Header Section AP30

The following list identifies every field in the Header section:

1. In the Payment Info section:
   • Vendor - enter or select from the query the Vendor that issued the Invoice. The Vendor name automatically displays beside the Vendor field.

     Note: You can record an Invoice from one Vendor, but schedule payment from another Vendor using the 'Pay To Vendor' field on the Header folder.

   • Invoice - enter or select from the query the Invoice number or Reference number the Vendor has issued for the transaction being entered. If you are keying in an existing Invoice number, you must enter it exactly as it was originally entered. For example, an Invoice number of 525 is not the same as Invoice number 000525.

     If you are using the 'Prepaid Inventory' option, we recommend that you use a variation of the Purchase Order number in the Invoice field, for example 000160-1 for the first prepayment (where 000160 is the PO number plus 1 for the prepayment), 000160-2 for the second prepayment or 000222-F for a prepayment that cover the FULL amount of the PO (where 000222 is the PO number plus F for the FULL amount). For more information on Prepayments, click here.

     • If you enter an Invoice number that begins with a '*', the following message displays: "Invoice may not start with '*'. OK". Click OK to close the message window.

     • If the Invoice is already associated with another batch, the following message displays: "This invoice is not part of the current batch. Current batch xxxxxx. Select another invoice, or exit, re-enter and choose a different batch. OK". Click OK to close the message window and select another Invoice or go to the appropriate Batch.

     • If the Invoice is outstanding, i.e. previously updated by Invoice Audit Trail Report (AP31), but has not been processed for payment, the following message displays: "This invoice has already been updated through AP31. Vendor (Vendor name displays), Invoice # (Invoice number displays). Do you want to modify it? Yes/No". For more information on Invoices processed through AP31 (with no payments), click here.

     • If the Invoice is outstanding and payments have been made towards it, the following message displays: "The following fields may be changed: Branch, Due Date, Hold Invoice, Discount Date, Separate Cheque, Bank, Discount, Message. OK". Click OK to close the message window and continue editing the Invoice as required.

     • To delete an Invoice that is part of the current Batch, select the Invoice to be deleted and click Delete Invoice . The following message displays: "Delete Header and all of its details? Yes/No". Select Yes to delete the Invoice from the Batch. Select No to cancel the delete request and close the message window. Note: If the Invoice has been processed through AP31, the Delete Invoice option is not available.

2. The GL Posting Date displays the date entered on the Batch Control screen. This field represents the date on which the Invoice will be journalized or posted (with the exception of Future Invoices). You can enter or select from the query a new posting date for each individual Invoice in the Batch, as required. When a batch contains transactions with more than one GL Posting Date, AP31 reports the GL Posting Summary for each GL Posting date.

3. The Batch Proof field updates as Invoice/credits are processed. The value entered in the 'Gross Amount' field on the Header folder for each transaction is added together and compared to the Batch Total entered on the Batch Control record. The Batch Proof represents the difference between the Batch Total and the accumulated entered total. The Batch Proof equals zero when all transactions in the Batch have been entered and when the accumulated entered total equals the Batch Total.
   • If the Batch Proof value is not equal to zero, and you try to close the Batch, the following message displays: "Your Batch Proof is not zero. Do you wish to exit the program anyways? Yes/No". Select Yes to exit AP30 with the Batch out of balance. Select No to cancel the request and close the message window. Note: An out of balance Batch can still be processed in AP31.

4. In the Invoice section:
   • Similar to the Batch Proof system used to manage the entire Batch of Invoices being processed, when an Invoice's total is entered into the Gross Amount field, the Invoice Proof system will display the Domestic equivalent of the Invoice. As the Invoice is applied to GL Accounts on the GL Distribution folder, the amounts posted will be added to the Entered value. The Proof is the outstanding amount to be posted. It is calculated as the Domestic value less the entered value. When the Entered value equals the Domestic value, the Proof is zero, and the Invoice is balanced.
     • If the Invoice is not balanced and you click the New button, the following message displays: "Invoice Proof must be zero. Please complete the distribution. OK". Click OK to clear the message window. You cannot continue until the Invoice is balanced.

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