Enter the existing sequence to work on, or enter 'N', 'New' or '+' to add a new sequence. The system assigns the next available sequence number. Use F4 to look up existing transactions for the month.

The Action drop-down on multiple forms throughout Vista.

When entering new records, this field defaults to A (Add) and cannot be accessed.

For existing records, select the action for this entry.

Display only, the transaction number assigned to each transaction once posted in AP Batch Process.

The Vendor field on the AP Transaction Entry form, header Info tab.

Enter the vendor that applies to this transaction. If you do not know the vendor number, you can enter alpha characters, which will be matched to the vendor sort name for the first closest match. Alternately, use F4 to view all available vendors.

AP Reference field on the AP Transaction Entry form header

Enter the invoice number for this transaction, up to 15 characters.

Enter a description of this transaction, up to 30 characters. This description prints on the check stub, as well as on certain reports.

Required field.

Enter the invoice date. Once you enter the date, the system automatically defaults the date in the Due Date field.

The Disc Date field on the AP Transaction Entry form, header Info tab.

Initially defaults a discount date based on the payment terms assigned to the specified vendor in AP Vendors; may be overridden.

The Due Date field on the AP Transaction Entry form, header Info tab.

Initially defaults a due date based on the payment terms assigned to the specified vendor in AP Vendors. If you have not specified payment terms for the vendor, the field defaults to the invoice date.

Enter the total amount of this invoice. If the Require Invoice Total to Equal Sum of all Lines option in AP Company Parameters is checked, this amount is compared to the total of all invoice lines, and if amounts do not match, a warning is displayed. Amounts must match before you can add or edit another transaction.

The Entered By field on the AP Transaction Entry form, header Info tab.

Display only, the user name of the person who entered this AP invoice, whether manually or by import.

The Hold Code field in the AP Transaction Entry form, Payment Overrides tab

Entry in this field is not required. However, if entry is made, must be valid.

Specify the hold code (from HQ Hold Codes) for this transaction, if applicable. Hold codes prevent the invoice from being paid until the hold code is released. The hold code entered here is in addition to any hold code automatically placed on the transaction (or any portion of the transaction) because of retainage or a vendor hold.

Defaults from the pay control code from the Pay Control field on AP Vendors.

Enter the pay control code for this transaction.

The pay control code is used to group invoices together for payment. For example, you could code all loan payments with the same control code. Then, when initializing the payment batch, you can select all invoices with that pay control code. For subcontract invoices, you might use the owner’s application number to facilitate the “pay when paid” process (the SL Worksheet updates this field for that purpose).

Specify the payment method for this invoice. Payment methods include:

• N-Viewpoint ePayments

• C–Check

• E–EFT

• S-Credit Service

This field's default value comes from the Pay Method field in the AP Vendors form (Payment Method tab) for the selected vendor.

The CM Acct field on the AP Transaction Entry form, header Payment Overrides tab

Enter the CM Account for paying this transaction. The entry must be a valid account set up in CM Accounts.

This field defaults depending on where you generate the transaction from:

The Separate Payment checkbox on the AP Transaction Entry form, header Payment Overrides tab.

Select this checkbox to pay this transaction separately. When payments are initialized (in AP Payment Posting), a separate payment generates for this transaction.

Leave this checkbox unselected if you are not paying this transaction separately. When payments are initialized, this transaction will be grouped together with other transactions having the same vendor on a single invoice.

The Prepaid Transaction checkbox on the AP Transaction Entry form, header Payment Overrides tab.

Select this box if this transaction has already been paid.

Leave this checkbox unselected if no payment was made on this transaction.

If this transaction has already been paid, enter the check number on which it was paid. The number must be a whole number; up to 10 digits (may include leading zeros).

If prepaid, enter the payment date for this transaction. This date must match the payment batch month for processing prepaid transactions (AP Prepaid Process).

This field automatically defaults to the month indicated by the Paid Date (previous field). Accept the default, or enter the month in which this transaction was paid. If you override the default, the system displays a warning, although you will be allowed to continue. The month indicated here is the month in which the payment will be posted. In other words, this month must match the month in which the prepaid is processed in AP Prepaid Process.

This field initially defaults based on the vendor’s setup (AP Vendors).

Check this box if this invoice’s amounts are to be included in the specified vendor’s 1099 totals.

