The notifications will be sent instantly as they occur.

You can choose to get notifications of failed or successful and failed payment requests.

You can choose when and how often notifications will be sent.

Choose the frequency (daily or weekly), day (every day or on weekdays), time of the day and time zone.

• Empty payment requests
• Scheduled requests with no invoices to send to AutoPay
• Requests created for invoice + credit note amount = 0

Payment lead times may vary for suppliers located in different countries. To account for this, you can set the lead time for each supplier in the Suppliers (AP303000) window.

When an invoice is generated, the payment date will be adjusted according to the due date. This adjustment affects the Day column of a schedule when the chosen frequency is Daily.

The branch to which the schedule applies. The default is the current branch you are logged into. You can also schedule payments for all branches you have access to by selecting the All branches option.

This field is available only if the Multi-branch support functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.

You can use this column to restrict the documents to be included in the request by their cash account. You can select a cash account or all cash accounts.

Set the selector to On when you want the schedule to start running. The status of the schedule is also indicated to the very left. Grey is inactive, green is active.

Every time you make a change to the schedule, the status will be set to Off.

When this check box is selected, supplier ledger documents will be posted to the General ledger with summarised row amounts if particular criteria are met.

That is, if multiple rows in a supplier ledger document specify the same account (and subaccount, if any) and branch, then in the general ledger batch, these rows will be combined into one row with the summarised amount.

You can post the summarised transaction amounts to an account (and subaccount) only if both the Post summary when updating the general ledger check box is selected in this window and the Summary option is specified for the account in the Post option column in the Chart of accounts (GL202500) window.

The general ledger batch can contain multiple documents if the General ledger consolidation functionality is enabled in the Enable/disable functionalities (CS100000) window.

When this check box is selected, you can release documents in Customer ledger and Supplier ledger (both invoices and payments) without creating a general ledger batch in General ledger. The balance will still be added to the customer or supplier.

The Sales and Purchases workspaces cannot be used.

Here you can select the action that is by default taken when an invoice comes to the Invoice inbox.

The available actions are:

Hold - Creates a purchase document with the status set to Hold.

Release - Creates a purchase document with the status set to Open, if Automatically post on release is selected in the Supplier ledger preferences (AP101000) (this is the default action in Visma Net ).

Send to Approval - Creates a purchase document with the status Balanced which is sent to Approval.

Pre-book - Creates a purchase document with the status Pre-released and requires an expense reclassification. This status is only used if the Support for expense reclassification functionality is activated.

Pre-book and send to Approval - Creates a purchase document with the status Pre-released, which requires expense reclassification (this status is used only if the Support for expense reclassification functionality is activated), and which is then sent to Approval.

Exclude from processing - No purchase document is created or processed, it remains in the Invoice Inbox (AP50604S) window.

Select this check box to stop all posting into Customer ledger and Supplier ledger at a specific date in each month. From this date there should not be any postings in the previous period in these workspaces. If you for some reason receive an invoice late so that the invoice date is in a period that is closed/inactive, it is not possible to process it from the Invoice inbox. In these cases, you can keep the invoice date and change the period to the next open/active period.

It will not be possible to move invoices from one year to another, only within periods in the same accounting year.

When this option is selected and a credit note is received from AutoInvoice, the due/payment date of the credit note will be set to the due date of the invoice.

When this option is not selected, the imported credit notes will have their payment date according to the imported XML file.

When you create a credit note manually, the payment date is always the same as the invoice date.

When receiving invoices from AutoInvoice in Invoice Inbox (AP50604S), you can select here the details based on which the supplier information can be easily updated, if the invoice includes changed/different information than now registered on the supplier. The options are:

• Supplier name
• Org.no and VAT no.
• Payment information
• Address
• Email and web
• Telephone no.

The subaccount mask that defines the rule of selecting segment values for the expense subaccount to be used for non-stock items in data entry windows in the Supplier ledger workspace.

To set up the rule, select a segment, press F3, and select a source of the segment value, which is one of the following options:

C

The subaccount associated with the company branch

E

The subaccount associated with the employee

I

The subaccount associated with the non-stock item

L

The subaccount associated with the supplier location

P

The subaccount associated with the project. This option is available only if the Project accounting functionality is enabled in the Enable/disable functionalities (CS100000) window.

T

The subaccount associated with the project task. This option is available only if the Project accounting functionality is enabled in the Enable/disable functionalities (CS100000) window.

For a segment, the characters designating each option are repeated as many times there are characters in the segment.

When the check box is not selected (the default):

• The Pay separately check box is hidden in the Suppliers (AP303000) and Purchase invoices (AP301000) windows.

When the check box is selected:

• The Pay separately check box is visible in the Suppliers (AP303000) and Purchase invoices (AP301000) windows.
• In the Process payments (AP50301S) window, the system checks whether the Pay separately check box is selected or not and functions accordingly.

When this check box is selected, approval of invoices is required before invoices can be paid.

This option is available if the Manual approval of purchase invoices is enabled in the Enable/disable functionalities (CS100000) window.

An account on which the suspense line is registered.

The description of the suspense line shown on the invoice is built up from the external claim ID from Expense, the internal claim ID from Visma Net, and the claim description (example: 12345,75642: Travel to Helsinki).

