AP Journal General Tab


Specifies the detail of general charges being vouchered for, including miscellaneous invoice charges such as freight and handling that are not included on the Inventory tab. This screen may also be used to create or modify a voucher that is not tied to any purchase order, such as a rent expense.

Note: Credit Memos for Non-Inventory Items
This tab should also be used to enter the detail when creating credit memos for non-inventory purchases. All values should be entered as positive; the software will automatically debit Accounts Payable when the transaction is a Credit Memo.

The GL accounts entered on this tab cannot be the same as any of the header accounts on the GL or Main tabs.

Line Defaulting
When a Purchase Order Id is entered, the system will attempt to determine if the Purchase Order can be used to provide default values for any new General lines the user might enter. If all detail (Inventory, General and Subcontract)  lines on the PO match, the result will be displayed on the New Line JC defaults on the Main tab, and General line defaulting will be as follows:

If the Job - Cost Code - Cost Category all match - all values default when adding General lines.

If the Job and Cost Code match but the Cost Category doesn't, only the Job and Cost Code default when adding new General lines.

If the Jobs match but the Costs Codes don't, the Job is not defaulted.

If only the Cost Categories match, the Cost Category will be used for defaulting General line.

Reversing Lines - No Discount
Reversing General lines are automatically flagged as No Discount to avoid discount calculation issues when the Date Effective is edited.

Important Fields:

image\magnifybutton.gif Double-click the Magnify button to display all fields for this line.

image\lineview2.gif Click the Line View button to re-display the multiple line view.

Qty Used: Qty Billed:
The Actual (Used) and Billable Quantities. The Quantity Used will be used for costing, and the Quantity Billed will be used to compute revenue for billing purposes. Note that the Quantity Billed field defaults when you enter the Quantity Used, but may be adjusted by the user if needed.

Unit Cost:
The cost per unit. If this line was imported from a Purchase Order, this field defaults from the Purchase Order but may be adjusted by the user by clicking the Magnify button go into Full View. The system will prompt you to confirm that you wish to make the edits. Click 'Yes' and make any changes needed; they will be written to a copy of the original line. When you save the record, the negative of the original line and your newly edited line will be written to history. Lines that were 'Copied for Edit' cannot be deleted.

The extended cost for this item. This figure defaults from the Unit Cost times the Qty.

No Discount?
Flag this field if no discount is available for early payment. Reversing General lines are flagged as No Discount to avoid discount calculation issues when the Date Effective is edited.

WO Id:
The Work Order this was incurred for. The display-only Workorder Name: field defaults from the Workorder record.

Equipment Id:
If the user enters a Work Order Id, the system will default in the first piece of equipment on the Work Order’s Equipment tab UNLESS this behavior is disabled via registry (see Registry Option - Do Not Default Equipment Id). If the user double clicks on this field, the system will display a list of all equipment associated with the Client Site referenced in the Work Order.

If the sys-ffv-global-settings option 'DefaultEquipmentFromWorkorder' is set to false, the user is allowed to set the Equipment Id back to blank. If this registry option is not present or set to true, the Equipment Id must be completed if a Work Order Id is referenced.

Job Id:
The Job this was incurred for. The display-only Job Name: field defaults from the Job record.

Cost Code Id:
This field should not be filled in if the WO field is completed. Press Alt+F7 or double-click left on this field to select from a list of Job Cost Code Id's.

Other Rate Id:
Optional. If an Other Rate has been set up to describe this expense, enter its Id for Job Costing purposes. The Bill Type Id and Revenue Rate (if applicable) will default.

Cost Cat Id:
The Cost Category for this expense. Job Cost Categories are not needed if a Job/Work Order is not specified. The Job Cost Category will be cleared if a Job is NOT specified.

This field supports enhanced filtering provided by the Cost Code's Job Cost Category Usage Filter. Cost Categories are validated (relative to Cost Codes) during data entry upon leaving the Cost Category Id field.  The full relationship is validated again when leaving the line or saving the record. Cost Categories with Selection Cost Types of Material, Equipment, Other or Subcontract are allowed.