Do not check this box if this invoice’s amounts are not to be included in the specified vendor’s 1099 totals.

Click for the Australian field definition: Include in Payments Reporting.

Click here for the Canadian field definition: Include in T5018 Totals.

This field defaults to the 1099 type specified for this vendor (in AP Vendors); may be overridden.

If 1099 amounts are to be included when printing 1099s or creating 1099 electronic files (AP 1099 Processing), you must specify a 1099 type of “MISC” (Miscellaneous Income), “INT” (Interest Income), or “DIV” (Dividends/Distributions).

Canadian users

See Type for the Canadian field definition.

Defaults initially based on the vendor’s setup (AP Vendors).

Press F4 to select from a list of valid boxes on the 1099 form that will be used to accumulate and print 1099 amounts.

Specify the payment address sequence to use for this transaction. Must be a valid address sequence defined for the vendor in AP Additional Addresses, and must be an address sequence flagged as 'Payment' or 'Both'.

Check this box if you want to override the name and/or address specified for this vendor in the AP Vendors. Use of this option will allow for a single vendor number to be used for all one-time purchases from various vendors. The override name and address will be used on all checks, and will be stored with the transaction for check history. When invoices are pulled for payment, separate sequences–and therefore separate checks–are printed for each transaction in the batch where the override box has been checked.

Do not check this box if you do not want to override the payment address for this vendor.

If you check the Override Payment Address box, the system enables the following fields and you may enter an override address.

• Name - Enter an override name here, up to 60 characters. Overriding the name will allow the system to use a single vendor for one-time purchases from various vendors. If you do not enter anything here, the name defaults from AP Vendors ( Name field, Payment Address section) when you save the record.

• Add'l Info - Enter override information, up to 60 characters. Information that you enter here is included when printing checks for this vendor (e.g., Attention line, Garnishment Case #, etc.). If you do not enter anything here, the name defaults from AP Vendors ( Add'l Info field, Payment Address section) when you save the record.

• Address - Enter an override address here, up to 60 characters. If you do not enter anything here, the name defaults from AP Vendors ( Address field, Payment Address section) when you save the record.

• City - Enter an override city here up to 30 characters. If you do not enter anything here, the name defaults from AP Vendors ( City field, Payment Address section) when you save the record.

• State - Enter an override state. The state must be valid as defined in HQ States. The system validates the state based on the Default Country field in HQ Company Setup for the active company. If it is not valid, an error will display but the system will allow entry. At that point, you must enter a valid country for this state in the Country field.

If you do not enter anything here, the name defaults from AP Vendors ( State field, Payment Address section) when you save the record.

• Zip Code - ( Postal Code ) Enter an override zip code, up to 12 characters. If you do not enter anything here, the zip code defaults from AP Vendors ( Zip Code field, Payment Address section) when you save the record.

• Country - Enter an override country, up to 2 characters. You must enter a country in this field when the address exists outside the Default Country specified in HQ Company Parameters for the active company. The country must be valid for the specified state (e.g., state, province, territory) as defined in HQ States.

Addenda field in the AP Transaction Entry form, Addenda Info tab

If EFT is the pay method on the Payment Overrides tab, you can include tax payments, child support, and invoice detail with the payment of this invoice. Based on the addenda type you select from this field, additional fields display to enter related information. This field initially defaults from the Addenda Type field in AP Vendors, if one is indicated for the vendor.

• 1-Tax Payment - Select this option if you want to include Federal tax payments with your EFT payments. When you select this option, the following fields display on the form: Form Code, Pd End Date, Amt Type, Amount, Amt Type 2, Amount 2, Amt Type 3, and Amount 3. The Amt Type fields identify the type of tax and you will enter the tax amount for that type in the Amount fields. The information in these fields depends on the form code and whether the fields represent subcategories defined for that form. For example, if you are using the Employer’s Quarterly Tax Return (Form Code 94105), the Amount Type and Amount fields are used to indicate the Social Security, Medicare, and Federal withholding amounts. Refer to your “EFTPS Payment Instruction Booklet” for more detailed information about individual field requirements. Information entered here is included when creating Federal tax invoices in PR AP Update.

AP Vendors

PR AP Update

PR Employee Dedns/Liabs

Used only if Addenda Type is “Tax Payment”.

