View AP Bill

Accounting > Payables > View AP Bill
Accounting > Payables > Payables Views and Reports > View AP Bill

Use this routine to view both open and closed AP bills. This is a read-only routine. That is, once you specify a bill to view, you cannot edit any other fields in this routine. To edit or create AP bills, use the Enter/Update Individual Expense Invoice routine.

If you reached this routine via the Enter Multiple Vendor Invoices routine (as opposed to accessing this routine directly from the Accounting menu), note that many fields on the screen are filled with default values generated by responses you made in that routine. Some of the field documentation in this topic assumes no values were entered into a particular field and instructs you on how to enter a response. You can ignore these instructions. The basic functionality of this routine is the same regardless of how you access it.

If you select the Toggle Currency option before you choose the View Payments option, payments display in domestic currency.

Header Area

Enter the number of the bill you want to view. If you click on the Search button, a menu of search options appears:

The mode-status of the AP bill and the process mode of the routine appear in the upper-right of the screen. You can access this process in the following modes:

Approval - Accessed as Step 3 of the AP Approval Process
Maintenance - Accessed via the Accounting to

- fix invalid items

- delete un-transmitted items

- delete transmitted items

Inquiry - Accessed via the Accounting menu to

- view un-transmitted items

- view transmitted items

After you specify a bill number, a paper clip icon appears on the button bar next to the Help button. If this icon is active (that is, bold-faced) on a tab , it indicates a file attachment exists for the selected tab or for an item in the order related to the selected tab (for example, a customer or product image file ). If the icon is dimmed, no attachments exist for selected tab.

General

This is a read-only routine. The documentation below describes the entry version of this routine, and appears here for reference purposes only.

Specify an expense company for this transaction. The following scenarios affect your response to this prompt.

If you are using multi-company processing (specified at the Multi Company Processing field on the Advanced Setting tab in the General System Control Settings), and the AP Prompt for Company field is checked (in the Payables Control Settings file), then you must manually enter the expense company for this AP bill.
If you are using multi-company processing and the AP Prompt for Company field is NOT checked in the Payables Control Settings, the contents of the Company field (next to the AP Prompt for Company field) defaults here.
If you are NOT using multi-company processing, the default expense company appears here.

The current or last status of the AP bill appears to the right of the field. To change the status, click on the arrow to the right of the field and choose from the following list of statuses:

Null - Open
C - Closed
H - Hold
P - Pending
D - Deleted (Closed only)

Enter a hold code (if any) for the AP bill. If you click on the arrow, a list of hold codes appears from which you can choose. This field is active only when the Status field is set to Hold.

Specify the AP bill type. You have the following options:

02 - Expense
03 - Freight
12 - Expense Return
13 - Freight Return

This field is active only when creating expense bills, and then it inactivates after you specify a vendor. Otherwise, it is inactive and used for display only (the selection from the Select Process Desired field in the Enter Multiple Vendor Invoices appears).

When creating freight bills, if the Freight in Terms Amount field is not checked in the Payables Control Settings, the system defaults the pay date instead of the terms date.

If approving items for payment, enter the invoice number received from the vendor. If approving a vendor credit, enter the reference number. After you enter the invoice or reference number, the items selected in Step 2 appear on the screen, with the following information.

Model	PO/Reference
Available (qty)	Unit Cost (Available)
Approved	Unit Cost (Approved)
Total Cost

The AP Terms Code defaults from the first line item of the purchase order, if available.

If using STORIS AP Processing, you can edit the terms via the Terms field on Check Processing tab.

If using TPA, this field is available only if approving debit items. If you click on the arrow to the right of the field, you can choose from the list of terms codes that appears.

The Terms Amount and the Open Amount for the selected bill display at the bottom of this tab.

Invoice Detail

This is a read-only routine. The documentation below describes the entry version of this routine, and appears here for reference purposes only.

Use this tab to edit open AP bills linked to a purchase order and enter and edit expense bills not linked to a purchase order (STORIS Accounting only).

