Enter the purchase amount for the invoice.

Enter the retainage amount for the invoice.

Enter the sales tax amount for the vendor invoice.

Enter the freight amount for the vendor invoice.

For an existing vendor, initially displays the default invoice status for the vendor. If you want to modify the invoice status for this vendor invoice or if the vendor is a new vendor, click to select the invoice status.

• Open - An invoice with a status of Open can be selected for payment.

• Payment Hold - An invoice with a status of Payment Hold cannot be selected for payment. To save an invoice with this status, you must enter a default reason for the payment hold in the Default Hold Reason field.

• Pending Approval - An invoice with a status of Pending Approval cannot be selected for payment until the status is changed to Open, Pay, or Manual Payment. To save an invoice with this status, the invoice must conform to the settings on the Accounts Payable Settings screen.

  Note: You will not be able to change the invoice status from Pending Approval until the document routing is complete if the If Not All Document Routing Distributions Are Closed field on the Accounts Payable Settings screen is set to Disable.

• Pending Approval - An invoice with a status of Pending Approval cannot be selected for payment until the status is changed to Open, Pay, or Manual Payment. To save an invoice with this status, the invoice must conform to the settings on the Accounts Payable Settings screen.

  Note: You will not be able to change the invoice status from Pending Approval until the document routing is complete if the If Not All Document Routing Distributions Are Closed field on the Accounts Payable Settings screen is set to Disable.

• Pay - An invoice with a status of Pay will be paid the next time checks are generated.

• Manual Payment - An invoice with a status of Manual Payment cannot be selected for payment. You must pay the invoice manually, typically by cash or credit card.

  Note: You must be included in the Users Allowed to Change Invoice Status grid on the Accounts Payable Settings screen to modify the invoice status.

Enter the code of the Company screen for the invoice or click to select the company from a Lookup List.

If the invoice status is Payment Hold, initially displays the default hold reason for the vendor. Modify the reason for holding the payment, as needed.

Defaults to the last vendor invoice posting group used for the company and user. If needed, enter the code of the Vendor Invoice Posting Group screen for the vendor invoice or click to select the posting group from a Lookup List.

Enter the transaction date for the vendor invoice or click to select the date from a Date Picker. Defaults to the current date.

Enter the posting date for the vendor invoice or click to select the date from a Date Picker. The posting date is the date the vendor invoice affects the general ledger. If the default invoice status is not Pending Approval, the posting date defaults to the invoice date. If the default invoice status is Pending Approval, the posting date default is determined by the Accounts Payable Settings screen. Keep in mind, the default invoice status is set on the Vendor screen, which affects the default for this field.

Enter the default Payment Terms screen for the vendor invoice or click to select the payment terms from a Lookup List.

Initially displays the date on which payment for the vendor invoice is due based on the invoice date and the payment terms. If you want to modify the net due date, enter the new date or click to select the date from a Date Picker.

Initially displays the default discount amount for the vendor invoice based on the purchase amount and the discount percentage for the selected payment terms. If you want to modify the discount amount, enter the discount amount for the vendor invoice.

ProContractor will only update the discount amount if payment terms change or if header amounts for the invoice change.

Initially displays the date on which the discounted payment is due based on the invoice date and the payment terms. If you want to modify the discount due date, enter the new date or click to select the date from a Date Picker.

Enter the code that identifies the Users screen of the invoice or click to select the owner from a Lookup List.

Displays the user to whom the invoice is currently assigned. If there is more than one document routing distribution with a type of action required, the field displays Various. If there is no document routing assigned to the invoice, the field is blank.

Enter any comments or notes about the vendor invoice.

Enter a description of the vendor invoice. The description appears on the vendor payment check stub for the invoice.

Initially displays the default vendor compensation report type for the vendor. If you want to modify the report type for the vendor invoice or if the vendor is a new vendor, click to select the report type.

• None

• Rents - 1099-MISC

• Non employee Compensation - 1099-NEC

• Interest Income - 1099-INT

• Construction Subcontractor Payments - T5018

Click to select the address type to be displayed.

• Main Address – The vendor’s main address.

