A/P and Expense Accounts Entry

Exit

Click this button to close the A/P and Expense Accounts Entry window.

NOTE If you click this button without entering the voucher, the accounts remain unless you change to the single line item mode or cancel the entire voucher.

Delete

Click this button to remove the selected entry in the A/P and Expense Accounts Entries grid.

Enter Voucher

Click this button to save the voucher. After all required and optional data is entered for the voucher, click this button to create a system-derived voucher number.

OK

Click this button to save the recurring voucher. This button is only available when creating a recurring voucher.

A/P Account

Enter the accounts payable account for the voucher, or click the Lookup button to select an accounts payable account. This field defaults to the account entered in the Default G/L Account field for the A/P Trade category in System General Ledger Account Maintenance. After you select a supplier for the voucher, this account defaults to the A/P Trade account for the supplier instead.

Total

Enter the total voucher amount. The amount in the Voucher Amount field should equal this amount.

Cash Account

Enter the cash general ledger account for the voucher, or click one of the Lookup buttons to select a cash account. This defaults from the default cash account for the supplier, or if the supplier does not have a default cash account, the system default cash account.

Project #

Enter a project number, or click the Lookup button to select a project number.

Account Type

Click the Lookup button to select an account type.

Source

This field displays the source of an entry if you double-click it in the A/P and Expense Accounts Entries grid.

Use Supplier GL Accounts

Select this check box to use the default supplier general ledger accounts.

G/L Account

Enter a general ledger account number or name, or click one of the Lookup buttons to select a general ledger account number or name. If you click a Lookup button only accounts of the type entered in the Account Type field are displayed.

Remark

Enter a remark for the account entry.

G/L Groups

Click this button to display G/L Prompting, which allows you to enter a general ledger account by element.

Add Account for Supplier

Click this button to add the selected general ledger account as a default account for the supplier. After you click this button, the account is available as a default account for the supplier when you click the Default Accounts button.

Default Accounts

Click this button to select a general ledger account from the default accounts for the supplier.

Default Group

Click this button to select a group of general ledger accounts from the default groups for the supplier. You can set up default groups for suppliers on the Default Accounts tab in Supplier Maintenance.

P.O. #

Click the Lookup button to select a purchase order to associate with the entry. You can only select purchase orders that are already associated with the voucher.

Amount/VAT-Inclusive Amount/VAT-Exclusive Amount

Enter an amount for the entry.

VAT Entry

Select this check box if the entry is a VAT entry. If you select this check box, you can enter a VAT basis amount and VAT class code.

VAT Taxable

Select one of the following options:

• Automatic VAT - The entry is not a VAT entry, but is associated with a separate VAT entry.

• VAT Exempt - The entry is exempt from VAT.

These radio buttons are only available if the VAT Entry check box is cleared, and only enabled if the None radio button is selected for the Automatic VAT option.

Add Item

Click this button to add the entry to the A/P and Expense Accounts Entries grid.

Update

Click this button to update a selected account entry. This button is only available if you double-click an entry in the A/P and Expense Accounts Entries grid.

Clear

Click this button to clear all entered fields.

Cancel

Click this button to cancel the editing of an entry. This button is only available if you double-click an entry in the A/P and Expense Accounts Entries grid.

VAT Amount

Enter the VAT Amount for the entry. This field is only available if you select the VAT Entry check box, or select the Inclusive, Exclusive, or Manual radio buttons. If the VAT Entry check box is selected, this amount defaults based on the rate for the VAT class entered in the VAT Class Code field. If the Inclusive or Exclusive radio button is selected, this amount defaults based on the default accounts payable VAT rate entered in Tax Control Maintenance.

Example If the default VAT rate is 15%, the entry amount is 100, and you select the Exclusive radio button, this field defaults to 15.00 (15% of 100). Similarly, if the default VAT rate is 15%, the entry amount is 115, and you select the Inclusive radio button, this field defaults to 15.00 (15% of 100).

Automatic VAT

Select one of the following options:

• None - Do not create a separate line item for the VAT amount.

• Inclusive - Create a separate line item for the VAT amount. Calculate the VAT amount assuming the amount entered in the Amount field includes VAT.

• Exclusive - Create a separate line item for the VAT amount. Calculate the VAT amount based on the amount entered in the Amount field.

• Manual - Create a separate line item for the VAT amount. Do not calculate the VAT amount automatically so that you can enter it manually in the VAT Amount field.

These radio buttons are only available if the VAT Entry check box is cleared, and only enabled if you select the Automatic VAT radio button. If you select an option other than None, when you click the Add Item button, a second line item is created for the VAT amount. The default general ledger VAT account entered in Tax Control Maintenance is used for the additional line item.

VAT Basis

Enter the VAT basis for the entry. This field is only available if you select the VAT Entry check box or the Inclusive, Exclusive, or Manual radio button, and is only enabled if you select the VAT Entry check box.

