Accounts Payable Journal Viewer

Create/maintain the list of Accounts Payable Journal transactions. For a general overview on AP functions and procedures, click on the following topic: AP Overview.

Usage:

Security / Intercompany Processing ; 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.

The AP Journal entry and the history records it generates assume the Security Id of the Purchase Order used to generate them unless Intercompany Processing is enabled. When Intercompany Processing is on, the parent security determination is based on the APJ parent GL Entity. The posting of Use Tax Liability also uses the AP parent record's security in this case.

This viewer is required to voucher AP purchases, subcontractor and credit memo transactions. Inventory and General items on a PO must have been logged as Received to be voucherable. For Subcontractor PO's, the Amount Earned field on the Subcontractor tab of the Purchase Order must be filled in.

Click the Receive Button on the top button bar to access the Inventory Item Receipt Journal.

The AP Journal supports accounting for both manual and system checks. Once a payable is vouchered, a system check may be produced via the Report AP Check function. If a manual check is to be written instead, it's number, amount, and GL Bank account should be recorded in the AP Journal. System validation denies the deletion of AP entries if a manual check or EFT has been reconciled in the Bank Reconciliation Journal. The AP Journal Entry for a manual check can only be deleted if the Accounting Period is active.

When you make journal entries associated with a specific vendor, the system alerts you to the number and dollar amount of open credit purchase orders, if any exist for this vendor. This lets the user know that credit memos are expected from this vendor, and helps keep track of credit memos.

The journal allows postings to 0-rn GL Accounts for unvouchered payable activity if a MISC inventory group is not defined.

See Recurring AP Journal Viewer - use to generate rent and other recurring entries for which a PO is not required.

Unvouchered Payables is Enabled in the Accounting Period (deprecated): Since G/L entries post at the time of P.O. Receipt, it is important that the P.O. is vouchered in A/P with information that consistently reflects what the P.O. was at the time of receipt. See Unvouchered Payables in Accounting Period for details.

A warning will display when a Vendor's insurance is expired (e.g., for Subcontractors).

Receipts

Receipts (received to the PO or the Inventory Receipts journal) post to Job History. Unless this is for a PWP vendor, these costs can be billed before you receive the vendor’s invoice. Only lines not previously recorded in Job History (e.g., freight adjustments) will be written to Job History when the Vendor’s invoice is vouchered.

Recording Vendor Use Tax

If the Tax Group Id on the Main tab is not completed, the following procedure may be used in the AP Journal to record Use Tax on a vendor, supplier, subcontractor invoice that did not charge sales tax:

Enter the sales tax on the GENERAL tab line. Cost can be expensed to the job/work order.
Enter a negative sales tax on the GENERAL tab line to the GL liability account for sales tax.

The net result of the two tax lines is zero. One is a DR to COGS the other a negative debit (CR) to liability account for sales tax.

Editing Lines Imported from PO’s

The fields available for edit on lines imported from PO's are restricted to the Quantity, GL Account, GL Entity, and Allow Discount (when UVP is not enabled in the Accounting Period). All other edits continue to require a line-copy & edit (by clicking the magnifying glass on the line).

If you wish to edit the cost, click the Magnify button go into Full View. The editing of a field other the exceptions noted above must be done in the Full View of the line, and the system will prompt you to confirm that you do in fact wish to make the edits. The following message will be displayed:

This line was imported from the Purchase Order.
If changes must be made, they will be made to a copy of the line. Do you wish to change this line?

Click Yes to display the full view of the line, then 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.

Registry Entries:

Range Viewer:

Since multiple GL accounts are present in the ‘parent’ table of this journal, simple range filters (where you simply enter the GL Account Id) do not work for these "encapsulated" fields. To enable the user to filter on a specific parent GL Account, special filter ranges with the necessary SQL to filter on a specific GL Account have been added to the range filter. Click here for details and tips on filtering.

For example, when you first access the Range screen, the GL Bank Account range will be completed as follows:

GL Bank Account Id:
sql= gl_bnk_glaccnt_rn in (select glaccnt_rn from glaccnt where glaccnt_id like '%')

Suppose that your firm uses more than one Bank Account. To filter Entries for a specific GL Bank Account, simply replace the % in the SQL statement with the GL Bank Account Id you wish to filter on. For example, to filter on the GL Bank Account Id 1005, simply change the SQL statement in the range to:

sql= gl_bnk_glaccnt_rn in (select glaccnt_rn from glaccnt where glaccnt_id like '1005')

Tip: Saving Ranges

Rather than adjust the SQL statement each time you use the filter, you may save your settings as a range. See Save Filter Range for details.Type your drop-down text here.

