum of paid amounts for all released joint payments that have been prepared for the joint payee in this line.
Joint Balance The remaining amount to pay to the joint payee for the bill, which is calculated as Joint Amount Owed minus Joint Amount Paid.

Back to TopJoint Amount Application Tab

On this tab, you can review the details about joint payments that have been prepared and applied to the document.

This tab appears on the form only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form and if the Joint Payees check box is selected in the Summary area of this form.

The table toolbar has only standard buttons.

Table Columns

Column Description
Joint Payee (Vendor) The vendor ID and vendor name of the joint payee, if the joint payee is defined as a vendor record in the system on the Vendors (AP303000) form.
Joint Payee The name of the joint payee, if the joint payee is not defined in the system as a vendor.
Bill Line Nbr. The reference number of the line on the Details tab for which the payee receives the payment.
This column appears on the form only if the Pay by Line check box is selected in the Summary area of the form.
Joint Amount to Pay The amount that has been paid to the joint payee.
Currency The currency of the payment document.
Type The type of the payment document that was applied to the bill.
Reference Nbr. The reference number of the payment document.
Payment Ref. The payment reference number, which can be a system-generated number or an external reference number (such as a wire transfer number or a bank check number) entered manually on payment creation.
Status The status of the payment document.

Back to TopCompliance Tab

On this tab, you can add, update, and review compliance documents.

This tab appears on the form only if the Construction feature of the Projects group of features is enabled on the Enable/Disable Features (CS100000) form.

The table toolbar has only standard buttons.

