Create or Update IP Set - APIPBTUB

Use the Accounts Payable (AP) Create/Update Immediate Pay (IP) Set (APIPBTUB) page to enter invoices for which checks are to be written immediately. With the AP Create/Update IP Set page, you can create a Set of transactions or update existing Sets.

Set Tab

Use the Set tab to update or create sets.  When adding a set, the Set ID and subsequent fields will be blank. To update an existing set, simply click on the Set ID. You can also use the arrow keys on your keyboard. Once you have selected your Set ID, you only need to click on the Invoice tab to begin updating. At this point, the User Set Total field can also be updated.

Perform the following functions on the Set tab:

• Enter a new Set in grid or single record view.

• View all un-posted, posted, and user-created sets by filtering by Status.

• Select and edit an existing un-posted Set.

• Change the sort method display of Sets.

Set ID: Up to 16 characters which uniquely identifies a set of transactions, or generate an automatic Set ID by using the Lookup button. The set must begin with an alpha character and be free of special characters. The system-generated Set ID is based upon the definition in NU Common Codes, with a Code Category/Value of SYNO/BTCHIDOH.

User Set Total: The total of all transactions within the Set ID entered by the user.

Set Type: A system-generated code that defaults to IP for Immediate Pay.

Post State: A system-generated code that indicates the status of the Set. Upon Set creation, this field will be set to BE. When the Set is posted (to Open Hold or the General Ledger), the status will then change to DS.

Create Date: System-generated field showing the date of the Set creation.

By: The User ID of the person who created the Set.

Last Update Date: System-generated field showing the date of the last update.

By: The User ID of the person who last updated the Set.

Totals

Set Total: A system-generated total of the amounts entered, showing the running total of distribution amounts for the given Set ID.

Set Invoice Count: A system-generated count of the total invoices entered.

Set Record Count: A system-generated count of the total records entered for all invoices.

Invoice Tab

The Invoice tab displays additional tabbed pages: Invoice Details (containing the Main page and the Misc page), Invoice Text, and Address.

You can perform the following functions with this page.

• View an invoice at the total level.

• See vendor ID, vendor name, invoice number, invoice date, system invoice total, and user invoice total.

• Edit vendor ID, invoice number, invoice date, and user invoice total.

• Interactively look up and select vendors.

• Interactively select vendor addresses.

• Interactively look up and select GL and JL account numbers.

Invoice: Up to 16 characters which identify the invoice. Using Ctrl+T, or the ellipsis button to the right of the field will generate an automatic invoice number, based upon NU Common Codes with a Category/Value of SYNO/APREFxx (where xx allows for multiple APREF numbers).

Vendor ID: This field contains Person/Entity ID (PEID) of the vendor to which this transaction relates. To look up an existing vendor or create a new vendor ID, you may use either Ctrl+L or the ellipsis button to the right of this field, the system will automatically bring up the page used to look up vendor information or create a new vendor (provided security has been granted for the user to create vendors). There is no Apply button for the Vendor ID lookup, data is filtered as the user types in the text. When adding a new vendor, the vendor ID may be entered or the system can assign a unique vendor ID. Many clients make use of alphanumeric vendor IDs, as they tend to be easier to remember.

Addr Cd: Select the code that specifies which address from the Person/Entity (PE) database will be used for the transaction. It displays the Address Type as address code and Address Line 1, City, State and Zip concatenated as the description from the PE Information (PEUPPE or PEUPPI) page. The system supports an unlimited number of addresses that may be associated with one vendor. For example, a software company may be assigned a vendor ID such as PowerSchool; with offices at different locations, these addresses would be associated with the vendor ID PowerSchool.  Address Codes displayed for selection are defined in NU Common Codes, with a Code Category/Value of PEAD/xx, where XX represents the Address type. Addresses for Person/Entity IDs are defined for these Address Codes in the PE Information page, allowing multiple addresses to be defined for each PE ID.  Additionally, NU Common Code Category/Value of APAH/ADDRESS, with the desired hierarchy in the Short Description, may be used to set an address hierarchy that determines the appropriate Address Code to assign at data entry time. For example, if the AP Address Code is to be listed first, the BL Address Code second, and the PO Address Code third, enter APBLPO in the Short Description.