An account on which the suspense line is registered, when the expense receipt is marked as paid by the company. The description of the suspense line, as displayed on the invoice, consists of several elements: the external claim ID from Expense, the internal claim ID from Visma Net, and the claim description.

For example, a description might appear as follows: “3374700,000263: Travel to Stockholm.”

You can select the method to be used for editing subaccounts in the document editor in Approval.

The options are:

Segment columns

– Displays a column for each segment of the subaccount. You can select a segment value for each segment by searching in the drop-down list.

Single column

– Displays a single column for a subaccount. You can select a segment value for each segment from the pop-up window.

With this option selected and when selecting several invoices in one payment for one supplier, the due date is considered for each invoice and the earliest due date will be the payment date in AutoPay.

The email template to be used by default to generate personalised emails for this mailing, if a template is used rather than a report.

CAUTION: For each mailing, you can use only one of the options as the means of communication: a report or a template.

The type of contact to receive emails:

Primary

A primary contact of the supplier.

Remittance

A remittance contact of the supplier.

Shipping

A shipping contact of the supplier.

Employee

An employee of your company who handles the documents of specific supplier classes or suppliers, or is otherwise associated with either of them.

The way the history of prices will be retained. Select one of the following options:

Last price:

The last defined price is kept.

Fixed number of months:

The history of price changes is kept for the number of months specified in the Number of months field. The period is calculated back from the current system date.

The way the system applies discounts defined by quantity.

Select one of the following options:

Document line UoM

The system applies the discounts to the quantity in the document line’s unit of measure (UoM).

Base UoM

The system converts the quantity in the document line’s UoM to the quantity in the base UoM and applies the discounts based on the calculated base quantity.

The status of the document in Approval.

The options are: New, Cancelled, Sent to Approval, Received in Approval, Pending, Rejected, Approved, Active workflow, and Error. View all displays all documents regardless of their status.

The status of the document itself.

The options are: Balanced, Printed, and Pre-released. View all displays all documents regardless of their status.

If you want to see messages that have a specific status, select one of the following values. The default status is New.

+

• New - Displays all messages with the status New.
• Handled - Displays all handled messages.
• Error - Displays all messages with the status Error.
• Skipped - Displays all messages that have been skipped.

All

Displays messages with all payload types

Invoice

Displays invoice type messages

Time card

Displays time card type messages

Expense

Displays expense type messages

Initiates the process of closing the selected financial periods.

The green OK icon appears in the window toolbar if the closing operation was completed successfully. The red icon indicates that the operation was cancelled because some necessary conditions were not met.

Opens the Prepare for closing (AP50700S) window.

Initiates the process of closing the selected financial periods.

The green OK icon appears in the window toolbar if the closing operation was completed successfully. The red icon indicates that the operation was cancelled because some necessary conditions were not met.

Shows the next available payment reference for the payment method.

The system generates the next reference number as the previous number incremented by 1, but you may type another number.

The target audience for which the terms are visible, which can be one of the following:

All

The terms can be assigned to both suppliers and customers.

Suppliers

The terms can be assigned to suppliers only.

Customers

The terms can be assigned to customers only.

Disabled

The terms are removed from the selection lists for both suppliers and customers.

The method of due date calculation. The following options are available:

Fixed number of days

The payment is due a fixed number of days after a sale or purchase. You should specify the number of days as Due day 1.

Day of next month

The payment is due on a particular day of the next month; you should also specify the day of the month as Due day 1.

End of the month

The payment is due at the end of the current month.

End of next month

The payment is due at the end of the next month.

Day of the month

The payment is due on a particular day of the current month. You should also specify the day of the month as Due day 1.

Fixed number of days starting next month

The payment is due a fixed number of days starting the next month after a sale or purchase. You should specify the number of days as Due day 1.

Custom

With this option, you specify two due days that could be used; which due day is to be used depends on the time interval set for the document’s date. For example: You may specify one due day for documents issued in the first part of the month, and the second due day for documents issued in the second part of the month. You use the remaining elements in the Due date settings section to set the due days and their respective date ranges.

The method of calculating the cash discount period, which can be one of the following options:

Fixed number of days

If this option is selected, the discount is available a set number of days after the document date. In the Discount day field, you should also specify the number of days.

Day of next month

With this option selected, the discount is available until a particular day in the next month (that is, the month after the document date). In the Discount day field, you should specify the day of the next month.

End of month

When you select this option, the discount is available through the end of the month (that is, the month of the document date).

End of next month

With this option selected, the discount is available through the end of the next month (that is, the month after the document date).

Day of the month

If this option is selected, the discount is available until the particular day of the month when the document was issued. In the Discount day field, you should specify the day of the month.

Fixed number of days starting next month

When you select this option, the discount is available a set number of days starting the next month (that is, the month after the document date). In the Discount day field, you should specify the number of days.

The type of instalment, which can be one of the following options:

Single

If you select this option, other elements in this section become unavailable. You should also select the due date and other options for the single payment.

Multiple

If you select this option, payment is due in multiple instalments. You should also specify the method, frequency, and schedule of the instalments.

The frequency of instalments; this field is unavailable if the Split by percent in table option is selected as the Instalment method. The following options are available:

Weekly

The second instalment will be a week after the first one, and so on.

Monthly

The second instalment will be a month after the first one, and so on.

Semi-monthly

The second instalment will be a half of a month after the first one, and so on.

