AP Journal Inventory Tab


The information on this screen defaults from the voucherable items on the Purchase Order Inventory tab specified in this transaction; lines cannot be added to this screen. Miscellaneous items such as freight and handling should be vouchered on the General tab.

image\big_receive.gif Items must be logged as received in the Inventory Items Receipt Journal to be voucherable. Click the Receive Button on the top button bar to access the Inventory Item Receipt Journal.

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

Important Fields:

Double-click the Magnify button to display all fields for the selected line.

Click the Line View button to 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; 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. Inventory and General lines that were 'Copied for Edit' cannot be deleted.

The extended cost for this item: the Unit Cost times the Qty.

Other Rate Id:  Bill Type Id:
These fields default from the Vendor Record. The Bill Type Id field is required.

GL Account
The expense account to be debited for this item. This field defaults from the PO but may be changed by the user. The display-only GL Account Name field defaults from the GL Account record.

Credit PO’s: Previously, when a credit PO was issued for a work order using a part on the inventory tab, the AP journal pulled the Inventory GL account instead of the direct material account (Job) from the PO. The system now makes selective use of the PO Inventory line's GL Accounts and Entities based on the presence or absence of a Job Cost Code on the line.

GL Entity:
The GL Entity for which this expense was incurred. This field is optional but should be entered if your firm departmentalizes or tracks profit centers; it is required for Intercompany. This field defaults from the PO but may be changed by the user. SAM Pro is able to validate 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 on the content of the registry entry discussed in Registry Entry AP Journal. 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.

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

Work Order Id:
This optional field defaults from the PO, and indicates the work order (if any) for which this expense was incurred.

Equipment Id:
In Version 8.0 and up, the Equipment specified on the PO’s lines is defaulted to the AP Journal entry. In previous releases, the Equipment defaults from the first Equipment line on the associated Work Order.

If the sys-ffv-global setting '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:
This optional field defaults from the PO, and indicates the Job (if any) for which this expense was incurred. The display-only Job Name: field defaults from the Job record.

Cost Category: Job Cost Code   Bill Item Id:
If a Job Id is specified, these fields are required.  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.

The Cost Category 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, Sub or Other are allowed.

Quantity Ordered: Quantity Received: Quantity Invoiced: PO Unit Cost:
Description  Inventory Item Id:  Vendors' Part Number:
Serial/Lot Id: Account Name:  GL Entity Name:
These display-only fields are maintained by the system and cannot be changed by the user. Note that the Invcd field lists the quantity previously invoiced for this PO.

Revenue Rate:
This field defaults from the Rate Schedule for the Job (or Work Order) these items are being vouchered for, but may be changed if needed.

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 adjust the unit price to correspond to the desired margin.

If you select Multiplier, the system will multiply 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.

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

Close PO Line?
Flag this field if you wish to close this line even if all items have not been received (e.g., you received 998 from a total order of 1000, and do not wish to wait for the remaining two to close the order.)

Purchase Complete?
This display-only field will be checked if the Inventory Item being vouchered is flagged as a Purchase Complete item.