PO: Enter the Purchase Order Number (PO), up to eight characters, related to this Invoice. The system will verify that the PO is in either the Purchasing or the Encumbrance database. If the PO has not been entered into the system, leave this field blank. PO numbers should only be entered if the PO Extraction is to be used. Click the Extract button to extract the entries. Depending upon the Extraction Method selected on the AP General Information (APOHUPGN) page, one of two things will occur: if a "W" exists in the field, the system will place all PO Item transactions into the Set after pressing the Extract Button. If a "V", "S", or "O" exists in the Extraction Method field, the Extraction Page is shown thus allowing the user the option to view and/or select some or all items to be placed in the Set. To run the PO extract as a job with a tail sheet, check the Run as Job box. An allowable "tolerance" percent or amount may be set using Common Codes. The NU Common Code Category/Value of APPO/PAYTOTx is used to control over-payments. This code allows the system to check the Accounts Payable batch proofs and compare the dollar amount paid on an item to the dollar amount stated on the Purchase Order. The difference between the PO stated price and the total of the payments on an item must be less than that specified on the code. Similarly, the NU Common Code Category/Value of APEN/PAYTOTx is used to control over payments of encumbered amounts on POs.

If a Purchase Order Number is entered and the system finds no received items, a message is displayed. Pressing the Extract button at this point will cause the system to retrieve all items that are held for the given Purchase Order from either the Purchasing database or the Encumbrance database. If only Received items are to be paid (i.e., the system should not pull in items from the PO), this must be set up in NU Common Codes, with a Category/Value of APUB/POPAID.

Partial: Indicate whether this is a "P" (partial) or "F" (full / final) payment of the Encumbered Purchase Order. The system will fully disencumber the given Purchase Order Number if an "F" is entered, regardless of the actual amount that has been paid. A "P" will tag the payment as partial. This type field updates both the status of the Purchase Order in the Purchasing subsystem and the encumbrance in the Encumbrance subsystem. Note: The AP General Information page has an Auto Full Pay check box. If this is checked and P is entered for partial, the software will automatically change the payment to "full / final payment" when the quantity paid is equal or greater than the quantity received and the quantity received is equal or greater than the quantity ordered.

Extract: The PO extraction button, as discussed in the PO and Partial fields above.

Invoice Date: Select the date of the invoice from the drop-down calendar or dates may be entered as MMDDYY, MM/DD/YY, MMDDYYYY, or MM/DD/YYYY. For example, May 3, 2013 may be entered as 050313, 05/03/13, 05032013, or 05/03/2013. The invoice date repeats on subsequent forms that relate to the same invoice.

Security Code: Choose the Security Code associated with the invoice in question from the drop-down list. Most users will have their Security Code default automatically through managed security settings; this will trigger approvals as required for the Security Code entered. When required, the Security Code also determines what invoices the user can browse later. Users can be set up to have Read or Read/Write access to particular Security Codes. When creating an invoice, the user must have Write access for the Security Code used. To browse an invoice, the user must have Read or Write access to the Security Code. The Security Code field is disabled in find mode.

User Invoice Total: Enter the amount of the invoice. This field is required if using Extraction.

System Invoice Total: This display-only field indicates system-generated totals of the amounts entered.

Invoice Details – Main Tab

Account: A general ledger (GL) account must be keyed into this field. If the Job Ledger (JL) module is used and this transaction relates to an account in the JL, enter a JL account number.  To look up a ledger code or account part (key, object, etc.), place the cursor in the field and press Ctrl+L or press the ellipsis (…) button and select Lookup xx where xx is the field the cursor is placed.  When pressing the ellipsis button a drop-down box appears, displayed above.

You can alter the structure of the Account # field by selecting the following options:

• XX Org Key-Object (where XX is the ledger code): Select this option or press Ctrl+K to display the account entry format as the ledger organization key and object code. Account numbers may be entered as fully qualified or organization key and object code, as specified on the GL General Information (GLUPGN) page, Miscellaneous tab.

• XX Quick: This option allows you to find an account using a quick key that you may have set up in the GL Quick Account Numbers (GLUPQU) page.

• Show Ledger: Selecting this option displays the ledger before the account string and allows you to identify a specific general ledger.

• Show JL Side: Selecting this option displays the JL ledger account string field and allows you to identify a specific job ledger.