• Purchase Address – The address for purchase orders to this vendor.

• Remit To – The address for payments or remittances to this vendor.

For an existing vendor, displays the first line of the street address for the selected address type.

For a new vendor, enter the first line of the street address for the selected address type.

For an existing vendor, displays the second line of the street address for the selected address type.

For a new vendor, enter the second line of the street address for the selected address type.

For an existing vendor, displays the city for the selected address type.

For a new vendor, enter the city for the selected address type.

For an existing vendor, displays the state or province for the selected address type.

For a new vendor, click to select the state or province for the selected address type.

For an existing vendor, displays the ZIP Code or postal code for the selected address type.

For a new vendor, enter the ZIP Code or postal code for the selected address type.

Displays a unique identifier for the line item.

Click to select the transaction type for the distribution line.

• General Ledger Only

• Project Cost

• Equipment Cost

For the first line added, the default value in this field is based on the default transaction type specified in the Default Vendor screen. If there is no default transaction type, the default value is General Ledger Only. For subsequent lines, the default value is the transaction type of the previous line.

Displays the distribution Company screen for the profit center.

If the transaction type is Project Cost, enter the code of the Project screen for the line item or click to select the project from a Lookup List.

If the transaction type is Equipment Cost, enter the code of the Equipment screen for the line item or click to select the equipment item from a Lookup List.

If the transaction type is General Ledger Only, this field is disabled.

If the transaction type is Project Cost, enter the Project screen on which revenue can be tracked for the line item or click to select the cost code from a Lookup List.

If the transaction type is Equipment Cost, enter the Equipment screen for the line item or click to select the cost code from a Lookup List.

If the transaction type is General Ledger Only, this field is disabled.

If the transaction type is Project Cost, enter the code of the About the Enter Change Management Record screen for the line item or click to select the change management record from a Lookup List.

If the transaction type is General Ledger Only or Equipment Cost, this field is disabled.

Enter the Cost Type screen for the line item or click to select the cost type from a Lookup List.

If only one division is set up for the distribution company, displays the division for the line item. If more than one division is set up for the distribution company, enter the code of the Division screen for the line item or click to select the division from a Lookup List.

If the transaction type is Project Cost, displays the project or cost code division and cannot be changed.

If the transaction type is Equipment Cost, displays the equipment item division and cannot be changed.

Enter the Chart of Accounts screen for the line item or click to select the cost account from a Lookup List. The cost account must have the same transaction type as the line item.

The default tax authority is determined by the transaction type of the distribution line as follows:

• General Ledger Only transactions use the tax authority on the Vendor screen.

• Project transactions use the tax authority on the Project screen.

• Equipment transactions use the tax authority on the Vendor screen.

Enter the code of the sales Tax Authority screen for the line item or click to select the sales tax authority from a Lookup List.

Typically, the tax type is Sales. If the tax type is Use, this field is disabled and the Use Tax Authority field below is enabled.

If the transaction type is Project and the tax authority on the project is a Vendor screen for the vendor, the tax type is Use. By default, the tax authority is the tax authority on the Project screen. If needed, enter the code of the use Tax Authority screen for the line item or click to select the use tax authority from a Lookup List.

If the tax type is Sales, this field is disabled and the Sales Tax Authority field above is enabled.

Typically, the Taxable checkbox is selected by default. However, the Taxable checkbox is unselected by default when any of the following are true:

• The project on the line item has a tax exemption number for the Project screen

• The customer associated with the project on the line item has a tax exemption number for the tax authority.

• The distribution company for the line item has a tax exemption number for the Tax Authority screen

• The distribution company, transaction type, and cost type combination for the line item is set as not taxable by default for the Tax Authority screen

If needed, select the checkbox to indicate that tax should be charged on the line item.

Enter the number of units for the line item.

If a unit of measure is set up for the item, displays the code of the unit of measure. Enter or modify the code of the Unit of Measure screen for the line item or click to select a unit of measure from a Lookup List.

Enter a description for the line item.

Enter the purchase amount for the line item. The default purchase amount is the remaining to distribute purchase amount from the screen header.

Enter the retainage amount for the line item.