The method by which the amounts of instalments are calculated. Select one of the following options:

Equal parts

The document total amount (with all the applicable taxes added) is divided into equal parts. The schedule of payments is defined by the due date, instalment frequency, and number of instalments specified.

VAT in the first instalment

The amount of the document (its total before taxes) is divided into equal parts, and the VAT amount is added to the first instalment. The schedule of payments is defined by the instalment frequency and number of instalments specified.

Split by percent in table

The instalment amounts are calculated according to the percentages specified for each instalment in the Instalments schedule table below this section.

The status of the payment in AutoPay. The options are:

• Exported
• Not exported
• Export error
• Pending signing
• New
• Cancelled
• Approved
• Sending to bank
• Error sending to bank
• Accepted by bank
• Cancelled in bank
• Rejected by bank
• Paid
• Completed
• Error
• Unknown response
• Handled manually
• Manually created

The schedule’s unique identifier.

Click the number to open the Recurring transactions (AP203500) window as a dialog window to view the details of the selected schedule.

Click this to process all documents in the window table.

This option is not available if the selected Inbox status is Attachment errors.

To see documents having a specific status, select one of the following values. The default status is New.

+

• New - Displays all documents with the status New.
• Blocked - Displays documents that come from suppliers who are not registered in Visma Net.
• Error - Displays all documents with the status Error.
• Attachment errors - Displays all documents that have attachment errors.

As of 1.7.2022, all new customers and branches wanting to use AutoInvoice for sending and receiving invoices, will need to sign the KYC verification agreement from AutoInvoice. You will see this message if you have not done the KYC verification yet.

In the AutoInvoice settings (CS10250S) window, the The AutoInvoice setting section, you can verify your company by clicking on the Verify KYC button and filling in a company signatory’s email address. The signatory will receive an email which contains a link and password to access Visma Sign, where the signatory can view and sign the agreement. After completion of the process, your company will be able to use AutoInvoice.

The processing action planned for the listed documents. The available actions are:

Hold - Creates a purchase document with the status set to Hold.

Release - Creates a purchase document with the status set to Open, if Automatically post on release is selected in the Supplier ledger preferences (AP101000) (this is the default action in Visma Net ).

Send to Approval - Creates a purchase document with the status Balanced which is sent to Approval.

Pre-book - Creates a purchase document with the status Pre-released and requires an expense reclassification. This status is only used if the Expense reclassification functionality is activated in the Enable/disable functionalities (CS100000) window.

Pre-book and send to Approval - Creates a purchase document with the status Pre-released, which requires expense reclassification (this status is available if the Expense reclassification functionality is enabled in the Enable/disable functionalities (CS100000) window), and which is then sent to Approval.

Exclude from processing - No purchase document is created or processed, it remains in the Invoice Inbox (AP50604S) window.

The status of the document after arrival or last processing in the Invoice Inbox (AP50604S) window.

Statuses before processing/editing

New

– A new document that has been received in the Invoice Inbox (AP50604S).

Blocked

A new document received in the Invoice Inbox (AP50604S) from a supplier without a record in Visma Net

Statuses after processing/editing

Sent for approval

– The document was processed and sent to Approval. It is no longer available in the Invoice Inbox (AP50604S) window, but you can view or edit it in the Purchase invoices (AP301000) (AP301000).

Validated

The document was processed and validated. It is no longer available in the Invoice Inbox (AP50604S) window, but you can view or edit it in the Purchase invoices (AP301000) window.

Manually validated

The document was manually validated. It is no longer available in the Invoice Inbox (AP50604S) window, but you can view or edit it in the Purchase invoices (AP301000) window.

Deleted

– The document was deleted. It is no longer available in the Invoice Inbox (AP50604S) window, but you can view or edit it in the Purchase invoices (AP301000) window.

Error

– When the document was processed, the system returned an error.

The status of the document. The status of an existing document can be one of the following:

On hold

The document is On hold.

Balanced

The document has the status Balanced.

Voided

View only documents with the status Voided.

Scheduled

The document has the status Scheduled. You can schedule documents in the Purchase invoices (AP301000 window.

Open

The document has the status Open.

Closed

The document has the status Closed.

Printed

The document has the status Printed.

Pre-released

The document has the status Pre-released. Documents get this status if you have clicked Pre-book in the Purchase invoices (AP301000) window.

Pending approval

The document has the status Pending approval.

Rejected

The document has the status Rejected.

Reserved

The document has the status Reserved.

The type of document on the line. The document types are displayed as three-letter codes in this field, and can be explained as follows:

INV - Invoice

ACR - Credit adjustment

ADR - Purchase credit note

HK - Payment

VCK - Void payment

PPM - Prepayment

PPR - Prepayment request

A column that indicates whether the document is a credit note or not. Possible values are:

True - The document is a credit note.

False - the document is not a credit note.

The status for the update process of possible differences between imported supplier details from the document, and the existing supplier details as registered in the Suppliers (AP303000) window. The possible statuses are:

Supplier is updated

The supplier details have been updated.

Supplier update is required

Click Update supplier to update the supplier’s details.

Supplier update is ignored

The incoming supplier details have been ignored.

If you want to see documents that have a specific status, select one of the following values. The default status is New.

View all

Displays documents with all statuses.

New

Displays all documents with the status New.

Blocked

Displays supplier documents that come from a supplier who is not registered in Visma Net.