GL Account Id:
The expense account to be debited for this item. The display-only GL Account Name field defaults from the GL Account record. Validation prohibits the entry of AR Control, AP Control & Bank accounts on General lines (unless the validation has been disabled via Registry AP Journal (sys-viewer-vapjrnl) ).

GL Account 'Trumping' Rules
When both a Cost Category and Job Id are used, the GL Account would always come from the Cost Category' GL Expense Account (if blank it would check Vendor record for a GL Expense Account, if it’s blank then it would use GL Acct from registry option: sys-ffv-global-settings, Setting Key: DefaultGLAccountId & Setting Value: GL Account Id). The GL Entity comes from the Job’s Cost Code.

When costs are imported back into a WorkOrder (either from AP Journal (if no PO) or from the PO (if AP not changed) or from AP Journal if $ adjustments done)…

When line is Invoiced on the Workorder, the Income account is pulled from the Cost Category's Income Account unless it is blank – if blank on the Cost Category it will then pull the GL Income from the Job’s Cost Code.

When invoiced on a Progress billing (RININV3) – and Bill Item is Fixed Fee: see the on-line help for Record Billing Adjustments, GL Tab or how Income GL Account is determined.

NOTE: Vendor Expense Account
If you wish to use the GL Expense Account# assigned in the Vendor record (normally utility,lease,rent, other overhead type vendors would have this setup) then to use it you must add a new Cost Category called “AP” & in description, enter something like: For AP use only and set the GL Accounts to BLANK. Normally it’s used with no Job or the Overhead Job.

GL Entity Id:
The Id of the GL Entity to be affected by this transaction. When Intercompany is enabled and a detail line contains a Job Id, any changes to the line's GL Entity are validated to ensure that the new GL Entity belongs to the same company as the Job. If Intercompany is not enabled, this field is optional but should be entered if your firm departmentalizes or tracks profit centers and will default from the Job Cost Code. SAMPro validates the consistency of the GL Entities entered in the parent and lines of the AP Journal.  The validation can take the form of either an error or a warning based the following registry: Registry Entry AP Journal.

Amount Retainage
The retainage (as a dollar amount) to be withheld. Note that the Amount field on the INV tab should continue to reflect the full amount being expensed (not Amount - Retainage).

This optional field may be used to briefly describe this entry.

Bill Item Id:
If a Job Id is specified, this field must be filled in with the appropriate Billing Item Id.

Flag this field if this item was ordered as a contract extra that you can bill your customer for.

Bill Type Id:  Revenue Rate:
These fields default from the Other Rate record (as specified in the Rate Schedule for the Job these items are being vouchered for), but may be changed if needed. These fields jointly determine how the Unit Price will be calculated:

If Markup is selected, the Revenue Rate will default from the Markup table (specified in the Rate Schedule for this Job). For example, a 120% markup applied to an item costing $100 would generate a unit price of $220. A 30% markup applied to an item costing $100 would generate a unit price of $130.

Margin enables the user to set the desired profit margin ((Unit Price - Unit Cost)/Unit Price)for this item in the Revenue Rate field. When a Margin is entered, the system will automatically adjust the price to generate the desired margin.

Multiplier multiplies the figure in Revenue Rate X Unit Cost to obtain the Unit Price. For example, a multiplier of 1.2 applied to an item costing $100 would yield a unit price of $120.

If the Bill Type Id is set to Unit Price, and this inventory item is flagged for unit pricing, the system will use the Unit Price in the Inventory Item record that applies to the Price Level specified in this Work Order. In this case, the Revenue Rate will equal the Unit Price.

Select the Billing Type of n/a if a special price has been agreed on for this customer. In this case, you will leave the Revenue Rate field blank, and enter the Amnt Revenue fields directly.

The amount to be billed to the Job.

Note: COP Dropship Purchases:
In previous releases, if a user added freight on the General tab of the AP Journal for a PO referenced on a COP drop ship order, the COST of that freight was picked up and invoiced on the subsequent COP invoice. With this enhancement, the system will also look at the REVENUE value entered in the AP General tab line, and if not zero, use it for the COP invoice. If the Revenue is zero, the system will continue to use Cost value.