• Show Work Order: Selecting this option displays the Work Order field for entry.

Description: Enter up to 30 characters that describe this distribution transaction. This is typically entered as a description of the item being expensed. If the Description field is left blank, the system will enter the description of the Object Code used in the GL account.

PO#: If the PO was extracted into the Set, this field will be automatically populated. Otherwise, the PO# related to this invoice may be entered. The system will verify that the PO is in either the Purchasing or the Encumbrance database. If the PO has not been previously entered into the system, leave this field blank.  When an Accounts Payable transaction references a Purchase Order number and the PO has been marked as prior year encumbrance by the Purchasing (PO) Roll EN Balances to next year (ENUTRE) utility, the AP transaction may be created with a Miscellaneous Code of PYEN. This code will inform the posting process that the payment is for a prior year encumbrance and it will be dealt with in an appropriate manner.  If the open hold miscellaneous codes values placed into this field are to be validated, they must be defined in NU Common Codes, with a Category/Value of OHMC/xxxx (four-character MISC code).

P/F: Indicate whether this is a "P" (partial) or "F" (full / final) payment of the Encumbered Purchase Order. The system will fully disencumber the given Purchase Order Number if an "F" is entered, regardless of the actual amount that has been paid. A "P" will tag the payment as partial. This type field updates both the status of the Purchase Order in the Purchasing subsystem and the encumbrance in the Encumbrance subsystem. Note: AP General Information page has an Auto Full Pay check box. If this is checked and P is entered for partial, the software will automatically change the payment to "full / final payment" when the quantity paid is equal or greater than the quantity received and the quantity received is equal or greater than the quantity ordered.

Quantity: This field contains the amount of units, such as 10.

Unit Price: This field contains a per unit price, such as $123.98.

DIV: Choose how to identify the division to which the transaction relates. The division codes in the drop-down list are defined on the AP Division Codes (APOHUPDV) page. Division Codes are used to logically divide the AP database into groups of transactions (sub-ledgers). These groupings are useful for aged analysis, separate reporting needs, and many other important functions such as the manner in which the system is to automatically post entries to the general ledger.

Misc: When transactions are entered into the Accounts Payable system, each transaction may have an optional Miscellaneous Code associated with it. Miscellaneous Codes are four-character codes that are used for a variety of purposes. For example, it may be helpful to put a Miscellaneous Code of HAZM on all AP transactions that relate to the purchase of hazardous materials. These Miscellaneous Codes may be free form or they may be code validated. If they are to be free form (i.e. anything put in as a Miscellaneous Code is accepted by the system), then this must be indicated on the AP General Information page. If the system is to accept only Miscellaneous Codes that have been previously defined, this also must be indicated on the AP General Information page. Define Misc Codes on the NU Common Codes (NUUPCD) page, with a Code Category/Value of OHMC/xxxx (up to four-character MISC code). The Misc Code's description displays in the drop-down list; it is derived from the common code's Medium Desc field.

Tax Code & Tax Amount: The Tax Code part of these two fields is used for the system to automatically calculate a Tax Amount, such as a Sales Tax. This is a user-defined, two-character code. The amount of the standard tax paid is derived from NU Common Codes Category of SYTX. When a code is entered in this field, the system locates this code in the Common Codes file and uses the first Associated Numeric Value as the percent to be multiplied times the Distribution amount to determine this Tax amount. The tax code field is also used in the automatic creation of Use Tax entries within the Set. If desired, simply tab over the Tax Code field and key in the amount of the Tax directly into the Amount field.

Second Ref: Up to 16 characters of additional information regarding the invoice. Ctrl+T or clicking the ellipsis button will allow the system to automatically assign a unique Secondary Reference Number. The NU Common Codes Category/Value of SYNO/APSREFNO needs to be set up for the system to provide Secondary Reference numbers.

Product ID: This field may contain a Product ID. The Product Code must be previously defined in the PE Product Information (PEUPPR) page prior to referencing. You may use Ctrl+L or the ellipsis button to look up Product Information or create a new product (provided security has been granted for the user to create new products). Information regarding Product Codes can be obtained from the Stores/Inventory (SI), Purchasing (PO), and/or Person/Entity (PE) User Guides.

