Accounts Payable > Accounts Payable Invoice > Create AP Invoice

The Line Items page allows you to add inventory items to the AP invoice. The Line Items grid supports an unlimited number of line items and shows details of each added line inventory item.

Note: The Line Items Page will be disabled and grayed out if the vendor you are creating an AP invoice is not set to accrue received goods and use the AP/PO Matching feature. The AP/PO Matching feature setting is configured in the vendor maintenance record.

Perform the following procedures in the Line Items page, if necessary:

1.Activate a new line in the Line Items grid by clicking the Append row to end or Insert row before current button in the grid toolbar. This will display the Select PO window.

2.The Select PO window displays all the line items received from the selected vendor's purchase orders. It also displays the line item(s) received quantity and receipt #. In this window, select from the grid the line items you want to include in the AP invoice. Simply mark the checkbox that corresponds to the line item to select; then, click the Add button. Alternatively, you may click the checkbox at the grid header to simultaneously select all the line items in the gird; then, click the Add button. You may click Cancel to disregard your selection and close the window.

Notes:

•You may click the underlined PO # to view either the line item's Purchase Order or the Detail Analysis.

•Clicking the underlined Item # will display the item's maintenance record.

3.Mark or unmark the Taxable checkbox for each line item that you want to set as taxable. Marking this checkbox will configure AccountMate to calculate the tax amount(s) per line item. Verify also that you entered a valid code in the Tax Code field beneath the Line Items grid.

If the company's country tax is Canada, perform these steps:

3.1. Mark the appropriate GST Taxable and/or the PST Taxable checkbox(es) if you want to apply GST and/or PST to the line item.

3.2. Accept or amend the value in the Tax Code field for the line item. The default value comes from the Tax Code field beneath the grid. This field is editable only if the Allow Different Tax Code per Line Item setting is marked in the PO Module Setup function.

4.You may click the Show () button beside the Item # field to display the item Details nested tab. Review the information in the Details and in the Tax Amount tabs. All fields in these tabs are for reference use only and cannot be amended.

Notes: The caption “Item#” may be replaced by “Vendor Part#” when the system is set up to use the vendor’s item numbers in processing purchase orders. For more details on how to set up and use vendor part numbers, refer to the discussion on the Vendor Inventory feature.

5.Accept or amend the default values in the following fields beneath the grid:

oTax Code

This is the purchase tax code that will be used to calculate the appropriate tax for the line item. Default tax code comes from the Tax Code field in the Information page. To amend, enter the tax code that you want to use. Alternatively, you may click the List box button to select a tax code. This tax code will apply to the line items with the Taxable checkbox marked.

Notes: For companies with Canada country tax, the tax code will apply to the line items with the GST Taxable and/or PST Taxable checkbox marked.

oWeight

This field displays the sum of all the weight of each line item multiplied by the item's quantity. To amend, enter the new weight value.

oFreight Code

This field refers to the freight service that was used in the delivery of the purchased item(s). You may amend the freight code in this field to reflect the actual freight service that was used. To amend, enter the new freight code you want to use. Alternatively, you may click the List box button to select a freight code. This freight code will apply to the whole invoice.

oFreight

This field shows the freight charge amount for the freight service used in the delivery of the purchased item(s). The value in this field changes as you enter different freight codes in the Freight Code field. To amend, enter the new freight charge amount in the field. To set the default freight service charge amount for each freight code, access the Freight Code Maintenance function.

oFreight Tax

This field is for reference use only. It shows the tax applied to the freight amount whenever the freight charge is subject to taxes.

6.For companies with Canada country tax, review the information displayed in the Input Tax Credit area beneath the grid. The default setting comes from the Claim GST and/or Claim PST checkbox of the tax code entered in the Tax Code field beneath the grid. You may mark or unmark the checkboxes.

7.Review the information in the fields discussed below. The system calculates the values in these fields as you add line items in the grid.

oSubtotal

This is the sum of the extended inventory cost (quantity ordered multiplied by per unit cost) that the system calculates for all the line items in the invoice.

oFreight

This field shows the same value displayed in the Freight field on the left-hand side of the function screen.

oPurchase Tax

This is the computed amount of tax for the line items in the grid, which is the sum of all tax amounts for each line item in the grid.

oTotal

This is the calculated total amount of the line items in the grid, which is the sum of the extended cost plus the freight and taxes.

Line Items Page

Line Items Page

See Also