Specify the ACH Credit Tax Form Code Number (from the EFTPS Payment Instruction Booklet) for this transaction. Up to 10 characters allowed. If you are using the “Automatic Update to Accounts Payable” option for the deduction/liability code (in PR Deductions/Liabilities), the form code automatically defaults based on the option selected in the Federal Type drop-down for the deduction/liability code as follows:

• If set to 1–Withholding , defaults form code 94105

• If set to 2–FUTA, defaults form code 941052

• If set to 3–Soc Sec, defaults form code 941053

• If set to 4–Medicare, defaults form code 941054

• If set to null (blank), assumes 1–Withholding and defaults form code 94105

Used only if Addenda Type is “Tax Payment”.

Enter the tax period ending date in MMDDYY format. This will be the tax period ending date for the IRS Return for which the liability is being paid, not the payment date.

If you are using the “Automatic Update to Accounts Payable” option for the withholding deduction/liability code (PR Deductions/Liabilities), the period end date automatically defaults from Payroll.

Used only if Addenda Type is “Tax Payment”.

Specify the Amount Type (Tax Information ID Number). This will be the Subcategory or IRS Number from the EFTPS Payment Instruction Booklet. If none, enter the Form Code specified above.

For example, if you are using Form Code "94105” (Employer’s Quarterly Tax Return – Forms 941), there are three Subcategories: Social Security=1, Medicare=2, and Withheld=3. Social Security would be the first subcategory, therefore, you would enter “1” in this field.

Used only if Addenda Type is “Tax Payment”.

Enter the tax amount. If a Subcategory/IRS number was entered in the previous field, this amount will be the tax amount for the subcategory (Amount Type) specified above. For example, if using Form Code “94105”, where Amount Type is “1” (Social Security), this will be the Social Security tax amount.

Used only if Addenda Type is “Tax Payment” and Subcategories are being used.

Specify the Amount Type (Tax Information ID Number). This will be the Subcategory or IRS Number from the EFTPS Payment Instruction Booklet. Using the previous example, where the Form Code is “94105” and the subcategories are Social Security=1, Medicare=2, and Withheld=3, you would enter “2” here.

Used only if Addenda Type is “Tax Payment” and Subcategories are being used.

Enter the tax amount. If a Subcategory/IRS number was entered in the previous field, this amount will be the tax amount for the subcategory (Amount Type 2) specified above. For example, if using Form Code “94105”, where Amount Type is “2” (Medicare), this will be the Medicare tax amount.

Used only if Addenda Type is “Tax Payment”, and Subcategories are being used.

Specify the Amount Type (Tax Information ID Number). This will be the Subcategory or IRS Number from the EFTPS Payment Instruction Booklet. Using the previous examples, where the Form Code is “94105” and the subcategories are Social Security=1, Medicare=2, and Withheld=3, you would enter “3” here.

Used only if Addenda Type is “Tax Payment”.

Enter the tax amount. If a Subcategory/IRS number was entered in the previous field, this amount will be the tax amount for the subcategory (Amount Type 3) specified above. For example, if using Form Code “94105”, where Amount Type is “3” (Withheld), this will be the Federal Withholding tax amount.

Used only if Addenda Type is “Child Support”.

Enter the PR company of the employee paying the child support. If the deduction code for this transaction has been flagged to auto update AP (i.e. the “Automatic Update to Accounts Payable” option in PR Deductions/Liabilities), this field will default from Payroll.

Used only if Addenda Type is “Child Support”.

Specify the employee paying the child support. If the deduction code for this transaction has been flagged to auto update AP (i.e. the “Automatic Update to Accounts Payable” option in PR Deductions/Liabilities), this field will default from Payroll.

Used only if Addenda Type is “Child Support”.

Enter the deduction code for child support. If the deduction code for this transaction has been flagged to auto update AP (i.e. the “Automatic Update to Accounts Payable” option in PR Deductions/Liabilities), this field will default from Payroll.

Enter a number (0-32,767) for this invoice line, or ‘N’, ‘New’, or '+' for the next available number.

The Action drop-down on multiple forms throughout Vista.

When entering new records, this field defaults to A (Add) and cannot be accessed.

For existing records, select the action for this entry.

The Type field on the AP Transaction Entry form, items Info tab.

Select the line type. The screen displays additional fields related to the line type.

Specify the Job Cost company in which job/phase/cost type information for this invoice item will be validated, and to which the job expense will be posted.

Specify the job to be charged for this invoice item.