Sent for Approval

Displays all documents that have been sent to Approval.

Validated

Displays all documents with the status Validated.

Manually validated

Displays all documents that have been manually validated.

Deleted

Displays all documents with the status Deleted.

Error

Displays all documents with the status Error.

The processing action planned for the listed documents. Available actions are:

Hold - Creates a purchase document with the status set to Hold.

Release - Creates a purchase document with the status set to Open, if Automatically post on release is selected in the Supplier ledger preferences (AP101000) (this is the default action in Visma Net ).

Send to Approval - Creates a purchase document with the status Balanced which is sent to Approval.

Pre-book - Creates a purchase document with the status Pre-released and requires an expense reclassification. This status is only used if the Support for expense reclassification functionality is activated.

Pre-book and send to Approval - Creates a purchase document with the status Pre-released, which requires expense reclassification (this status is available if Expense reclassification functionality is enabled in the Enable/disable functionalities (CS100000) window), and which is then sent to Approval.

Exclude from processing - a purchase document is nor created or processed, it remains in the Invoice Inbox (AP50604S) window.

The status of the document after arrival or last processing in the Invoice Inbox (AP50604S) window.

Statuses before processing/editing

New

– a new supplier document that has been received in the Invoice Inbox (AP50604S).

Blocked

a new supplier document received in the Invoice Inbox (AP50604S) from an supplier without a record in Visma Net

Statuses after processing/editing

Sent to Approval

– The supplier document has been processed and sent to Approval. The supplier document is no longer available in the Invoice Inbox (AP50604S) window, but you can view or edit it in the Purchase invoices (AP301000) window.

Rejected in Approval

The supplier document has been rejected in Approval.

Validated

The supplier document has been processed and validated. The supplier document is no longer available in the Invoice Inbox (AP50604S) window, but you can view or edit it in the Purchase invoices (AP301000) window.

Manually validated

The supplier document has been manually validated. The supplier document is no longer available in the Invoice Inbox (AP50604S) window, but you can view or edit it in the Purchase invoices (AP301000) window.

Deleted

– The supplier document has been deleted. The supplier document is no longer available in the Invoice Inbox (AP50604S) window, but you can view or edit it in the Purchase invoices (AP301000) window.

Error

– When the supplier document was processed, the system returned an error.

The status of the document in the Approval workflow. The status of an existing document can be one of the following:

View all

View documents with all approval statuses.

New

View documents with the status New.

Cancelled

View documents with the status Cancelled in Approval. This is the status after you have clicked Cancel (the Send to Approval button changes to Cancel when you have sent a document to Approval ).

Sent to Approval

View documents with the status Sent to Approval.

Received in Approval

View documents with the status Received in Approval.

Pending

View documents with the status Pending. This status is displayed when documents are on a valid approval flow and are pending approval.

Rejected

View documents that have been rejected by Approval.

Approved

View documents with the status Approved. This status indicates that the document has been approved and you can now release documents that are ready to be paid. In the Supplier ledger preferences (AP101000) window, you can set up automatic release of approved documents.

Active workflow

View documents with the status Active workflow. This status is displayed only during a brief system check, to find out whether the settings for sending documents to Approval are correct

Error

The document encountered an unspecified error. Please try again.

The status of the supplier document. The status of an existing document can be one of the following:

On hold

The document is On hold.

Balanced

The document has the status Balanced.

Voided

View only documents with the status Voided.

Scheduled

The document has the status Scheduled. You can schedule documents in the Purchase invoices (AP301000) window.

Open

The document has the status Open.

Closed

The document has the status Closed.

Printed

The document has the status Printed.

Pre-released

The document has the status Pre-released. Documents get this status if you have clicked Pre-book in the Purchase invoices (AP301000) window

Pending approval

The document has the status Pending approval.

Rejected

The document has the status Rejected.

Reserved

The document has the status Reserved.

Pending printing

The document is pending printing.

The type of purchase document on the line. The document types are displayed as three-letter codes in this field, and can be explained as follows:

INV - invoice

ACR - Credit adjustment

ADR - Edit adjustment

CHK - Payment

VCK - Void payment

PPM - Prepayment

REF - Refund

PPR - Prepayment request

A column that indicates whether the document is a credit note or not. Possible values are:

True - The document is a credit note.

False - The document is not a credit note.

The status for the update process of possible differences between imported supplier details from the document, and the existing supplier details as registered in the Suppliers (AP303000) window. Possible statuses are:

• Supplier is updated - the supplier details have been updated.
• Supplier update is required - Click Update supplier to update the supplier’s details.
• Supplier update is ignored - The incoming supplier details have been ignored.

The supplier to whom the rule applies.

When the supplier has the setting Create invoice with one line for each VAT rate or Import header amounts by VAT code selected, the line level Invoice Inbox rules will not apply and a warning message will be shown.

Provides the following actions:

Update cost

To update the cost of the selected non-stock item

View restriction groups

To navigate to the Restriction groups by item (IN103020) window, so that you can view or change the restriction groups that have access to the non-stock item.

Change the item ID

To change the ID of the currently selected non-stock item

Provides quick access to inquiry forms as follows:

Sales prices

To open the Sales prices (AR202000) window and view or edit sales prices for the selected non-stock item.

Supplier prices

To open the Supplier prices (AP202000) window and view or edit supplier prices for the selected non-stock item.

