Invoice Entry - APOHININ

The Accounts Payable (AP) Invoice Entry (APOHININ) page is an alternative method of processing AP, used instead of the standard set entry, set proofing, and set posting methodology.

The AP Open Hold A/P Invoice Processing Entry (APOHININ) page is identical to the AP OH Set (APOHBTUB) page, except the user never enters a Set ID.

The AP Validate & Post (APOHINVP) process replaces AP Dist. Set to OH and GL (APOHBTDS) process. Processing is identical, except that a Set ID is not given at run time. Instead, the process posts all un-posted invoices that do not have blocking errors.

The file UserDefErrorCat.xml is used to control which blocking errors become informational. This xml file resides in the .../netsight7screens/xml directory.

The following errors, which are normally blocks, have been set to information for mask APOHININ via the UserDefErrorCat.xml:

• Account over budget

• Invalid account association

• Object inactive

• Budget inactive

• Key closed

• Object closed

• Object will not accept transactions from subsystem

• Key may not be paired with objects of this type

• PO is fully paid

These errors must be cleared up for the invoice to be posted via APOHINVP.

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, user invoice total, and on-line approval details.

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

• Add invoice text on page.

• Query by example (QBE) using the find/search command under the Find menu, (or by pressing Ctrl+F).

• Interactively look up and select Vendors.

• Interactively select vendor addresses.

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

• Add, Update, Delete records while in grid mode for master and detail grids.

Invoice Header

The Invoice tab page opens in single record view; the grid mode is available by pressing Ctrl+G. The Invoice tab page displays additional tabbed pages: Invoice Details (containing the Main page and the Misc page) and Invoice Text.

Invoice: Up to 16 characters which identify the invoice. Using Ctrl+T, or the ellipsis button generates an automatic invoice number, based upon NU Common Codes, with a Code Category/Value of SYNO/OHREFxx or similar.

Vendor ID: This field contains up to 12 characters that identify 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. The system displays 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 alpha/numeric vendor IDs, as they tend to be easier to remember. 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.

Addr Cd: Select the code that specifies which address from the Person/Entity 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 Person/Entity Information Update (PEUPPE) page. The Address Type is defined in NU Common Codes, with a Code Category/Value of PEAD/xx (Address type).  Additionally, a Common Code may be used to set an address hierarchy that determines the appropriate Address Code to assign at data entry time. Define Code Category/Value of APAH/ADDRESS, and the desired hierarchy in the Short Description. 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. 

Extract: Most invoices will have been generated based on a Purchase Order. To extract the PO information into the Invoice record, enter the data for the following fields:

• Invoice (This can be the vendor's reference or a system-seed value may be used.)

• Invoice Date

• Invoice Amount

• PO number or Vendor ID

• Indicate whether this is a partial P or full (final) F payment of the Encumbered Purchase Order. A P tags the payment as partial. If left blank, the system will assume P. The system will fully disencumber the given Purchase Order Number if an F is entered, regardless of the actual amount that has been paid. This type field updates both the status of the purchase order in the Purchasing subsystem and the encumbrance in the Encumbrance subsystem.

• Entering a User (calculated) Invoice Total of all invoice details to be entered for the Invoice reference is not required but it is recommended. This helps in double-checking the data entry.

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 and allows the user the option to review and/or select some or all items to be placed in the Set. The Select All checkbox automatically selects all the items that have received quantity/amount for a PO. If there is no received quantity/amount for a PO, then the user needs to select the items individually by clicking the checkbox for each line item. To run the PO extract as a job with a tail sheet, select the Run as Job checkbox. If the NU Common Codes Category/Value APUB/POPAID is active, the Extract function will not be able to pull PO information unless PO receiving information exists for the Purchase Order. If this condition exists, and the user has the security access to do so, open the PO Receiving (POUPRC) page and receive the PO items to enable the extraction on the AP Invoice Entry page.  An allowable tolerance percent or amount may be set using NU Common Codes, with a Category/Value of APPO/PAYTOTx 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 Code Category/Value of APEN/PAYTOTx is used to control overpayments of encumbered amounts on POs.