Displays the tax amount for the line item.

If the Auto Distribute Freight field is set to Yes in the AP Settings, then displays the freight amount for the line item. Otherwise, enter the freight amount for the line item.

Displays the total invoice amount for the line item.

If the transaction type is Equipment Cost, enter the equipment item meter reading for the distribution line.

If the transaction type is Equipment Cost, displays the unit of measure for the equipment item meter.

If the transaction type is Equipment Cost, enter the date of the meter reading for the distribution line.

Displays the code of a tax authority for the line item.

Displays the taxable amount of the line item for the tax authority. If you want to modify the taxable amount, enter the taxable amount.

Displays the non-taxable amount of the line item for the tax authority.

Displays the tax amount of the line item for the tax authority. If you want to modify the tax amount, enter the tax amount.

Select a line item and click the button to receive the remaining quantity for the selected line item. This sets the line item to Receiving Complete.

The Receive Entire Line button is enabled only if there are no prior receipts entered using the Receive Purchase Order screen for any of the purchase order line items.

Click the button to receive the remaining quantity for all line items in the purchase order. This sets all line items to Receiving Complete.

The Receive Entire PO button is enabled only if there are no prior receipts entered using the Receive Purchase Order screen for any of the purchase order line items.

Select a line item and click the button to invoice the remaining quantity for the selected line item. This sets the line item to Invoicing Complete.

The Invoice Entire Line button is enabled only if there are no prior receipts entered using the Receive Purchase Order screen for any of the purchase order line items.

Click the button to invoice the remaining quantity for all line items in the purchase order. This sets all line items to Invoicing Complete.

The Invoice Entire PObutton is enabled only if there are no prior receipts entered using the Receive Purchase Order screen for any of the purchase order line items.

Select a line item and click the button to set the current quantity invoiced for the selected line item from a purchase order receipt. The Select Purchase Order Receipts for Invoicing popup window popup window displays.

The Invoice from PO Receiving button is enabled only if there are prior receipts posted using the Post Purchase Order Receipts screen for any of the purchase order line items.

Displays the purchase order amount remaining to be invoiced.

Displays a unique identifier for the purchase order line item.

Displays the distribution company for the purchase order line item.

Displays the transaction type for the purchase order line item.

If the transaction type is Project Cost, displays the code of the project for the purchase order line item.

If the transaction type is General Ledger Only, this field is blank.

Displays the cost code on which revenue can be tracked for the purchase order line item.

Displays the code of the change management record for the line item.

Displays the code of the accounts payable cost type for the purchase order line item.

Displays the code of the division for the purchase order line item.

Displays the cost account for the purchase order line item.

Displays the code of the purchase order line item.

Displays the name of the purchase order line item.

Displays the vendor's number for the purchase order line item.

Displays the number of units ordered for the purchase order line item.

Displays the unit of measure for the purchase order line item.

Enter the number of units received for the purchase order line item associated with the invoice.

Displays the number of units received for the purchase order line item.

Displays the number of units still to be received for the purchase order line item, based on the purchase order quantity, the current good quantity received, and the prior quantity received.

Indicates whether receipts for the purchase order line item are closed. When the remaining quantity to be received is 0, ProContractor selects the checkbox. Otherwise, the checkbox is deselected by default. If you don't expect more receipts for this purchase order line item, you can manually select the checkbox.

By default, displays the cost per unit of the purchase order line item from the purchase order. If needed, enter an updated cost.

By default, displays the unit of measure of the purchase order line item from the purchase order. If needed, enter an updated unit of measure.

If you selected purchase order receipts, displays the quantity for invoicing. Enter or modify the number of units of the purchase order line item associated with the invoice.

Select the checkbox to indicate that invoicing is complete for the purchase order line item. Do not select the checkbox if invoicing is not complete or if this is not the latest invoice for the line item.

Displays the number of units of the purchase order line item associated with earlier invoices.

Displays the number of units still to be invoiced for the purchase order line item, based on the total quantity ordered, the current quantity invoiced, and the prior quantity ordered.

By default, displays whether the purchase order line item is taxable. If needed, select the checkbox to indicate that the purchase order line item is taxable.