Available for Approval

If editing an existing bill, the following fields of information display for the selected product:

Approved for Payment

The receiving unit cost displays here. You can edit the amount.

If the receipt unit cost differs from the invoice unit cost, the system creates a cost exception.

After you finish entering payable or credit information (product, quantity, unit cost) for a grid item, select Add. The system returns to the Reference field, where you can approve additional products (if any) for AP billing. When you finish entering payable or credit information, select Save to create the bill. If using TPA, the program adds the approvals to a batch that you can transmit to your third-party accounting package.

If using TPA, when deleting un-transmitted approvals, the only options available are Delete (to delete selected invoices) and Exit (to exit the program without deleting the un-transmitted invoices selected).

Approve All - updates the quantities in the Approved column of the grid to match the quantities in the Available column.
GL Postings
Add Attachments
View Attachments
Edit Attachments
Toggle Currency
AP Bill Comments

Check Information

This is a read-only routine. The documentation below describes the entry version of this routine, and appears here for reference purposes only.

Use this tab to maintain information on check processing, including remittance information. This tab is active only if STORIS Accounting is active.

Remittance

Enter the vendor remit-to address for this AP bill. If you click on the Arrow, a list of all current remit-to records for the vendor displays. If you click on the Action button, a menu appears with the following options:

You can also create and/or maintain vendor remit-to records on-the-fly (except for refund AP bills), provided you have security clearance via the Extended Security (Payables) settings.

Payment

Enter the check print bank. The default bank from the Vendor Remit-To Settings displays, if any. If not, the default bank from the Vendor Settings displays, if any. If a bank is still not found and multi-company processing is active, the system defaults the bank from the Company Settings. If a default bank is still not found, the system references the bank from the Payables Control Settings.

You can override the default. If you click on the Search button, a list of available banks appears. If using multi-company processing, the program restricts the list to banks associated with the company selected at the Company field on the General tab. (you associate banks with companies via the Bank Settings file).

If you select Cash as an Alternate Payment Method, this field is inactive.

The bank you select is also used as the Alternate Payment Method bank.

To pay this AP bill on a separate check, check the box at this field. To combine this bill with other bills for the selected vendor, leave the box blank. This field defaults the setting at the Separate Check per Bill field in the Vendor Settings for the selected vendor, but you can override the default.

For debit AP bills, this field defaults to unchecked and you cannot edit it.

The AP Terms Code defaults from the first line item of the purchase order, if available. You can edit this field. If you click on the arrow to the right of the field, you can choose from the list of terms codes that appears.

This field also appears on the General tab, but you cannot edit the field on that tab.

This grid displays scheduled payments (if any) and allows you to edit existing bills. The grid is active and populated only if the terms specified is a Scheduled Payment type. Grid columns include:

Scheduled Date
Amount
Date Paid – populates only if paid

Alternate Payment Method

Use these fields to select a manual payment method. To access these fields, a check must appear at the Select alternate payment methods during vendor invoice entry field in the Extended Security section of the User file for the log-on user.

Select the method of manual payment. You have the following options:

Manual Check - Credits the Bank Payables Cash GL account.
Debit Card – Is treated the same as a manual check for GL purposes.
Cash – Credits the Paid with Cash GL account.
Credit Card - Credits the Paid with Credit Card GL account.
On Line – No GL hit required until the payment date. At that time, it is treated the same as a manual check for GL purposes

Only the Manual Check and Cash options are available for payment on refund bills.

Enter a payment reference, up to 25 characters of alphanumeric text. This is a required field. The following are examples:

manual check number (must be numeric)
debit card number (perhaps last 4 digits)
cash text specified by user
credit card number (perhaps last 4 digits)
on-line bank reference

Enter the payment amount.

When filing AP bills other than pending AP bills, the GL Postings screen appears.

Vendor	PO or RA document number
Receipt Date	Quantity
Unit Cost	Extension