Screen Organization:

This Help Topic lists the standard configuration this record. If you are using a customized system, the fields displayed on your screen may not exactly match the order or status.

The tabs in the upper section contain basic transaction information such as the Vendor and Invoice numbers. Click on the following buttons to see additional information on these tabs:

The tabs on the lower section of this screen display the detail for this entry. Click on the following buttons to see additional information on these tabs:

Important Fields (Upper Section):

PO Id:
If applicable, enter the Purchase Order number or double-click on this field to select from the list of PO's. If a single Inventory Receipt Journal was recorded for this PO, or if receipts were only made on the PO, the received items will be autoloaded in the AP Journal.

If multiple Inventory Receipt Journal (IRJ) entries are present, a list will appear allowing the user to choose All or a specify IRJ entry. If the user chooses a specific Id, only the quantities received in that entry will be loaded. If items are received on both the PO and on multiple IRJ's for the same PO, All must be selected to pull in the stragglers received on the PO.

Note: Previously received IRJ transactions will NOT be removed from the list. It is hoped that this limitation will be corrected in a future version. If you select a previously selected receipt, the system will load the quantity specified on that receipt if they have not already been load. Validation prevents the AP Quantity from exceeding the quantity received in the IRJ or PO.

The PO Id may not be changed on existing AP Journal entries: If the PO Id was entered in error, delete the erroneous entry and start a new one for the correct PO Id. If a check has already been cut, it must be voided before the entry can be deleted.

Un-receipted Lines Warning: When a PO Id is entered, a warning will be displayed if the PO has any unreceipted lines.

Vouchers for PWP Vendors: Depending upon how your AP Journal Registry Entry is set, you may be informed if an A/R invoice exists for the WO associated with this PO. You will have the option of attaching it to the AP Journal costs. Attachments are not made to reversed AR Invoices.

Vendor Id:
The Vendor to be paid. This field defaults when you enter the Purchase Order Id. The Vendor Id cannot be changed once a Purchase Order Id has been selected. The system will display a warning if you enter an inactive Vendor Id.

Invoice #:
The number as it appears on the Vendor's invoice. This field is a scrolling text box: the first 10 characters will be displayed initially, but you may continue typing if your vendor uses long #'s. By default, the system prevents the same Vendor Invoice from being vouchered multiple times.

Invoice Date:
The date on the Vendor's invoice. If the AP Terms Id is filled in, the Discount Date Due, Payment Due Date and Date to Pay fields will default based on the Invoice Date and the AP Terms Id.

Effective Date:
This field should default to today’s date when you first open the AP Journal. When you save this record, the system verifies that the Effective Date falls within the date range defined by the Accounting Period. If you are creating a manual check, this field is used to set the display-only Check Date field.

Note: If you view a previous A/P entry and then select New to start a new entry, the Effective Date and Accounting Period will default to the Effective Date and Accounting Period found on the previous entry viewed unless a PO is selected. This may be overridden via AP Journal Registry to always retain the values from your initial entry even when a PO is selected.

Date Received:
This field may be used to record the date the Vendor Invoice was received by your company. It must be manually entered by the user: it does not default. If this field is important for reporting purposes for your firm, you may wish to make it a required field via registry. The Drill Down AP Aging report may be aged by the Vendor’s Invoice Date or by the Date Received.

Discount %
The discount percentage to allow if this AP Voucher is paid by the Discount Due Date. This field defaults from the AP Terms record but can be changed by the user.

Discount Due Date:
The date by which this AP voucher must be paid in order to obtain the discount. This field is calculated by the system based on the Invoice Date and the AP Terms record but may be changed by the user.

Discount:
The discount amount to allow if this AP Voucher is paid by the Discount Due Date. This field is calculated by the system (based on the Discount Percent and the Invoice Total) and rounded to the nearest penny but can be changed by the user if needed. The system recomputes discounts when the 'No Discount' flag changes. The user is permitted to make manual entry into the Discount Amount field for a Credit Memo.

Date to Pay:
The date that you intend to pay this voucher. This field defaults from the Payment Date Due but may be changed by the user if you intend to pay by the Discount Date and obtain the discount. This field will be used by the system to generate the AP Date to Pay list.

Payment Due Date:
The date the payment is due without obtaining a discount. The system calculates this field for you if an AP Terms type has been selected and an Invoice Date filled in.

Period Id:
This field is required. The Accounting Period flagged as 'default' will default when creating a new journal entry. To select a different Accounting Period, enter an Id or double-click on this field to select from a list of active accounting period batches. The Accounting Period Name will default when an Id is selected.