Displays the sales Tax Authority screen from the Enter Purchase Order screen line. A line has either a sales tax authority or a use tax authority. It cannot have both.

Displays the use Tax Authority screen from the Enter Purchase Order screen line. A line has either a sales tax authority or a use tax authority. It cannot have both.

Displays the amount of the purchase order line item on the invoice.

Displays the amount of sales tax or use tax for the purchase order line item on the invoice.

Displays the freight amount for the purchase order line item on the invoice.

Displays the total invoice amount for the purchase order line item on the invoice.

Enter any comments or notes about the purchase order line item.

Displays the code of the tax authority for the purchase order line item on the invoice.

Displays the name of the tax authority for the purchase order line item on the invoice.

Displays the taxable amount of the purchase order line item on the invoice for the tax authority, which is calculated based on the current amount invoiced. If you want to override this value, enter the taxable amount.

Displays the tax amount of the purchase order line item for the tax authority, which is calculated based on the current amount. If you want to modify the tax amount, enter the tax amount.

Displays the non-taxable amount (current amount invoiced - taxable amount) of the purchase order line item on the invoice for the tax authority.

Displays the purchase order amount remaining to be invoiced.

Displays a unique identifier for the purchase order lump sum line item.

Displays the transaction type for the purchase order lump sum line item.

Displays the distribution company for the purchase order.

If the transaction type is Project Cost, displays the code of the project for the purchase order line item.

If the transaction type is General Ledger Only, this field is blank.

Displays the cost code on which revenue can be tracked for the purchase order lump sum line item.

Displays the code of the change management record for the purchase order lump sum line item.

Displays the code of the accounts payable cost type for the purchase order lump sum line item.

Displays the code of the division for the purchase order lump sum line item.

Displays the cost account for the purchase order lump sum line item.

Displays the description of the lump sum line item from the purchase order.

Enter the amount of the lump sum line item to be invoiced.

Displays the total amount of the lump sum line item associated with earlier invoices.

Select the checkbox to indicate that invoicing is complete for the purchase order lump sum line item. Do not select the checkbox if invoicing is not complete or if this is not the latest invoice for the line item.

This field is disabled if the Automatically Set to Invoicing Complete When Subcontract Line Item Is Fully Invoiced checkbox is selected on the Subcontract Settings screen.

By default, displays whether the purchase order lump sum line item is taxable. If needed, select the checkbox to indicate that the purchase order lump sum line item is taxable.

Displays the code of the sales tax authority for the purchase order lump sum line item. A line has either a sales tax authority or a use tax authority. It cannot have both.

Displays the code of the use tax authority for the purchase order lump sum line item. A line has either a sales tax authority or a use tax authority. It cannot have both.

Displays the amount of sales tax or use tax for the purchase order lump sum line item on the invoice.

Displays the freight amount for the purchase order lump sum line item on the invoice.

Displays the total invoice amount for the purchase order lump sum line item on the invoice.

Enter any comments or notes about the purchase order lump sum line item.

Displays the code of the tax authority for the purchase order lump sum line item on the invoice.

Displays the name of the tax authority for the purchase order lump sum line item on the invoice.

Displays the taxable amount of the purchase order lump sum line item on the invoice for the tax authority, which is calculated based on the current amount invoiced. If you want to override this value, enter the taxable amount.

Displays the tax amount of the purchase order lump sum line item for the tax authority, which is calculated based on the current amount. If you want to modify the tax amount, enter the tax amount.

Displays the non-taxable amount (current amount invoiced - taxable amount) of the purchase order lump sum line item on the invoice for the tax authority.

Displays a unique identifier for the lump sum line item.

Displays the code of the lump sum line item.

Displays the name of the lump sum line item.

Displays the vendor's number for the lump sum line item.

Displays the number of units ordered for the lump sum line item.

Displays the unit of measure for the lump sum line item.

Enter the number of units received for the lump sum line item associated with the invoice.

Displays the number of units received for the lump sum line item associated with earlier invoices.

Displays the number of units still to be received for the lump sum line item, based on the purchase order quantity, the current quantity received, and the prior quantity received.