• If you enter a soft- or hard-closed job, the status displays in red to the right of the Line field. The system will only save the record if you allow posting to soft or hard-closed jobs (flags in JC Company Parameters).

• The update to AP from SL Worksheet creates invoice items for subcontracts posted to soft- or hard-closed jobs, regardless of whether you allow posting to closed jobs. However, if you do not allow posting to closed jobs, you will be unable to post the batch.

Specify the phase to which this invoice item applies.

Specify the Job Cost cost type for this invoice item.

The Ticket field on the AP Transaction Entry form, Lines section, Info tab.

This field only displays for 1-Job lines and job-related 6-PO lines that reference a field ticket.

For Job lines: Enter the field ticket number for this invoice line or press F4 to select from a list of valid open field tickets for the specified job/contract.

Once you post the invoice, the system updates the Cost Detail tab in JC Field Ticket with this line's transaction information, showing a Source of AP Entry.

For more information about field tickets, see JC Field Ticket Form.

The Material field on the AP Transaction Entry form, items Info tab.

Entry in this field is not required unless posting an Inventory transaction (2-Inv).

This field is disabled for Subcontract transactions (7-SL).

Enter the material for this invoice item.

Entry in this field is not required. However, if entry is made, it must be valid.

Specify the Inventory company in which material/location information for this invoice item will be validated, and to which inventory item will be posted.

Specify the Inventory location for which this material was purchased. Location must be set up in IN Location Setup, and material must be assigned to this location in IN Materials.

The EM Co field on the AP Transaction Entry form, items Info tab.

This field only displays for line types 4-Equip and 5-EM Work Order.

Specify the EM company in which equipment information for this invoice item will be validated, and to which the equipment expense will be posted.

Specify the equipment (from EM Equipment Master) to which this invoice item applies.

If this is a Work Order line, this field is display only, and will default the equipment assigned to this work order.

Specify the component type (from EM Component Types) for the equipment, if applicable.

If this is a Work Order line, this field is display only, and will default the component type assigned to this work order, if applicable.

If you entered a component type in the previous field, this field will default the first component of this type for the indicated equipment (as defined in EM Equipment). May be overridden, but must be a valid component for this equipment.

If this is a Work Order line, this field is display only, and will default the component assigned to this work order, if applicable.

Specify the cost code (as defined in EM Cost Codes) to which this invoice item applies.

If this is an Equipment line, and you entered a component for this equipment (previous field), this field defaults the cost code assigned to the component’s type in EM Component Types. May be overridden.

If this is a Work Order line, this field will default the cost code assigned to the specified work order item (in EM Work Order Edit). Cost code may only be changed if the Allow Cost Code Changes option (for Work Orders) in EM Company Parameters is checked. Otherwise, this field is display only.

Specify the equipment cost type (as defined in EM Cost Types) to which this invoice item applies.

The WO field on the AP Transaction Entry form, items Info tab.

This field only displays for line type 5-EM Work Order.

Enter the EM work order to which this invoice item applies or press F4 to select from a list of valid work orders for the specified EM company.

The WO Item field on the AP Transaction Entry form, items Info tab.

This field only displays for line type 5-EM Work Order.

Indicate the work order item to which this invoice item applies. Once you have entered the item number, the Equipment, Component Type and Component (if applicable), and Cost Code assigned to this work order item are displayed to the right of this field. The Equipment, Component Type, and Component cannot be changed.

Enter the purchase order that this invoice item applies to or press F4 to select it from a list.

• The vendor assigned to the specified purchase order must be the same as the vendor specified in the transaction header.
• If the Check Compliance On Transaction Entry, Warning Only box is checked for Purchase Orders in AP Company Parameters and the purchase order is out of compliance, you will receive a warning at this point stating that the “Purchase order is not in compliance”.
• If the purchase order is related to an SM work order, the associated SM Co, SM Work Order, and Scope display below the PO Item# and PO Item Line fields. If the PO is for a job-related SM work order, the system will also display the JC phase and cost type assigned to the PO item.

If you initialized the purchase order via the AP Purchase Order Initialize form (accessed by selecting File > Initialize from PO from the Line # field), the system automatically populates the PO, PO Item, and PO Item Line fields with the appropriate values. If you initialized by Receiver #, the system also populates the Rec # field with the specified receiver number. The Rec # field is display only and therefore, cannot be edited.