The unique alphanumeric identifier of the non-stock item.

The structure of identifiers is defined by the INVENTORY segmented key in the Segment keys (CS202000) window.

The status of the non-stock item. You can select one of the following options:

Active

Indicates that the item can be used in inventory operations, such as issues and receipts.

No sales

Indicates that the item cannot be sold.

No purchases

Indicates that the item cannot be purchased.

No request

Indicates that the item cannot be used on requisition requests.

Inactive

Indicates that no inventory operations are allowed for the non-stock item.

Marked for deletion

Indicates that the item is marked for deletion. No inventory operations are allowed, but the record will be kept in the database if any inventory transactions were related to it.

The item class the item is associated with; only item classes for non-stock items appear on the list for selection.

Item classes, which are used to group stock items and provide default settings for new items of the class, are defined in the Item classes (IN201000) window.

The non-stock item type. You can select one of the following options:

Non-stock item

A general type of non-stock items

Labour

A type of non-stock items to be used as labour hour rates.

Service

A type of non-stock items to be used as service fees

Charge

A type of non-stock items that are used as charge rates

Expense

A type of non-stock items that are added to documents to designate specific expenses

The posting class the item is associated with.

You can use posting classes to group non-stock items with similar properties and provide default settings used to post inventory transactions related to the items to the general ledger. The posting classes are defined in the Posting classes (IN206000) window.

Select this check box if the non-stock item is a kit.

The components of the kit can be specified by using the Kit specifications (IN209500) window.

When this check box is selected and saved for an item, you will be notified regarding changes.

The Webhook notifications tab appears when you select the item.

The warehouse whose settings can be used for this non-stock item on sales orders or purchase orders.

A check box that you select to require that the system create a purchase receipt for this non-stock item.

If you select this check box, the system will not generate any inventory transactions for the non-stock item.

A check box you select to require that the system create a sales order receipt for this non-stock item.

If you select this check box, you cannot have the system generate any inventory transactions for this non-stock item.

Choose between:

• By amount
• By quantity

Select this check box if the non-stock item is a reverse charge item.

This field is automatically populated if the non-stock item is linked to an external expense type in the Expense receipt inbox (EP50605S) window.

The operation to be performed for unit conversion.

You can select the Multiply or Divide option to perform conversions from different units of measure to the UoM specified as the base unit.

The UoM used as the sales unit for the non-stock item. The default value (if any) is specified in the Item classes (IN201000) window.

This field appears only if the Multiple units of measure functionality is enabled in the Enable/disable functionalities (CS100000) window.

The UoM used as the purchase unit for the non-stock item. The default value (if any) is specified in the Item classes (IN201000) window.

This field appears only if the Multiple units of measure functionality is enabled in the Enable/disable functionalities (CS100000) window.

A check box that indicates (if selected) that commission should be calculated on the sale of this non-stock item.

The check box is available if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window.

The price of the non-stock item.

This price is used as the default price if there are no other prices (from any price list) defined for this item in the Supplier ledger workspace.

The standard cost to be assigned to the non-stock item when the costs are updated.

You can type the cost directly into the field.

The date when the pending cost becomes effective.

You can select the date for a pending cost.

Select one of the following types:

• Service
• Material cost
• Other cost

The following work types are available for RUT:

• Babysitting
• Cleaning
• Cloth maintenance
• Furniture
• Gardening
• IT services
• Kitchen appliance
• Laundry
• Personal care
• Relocation service
• Snow job
• Supervision of housing
• Transport to sales

The following work types are available for ROT:

• Bricklaying
• Construction
• Drain work
• Electricity work
• Glass work
• Painting
• Plumbing

This check box indicates (if selected) that the supplier is the default supplier for this item.

Select this check box to mark the supplier that is the main supplier of the item.

When you create a purchase order to purchase an item, the default supplier is selected for this purchase.

The supplier location from which the item is purchased, which by default is the supplier’s default location. These locations are defined for the supplier in the Supplier locations (AP303010) window.

The unit of measure in which the item is purchased.

This UoM is specified on the General settings tab of this window.

Read only.

This column shows the last supplier price defined for the item.

The type of alternate codification used for the item, You can select one of the following options:

Customer part number

You use this type to maintain the cross-reference between the item ID and the customer part number.

Supplier part number

You use this type to maintain the cross-reference between the item ID and the supplier part numbers.

Global

You use this type to maintain the cross-references between the item ID and the global codification.

Barcode

You use this type to specify (or enter it by using a barcode scanner) a bar code for the item ID.

The deferral code assigned to this non-stock item.

The code specifies how the revenue from the sale of this item will be recognised. The deferral codes are defined in the Deferral codes (DR202000) window.

The date range defined for deferred revenue recognition (for example, 2 years for a two-year customer support subscription that you sell).

The field is available for editing only if the Flexible by period, prorate by days or Flexible by days in period recognition method is selected for the deferral code selected in the Deferral code field.

The maximum value is 10000. Possible time units are year(s), month(s), week(s), and day(s).

The total percentage of the item price as split among components.

This value is calculated automatically as the sum of the percentages assigned to the components if the item is sold as a package and consists of components.

When the item is not a package, the total percentage is set to 100.

The date range defined for the process of the deferred revenue or expense recognition (for example, 6 months for a six-month support license).