Table Columns

Column Description
Link to Payment A check box that indicates (if selected) that the compliance document is linked to the payment.
Expiration Date The date when the compliance document will expire. You specify the date when you add the compliance document to the tab.
Document Type The type of the compliance document. The following document types are available:
  • Certificate
  • Insurance
  • Lien Waiver
  • Notice
  • Other
Creation Date The date when the compliance document was created. By default, the system inserts the current business date at the time of creation. You can change the date manually.
Status The status of the compliance document. The list of values should be specified manually on the Compliance Preferences (CL301000) form.
Required A check box that indicates (if selected) that the document is mandatory for working with the project and project task specified in this line. This flag is for informational purposes only. It shows that the compliance document is required before some activities are implemented for the project.
Received from Vendor A check box that indicates (if selected) that the document has been received. By using this check box, you can track when the payment for the document is received, so that the next payment is not delayed.
Vendor Received Date The date that you specify when the compliance document is received.
Received from Joint Payee A check box that indicates (if selected) that the document has been received from the joint payee.
Joint Payee Received Date The date when the compliance document is received from the joint payee.
Processed A check box that indicates (if selected) that the document has been processed.
Voided A check box that indicates (if selected) that the document has been voided.
Created Automatically A check box that indicates (if selected) that the document has been created by the system.
Sent Date The date that you specify when the compliance document is sent.
Project The project to which the compliance document relates, which is a link you can click to view this project on the Projects (PM301000) form.
If a project is specified, this compliance document is displayed on the Compliance tab of the Projects (PM301000) form for the selected project.
Cost Task The cost task within the selected project to which the compliance document relates, which is a link you can click to view this task on the Project Tasks (PM302000) form.
If a task is specified, this compliance document will be displayed on the Compliance tab of the Project Tasks (PM302000) form for the selected task of the Cost Task type.
Cost Code The cost code assigned to the compliance document.
Vendor The identifier of the vendor associated with the compliance document, which is a link you can click to view this record on the current form. If a vendor is specified, the current document will be displayed on the Compliance tab of the current form for the selected vendor.
The list of vendors available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Vendors (AP303000) form. With the feature enabled, a vendor is available for selection in this column if one of the following is true:
  • The Restrict Visibility To box is empty for the vendor—that is, the vendor’s visibility is not restricted.
  • A branch or company is specified in the Restrict Visibility To box for the vendor, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the selected branch, or the Company Details tab of the Companies (CS101500) form for the selected company.
Vendor Name The name of the vendor associated with the compliance document.
Expired A check box that indicates (if selected) that the compliance document has expired.
AP Payment The reference number of the check that is associated with the compliance document, which is a link you can click to view this document on the Checks and Payments (AP302000) form.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
AP Payment Method The payment method associated with the vendor.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
AR Invoice The reference number of the invoice associated with the compliance document, which is a link you can click to view this document on the Invoices and Memos (AR301000) form. If an invoice number is specified, the current compliance document will be displayed on the Compliance tab of the Invoices and Memos (AR301000) form for the selected invoice.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
AR Invoice Amount The amount of the invoice.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
AR Payment The reference number of the payment associated with the compliance document, which is a link you can click to view this document on the Payments and Applications (AR302000) form.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
AR Payment Method The customer’s default payment method.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Account The account associated with the vendor (Expense account) or customer (Sales account).
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Bill The reference number of the bill associated with the compliance document, which is a link you can click to view this document on the Bills and Adjustments (AP301000) form. If a bill number is specified, the current compliance document will be displayed on the Compliance tab of the Bills and Adjustments (AP301000) form of the selected bill.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Bill Amount The bill amount to be paid for the document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Certificate Number The number of the certificate.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Customer The identifier of the customer associated with the compliance document, which is a link you can click to view this record on the Customers (AR303000) form. If a customer is specified, the current document will be displayed on the Compliance tab of the Customers (AR303000) form of the selected customer.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Customer Name The name of the customer associated with the compliance document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Date Issued The date when the document is issued.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Effective Date The date when the compliance document takes effect. You should specify the date manually while adding the document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Insurance Company The name of the insurance company.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Joint Payee (Vendor) The identifier of the joint vendor associated with the compliance document, which is a link you can click to view this record on the current form. If a joint vendor is specified, the current document will be displayed on the Compliance tab of the current form for the selected vendor.
The list of vendors available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Vendors (AP303000) form. With the feature enabled, a vendor is available for selection in this column if one of the following is true:
  • The Restrict Visibility To box is empty for the vendor—that is, the vendor’s visibility is not restricted.
  • A branch or company is specified in the Restrict Visibility To box for the vendor, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the selected branch, or the Company Details tab of the Companies (CS101500) form for the selected company.
Joint Payee The name of the joint payee, if the joint payee is not defined in the system as a vendor.
Joint Amount Paid The amount to be paid to joint payees according to the joint check.
Joint Release A check box that indicates (if selected) that the joint release has been received.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Lien Waiver Amount The amount covered by the lien waiver.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Limit The amount of insurance liability specified for the compliance document. You should enter the amount manually while adding the document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Method Sent The method used to send the document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Payment Date The date when the payment is created.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Payment Ref. The reference number of the payment.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Project Transaction The reference number of the project transaction associated with the compliance document, which is a link you can click to view this document on the Project Transactions (PM304000) form.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Purchase Order The reference number of the purchase order associated with the compliance document, which is a link you can click to view this document on the Purchase Orders (PO301000) form. If a purchase order is specified, this compliance document will be displayed on the Compliance tab of the Purchase Orders (PO301000) form for the selected purchase order.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Purchase Order Line Item The unique identifier of the item in the purchase order line, which can be specified only if a purchase order has been selected.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Policy The insurance policy number.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Receipt Date The date of the inventory receipt.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Receive Date The date when the goods are received.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Received By The person responsible for receiving goods.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Requires Joint Payment A check box that indicates (if selected) that a joint check is required.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Revenue Task The identifier of the revenue task within the project to which the compliance document relates, which is a link you can click to view this task on the Project Tasks (PM302000) form. If a revenue task is specified, the current compliance document will be displayed on the Compliance tab of the Project Tasks (PM302000) form for the selected task of the Revenue Task type.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Secondary Vendor The identifier of the secondary vendor associated with the compliance document, which is a link you can click to view this record on the current form. If a vendor is specified, the current document will be displayed on the Compliance tab of the current form for the selected vendor.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Secondary Vendor Name The name of the secondary vendor associated with the compliance document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Source The source of the payment, which is one of the following options:
  • AP Bill
  • PO/Sub
  • Customer
  • Project
 This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Sponsor Organization The name of the sponsor organization.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Subcontract The identifier of the subcontract associated with the compliance document, which is a link you can click to view this document on the Subcontracts (SC301000) form. If a subcontract is specified, the current document will be displayed on the Compliance tab of the Subcontracts (SC301000) form for the selected subcontract.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Subcontract Line Item The identifier of the item in the subcontract line, which can be specified only if a subcontract has been selected.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.
Through Date The date when the goods are shipped.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Adjustment of the Acumatica ERP UI: To Personalize a View of a Form.

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