OH Direct Update - APOHUPTR

The Accounts Payable (AP) OH Direct Update (APOHUPTR) page is used to view entries that have been distributed to the accounts payable database. It can also be used to make changes to entries within the accounts payable database. Any corrections made using this function will only affect the AP database and will not be posted to any other subsystem. However, changes made within this page could have an effect on further processing of the transaction. For example, changing check number information in the AP database only may not correspond to check number information in the general ledger database or in the Bank Reconciliation (BK) database.

Invoice Header

Invoice: Up to 16 characters used to identify the invoice.

Invoice Date: Shows the date of the invoice. 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.

Invoice Amount: The amount of the invoice.

Vendor: The Vendor ID to which this transaction relates. To lookup an existing vendor or create a new Vendor ID, use either Ctrl+L or the ellipsis button to the right of this field, the system will automatically bring up the page used to lookup vendor information or create a new vendor (provided security has been granted for the user 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: The code that specifies which address from the Person/Entity database was 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 Person/Entity Information Update (PEUPPE) page. The Address Code is defined in NU Common Codes (NUUPCD), with a Category/Value of PEAD/XX (Address type).

Additionally, common code APAH/ADDRESS, with the 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.

Main Tab

Account: The General Ledger (GL) posting account string for this invoice detail. If the Job Ledger (JL) module is used and this transaction relates to an account in the JL, that account will be displayed also.  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, displayed above, appears. Options to alter the structure of the Account # field by selecting the following:

• XX Org Key-Object or Fully Qualified (where XX=ledger code): Select this option or press Ctrl+K to display the ledger organization key and object code input format. Use Ctrl+U to display the fully qualified account string format.

• XX Quick (where XX=ledger code): The Ctrl+Q option allows changes to the display and the lookup to accommodate quick key entry for account numbers that have been defined in the GL Quick Account Numbers (GLUPQU) page.

• Show Ledger: Selecting this option shows the ledger field in the account field, to identify or change the ledger.

• Show Work Order: Selecting this option displays the Work Order field. The Work Order number must exist in the Work Order module, if Validate Work Order is selected on the GL Ledger Definition (GLUPGN) page, Presentation tab.

Description: 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 in the invoice entry, the system will enter the description of the Object Code used in the GL account upon distribution.

PO#: Displays the PO# that was used for this invoice line, if applicable. 

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 utility (ENUTRE), 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, then they must be defined on common code OHMC/XXXX (up to 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.

AP General Information (APOHUPGN) 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.

Div: The division to which the transaction relates. The division codes are defined on the Open Hold AP Division (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 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 APOHUPGN page. If the system is to accept only Miscellaneous Codes that have been previously defined, this also must be indicated on the APOHUPGN page. Define Misc Codes on the NUUPCD page, OHMC/XXXX (up to four-character MISC code). The Misc Code description displays in the drop-down list; it is derived from the common code Medium Desc field.

Units of Measure: This field specifies the Units of Measure, if used.

Dist Amount: System derived distribution amount.

Second Ref: Up to 16 characters of additional information regarding the invoice. A common use for this field is entering manually prepared Purchase Order numbers. Define the common code SYNO/OHSREFNOto provide system-generated Secondary Reference when using the Ctrl+T keyboard combination or clicking the ellipsis.

Product ID: This field may contain a Product ID. The Product ID code must be previously defined in PEUPPR prior to referencing. Use Ctrl+L or the ellipsis button to lookup PE 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.

Tax Code and Tax Code 2: The Tax Code fields are used by the system to automatically calculate a Tax Amount, such as a Sales Tax. Codes available in the drop-down list of these fields are defined on common code, with a 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 the 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.

Tax Amount and Tax Amount 2: These values will auto-fill based on the associated Tax Code. An amount can be directly entered as well.