Tax Code 2 & Amount 2: The Tax Code part of these two fields is used for the system to automatically calculate a Tax Amount, such as a Sales Tax. This is a user-defined, two-character code. The amount of the standard tax paid is derived from NU Common Codes Category of SYTX. When a code is entered in this field, the system locates this code in the Common Codes file and uses the first Associated Numeric Value as the percent to be multiplied times the Distribution amount to determine this Tax amount. The tax code field is also used in the automatic creation of Use Tax entries within the Set. If desired, simply tab over the Tax Code field and key in the amount of the Tax directly into the Amount field.

Relate 1 and Relate 2: Each transaction may have up to two Relate To Codes that are used to specify the transaction's relationship to other systems. For example, if this is a Travel Advance, many clients will use an "AR" in the first Relate To Code so that the transaction will be tagged as an item to be set up in Accounts Receivable, where trip expenses are reconciled. These fields are also used to show that the transaction relates to 1099s. When flagging 1099-MISC transactions, the first Relate To Code field should be used, as this is the only one that will be stored in the Bank Reconciliation (BK) subsystem. Values placed into this field must have been previously defined in NU Common Codes, with a Code Category/Value of RT01/xx (i.e. AR for AR related transactions). For the second Relate To Code field, do the same thing with the exception of the Code Category being RT02. The system may be installed with certain Relate To Code values already defined. Do not delete these values. Most clients use Relate To Codes to indicate if a particular distribution amount is applicable for 1099-MISC reporting. This is done by inputting a code that "relates" the transaction to a particular box on the 1099-MISC form. In the first Relate To field, the most commonly used is "CC", "Non-Employee Compensation". A Vendor may be defined in the Person/Entity database with a "Y" in the 1099 field, which indicates that all the vendor's transactions will become 1099-MISC reportable transactions. If a Vendor is set up to receive a 1099-MISC and the distribution amount is not to be included, enter "EX" in the first Relate To Code field and the system will exclude this amount when preparing the Vendor's 1099-MISC.

Charge Code and Charge Amount: The Charge Code part of these two fields is used to have the system automatically calculate a Charge Amount, such as a shipping charge. This is a user-defined, two-character code. The amount of the standard charge to be paid is derived from the NU Common Codes Category of SYCH. When a code is entered into this field, the system locates this code in the Common Codes file and uses the first Associated Numeric Value as the percentage to be multiplied times the Distribution amount to determine the Charge amount. If desired, simply tab over the Charge Code field and key in the amount of the Charge directly into the Amount field.

1099 Flag: This value is display only of the 1099 flag value, set in the Vendor Tab setup in PEUPPE for the Vendor ID chosen.

1099 Dlft: This value is display only of the 1099 Dflt value, set in the Vendor Tab setup in PEUPPE for the Vendor ID chosen.

Duty Code and Duty Amount: The Duty Code part of these two fields is used to have the system automatically calculate a Duty Amount, such as an Import Duty. This is a user-defined, two-character code. The amount of the standard Duty to be paid is derived from the NU Common Codes Category of SYDU. When a code is entered into this field, the system locates this code in the Common Codes file and uses the first Associated Numeric Value as the percent to be multiplied times the Distribution amount to determine the Duty amount. If desired, simply tab over the Duty Code field and key in the amount of the Duty directly into the Amount field.

Due Date: Select from the calendar drop-down or enter the date that payment of this invoice is due. If left blank, the system will automatically use the Invoice Date. This date may be entered as per Invoice Date. The Due Date may be automatically derived from data stored on the Vendor in the PE Data. The system calculates the Due Date by adding the number in the DUE DAYS field (on the PE Information (PEUPPE or PEUPPI) page, Vendor tab, Miscellaneous section) to the Invoice Date, to derive the Due Date. Additionally, the Due Date can be calculated using the Received Date, instead of the Invoice Date field, when the NU Common Codes Category/Value of APOH/SETDUEDT is activated.

Received Date: Enter the date the invoice was received from the vendor. This date may be entered as per Inv. Date above. See the above paragraph for information on using this field to have the system derive the due date.

Disc. Terms: The amount to markdown the invoice, which will be computed by the system. Discount terms are entered as number without the percentage sign, with or without a decimal. For example, entering 2.75 represents a 2.75% discount; or a 2% discount would be entered as 2.