Lien Waiver Req'd?
This field will be checked if the PO used to generate it required Lien Waivers. See Lien Waiver Overview for details.

AP Terms Id:
This field defaults from the PO or Vendor record but may be changed by the user if needed. The Discount %, Discount, Discount Due Date, Payment Due Date and Date to Pay fields default based on the AP Terms record and the Invoice Date that you entered.

Tip: AP Terms Setup
All AP terms with discounts - such as 2%10Net30 - should be setup with the "Compute Date-To-Pay From" based on Discount Days instead of Due Days. This way IF the user skips running 'Select Invoice for Payment' and runs Cash Requirements/Print Checks instead, the Date to Pay will be equal to the Discount Due Date.

Account Number:
The Account Number field defaults from the Vendor record and will be printed on AP checks.

Paid to Date:
This display-only field is calculated by the system based on how much you have paid the vendor on this invoice.

Retainage Total
This display-only field is calculated by the system based on the Retainage amounts on the Inventory, General and Subcontractor tabs.

GL Entity:
This field is ‘sticky’ and defaults from the most recent entry loaded in the viewer when you clicked ‘New’.

Postings to the Bank Account specified in the AP Manual Check section ONLY use the GL Entity when InterCompany is enabled via registry. If Inter-Company is NOT enabled, the GL Entity is not used for Manual Check / EFT / CC posting and Check records.

If Intercompany Processing is implemented and if this Entity does not match the GL Entities referenced in the child tabs, the appropriate Intercompany postings to GL History will be made when this transaction is saved.

If Intercompany Processing is not implemented, 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.

Currency Id: Currency Factor
This field defaults from the Purchase Order (if entered) or the Vendor record (if the PO Id is not completed). If this field is completed, all amounts MUST be entered in this currency.

Tax Group Id
This field defaults from the Purchase Order / Vendor. This field cannot be changed if it defaulted from a PO. It should only be completed if the applicable tax rules should come from the Vendor.

If the Reset Tax on lines button is enabled via Registry, when the Tax Group Id is changed the user will be alerted that the Reset Tax On Lines button should be pressed to review Inventory, General and Subcontractor lines that have a Tax Group Id. Click this button to automate the process of changing the Tax Group on all of the Inventory, General and Subcontractor lines, and automatically adjusting the necessary tax amount on such lines.

Note that this functionality does NOT pertain to the AP Journal Taxes tab. The user will be alerted if any lines appear on the Taxes tab when the button is clicked; these lines must be deleted before proceeding.

Use Tax Total:
This display-only field provides a running total of the Use Tax Cost entered on the Inventory, General and Subcontractor lines, excluding lines which have been copied for edit.

This release refines the allocation of line item Tax Cost credit amounts to Tax Authorities. A Tax Authority only qualifies for inclusion in the allocation when EITHER of the two conditions noted below is true:

1. The APJ line's Tax Type is Use.
2. The Group Tax Authority line's Job Cost flag is True.

$image\AddTaxes.gif$
If the Tax Group Id field is completed, clicking this button defaults in one line on the Tax Tab for each tax authority in the Tax Group. The system also defaults in the Tax Base from the Total Entered field. The exact Tax amount may be adjusted by the user if needed to match the Vendor’s invoice exactly.

The user will receive an error message if the Invoice Total (entered directly by the user) does not exceed the Invoice Entered (calculated by the system from the detail lines on the Inventory, General and Subcontractor tabs.

Lines generated for Tax Authorities with graduated rates will have their GL Account, and Tax Base completed so that the user can easily complete the information from the Vendor’s invoice.

Total Entered: Total Discountable Amount:
These display-only fields are calculated by the system based on the detailed information in the tabs. Note the Total Entered must equal the Invoice Total. The system now computes the discount when the Discount Due Date or Effective Date fields change. The Discount Amount is also recomputed whenever the Invoice Total changes.

O Purchase O Credit Memo
If this transaction records a Purchase, select the Purchase option. If this transaction is to create a credit memo, select the Credit Memo option. Click Credit Memo for details on creating a Credit Memo.

Select an option by double-clicking on the circular radio button next to the desired option (keyboard users should Tab to the desired button and then press the Spacebar to select it). The system will handle any necessary posting reversals for credit memos. If any inventory items are to be returned to the vendor, be sure to complete the information on the Material Return tab; see AP Journal Material Return Tab.

If this is a credit memo for non-inventory purchases, the detail should be entered on the General tab. All values should be entered as positive; the software will debit Accounts Payable when the transaction is a Credit Memo. See AP Journal General Tab Viewer .