If a Purchase Order Number is entered and the system finds no received items, a message appears. Click the Extract button 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 (the system should not pull in items from the PO), this must be set up in NU Common Codes, with a Code Category/Value of APUB/POPAID.

Partial: If not using the extract method, 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 tags 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. 

AP General Information (APOHUPGN) has an Auto Full Pay checkbox. If this is selected and P is entered for partial, the software automatically changes the payment to F (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.

Invoice Date: Enter the date of the invoice. Dates may be entered as MMDDYY, MM/DD/YY, MMDDYYYY, or MM/DD/YYYY. For example, May 3, 2014 may be entered as 050314, 05/03/14, 05032014 or 05/03/2014. The invoice date repeats on subsequent forms that relate to the same invoice.

Security Code: Select the Security Code to associate with the invoice. Most users will have their Security Code default automatically through managed security settings. This triggers 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. Additionally, if security codes are defined, a workflow model can be designed that will automatically create the required approvals for each invoice. The Security Code field is disabled in Find mode.

User Invoice Total: Enter the invoice total in this field. This field is required if using Extraction. This amount must match the total in the System Invoice Total in order to distribute the set if NU Common Codes with Category/Value of APBP/STOPDS is set to ON.

System Invoice Total: This read-only field indicates system-generated totals of the amounts entered within the displayed invoice.

Invoice Details – Main Tab

Account Number: 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 click the ellipsis button and select Lookup xx where xx is the field the cursor is placed.

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

• XX Org Key-Object: 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 GL Ledger Definition (GLUPGN), 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: Select this option to display the ledger in the account string field so you can identify a specific general ledger.

• Show JL Side: Select this option to display the JL ledger account string field so you can identify a specific job ledger.

• Show Work Order: Select this option to enter a Work Order. The Work Order number must exist in the Work Order module, if the Validate Work Order checkbox is selected on the Ledger Definition (GLUPGN) page.

Description: Enter up to 30 characters that describe this invoice line. 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.

Quantity: The number of product units for this invoice.

PO#: If the PO was extracted into the Set, this field is 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 Roll End Balances To Next Year (ENUTRE) utility, the Accounts Payable 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 values placed into this field are to be validated, they must be defined on the NU Common Codes page, with a Code 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 fully disencumbers the given Purchase Order Number if an F is entered, regardless of the actual amount that has been paid. A P tags 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

AP General Information (APOHUPGN) 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 F (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.

Unit Price: The price per product unit for this invoice.

Due Date: The date payment of this invoice is due. If left blank, the system automatically uses 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 Person/Entity database. The system calculates the Due Date by adding the number in the DUE DAYS field (on the Vendor tab in the PEUPPE page) 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.

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 Person/Entity Information Update (PEUPPE) page, Vendor tab, Miscellaneous section. 

Tax1 & Tax2: The Tax Cd part of these two fields is used for the system to calculate a Tax Amount, such as a Sales Tax. Values placed into this field must have been previously defined on the NU Common Codes (NUUPCD) page, with a Category Code of SYTX. When a code is entered in this field, the system locates this code in the NU 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, tab over the Tax Code field and key in the amount of the Tax directly into the Amount field.

Received Date: Enter the date the invoice was received from the vendor.

Relate To (1) & (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.

Codes in the drop-down box are defined on the NU Common Codes (NUUPCD) page, 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 that 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.

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. 

DIV: Up to four characters which identify the division to which the transaction relates. The division must have been previously defined on the Open Hold AP Division (APOHUPDV) page. Division Codes are used to divide the AP database into logical 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 post entries to the General Ledger.

Charge (and Amount): The Charge Cd part of these two fields is used to have the system automatically calculates a Charge Amt, such as a shipping charge. The amount of the standard charge to be paid is derived from NU Common Codes, with a Code Category of SYCH. When a code is entered into this field, the system locates this code in the NU 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, tab over the Charge Cd field and key in the amount of the Charge 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 assign a unique Secondary Reference Number. The NU Common Codes Category/Value of SYNO/OHSREFNO needs to be set up for the system to provide Secondary Reference numbers.

Misc. Code: 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 A/P 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 A/P General Information (APOHUPGN) page. If the system is to accept only Miscellaneous Codes that have been previously defined, this also must be indicated on the A/P General Information (APOHUPGN) 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.