Other fields within this area of calculations, such as Tax or Duty, will be discounted per the setup defined for those codes. See the Common Codes Reference Manual as needed for codes with a Code Category/Value of SYTX/xxxx where xx defines a particular code for the given Category Code. Also see common codes SYDU/xxxx and SYCH/xxxx.

Discount: The dollar amount of the discount or the computed amount as a result of the Terms entered.

Authorized Date: The purpose of this field is to record the date of the authorization for payment of this invoice. Validation of this date is optional.

Discount Date: This field is used to display the date the invoice must be paid by in order to be eligible for a discount to be taken. The Discount Date field will be automatically populated based on optional Discount Flag and Discount Days settings from the vendor record, on the PE Information page, Vendor tab, Miscellaneous section. The Discount Days field will be used to define the number of days from the Invoice Date that the invoice must be paid by in order for the discount to be allowed. This value is added to the Invoice Date and used to populate the new Discount Date field on the invoice line item records. For example, if the Discount Days field is set to 10 and the Invoice Date is 5/25/2013, the Discount Date field on the invoice would be set to 6/4/2013, which is 10 days after the Invoice Date.

Bank ID: Select the code that identifies the bank account from which checks are written. Check stock codes are typically set up during system installation. Codes available in the list have been defined in common code CKID/xx.

Check No: This field is not populated for OH transactions. This field is only populated for RV and HW type transactions when using the AP Create/Update TR Set (APTRBTUB) page.

Extended Amount: This display-only field shows the total amount of the invoice, including tax, duty, discount, etc.

Vendor of Rec: This field contains the vendor PE ID to which this transaction relates. The vendor of record field is used when the actual vendor supplying the goods or services differs from the primary vendor being issued payment. This is useful in tracking vendors for the purpose of issuing tax documents when credit cards are used in procurement.

The field impacts 1099 reporting when the 1099 process is run from the Open Hold database only, in other words, BK99CC is run for OHDB.

Alt Address Code: Select the address code that will be used for the transaction.

Invoice Details – Misc Tab

On the Misc tab, only the Transaction Format field is required. Included on this page are fields that may be used to track payments against contracts or bids.

Transaction Format: Select the static system code that directs the manner in which the description, as it would appear in the general ledger, is to be created by the system. The following describes each possible Transaction Format code and its meaning:

Vendor Account: If there is an open account with a Vendor and it is recorded in the corresponding field on the PO Purchase Requests (POUPPR or POUPPE) page, it will be extracted with the Purchase Order and displayed here. Otherwise, enter the number to be recorded as the vendor account number and it can be used to reference the transaction.

PR #: The Purchase Requisition Number associated with this transaction. If the entry was created through Extraction, the PR number was extracted from the Purchasing database or the Encumbrance database.

PR Item #: The requisition item number associated with this transaction. If the entry was created through the set/batch method, the PR Item number was extracted from the Purchasing database or the Encumbrance database.

Refund Type: Select the code to identify the type of refund being made. Codes available in the list have been defined in NU Common Codes, with a Code Category of APRF.

Bid: If there is a Bid number associated with a Vendor and it is recorded in the analogous field on the PO Purchase Requests page, it will be extracted with the Purchase Order and displayed here. Otherwise, enter the number you wish to have recorded as the Bid number and it can be used to reference the transaction.

Former Bank ID: The Bank ID under which this Invoice may have previously been paid. Auto-populated from the Reversal process (APTRBTDS) is the user chooses to have the process create a Set of the reversed entries.

Former Check No: The Check Number under which this Invoice may have previously been paid. Auto-populated from the Reversal process (APTRBTDS) is the user chooses to have the process create a Set of the reversed entries.

Contract: If there is a Contract associated with a Vendor and it is recorded in the corresponding field on the PO Purchase Requests page, it will be extracted with the Purchase Order and displayed here. Otherwise, enter the alphanumeric code you wish to have recorded as the Contract and it can be used to reference the transaction.

Retail Amount: If paying other than the Retail Amount, the actual Retail Amount may be entered here for reference. Some clients, such as those operating a book store, like to put what they plan to charge for items at the Retail Level when they are purchasing their stock.

P-Card Ref: P-Card reference number.