This field is available for editing only if the Flexible by periods, prorate by days, or Flexible by days in period method is specified for the deferral code that you have selected in the Deferral code column for this component.

The unit of measure for the default term: year(s), month(s), week(s), or day(s).

This field is available for editing only if the Flexible by periods, prorate by days or Flexible by days in period method is specified for the deferral code that you have selected in the Deferral code column for this component.

The method used to allocate the document amount between the components. The following options are available:

Percentage

The component price will be computed as the percentage of the total package price. If you select this option, the Percentage column becomes available for editing; in it, you need to enter the percentage defined for this component.

Fixed amount

The component price will be defined as a fixed price. If you select this option, the Fixed amount column becomes available for editing; in it, you need to enter the amount defined for this component.

Residual

This method applies to the non-deferral components. The price for such a component will be defined as the amount that will remain after the system deducts the deferred revenues of the other components from the total package amount.

For a non-stock item, that is a component of a stock kit, this account (of the Expense or Liability type) will be used to accrue the costs (standard costs) of non-stock components in the process of kit assembly, if the option Item is selected in the Use inventory/accrual account from field in the General ledger accounts tab in the Posting classes (IN206000) window.

For a Labour type item, the expense accrual account is used to accrue the cost of labour on projects (the account is credited on release of time cards). The account will be used for time card related transactions if Labour item accrual is selected as the Expense accrual account source setting in the Project accounting preferences (PM101000) window.

The subaccount to be used as the default expense accrual subaccount for this non-stock item.

For kit assembly related transactions, this subaccount is one of the sources for selecting segment values for the expense accrual subaccount according to the rule defined by the posting class (the Combine inventory / accrual sub. from field in the Posting classes (IN206000) window).

For transactions with labour items, this subaccount is one of the sources for selecting segment values for the expense accrual subaccount according to the rule defined by the Expense accrual sub. source setting in the Project accounting preferences (PM101000) window.

The expense payroll taxable account to be used for this non-stock item.

This field is visible only if Expense Integration is enabled and the non-stock item is of type Expense.

The liability account to be used for this non-stock item to accrue purchase order item amounts for this item, if the option Item is selected in the Use purchase accrual account from field in the posting class (the Posting classes (IN206000) window) for this item.

Depending on the rule in the Combine purchase accrual sub. from field in the posting class for this item (the Posting classes (IN206000) window), this subaccount can be used as the source for one or more of the segment values of the purchase accrual subaccount to be used with the purchase accrual account.

The account (of the Expense type) to be used as the default purchase price variance account to record purchases of this non-stock item on receipts if Item is selected in the Use purchase accrual account from field for the posting class of the item.

The purchase price account is used to record any differences between the extended price on the purchase receipt and the extended price on the purchase invoice (if this item is assigned any of the valuation methods except for the standard cost valuation method).

The corresponding subaccount.

This subaccount is used as one of the sources for selecting segment values for the default purchase price variance subaccount defined by the posting class (the Combine purchase price variance sub. from field in the Posting classes (IN206000) window).

The account to be used to hold the deferred amount until it is fully recognised. The account type should be specified as follows:

• A liability account for a deferral code of the revenue type
• An asset account for a deferral code of the expense type

The date of the original document; by default, it is the current date, which you can change.

The date is used by the system to determine a posting period.

The amount to be paid for the document. You enter this amount manually.

This amount should be equal to the amount (or to the sum of amounts) shown in the Amount column in the top part of the Purchase invoices (AP301000) window.

The currency of the payment; by default, it is the currency associated with the cash account.

It can be a currency other than the supplier’s default currency if currency overriding is allowed for the supplier account.

The Prepare payments tab will automatically display the outstanding supplier documents according to their pay date.

The default is the date in the Payment date field on the Financials details tab of the Purchase invoices (AP301000) window.

Filter the documents to be displayed based on their document type. The available types are:

• Purchase invoice:
• Credit adjustment:
• Purchase credit note:
• Prepayment:

Select this to group the documents of the same supplier in one bundle in the table.

• The view displays the total amount to pay per supplier next to the supplier name and number of documents.
• The amounts are shown in the currency of the cash account selected on the document.
• If the supplier has documents using different cash accounts with different currencies, amounts will be displayed accordingly to the currency of the cash account.
• To view the details of a supplier with grouped documents, click the supplier name link to open the Suppliers (AP303000) window.

The type of the supplier document. The following types are available:

• Purchase invoice
• Credit adjustment
• Purchase credit note
• Prepayment

The payment date of the purchase invoice, which is either the due date or the cash discount date for the document, depending on the supplier settings.

When this is selected, the document will be paid separately and not with the batch.

Pre-books the invoice and records all the expenses specified in the document to the reclassification account specified for the supplier in the Suppliers (AP303000) window. You can book the pre-booked invoices after the expenses have been reclassified or after selecting specific expense accounts for each detail line.

The button is available only if the Expense reclassification functionality is enabled in the Enable/disable functionalities (CS100000) window.

Releases the document.

You can release pre-booked invoices as long as the financial period is open in Supplier ledger.

Provides the following menu commands, which you can click to invoke actions related to the selected document:

AutoPay payment process

Opens the Process payments (AP50301S) window, where you can create payments from the selected documents.

Manual payments

Opens the Supplier payments (AP302000) window with the invoice displayed on the Documents to apply tab as a line for a new payment.