Enter the purchase order number for this invoice item. Additional fields will display based on the type of purchase order item (e.g. if a job line, screen will display the JC Co, Job, Phase, and CT). Some fields may be grayed out; these cannot be changed.

If you initialized the purchase order via the AP Purchase Order Initialize form (accessed by selecting File > Initialize from PO from the Line # field), the system automatically populates the PO, PO Item, and PO Item Line fields with the appropriate values. If you initialized by Receiver #, the system also populates the Rec # field with the specified receiver number (which is assigned to the PO when you receive it in PO Receipts Entry). The Rec # field is display only and therefore, cannot be edited.

If you distributed the PO item to multiple lines, enter the applicable line number. Press F4 to see a list of valid line numbers. If you have not distributed the PO item to multiple lines, this field will default automatically to 1 and the system will not allow you to change the number.

If you have not already distributed the PO item to multiple lines, and want to, press F5 from this field to access the PO Item Distribution form. Use that form to distribute the item among multiple lines. You can also select Open PO Item Distribution from the Tasks drop-down on the toolbar. When you save your changes, and exit the PO Item Distribution form, the PO line on this form refreshes to display the updated data. For more information, see PO Item Distribution.

If you initialized the purchase order via the AP Purchase Order Initialize form (accessed by selecting File > Initialize from PO from the Line # field), the system automatically populates the PO, PO Item, and PO Item Line fields with the appropriate values. If you initialized by Receiver #, the system also populates the Rec # field with the specified receiver number. The Rec # field is display only and therefore, cannot be edited.

The Rec # field on the AP Transaction Entry form, Items section Info tab.

This field is only visible for items with a line Type of 6-PO.

Display only field showing the receiver number for the purchase order.

This field only populates if all of the following are true:

Enter the subcontract (as set up in SL Entry) to which this invoice item applies.

Also, if the “Check Compliance On Transaction Entry, Warning Only” option for Subcontracts in AP Company Parameters is checked, and the subcontract is out of compliance, you will receive a warning at this point stating that the “Subcontract is not in compliance”.

Enter the subcontract item to which this invoice item applies. The item’s assigned job, phase, and cost type (as set up in SL) and the job/phase/cost type’s U/M (as set up in JC) are displayed. These fields cannot be changed.

The SM Co field on the AP Transaction Entry form, items Info tab.

This field only displays for line type 8-SM Work Order. It is disabled for PO lines associated with an SM work order.

Required.

Enter the SM company to which this invoice line applies. This will be the SM company in which the SM work order was set up. Press F4 for a list of valid SM companies.

The SM Work Order field on the AP Transaction Entry form, items Info tab.

This field only displays for line type 8-SM Work Order. It is disabled for PO lines associated with an SM work order.

Required.

Enter the SM work order to which this invoice line applies or press F4 to select from a list of valid work orders for the specified SM company.

The Scope Seq field on the AP Transaction Entry form, items Info tab.

This field only displays for line type 8-SM Work Order. It is disabled for PO lines associated with an SM work order.

Required.

Enter the work order scope to which this invoice line applies or press F4 to select from a list of valid scopes for the specified work order.

• If you enter a scope that is closed, a warning displays and you will be unable to save the record. You must either reopen the scope in SM Work Orders or select an open scope.

• If the transaction line is in an open batch and the scope is closed prior to processing the batch, you will be unable to post the batch until you either reopen the scope or change to an open scope.

For job-related work orders:

The SM Cost Type field on the AP Transaction Entry form, Items Info tab.

This field only displays when the line type is 8-SM Work Order.

Enter the SM cost type that applies to this invoice line. Press F4 for a list of valid SM cost types.

The JC Cost Type field on the AP Transaction Entry form, items Info tab.

This field is only displayed and enabled if the line Type is 8-SM Work Order and the SM work order is for a job.

Enter the JC cost type (from JC Cost Types) for this invoice line. Initially defaults as follows:

• If you entered an SM cost type for the line, defaults the JC cost type assigned to the SM cost type (in SM Cost Types). Default may be overridden.

• If you did not enter an SM cost type or if you entered an SM cost type, but no JC cost type is assigned to the SM cost type, defaults as blank and must be entered manually.

The system uses this cost type, in conjunction with the phase specified for the work order sequence, to post the costs to Job Cost.