Duty: The Duty Code part of these two fields is used to have the system automatically calculate a Duty Amount, such as an Import Duty. The amount of the standard Duty to be paid is derived from NU Common Codes, with a Code Category of SYDU. When a code is entered into this field, the system locates this code in the NU 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.

Product ID: This field may contain a Product ID. The Product Code must be previously defined in the 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, Purchasing, and/or Person/Entity User Guides.

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 common code SYTX/xxxx where xx defines a particular code for the given Category Code. Also see common codes SYDU/xxxx and SYCH/xxxx.

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. Values placed into this field must have been previously defined in common code CKID/xx.

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. This field is editable in the Edit mode.

In Person/Entity Information Update (PEUPPE), if a vendor is defined with an association assignment of SEPCHECK, every transaction entered to that vendor through A/P Immediate Pay (APIPBTUB) or A/P Open Hold (APOHBTUB) 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 NU Common Codes need to be defined:
1) Code Category/Value of PEAS/SEPCHECK – no required fields.
2) Code Category/Value of 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 Person/Entity Information Update page, Assignment tab, by entering SEPCHECK in Code field.

When inputting records to these forced separate check vendors through A/P Immediate Pay (APIPBTUB) or A/P Open Hold (APOHBTUB), 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. 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.

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

Vendor of Rec: This field contains up to 12 characters that identify the vendor 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 issuing tax documents when credit cards are used in procurement. To look up an existing vendor of record 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). 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 alpha/numeric vendor IDs, as they tend to be easier to remember. 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.

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.

Addr Cd: Select the code that specifies which address from the Person/Entity database will be used for the transaction.  The Address Code is defined in NU Common Codes, with a Code Category/Value of PEAD/xx (Address type).  Additionally, an NU Common Code may be used to set an address hierarchy that determines the appropriate Address Code to assign at data entry time. Enter Code Category/Value of APAH/ADDRESS, and the desired hierarchy in the Short Description. 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.

Invoice Details – Misc

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 system code, which 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 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 Purchase Requests (POUPPR) page, it will be extracted with the Purchase Order and displayed here. Otherwise, enter the number to record as the 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.

Bid: If there is a bid number associated with a vendor, and it is recorded in the analogous field on the 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.

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

Refund Type: Select the code used to identify the type of refund being made. Codes available in the drop-down list are defined on the NU Common Codes (NUUPCD) page, with a Code Category of APRF.

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

Former Bank ID: The former bank ID followed by the former check number (i.e. the check this payment is replacing).

Asset ID: The ID of the asset (if any) associated with this invoice. Click the ellipsis button to assign the next available Asset ID.

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.

Record Number: A display-only field showing the number of records in the batch. The user may want to clean up unwanted files that have a record size of 0 (zero).

OH Status: A static system 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.

Record Status: This display only field indicates the status of the record, either present or deleted.

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.

Set Id: This display only field displays the system generated Set Id.

Invoice Text Tab

Invoice Text: The Invoice Text tab page is for text that may be associated with an invoice for a vendor. The tabs at the bottom of the page are used to toggle between invoice and error text.

Error Text: The Error Text tab is where the system places the errors associated with an invoice that did not pass validate and post. Error text is populated when validate and post is run.

Links

Select the Invoice Proof Listing to link to APOHINBP.

Tools

Copy Invoice

Click on Copy Invoice link to copy the active invoice. A window will open titled Copy Invoice. Two fields will display for identifying the Invoice to be copied. The field From Invoice is the invoice number from the active invoice in the background that will be copied into a new record. The new record's invoice number will be the number stated in the field titled To Invoice. The window opens with the word NEW in the To Invoice field. Leave as is to use a seeded value for the new copied invoice number, or update to a custom invoice number. Select Copy to start the copying process. The page closes the original invoice and displays the newly copied invoice. Most fields will be copied to the new invoice with the new Invoice number, but the tool will not copy notes saved in the Invoice Text or an AP approval flag from the original invoice.

The Copy Invoice tool is enabled or disabled by the settings on APOHININCI security setup. APOHININCI is a security node that is available in the Administrative Console security.

Attachments

See Document Capture and AP Invoices for information on how to attach AP invoices.