Status: A two-character code that indicates the status of the transaction being held in the database. "DS" indicates that the transaction will be distributed but has not been paid. "WP" indicates that the transaction is awaiting payment. "PD" indicates that the transaction has already been paid. H0 through H9 may also be used to indicate an on-hold status. The purpose of the hold status is to allow users to mark these Open Hold entries as on-hold so they will not be selected for payment. These 10 codes can be used to group invoices based on "why" they are on hold. For example, H0 might mean that the vendor needs to be contacted; h2 may represent the Use Tax payments that are paid quarterly.

Misc Ref: Default P-Card holders' name.

Posting Code: This display-only field indicates the two-character Posting Code used to direct the automatic posting to the general ledger. The system will generate this code based upon the defined Posting Preference. Posting Preferences are typically set up by lead accountants during system installation.

Asset ID: The ID of the asset associated with this invoice. Enter the Asset ID manually or select the ellipsis for assigning a system-generated ID description. The automatic Asset ID information is based on a seeded value defined in NU Common Codes Category/Value of SYNO/FAIDNUMS.

Origination Source: A two-character hard-coded value that is assigned by the system during record creation to indicate from where the Invoice record originated. Options examples: PC - P-Card, FA - Asset Management, PY - Payroll.

Item No: The Item Number the user is seeing in grid mode is actually the Record Number. The Record Number is based on the number of records within the set.

Sep Check: By entering an alpha/numeric character in this field, the system will produce a separate check for this invoice. By leaving this field blank, the system will total all invoices for the same Person or Entity and issue one check. If more than two checks need to be cut, use another letter to distinguish the transaction. At check time, the system will match all blanks, all A's, all B's, and so forth, into separate checks. Up to two characters may be used to distinguish each check.

In the PE Information page, if a vendor is defined with an association assignment of SEPCHECK, every transaction entered to that vendor through AP Create/Update IP Pay page or AP Create/Update OH Set (APOHBTUB) page will generate an individual (separate) check. For example, if there are 10 records for one invoice number in the Set, the vendor will receive 10 checks because this setup generates a separate check for each transaction in the Set.

Setup - Two Common Codes need to be defined on the NU Common Codes page:

1. Code Category/Value of PEAS/SEPCHECK – no required fields, and

2. SYNO/SEPCHECK with 03 right justified in Associated Code (1). For each vendor who is a "forced separate check" vendor, add a PE Association Assignment of SEPCHECK. This is done on the PE Information page, Associations tab, by entering SEPCHECK in Code field.

When inputting records to these "forced separate check vendors" through the AP Create/Update IP Set (APIPBTUB) or AP Create/Update OH Set page, the separate check field will be automatically populated based on a seed number. This will force individual checks per Set record at check printing time.
Note: Force a one-time check for a vendor set for EFT disbursements by adding "NE" to the Sep Check field. This feature requires the PEID to have "SEPCHECK" saved with the PE's profile on the PEUPPE page, Association tab. If SEPCHECK is not an option within the Code column's drop-down list (Associations tab), add common code PEAS/SEPCHECK.

Delete Flag: This display-only field indicates the status of the record, either present or deleted.

Invoice Text Tab

The Invoice Text tabbed page is used for text that may be associated with an invoice for a vendor. The grid view is not available for this page. To save entered text, press <SHIFT> <ENTER>.

Address Tab

The Address tab is directly linked to the Addr Cd field located on the top section of the AP Create/Update TR Set page, Invoice Detail Tab. The data in Address tab is read-only and will display the vendor address associated with the Vendor ID, which comes from the PE ID data located within the PE Information page. To change the address presented, select the alternate address code from Addr Cd, chosen on the top of the Invoice page.

Tools

Copy OH Set

The Copy OH Set tool streamlines the data entry by duplicating details from one Set ID to a second. The tool copies all data to a second, unique record including details from the Invoice Details tab and Invoice Text tab.  To activate the tool, open the record to be copied and click on the tool "Copy OH Set." The "Copy OH Set – Webpage Dialog" displays presenting the current Invoice reference data.

From Set ID: The specific Set ID to be copied; the record is identified using the reference data from the Set ID field.

To Set ID: Type a unique Set ID for the duplicate's Set ID. The system will not allow the "To Set ID" to be the same as the "From Set ID" or an existing Set ID.