If the user switches the Transaction Type to Credit Memo, the system will prompt the user:" Retain AP Terms including Discount?". Note that the discount amount is not set if user answers Yes to this question and then enters a general line. However, the user can now enter the discount amount.

Pay-When-Paid?
This box will be checked if the AP Terms Codes is flagged as Pay-When-Paid. When checked, the JOB must be invoiced with the associated Subcontractor tab items and PAID by the customer to be approved for AP payment.

Requires Approval:
This box will be checked if this transaction must be approved before it can be paid. A transaction can be approved by printing/posting a Service Invoice that references these charges, or by running the Start AP Payment Approved List function. This field defaults from the AP Terms specified in the Purchase Order.

Alternately, it may be set it the invoice amount or PO variance exceeds a registry-set limit. It the has rights to AP Approve Held Invoices (Start AP Payment Approved List), the message will also ask the user "Would you like to approve invoice now?"

If the User clicks Yes, they will be prompted to enter 40 characters of text describing the reason for the approval. This text will be written to the Vendor Invoice record's change log.

If the User clicks No, the AP Journal entry will be saved as Requires Approved; it may be approved for payment via the standard Start AP Payment Approved List.

Insurance Expired? Insurance Required?
These display-only fields are maintained by the system based on the insurance requirements for the selected Vendor.

Close PO?
Flag this field if the PO should be closed when this transaction is recorded. The system denies the ability to flag the Close PO box to any PO not fully received for general and inventory lines.

PO’s that not allowed to Close due to committed cost: A problem may exist for General items received in the Inventory Received Journal in earlier releases of the software – the cost was truncated, not rounded to the penny. If you have existing data where this problem exists, the Start Close Completed PO function may be used to individually close these PO’s.

Finding and Closing PO’s that are Vouchered But Not Fully Received: The PM Committed Cost Report shows balance on outstanding commitments, as does Open/Late PO's by Vendor. The Purchasing agent would have to audit these lists (preferably the open/late PO one) on a weekly basis and then go into each PO that should be complete and edit the quantities down to what's been received or delete cancelled lines. The user could then run the function to close PO's.

Transaction Id:
If you are creating a new transaction, an Id will be generated for you where you save the record. If you wish to correct or reverse an existing transaction, enter its Id. For additional information:

$image\ShowInvoice_new.gif$ If the Vendor’s invoice has been attached to this journal entry, clicking this button displays it.

Manual Check:
You may also record EFT and direct credit card payments in this section. EFT/Credit transactions will appear in the Clear Check / Bank Reconciliation functions for clearing.

Postings to the Bank Account specified in the AP Manual Check section ONLY use the GL Entity specified in the AP Journal header when InterCompany is enabled via registry. If Inter-Company is NOT enabled, the GL Entity is not used for Manual Check / EFT / CC posting and Check records.

Check Number:
This field should only be filled in if you are creating a manual check to pay this voucher. In this case, enter the number of the manual check along with a brief description. The system will alert you if a gap exists between the check number that you just entered and the previous manual check recorded on the system. You will not be able to enter a manual check number within this gap. Click Voiding Manual Checks / EFTs for details on voiding this entry.

Voiding Manual Checks / EFT’s
DO NOT use the Void AP Check function to void a manual check. Changes to AP Transactions for manual checks should be accomplished by first deleting the transaction (to remove the entire invoice/check#) and then re-entering it if needed. The way that you would delete a manual AP Check or Credit Card entry is as follows.

1. Load the APJ entry into the viewer. The Accounting Period MUST BE ACTIVE to void the check.
2. Push the Delete Record button and answer Yes to the 'Delete all children' prompt.
3. Answer No to the 're-use check' question.

Note on Audit Trails: the original and reversing AP Journal trx are maintained but you will need to filter to ALL to see them.

Note on Bank Reconciliation: AP Check and Credit Card transactions deleted in this manner do NOT appear on the Bank Reconciliation when the Auto Fill Trans button is clicked.

Payment Type: Check EFT CR/DB Card
This field will initially default to Check (for Manual Checks). To record a Credit/Debit Card or EFT payment, select the appropriate option by clicking on the adjacent radio button.

EFT/Credit Trx Id:
If you selected a payment type of EFT or CR/DB Card, this field may be used to record its unique electronic transaction or confirmation number. If you manually enter this field, please ensure a unique ID is entered for each AP transaction, otherwise entries sharing an EFT/Credit Trx Id will not populate in the Bank Reconciliation process. If this field is blank when an EFT/CR DB Card transaction is saved, it defaults from the APJ Trx Id during the add process.