Indicates whether receipts for the lump sum line item are closed. When the remaining quantity to be received is 0, ProContractor selects the checkbox. Otherwise, the checkbox is deselected by default. If you don't expect more receipts for this lump sum line item, you can manually select the checkbox.

Displays the subcontract amount remaining to be invoiced.

Displays a unique identifier for the subcontract line item.

Displays the code of any change orders for the subcontract line item.

Displays the transaction type for the line item.

Displays the distribution company for the profit center.

Displays the code and name of the profit center for the subcontract line item.

Displays the cost code on which revenue can be tracked for the subcontract line item.

Displays the code of the change management record for the subcontract line item.

Displays the code of the cost type for the subcontract line item.

Displays the division for the subcontract line item.

Displays the cost account for the subcontract line item.

Displays the code of the subcontract line item.

If the item for the subcontract line item is a catalog item, displays the name of the item.

If the item for the subcontract line item is not a catalog item, displays the description for the item.

Displays the number of units ordered for the subcontract line item (including any committed subcontract change orders).

Displays the number of units of the subcontract line item associated with earlier invoices.

Displays the number of units still to be invoiced for the subcontract line item, based on the subcontract quantity, the prior quantity invoiced, and the current quantity invoiced.

Displays the number of units still to be invoiced for the subcontract line item, based on the subcontract amount, the prior amount invoiced, and the current amount invoiced.

Displays the amount for the subcontract line item associated with earlier invoices.

Displays the total amount for the subcontract line item (including any committed subcontract change orders).

If the invoice is for a non-lump sum subcontract, enter the number of units of the subcontract line item associated with the vendor invoice. You can enter positive or negative quantities.

If the invoice is for a non-lump sum subcontract, displays the cost per unit of the subcontract line item from the subcontract. To override this value, enter the updated unit cost for the subcontract line item on the invoice.

Displays the quantity unit of measure for the subcontract line item.

If the invoice is for a lump sum subcontract, enter the total amount of the subcontract line item associated with the vendor invoice. You can enter positive or negative amounts.

Indicates whether invoicing for the subcontract line item is complete. When the remaining amount to be invoiced is 0, ProContractor selects the checkbox. Otherwise, the checkbox is deselected by default. If you don't expect more invoices for this subcontract line item, you can manually select the checkbox. Do not select the checkbox if invoicing is not complete or if this is not the latest invoice for the line item.

By default, displays calculated retainage amount for the subcontract line item based on the current amount invoiced and the retainage % for the subcontract line item. To override this value, enter an updated retainage amount for the subcontract line item on the invoice.

Enter a description of the subcontract line item on the invoice.

By default, displays whether the subcontract line item is taxable. If needed, select the checkbox to include tax on the subcontract line item.

By default, displays the sales tax authority for the subcontract line item.

Displays the tax amount for the subcontract line item on the invoice.

Enter the freight amount for the subcontract line item on the invoice.

Displays the total invoice amount for the subcontract line item on the invoice.

Displays the code of the tax authority for the subcontract line item on the invoice.

Displays the name of the tax authority for the subcontract line item on the invoice.

Displays the taxable amount of the subcontract line item on the invoice for the tax authority, which is calculated based on the current amount invoiced. If you want to override this value, enter the taxable amount.

Displays the tax amount of the subcontract line item for the tax authority, which is calculated based on the current amount. If you want to modify the tax amount, enter the tax amount.

Displays the lien notice number.

Displays the order number for the lien notice if applicable.

Display the subcontract change order for the lien notice if applicable.

Displays the project for the lien notice if applicable.

Displays the cost code for the lien notice if applicable.

Displays the change management record for the lien notice if applicable.

Displays the remaining balance for the lien notice.

By default, displays the action selected on the Lien Management Settings screen. If needed, click to select the type of lien release record to create for the lien notice.

• Do Not Auto Create - A lien release record will not be created for this notice.

• Create Sent Conditional Progress Release - A conditional progress lien release record will be created for this lien notice indicating that a lien release should be sent with the payment.

• Create Sent Conditional Final Release - A conditional final lien release record will be created for this lien notice indicating that a lien release should be sent with the payment.