Reverse

If you reverse a purchase invoice, the system creates a purchase credit note with the same details as in the selected document to reverse it. If you reverse a purchase credit note, the system makes a copy of the document with the Credit adjustment type.

Add to schedule

Navigates to the Recurring transactions (AP203500) window, where you can assign the selected document to a schedule.

Recalculate prices

Opens the Recalculate prices dialog box, where you can specify options for updating the prices and discounts for the selected document. See the Recalculate prices dialog box section below.

Supplier refund

Opens the Supplier payments (AP302000) window, where you can create a refund for the adjustment.

Void prepayment

Voids the prepayment.

Reclassify general ledger batch

Opens the Reclassify transactions (GL506000) window, where you can initiate the reclassification process.

Void

Voids the selected invoice if the invoice has the Pre-released status and no payments are applied to the invoice. The action is available only if the Expense reclassification functionality is enabled in the Enable/disable functionalities (CS100000) window.

Update retainage

Opens the Update retainage dialog box where you can update the retainage percent / amount. The action is available only if the Retainage support functionality is enabled in the Enable/disable functionalities (CS100000) window.

Release retainage

Opens the Release retainage dialog box, where you specify the settings of the retainage to be released and then run the process of releasing the invoice. As a result, the retainage invoice is created in the system. The action is available only if the Retainage support functionality is enabled in the Enable/disable functionalities (CS100000) window.

Write-off

Creates a write-off in the Supplier payments (AP302000) window when the remaining balance on the invoice is within the limit set in the Supplier ledger preferences (AP101000) window.

Correct invoice

Automatically creates a copy of the original invoice that you can further edit. In the background, when releasing this new invoice, the system will automatically create a purchase credit note for the original invoice and match it against the selected invoice to be corrected. As a note, the original invoice will remain in status Open until the new corrected document is finally released, but will no further be included in the payment process.

Provides the following menu command, which you can click for fast access to the inquiry window:

Supplier details

Navigates to the Supplier details (AP402000) window.

Approval document history details

Navigates to the Approval document history (AP40104S) window. Shows you e.g. approvers’ comments on invoices.

Approval document line history details

Navigates to the Approval document line history (AP40105S) window.

Provides the following menu commands, which you can click for fast access to reports:

Unreleased transactions (detailed)

Navigates to the Unreleased transactions (detailed) (AP610500) report.

Supplier register (detailed)

Navigates to the Supplier documents register (detailed) (AP622000) report.

The way prices and discounts are calculated. You can select one of the following options:

Current line:

To recalculate prices and discounts for the selected line.

All lines

To recalculate prices and discounts for all lines.

When this check box is selected, the system will cancel the manual discounts for the current line or all lines (depending in the option selected in the Recalculate field) and search for applicable automatic discounts.

This check box is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

The type of the document. The following types are available:

Purchase invoice

For an invoice issued by the supplier (or service provider) for goods sold or services provided. For details, see: About supplier ledger payment processing.

Credit adjustment

For a document that adjusts the credit amount in a previous document (or multiple documents). For details, see: About credit adjustment processing.

Purchase credit note

For a document that adjusts the debit amount in a previous document (or multiple documents). For details, see: About purchase credit note processing.

Prepayment

For a supplier request for prepayment. For details, see: About prepayment processing. A prepayment also can be created for a purchase order if the order should be paid for in the delivery of goods.

A read-only field that shows the status of the supplier ledger document:

• On hold: Indicates that the document is a draft. You can edit it but not release.
• Balanced: Indicates that the credit and debit totals are equal for the newly created document. The document is assigned with this status when it is taken off hold.
• Pre-released: Indicates that the entered and released document requires expense reclassification. This status is assigned only if the Expense reclassification functionality is enabled in the Enable/disable functionalities (CS100000) window.
• Scheduled: Indicates that the document was attached to a schedule. Scheduled documents are used as templates for generating similar documents, with the dates calculated according to the schedule settings. You can schedule a document if its status is Balanced.
• Voided: Indicates that the document is no longer used for generating recurring transactions. The system changes the document status from Scheduled to Voided, when you have removed the document from the table on the Document list tab of the Recurring transactions (AP203500) window.

Also, the system changes the document status from Pre-released to Voided, when you have voided a document.

• Pending Approval: Indicates that the document needs to be approved by responsible approvers.
• Open: Indicates that the document has been released and cannot be edited. As payments are applied to the document, its balance decreases.
• Closed: Indicates that the balance of the document is equal to 0.

When this check box is selected, the status of the document is On hold. Clear the check box to enable the release of the document.

This option is selected by default if you have selected the Hold documents on entry option in the General ledger preferences (GL102000) window.

The date of the original document; by default, it is the current date, which can be changed. The date is used by the system to determine a posting period.

Bookkeeping and VAT reporting are based on this date.

The period to which the document should be posted; by default, it is the current period. The default period can be changed. The ability to post to closed periods is controlled by the option in the General ledger preferences (GL102000) window.

For invoices created through the Process VAT report (TX502000) window, periods that are inactive or closed in Supplier ledger are ignored and the VAT invoice will be posted in the financial period corresponding to the VAT period. If you have checked the ability to post to closed periods, closing the General ledger will also be ignored.

The document’s original reference number as assigned by the supplier (for informational and payment purposes).

