AP Utility with Project

OBJECTIVE

The AP Utility with Project function is used to enter invoices to be paid during commissioning of system accounting.

No changes are made to the trial balance and various lists can be printed. Transactions must be transferred when entry is completed. The transfer of transactions does not generate entries in the general ledger. Only supplier balances are updated.

You can import multiple supplier accounts by clicking the Import Excel File icon.

PREREQUISITEs

Supplier Management
Chart of Accounts
Tax Code Table

Steps

Enter accounts payable for projects

Enter the required information:

Fields followed by the * character are mandatory fields.

Field

Description

Supplier*

Code of the supplier whose invoice is to be paid.

NOTE: The list of suppliers is from Define Supplier.

Date*

Invoice date.

Due Date

The system calculates the due date of the invoice based on the payment terms entered in Supplier Management.

Invoice No.

Invoice number.

Currency

Currency of the invoice.

Purchase Order

Used to enter the internal purchase order number associated with the invoice.

NOTE: This field is optional.

Project*

Project affected by the invoice.

NOTE: Projects can be identified on the invoices. We recommend creating an Opening Balance project and assigning it to all transactions. This lets you print a list of accounts payable by project and group them in a single project.

Acct: A/P*

General ledger accounts payable account used for the invoice.

NOTE: The system enters the default supplier's account, if applicable. Otherwise, the system uses the value in Configuration. It can be changed.

Holdback*

General ledger accounts payable holdback account used for the invoice.

NOTE: The system enters the default account from Configuration. It can be changed.

Purchase*

Amount of the purchase before taxes.

Code

Tax codes applicable to the invoice.

TX1 Amt, TX2 Amt

Tax amounts for the transaction.

Type

Displays information about taxes included and excluded.

Account

General ledger accounts for applicable taxes, based on the identified tax code.

NOTE: Displayed for information purposes only. This information cannot be modified.

Total

Total amount of the payable invoice, taxes included.

Discount

Discount amount, if applicable.

Holdback %

Holdback percentage applicable to the invoice.

Mode

Determines whether the holdback calculation applies to the amount before taxes or including taxes.

Disbursement

Amount of disbursements already made on the invoice.

Field	Description
Supplier*	Code of the supplier whose invoice is to be paid. NOTE: The list of suppliers is from Define Supplier.
Date*	Invoice date.
Due Date	The system calculates the due date of the invoice based on the payment terms entered in Supplier Management.
Invoice No.	Invoice number.
Currency	Currency of the invoice.
Purchase Order	Used to enter the internal purchase order number associated with the invoice. NOTE: This field is optional.
Project*	Project affected by the invoice. NOTE: Projects can be identified on the invoices. We recommend creating an Opening Balance project and assigning it to all transactions. This lets you print a list of accounts payable by project and group them in a single project.
Acct: A/P*	General ledger accounts payable account used for the invoice. NOTE: The system enters the default supplier's account, if applicable. Otherwise, the system uses the value in Configuration. It can be changed.
Holdback*	General ledger accounts payable holdback account used for the invoice. NOTE: The system enters the default account from Configuration. It can be changed.
Purchase*	Amount of the purchase before taxes.
Code	Tax codes applicable to the invoice.
TX1 Amt, TX2 Amt	Tax amounts for the transaction.
Type	Displays information about taxes included and excluded.
Account	General ledger accounts for applicable taxes, based on the identified tax code. NOTE: Displayed for information purposes only. This information cannot be modified.
Total	Total amount of the payable invoice, taxes included.
Discount	Discount amount, if applicable.
Holdback %	Holdback percentage applicable to the invoice.
Mode	Determines whether the holdback calculation applies to the amount before taxes or including taxes.
Disbursement	Amount of disbursements already made on the invoice.

Click Save.

AP Utility with Project

OBJECTIVE

PREREQUISITEs

Steps

Enter accounts payable for projects

See also