The Append Line screen appears only if no line items are associated with the transaction.
Field Description
Item ID Enter the number of the item you are purchasing or returning, or press Enter to skip this field.
If Accounts Payable interfaces to Inventory, you can also use the Inventory lookup search commands (see Chapter 1) to find an item.
Desc Enter a description of the item.
Additional Descriptions
If you elected to use additional descriptions in the Resource Manager Options and Interfaces function, you can enter up to ten lines of information.
GL Desc If you elected in the Resource Manager Options and Interfaces function to post summary
information to General Ledger, this field is skipped.
If you elected in the Resource Manager Options and Interfaces function to post detailed information to General Ledger, enter a description to identify the
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If Accounts Payable interfaces with General Ledger, the description you enter appears in the Description column of the GLJRxxx (Journal) file when you post the transaction. (If you do not enter a description, the invoice number and the item description appear in the Description column of the GLJRxxx file when you post the transaction.) Job ID Enter the ID of the job affected by the purchase, or
press Enter to skip this field. (The Inquiry command is available if Accounts Payable interfaces with Job Cost.)
If Accounts Payable interfaces with Job Cost, the description of the job appears for verification when you enter a job ID.
Phase ID If you entered a job ID, enter the ID of the phase (cost center) affected by the purchase, or press Enter to skip this field. (The Inquiry command is available if Accounts Payable interfaces with Job Cost.)
Cost Code If you entered a job ID and Accounts Payable interfaces with Job Cost, enter a cost code.
If you entered a job ID and Accounts Payable does not interface with Job Cost, enter a cost code for reference purposes only, or press Enter to skip this field.
Field Description
GL Account If Accounts Payable interfaces with Job Cost and you entered a job ID, the WIP account from the DFxxxx table appears. If Accounts Payable does not interface with Job Cost or you did not enter a job ID, the account number is selected in this order of precedence:
If you assigned an account number in the vendor’s record, that number appears.
If you entered an item ID, the inventory account from the item record appears.
If the line is for a noninventory item, the inventory account from the DFxxxx table appears.
Accept the account number, or enter a different account number. (The Inquiry command is available if Accounts Payable interfaces with General Ledger.)
Tax Class The tax class you assigned to the inventory item appears. If Accounts Payable does not interface to Inventory, 00 appears. Accept the tax class that appears, or enter a different tax class.
Quantity Enter the number of units of the purchased item.
Units Enter a valid alternate unit of measure. If you are purchasing an item that is not kept in inventory, enter the unit of measure by which you purchase the item; for example, you might enter DZ if you measure the item by the dozen.
Unit Cost Accept the amount you paid for each item, or enter a different amount. The Unit Cost field on the Purchases line-item entry screen is updated by the average of the unit costs you enter; the Ext Cost
Field Description
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After you save the line-item entry information either enter another line item or exit to the Purchases screen.
When you save the first line item, the totals are updated and your entries are saved. You cannot use the Abandon (F5) command to cancel the purchase. You can delete the entire purchase by using the Delete (F3) command on the header screen.
Transactions
When you exit from the Append Line screen, the Transactions screen appears.
The Transactions screen is divided into these sections:
Ext Cost If the line is for a noninventory item, enter the extended cost of the line.
Field Description
• Information from the header screen is summarized at the top of the screen
• The line-item entry area, or scroll region, appears in the middle of the screen
• The totals appear at the bottom of the screen
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Use the commands (buttons in graphical mode) in the command bar of each inquiry screen to find the information you need.
Command Action
Enter = edit Move the prompt to the line and press Enter to edit a line.
Append To append a line item to the transaction, press A. Then see Purchases Line-Item Entry Screen earlier in this section.
Header Press H to return to the header screen. When you return to the header screen, you do not lose the line-item and totals entries because you already saved them
Totals Press T to go to the Totals/Payments dialog box.
Then see Purchase Totals below.
View Press V to look at an expanded summary of the line item, move the prompt to the line item. Additional information about the line item, such as the general ledger account and description, quantity purchased, and cost information, appears on the View Line screen. Press any key to return to the Purchases screen.
Goto Press G and then enter a line number to go directly to a particular line item. (This command appears only if there is more than one screen of line items.) Next trans Press N to finish with the transaction on the screen and move to a blank header screen to enter a new transaction. Then see “Header Information” on page 5-4 for more information.
View Line
When you select View, the View Line screen appears and lists information about the selected item. Press Enter to return to the Purchases screen.
Purchase Totals
When you press T to work with the totals, press N to enter another transaction, or exit from the Transactions function, the Totals/Payments screen appears (If you pressed T, you can use only the Sales Tax, Freight, and Misc fields.).
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1. Enter the shipping charges and the tax class to which you want to apply the charges in the Freight boxes.
2. In the Misc box, enter the miscellaneous charges (for example, handling) if the vendor added some. Then enter the tax class to which you want the miscellaneous charges applied.
Sales Tax Breakdown
3. Enter the sales tax from the invoice. If you enter an amount different from the calculated amount, the Sales Tax Breakdown screen (below) appears and lists the tax location for the transaction and the tax amount for each location.
Accept the current sales tax adjustment or enter a different amount in the Tax Adjustment box, then enter the tax location for the adjustment in the Tax Loc box. Finally, accept the current tax class or enter a different one in the Class box.
4. After you enter the tax class, the cursor returns to the Totals/Payments screen. Enter payment information into the remaining fields; refer to the field descriptions below for details.
Field Description
Amount Paid If you prepaid a portion of the purchase, enter the amount.
Method of Payment
Choose the method of payment used for the prepayment.
Via Check No If you entered a prepayment with a check, enter the number of the check you used.
Payment Date Enter the prepayment date.
On-demand Check?
You cannot use this field if you did not elect to use on-demand checks in the Resource Manager Options and Interfaces function or if the prepayment was for cash.
If you want to print an on-demand check for the prepayment, select the check box (or enter Y in text mode); if not, clear it (or enter N in text mode).
Terms Code Enter the terms code. If you use the Maintenance (F6) command, the Terms Code function temporarily appears. After you enter the code, the description and the percent for the payment terms of the transaction appear.
Disc Amt If you entered a discount percentage on the
Purchases header screen, the amount of the discount appears; if not, .00 appears. Accept the discount or enter a different one.
The discount is based on your inclusion/exclusion selections in the DISCxxx table (see page 11-37). If you did not set up this table, the amount from which the discount is calculated includes tax, freight, and miscellaneous charges.
First Payment Amount
Accept the first payment (the purchase total minus the prepayment and cash discount), or enter a different amount (it must be less than the purchase total).
If you change the amount of the first payment, the remaining payment appears in the Second Payment Field Description
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5. When you approve the totals, one of several things can happen, depending on what you entered or which options you elected:
• If you elected to print an on-demand check, you are prompted to print it.
• If you pressed T to work with the transaction totals, you are returned to the Purchases screen.
• If you pressed N to enter another transaction, the Totals screen reappears so that you can confirm your entries.
First Payment Due Date
If you entered discount terms on the header screen, the first due date is calculated from the number of due days you entered using the Terms Codes function. Accept the date or enter a different date.
Second Payment Amount
If you changed the amount of the first payment, the second payment (the purchase total minus the prepayment, cash discount, and first payment) appears. Accept it, or enter a lower amount.
If you change the amount of the second payment, the remaining payment appears in the Third Payment field.
Second Payment Due Date
Enter the date the second payment is due.
Third Payment Amount
If you entered an amount for the first and second payments, the remaining payment appears.
If you need to split an invoice into more than three payments, post the purchases. Then use the Hold/
Release Invoices function (see page 10-3) to split it further.
Third Payment Due Date
Enter the date the third payment is due.
Field Description
• If you exited from the Transactions function, the Daily Work menu appears.