Enter the description of this invoice item, up to 30 characters. Initially defaults the header description, but may change depending on the line type entered.

• Job – If you checked the Default Header Description to Lines on Job Type box in AP Company Parameters, the header description will be used as the line description. If you did not check this option, the phase description will default as the line description.

• Inventory – Defaults the material description.

• Expense – Defaults the header description.

• Equipment, EM Work Order – If you checked the Default header description to lines on equipment typebox in AP Company Parameters, this field defaults the header description. If you did not check this option, this field defaults the cost code description.

• PO & SL – Defaults the PO item description or SL item description, respectively.

• SM Work Order - Defaults the header description.

If you specify a material for the line, the description defaults as follows:

• Job, Inventory, Expense, or SM Work Order – Defaults the material description from HQMT (HQ Materials). If an non-valid material is entered (does not apply to Inventory lines), the description will default as 'Not in material file'.

• Equipment or Work Order – Defaults the material description from EMEP (Equipment Parts), HQMT (HQ Materials), or POVM (PO Vendor Materials). If a work order may also default from EMWP (Work Order Parts). If the material exists in more than one table, it will use the description from the first table in which the material is located. For example, if the material exists in both Equipment Parts and Vendor Parts, but you select the material from Vendor Parts in the F4 lookup, it will return the description from Equipment Parts because EMEP is checked before POVM.

The GL Co# field on the AP Transaction Entry form, items Info tab.

This field is enabled for Expense lines only (type 3-Exp).

Enter the GL company for this invoice item. Initially defaults the GL company specified in AP Company Parameters.

For all other line types, this field defaults as follows:

The UM field on the AP Transaction Entry form, items Info tab.

Entry in this field is required if entering units and unit cost. If left blank, the Units and UC fields are disabled.

Enter a valid unit of measure for this invoice item or accept the default.

If you entered a material, this field defaults based on the line type as follows:

If you did not enter a material (all line types except Inventory, which requires entry of a material), defaults are follows:

The Units field on the AP Transaction Entry form, items Info tab.

This field is disabled and set to 0.00 if the UM is LS (Lump Sum).

Required for non-LS units of measure.

Enter the number of units for this invoice item.

If this is a purchase order line and the invoiced units exceed the PO's received units, a warning displays. If the Allow Invoice to Exceed Received checkbox is selected in AP Company Parameters, the entry is allowed and you can post the batch. However, if the checkbox is not selected, you must correct the invoiced units in order to save the line.

The UC field on the AP Transaction Entry form, items Info tab.

Enter the unit cost for this invoice item or accept the defaulted value.

If you specified a material for this invoice item that is set up for the vendor in PO Vendor Materials, the unit cost defaults based on the vendor's setup, regardless of line type. Otherwise, this field defaults for each line type as follows:

Specify which quantity the unit cost represents:

E - Cost is per each unit.

C - Cost is per 100 units.

M - Cost is per 1000 units.

The Gross field on the AP Transaction Entry form, items Info tab.

Enter the total amount for this invoice item or accept the default (units x unit cost).

If the unit of measure for this item is other than LS (lump sum), changes to this amount will cause the unit cost to be recalculated.

The Misc Amt field on the AP Transaction Entry form, items Info tab.

Enter the miscellaneous amount for this invoice item. Typically used to enter freight or other miscellaneous charges.

If you select the Included checkbox (to the right), the system includes this amount in this line’s total. However, this amount is not included in this line's tax, discount, or retainage calculations.

The system also excludes this amount:

The Included checkbox on the AP Transaction Entry form, items Info tab.

Select this checkbox to include the Misc Amt in this line's total amount. The Misc Amt is not included when calculating tax, discount, or retainage amounts for this line.

Leave this checkbox unselected to exclude the Misc Amt from this line's total amount.

For all line types except Inventory and SM Work Orders, the Misc Amt is not charged to Job Cost, Equipment, or General Ledger. It is a memo entry only and is only useful if writing reports to pull this miscellaneous amount.

This box defaults from the Subject to On-Cost box in AP Vendors.

If you specified a cost type in AP Vendors for generating on-cost invoices (JC Cost Type field), you must enter that cost type in the CT field for this invoice line, or the system will uncheck this box; however you may re-check this box, if necessary.

Check this box if the invoice for this vendor is subject to on-cost.

Specify the percentage at which retainage is calculated for this item, or accept the default.