VAT Class Code

Enter a VAT class for the entry, or click the Lookup button to select a VAT class. This defaults to the default accounts payable VAT class entered in Tax Control Maintenance. For information on setting up VAT classes, see VAT Class Maintenance.

This field is only available if you select the VAT Entry check box or the Inclusive, Exclusive, or Manual radio button.

VAT Exempt Reason Code

Enter a reason the entry is exempt from VAT, or click the Lookup button to select a reason. This field is only available if you select the VAT Exempt radio button. This field defaults from the VAT exempt reason code entered in the Default A/P VAT Reason Code field in Tax Control Maintenance.

VAT-Inclusive Amount

This field displays the amount of the entry including VAT. This field is only available if you select the VAT Entry check box or the Inclusive, Exclusive, or Manual radio button.

VAT Rate

This field displays the current VAT rate for the VAT class entered in the VAT Class Code field. This field is only available if you select the VAT Entry check box or the Inclusive, Exclusive, or Manual radio button.

A/P and Expense Accounts Entries

This grid displays the entries for the voucher. For each entry, the following information is displayed:

• General ledger account number

• General ledger account description

• Amount

• Source

• Purchase order number

• Project number

• Whether the entry is VAT exempt

• Whether the entry is a VAT entry

• VAT basis

• VAT class code

• VAT rate

• VAT exemption reason code

• Remark

• Receipt number

• Container code

• Unrounded VAT amount

You can edit the remarks in the grid.

Pre-Paid Amount

This field displays the total of all pre-paid amounts.

Voucher Amount

This field displays the total of all amounts entered in the A/P and Expense Accounts Entries grid.

Customer Code

Enter a customer code for a customer cost allocation to associate with the voucher, or click the Lookup button to select a customer code.

Customer Name

Enter a customer name for a customer cost allocation to associate with the voucher, or click the Lookup button to select a customer name.

G/L Account (Customer)

Enter a general ledger account for a customer cost allocation to associate with the voucher, or click the Lookup button to select a general ledger account. This field defaults to the general ledger account entered in the Expense Account field on the Main tab.

Amount (Customer)

Enter an amount of a customer cost allocation to associate with the voucher. This field defaults to the voucher amount minus the sum of all amounts in the Customer Cost Allocations grid.

Unapplied Amount (Customer)

This field displays the unapplied amount of the customer cost allocation.

Add (Customer)

Click this button to add the selected customer, account, and amount to the Customer Cost Allocations grid.

Remove (Customer)

Click this button to remove the selected customer, account, and amount from the Customer Cost Allocations grid.

Remove All (Customers)

Click this button to remove all customers, accounts, and amounts from the Customer Cost Allocations grid.

Customer Cost Allocations

This grid displays customer cost allocations associated with the voucher.

Product Code

Enter a product code for a product cost allocation to associate with the voucher, or click the Lookup button to select a product code.

Product Name

Enter a product name for a product cost allocation to associate with the voucher, or click the Lookup button to select a product name.

G/L Account (Product)

Enter a general ledger account for a product cost allocation to associate with the voucher, or click the Lookup button to select a general ledger account. This field defaults to the general ledger account entered in the Expense Account field on the Main tab.

Amount (Product)

Enter an amount of a product cost allocation to associate with the voucher. This field defaults to the voucher amount minus the sum of all amounts in the Product Cost Allocations grid.

Unapplied Amount (Product)

This field displays the unapplied amount of the product cost allocation.

Add (Product)

Click this button to add the selected product, account, and amount to the Product Cost Allocations grid.

Remove (Product)

Click this button to remove the selected product, account, and amount from the Product Cost Allocations grid.

Remove All (Products)

Click this button to remove all products, accounts, and amounts from the Product Cost Allocations grid.

Product Cost Allocations

This grid displays product cost allocations associated with the voucher.

Supplier Code

Enter a supplier code for a supplier cost allocation to associate with the voucher, or click the Lookup button to select a supplier code.

Supplier Name

Enter a supplier name for a supplier cost allocation to associate with the voucher, or click the Lookup button to select a supplier name.

G/L Account (Supplier)

Enter a general ledger account for a supplier cost allocation to associate with the voucher, or click the Lookup button to select a general ledger account. This field defaults to the general ledger account entered in the Expense Account field on the Main tab.

Amount (Supplier)

Enter an amount of a supplier cost allocation to associate with the voucher. This field defaults to the voucher amount minus the sum of all amounts in the Supplier Cost Allocations grid.

Unapplied Amount (Supplier)

This field displays the unapplied amount of the supplier cost allocation.

Add (Supplier)

Click this button to add the selected supplier, account, and amount to the Supplier Cost Allocations grid.

Remove (Supplier)

Click this button to remove the selected supplier, account, and amount from the Supplier Cost Allocations grid.

Remove All (Supplier)

Click this button to remove all suppliers, accounts, and amounts from the Supplier Cost Allocations grid.

Supplier Cost Allocations

This grid displays supplier cost allocations associated with the voucher.