The following AP Journal validation rules apply to these fields:

1. Don't allow entry of both a Check Number and EFT/Credit Trx Id.
2. Check Number can only be used with Payment Type 'Check'.
3. EFT/Credit Trx Id not allowed with Payment Type 'Check'.
4. Treat EFT/Credit Trx Id similar to Check Number for existing validations.

Credit PO’s:
The System allows Credit PO’s to be recorded as DB/CR card transactions. This functionality might be used in the following scenario:

- Purchase Order created for part for a work order.
- Tech picks up part and pays with a credit card.
- PO vouchered using the CC/DB Card area and specifies the GL account.
- Part is not used and is slated for return
- Create Credit PO for part return.
- Voucher Credit PO using the CC/DB Card area and specify the GL account.

GL Bank Account Id:
If you are recording a manual check, EFT or Credit payment, enter the appropriate GL Account Id for the Bank Account from which the funds were was drawn. Double-click on this field (or press Alt+F7) to select from a list of GL Accounts. The Bank account must be type 'Bank'. The system uses the GL Entity specified in the AP Journal header (if completed) when the entry is posted if InterCompany is Enabled.

Last PO Receipt
This display field displays the most recent receipt date of the selected PO.

If the AP Journal is in Add mode and the User has selected from a list of IRJ transactions, this field will be displayed based on the IRJ's Date Received. WARNING: this refinement ONLY applies during ADD mode because the selected IRJ is not saved with the APJ entry. For edits of existing transactions, the overall last Date Received of all Inventory Receipts will be used.

If items were received on the PO itself, the PO's Release Date will be displayed. See AP Registry for an option to display an Error or Warning when selecting a PO whose Last PO Receipt date precedes the AP Journal's Effecting Date.

Job Id: Job Code Code: Cost Category:
When the Purchase Order Id is entered, the system will attempt to determine 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 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 only the Cost Categories match, the Cost Category will be used for defaulting General line.

GL A/P Control Account:
This field specifies the GL A/P Account to be credited by the Invoice Total. The Account Name field defaults when an Id is selected. The AP Control account must be type 'AP Control'. This is a “sticky-note” field and will save your selection for future A/P entries.

If multinational currency is supported on your system AND the Currency Id is completed for this entry, this account will default from the Currency Master record. The amounts written to this account will be in terms of the Vendor’s currency, and will NOT be converted to your firm’s local currency.

GL AP Retainage Account:
The GL Account to be credited with the Retainage Total amount. Note that the AP Control Account will be credited with the Invoice Total - Retainage Total. The AP Retainage account must be type 'AP Control'. If multinational currency is supported on your system AND the Currency Id is completed for this entry, this account will default from the Currency Master record. The amounts written to this account will be in terms of the Vendor’s currency, and will NOT be converted to your firm’s local currency.

Currency Adjust GL Account:
If multinational currency is supported on your system AND the Currency Id is completed for this entry, this account will default from the Currency Master record. The different between the foreign and local currencies will be recorded to this account.

GL A/P Discount Account Id:
This field is required if the Discount field is filled in. The GL Account to be credited for the Discount. The AP Discount account must be type 'Normal'.

Entered By: Date Entered: Time Entered:
These display-only fields are maintained by the system based on your user Id and the system date and time.

Previous Id:
The Transaction Id of the previous journal entry (if it exists) that generated the current entry as a correcting or reversing transaction. This display-only field is maintained by the system.

Next Id:
If this transaction was used to generate a correcting or reversing entry, the Id of the next (correcting or reversing) entry will be displayed. If this display-only field is filled in, the current transaction cannot be edited or reversed.

Security Id:
If multiple location security is implemented on your centralized database system, this informational field displays the Security Id of the local user that created this record. If multiple location security is not implemented on your system, or if this record was created by a global user, this field will be blank.

This tab summarizes the history associated with this AP entry. Changes made to this AP Journal entry will not be displayed until it is saved.

Description Date
Describes the transaction and date of the entry. For Inventory items, the Description is comprised of the Inventory Item Id followed by a tilde (~) and then the inventory description (e.g., 123460~Gaskets – Wardmark).

Source Trx. Id
The Source indicates the source journal: Purchase Order, Receipt or AP. If the Source is ‘Purchase’, the Trx. Id will display the PO Id.

Ordered Received Vouchered Location Rejected RcptToJCH
On Hand On Order On Order Cost Reference Name Order Id
These fields are maintained by the system. The Reference Name refers to the Vendor.

User Id
The user associated to the transaction line. This will be the user who created the PO, user who did the receipt, etc.

Also See...
To view additional information on Accounts Payable, click on AP Overview

Accounts Payable Journal Viewer (AP Journal / AP Entry)

Purpose: