Use the A/P Preview Queue to view your payable invoices and to approve selected invoices for payment.
We recommend that for the most efficient use of this queue, that you set the Do Not Display Payables Entered Via EDI In The A/P Preview Queue control maintenance record to Yes.
To approve invoices in the A/P Preview Queue, see Approving Payable Invoices.
To display summary information for the A/P Preview Queue at all times, add an A/P Preview Queue widget to your Solar Eclipse main window. For more information, see Widgets and Menu Shortcuts Overview.
To view A/P invoices:
1. From the A/P menu, select A/P Preview Queue to display the A/P Preview Queue window.
2. Enter criteria for the invoices you want to display in the queue in the header fields. If you leave any of the fields blank, the system selects all invoices for that category. To narrow your selection and speed up the display of the queue, you must populate the fields.
Field Description
Branch/Territory Enter the branch, branches, or territories for which you want to view invoices.
Starting Pay On Date and Ending Pay On Date
Enter the first and last dates in the date range for invoice selection.
Approved Select one of the following statuses:
• All - Selects all open invoices.
• Approved - Selects only approved invoices.
• Unapproved - Selects only unapproved invoices, including disputed invoices.
• Unreconciled - Selects only unreconciled invoices.
Terms Enter a payment code or select from a list of term codes.
Note: Parameters for terms codes are set using the Terms Maintenance window. For more information, see Terms Maintenance Overview.
Vendor Enter a vendor name to limit the displayed invoices to those from that vendor.
Type Select from a list of vendor types to limit the displayed invoices to those for a certain vendor type. Use the Valid Vendor Types control maintenance record to set the types you want to use.
Batch Enter a number to limit the invoices to those belonging to that batch.
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Field Description
Status Select one or more of the following to determine which invoices you want to display:
• STK - Displays only those invoices that include standard, on-hand stock.
• DIR - Displays only those invoices that include stock that has gone directly from manufacturer to customer.
• EXP - Displays only those invoices that include non-physical payables, such as electric or water bills.
Note: To add additional invoice statuses, use the Valid Payable Invoice Statuses control maintenance record.
3. In the Sort By field, select how you want the items in the queue to sort.
When the system sorts by vendor, it uses the information in the Vendor Maintenance Sort By field instead of the vendor name to sort the invoices.
4. Use the Show Only Resolved Items and Show Only Un-Received Orders check boxes, if you want to limit the orders that display.
5. To change the currency, from the Edit menu, select Currency Exchange to display the Currency Exchange window. In the Currency field, select or enter the currency you want to apply. The Exchange Rate field displays the exchange rate, which reflects the information set in the Exchange Rate Maintenance window. For more information, see Foreign Exchange Rates Overview.
6. Click Update to display the invoices that meet the criteria you entered.
The system displays the invoices with the following additional information:
Fields Description
Br The branch number associated with the invoice.
Vendor Name The vendor associated with the invoice.
If the payable is for a customer refund, or a one-time payment that uses a generic vendor, the vendor name and OVERRIDE displays in this field.
Invoice ID The invoice number associated with the invoice.
Pay On Date The invoice due date.
Post Date The invoice posting date.
Approved The status of the item, which is one of the following:
• Yes - Approved
• No - Unapproved
Note: To change the print status on a direct payable that is approved, update the Print Status On Direct When Payable Approved control maintenance record.
Terms The payable terms with the vendor associated with the invoice.
Net The net amount due on the invoice.
Fields Description
Discount The discount you can take when the amount due is paid on time. The approval of this discount is based on the Do Not Take Discount If Pay Date Is Past Discount Date control maintenance record. Discounts are reflected in the queue after you print the check for the invoice.
Note: If you set this control maintenance record to Yes, the system selects information for every line item that it displays. For faster turnaround time for this queue, set this control maintenance record to No.
Status The invoice approval status, such as an invoice that included standard, on-hand stock (STK) or non-physical material invoices for water and utilities (EXP).
Resolved Indicates that the warehouse users have resolved the variance between the purchase order and the invoice in the Purchase Order Variance Queue.
• - Resolved
• - Purchase order requires action from accounts payable.
Received Indicates that the warehouse users have received the purchase order. There could still be a variance between the invoice and the purchase order. A in this field means that the purchase order is no longer open. Run the Auto Approve P/O Variances utility to approve any invoices that have a perfect match for payable vendors set to auto approve.
If this field is blank, the purchase order is still open and has not been received.
Totals Area The running totals for all of the approved invoices for both the Net and Discount fields.
7. To approve invoices, see Approving Payable Invoices and Automatically Approving Invoices with Purchase Order Variances.
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