If a Ret% was entered, this field defaults an amount based on the percentage specified and the invoice line’s gross amount. Accept the default, or enter the retainage amount. If you change the default amount, the retainage percentage is recalculated.

• A line’s retainage amount cannot exceed the line’s gross amount. If this occurs, a warning displays, and the amount must be corrected before the line can be saved).

• Retainage is not calculated on Tax or Misc amounts. Additionally, the retainage portion of the invoice line is automatically placed on hold using the Retainage hold code specified in AP Company Parameters.

Specify the percentage at which discounts for this invoice item will be calculated, or accept the default. Discount rate initially defaults from the Vendor’s payment terms (specified in invoice header). If the line’s type is PO or SL, the discount rate defaults from the payment terms specified for the purchase order or subcontract.

If a Disc % was entered, this field defaults an amount based on the percentage specified and the invoice line’s gross amount (less retainage, if any). Accept the default, or enter the discount amount. If you change the default amount, the discount percentage is recalculated.

If using tax discounts (flag in AP Company Parameters), the discount will be taken by subtracting this amount from the invoice's gross amount to get the tax basis.

The Tax Type field on the AP Transaction Entry form, items Info tab.

Specify the tax type for this item.

The Tax Code field on the AP Transaction Entry form, items Info tab.

If posting taxes to this item, specify a valid tax code (HQ Tax Codes), or accept the default. This field defaults as follows:

The Tax Basis field on the AP Transaction Entry form, items Info tab.

This field is only enabled if you enter a Tax Type and Tax Code for the line.

Enter the amount of this transaction that is taxable or accept the defaulted value. Typically, the default value will be equal to the line's gross amount; however, if you are using tax discounts (the Using tax discounts checkbox is selected in AP Company Parameters), this field defaults the line's gross amount less the discount amount.

The Tax Amt field on the AP Transaction Entry form, Items Info tab.

This field defaults a calculation of the Tax Basis x the Tax Code rate.

If the Tax Type and Tax Code are blank, this field defaults as blank.

This field displays only if you selected the Using Payable Category checkbox in AP Company Parameters.

Specify a valid pay category for this line. The pay category specified here, along with the line type (Type field), will determine the default pay type (next input).

Initially defaults a pay category as follows:

• If you have set up a standard or user pay category override in F3 Properties (not recommended), defaults the F3 pay category.

• If no F3 override exists, defaults the pay category specified for the current user in VA User Profile.

• If no override pay category is specified for the user, defaults the pay category defined in AP Company Parameters.

• If no default pay category is defined for the company, default will be null. (In this case, the pay type will default from AP Company Parameters based on the line's type.)

The default may be overridden if you allow overrides to pay type (you selected the Allow Payable Type Override checkbox in AP Company Parameters); otherwise, input is disabled.

Additionally, if the pay category has a discount GL specified (Discount Taken GL Acct field in AP Pay Category), and you have checked the Post Discounts Offered to GL and net amount to subledgers box in the AP Company Parameters form, the system debits the discount to the GL account specified for the original pay category.

For Purchase Order lines, the pay category and pay type always default from the PO item, regardless of whether overrides exist in F3, VA User Profile, or AP Company Parameters. This is true even if you deselect the Using Payable Category checkbox in AP Company Parameters after you have already implemented its use. Although the pay category is not visible, its assignment will remain in effect.

If a pay category and pay type were not specified for the PO item, the pay category and pay type default based on the standard hierarchy (F3, VA User Profile, AP Company Parameters) and the PO item's line type. However, you will be allowed to continue. The month indicated here is the month in which the payment will be posted.

The Pay Type field in AP Transaction Entry, Lines section, Info tab.

Required.

Specify the pay type for this item. If you are using pay categories (flag in AP Company Parameters), defaults the pay from this line's pay category based on the line type. The pay type used for each line type is as follows:

• Job lines - Use the Job pay type

• Inv, Exp, Equip, and EM Work Order lines - Use the Expense pay type

• PO lines - Use the pay type assigned to the PO item.

• SL lines - Use the Subcontract pay type

• SM Work Order lines - Use the SM Work Order pay type

If you allow pay type overrides (flag in AP Company Parameters), you may override the default.

Indicate the supplier (from AP Vendors) for this item, if applicable. Note that if a supplier is entered here, payment will be made with a 2-party check.