• Create Sent Unconditional Progress Release - An unconditional progress lien release record will be created for this lien notice indicating that a lien release should be sent with the payment.

• Create Sent Unconditional Final Release - An unconditional final lien release record will be created for this lien notice indicating that a lien release should be sent with the payment.

• Create Received Conditional Progress Release - A conditional progress lien release record will be created for this lien notice indicating that a lien release was received with the invoice.

• Create Received Conditional Final Release - A conditional final lien release record will be created for this lien notice indicating that a lien release was received with the invoice.

• Create Received Unconditional Progress Release - An unconditional progress lien release record will be created for this lien notice indicating that a lien release was received with the invoice.

• Create Received Unconditional Final Release - An unconditional final lien release record will be created for this lien notice indicating that a lien release was received with the invoice.

Enter the date the lien release was received or sent or click to select the date from a Date Picker.

Enter the date the lien was released through or click to select the date from a Date Picker.

Enter the amount of the lien being released. If the release amount is equal to the remaining balance, the action will default to a final release.

By default, displays Release for Invoice [invoice number]. If needed, enter a description for the release.

Select the checkbox to indicate whether this contact is a one-time contact.

Enter the Contact Type screen for this contact or click to select the contact type from a Lookup List. If you select a contact type, the lookup list for contacts is filtered by that contact type. If you select a contact before selecting the contact type, the contact type defaults to the most recent contact type used for that contact or, if the contact does not have a contact type, the contact type defaults to General. You can enter or select a new contact type for contact. ProContractor will associate the contact with the new contact type when you save the document.

Enter the name of an existing Contact screen or click to select the contact from a Lookup List. The lookup list for contacts is filtered for the contact type you selected in the grid. In addition, the lookup window displays a column for each default contact type, which you can use to further filter the list. You can select to include one-time contacts and/or only contacts on the selected project in the lookup window.

Click to select the contact's role.

• To

• From

Click to select the type of e-mail recipient for the contact. If you do not select a type, the contact will not receive an e-mail.

• Primary

• CC

• BCC

Enter any comments or notes about the routing. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor.

Click to select the type of review expected of the user for this document distribution. You can only add routing for contacts who have a ProContractor user ID.

• Review Only - No response is expected from the reviewer.

• Action Required - A response is expected from the reviewer.

• No Routing - The contact does not review the document.

Enter the routing date or click to select the date from a Date Picker.

Enter the date the contact's response is expected or click to select the date from a Date Picker.

Click to select the priority of the contact's response to the routing distribution.

• High

• Normal

• Low

Enter the code for the Document Management Types screen for the routing distribution or click to select the status type from a Lookup List. The status type sets the active/inactive status of the routing distribution.

Enter the date the routing distribution is closed or click to select the date from a Date Picker.

Enter any comments or notes about the document to the user on this line. If you are the user on this line, other users can enter memos to you here. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor.

Enter any comments or notes about the document if you are the user on this line. This memo appears from you to all other users. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor.

Displays the user who added the contact to the document and the date and time the contact was added.

Displays the company for the contact.

Display the e-mail address for the contact.

Displays the work phone number for the contact.

Displays the work phone extension for the contact.

Displays the cell phone number for the contact.

Displays the first line of the contact's main address.

Displays the second line of the contact's main address.

Displays the city of the contact's main address.

Displays the state of the contact's main address.

Displays the zip code of the contact's main address.

Indicates whether ProContractor automatically created the row. If the checkbox is selected, the row cannot be modified or deleted. This field is display only.

Enter the date the activity occurred or click to select the date from a Date Picker.

Enter the time the activity occurred.

Enter the code for the activity type (see Document Management Types screen) or click to select the activity type from Lookup List.

Enter a description of the activity.

Enter any comments or notes about the activity. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor.

If you are modifying the document, enter the reason for the changes. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor. Depending on your Document Management Settings, this field may be required.

Displays the number for the document revision.

Displays the date the revision was saved.

Displays the user who saved the revision.

Displays the document owner at the time the revision was saved.

Displays the change comment saved with the revision.