Relate 1 and Relate 2: Each transaction may have up to two, two-character, Relate To Codes that are used to specify the transaction relationship to other systems. For example, if this is a Travel Advance, many clients will enter 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 on common code 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, which 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 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 1099-MISC.

Due Date: The date payment of this invoice was 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 PEUPPE, Vendor tab) 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 common code APOH/SETDUEDTis activated.

Received Date: The date the invoice was received from the vendor. Refer to the information shown above regarding the use of this field and how the system derives the due date; also the date may be entered as per Invoice Date.

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. Codes available in the list are defined on the common code with a 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 Cd field and key in the amount of the Charge directly into the Amount field.

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 Person/Entity Information Update (PEUPPE) 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. 

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. The amount of the standard Duty to be paid is derived from the common code, with a 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.

Post Date: The date the transaction was posted to the General Ledger.

Check Date: The date of check reversal (RV), date check was voided (VH), or date manual check was written (HW). Dates may be entered in MMDDYY, MMDDYYYY, MM/DD/YY, or MM/DD/YYYY format.

Disc. Terms and Discount: Discount terms are entered with up to four-characters to the right of the decimal point. For example, .0275 represents a 2.75% discount. The amount of the discount is computed by the system. Although this field is present, some sites do not choose to encumber discounts unless a discount is assured. Encumbered discounts not taken may cause an over budget condition to arise, and the true amount to expense will be incorrectly reflected. Thus, many clients choose not to enter discounts at the PO level and wait until a set is created to enter the Terms of a discount. The total amount associated with this discount is displayed in the next field.

Bank ID: Select the code that identifies the bank account that a check or checks are written from. Values placed into this field must have been previously defined common code CKID/XX.

Check No: This field is updated with the check number once the AP Payment Process (APOHPPPA) has completed against this record.

Extended Amount: This display-only field represents the total dollar amount of the units from the fields above.

Disc Taken: The discount taken if early payment was applicable. Refer to above information in the Discount Date section.

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 the purpose of issuing tax documents when credit cards are used in procurement.  To lookup an existing vendor of record or create a new vendor ID, use either Ctrl+L or the ellipsis button to the right of this field, the system will automatically bring up the page used to lookup vendor information or create a new vendor (provided security has been granted for the user 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.

Misc Tab

Transaction Format: The system code, which directs the manner in which the description, as it would appear in the general ledger, was 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 analogous field on the Purchase Request (POUPPR) page, it will be extracted with the Purchase Order and displayed here.

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.

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 issued, use another letter to distinguish the transaction. At check time, the system will match all blanks, all As, all Bs, and so forth, into separate checks. Up to two characters may be used to distinguish each check.

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

Set ID: Code that identifies the set of which this check is a part.

Refund Type: Select the code used to identify the type of refund being made. Values available in this list are defined in the common code APRF/XX.

Asset ID: This is a display-only field that contains the asset associated with the transaction.

Status: The 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.

P-Card Ref: System-generated reference number, based on setup in the SYNO/PCARDREF common code. It is generated by the Send to AP (APPCSA) process.

Contract: If there is a Contract associated with a Vendor and it is recorded in the analogous field on the Purchase Request page, it will be extracted with the Purchase Order and displayed here. Alternatively, enter the alpha/numeric code to record as the Contract and it can be used to reference the transaction.

Prep ID: The system will derive the Prep ID based on the user name utilized during the logon process.

Former Bank ID: The code that identifies the bank account upon which this check was written. Values available in this list are defined on common code CKID/XX.

Former Check No: The former check ID.

Posting Code: This display-only field indicates the 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.

Job Number: This display-only field indicates the BusinessPLUS Job Number generated when the invoice was posted to the AP subsystem.

Check Job: This field displays the BusinessPLUS check run Job Number.

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 bookstore, enter planned charge amounts for items at the Retail Level when they are purchasing their stock.

Sequence No: This is a number produced by the system when the entry was originally distributed. The sequence number and Job number are stored in the General Ledger database and are useful in the reconciliation process.