The reference to the document is required if the Require supplier reference option is selected in the Supplier ledger preferences (AP101000) window. This reference should be unique if the Raise an error on duplicate supplier reference number option is selected in the same window.

If the supplier is a tax agency, checking of unique reference is ignored since you should use the same reference for all documents created for the same VAT period / company.

The supplier referred to in the document.

You are able to change supplier on a document with order lines if the document

• has the status On hold and is not created from a purchase order.

• has the status Balanced and is not on Approval flow.

• has the status Balanced and is not created from a purchase order.

The supplier location associated with the purchase.

This field appears only if the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window.

The amount corresponding to the Currency field, and the name of the field is only visible if you hover over the field.

By clicking the field, the Rate selection dialog box opens. See description below.

The original invoice date or the date when the supplier created the invoice.

If the Use orig. invoice date on payment terms option is selected in the Supplier ledger preferences (AP101000) window:

• If you change the date in the Date field, the date in the Orig. invoice date, Due date, Cash discount date, and Pay date fields will change accordingly.
• If you change the date in the Orig. invoice date field, the date in the Due date, Cash discount date, and Pay date fields will change accordingly.

This date does not affect bookkeeping and VAT reporting.

When this is selected, retainage will be applied on the invoices.

This functionality is available if the Retainage support functionality is enabled in the Enable/disable functionalities (CS100000) window.

The discount total calculated for the document. This total includes discounts of the Group and Document levels. The discounts of the Group and Document levels are listed on the Discount details tab; the Line discounts are shown on the Document details tab.

This field is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

The document total that is subjected to VAT. The VAT taxable amount will be displayed in this field only if the Include in VAT taxable total check box is selected for the applicable VAT in the VAT (TX205000) window. If the check box is cleared, this field will be empty.

This field is available only if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window

If the document contains multiple transactions with different taxes applied and each of the applied taxes has this check box selected, the taxable amount calculated for each line of the document will be added to the VAT taxable total field of the document.

The document total that is exempt from VAT. This total is calculated as the taxable amount for the tax with the Include in VAT exempt total check box selected in the VAT (TX205000) window.

This field is available only if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window.

The difference between the original invoice amount (including the VAT amount calculated by the system) and rounded invoice amount (including the VAT amount modified by a user for VAT-inclusive items).

This field is available only if the Invoice rounding functionality is enabled in the Enable/disable functionalities (CS100000) window or if the VAT amount was edited for the VAT-inclusive item or items.

If the Invoice rounding functionality is not enabled, this field shows only the VAT amount discrepancy (that is, the difference between the VAT amount calculated by the system and the tax amounts entered by a user manually for the VAT-inclusive items).

The amount to be paid for the document. You enter this amount manually.

This field is available only if the Validate document totals on entry check box is selected in the Supplier ledger preferences (AP101000) window. If it is not selected, this amount is calculated by the system and displayed only for released documents.

The VAT amount to be paid for the document. You enter this amount manually according to the tax amount specified in the original document.

This field is available only if the Validate document totals on entry check box is selected in the Supplier ledger preferences (AP101000) window.

The cash discount amount that has been or will be taken in the document, which the system calculates based in the specified payment terms. If a document has the On hold or Balanced status, you can change the amount of the calculated cash discount.

If you change the cash discount amount, the system recalculates the taxable and VAT amounts of the document if the applied taxes have Calculate on set to Calc. on item amount or Calc. on document amount and Cash discount set to Reduces taxable amount in the VAT (TX205000) window.

Changes you make to the cash discount amount do not affect the taxable and VAT amounts of the document if the applied taxes have Calculate on set to Extract from item amount and Cash discount set to Reduces taxable amount in the window.

View the currency conversion.

Opens the Link linedialog box where you can link the line selected in the invoice to a same-item line in a released purchase receipt or in a purchase order in the Balanced status, depending on the item settings. The documents whose lines are being linked to the invoice should have the same currency, the same supplier, and the same supplier location. You can link a line to the invoice line which has the same item ID and UoM.

The button is enabled only if the VAT settings option is selected in the VAT calculation mode field on the Financial details tab for the invoice.

If you want to distribute the costs of a purchase invoice across several accounts or subaccounts in your supplier ledger, you can split the purchase invoice lines.

You can split a parent line and a child line. A parent line is always the first line in a split, and it is also a line that is above a child line in the split hierarchy. When you split a child line, it automatically becomes the parent of the new line. You cannot split a line that has a discount related to it.

The unit of measure used for the item.

For items requiring serial or lot numbers, this is the base unit; for other items, it is the purchase unit.

The supplier location.

The field is available only if the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window.

The unit cost of the item or service received from the supplier.

If you have modified the unit cost once and saved the document, the value will not be updated by the system when you change the document date. To update the unit cost automatically to the current supplier’s price, you can use the Recalculate prices action.

The extended cost of the item or service, which is the unit price multiplied by the quantity.

If you have modified the extended cost once and saved the document, the value will not be updated by the system when you change the document date. T o recalculate the extended cost automatically (supplier’s price specified for the stock item and multiplied by the quantity), you can use the Recalculate prices action.

The percent of the line-level discount that has been applied manually or automatically.

If the Manual discount check box is selected, you can enter the percent manually and the discount amount will be calculated automatically.

The column is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

The amount of the line-level discount that has been applied manually or automatically to this line.

If the Manual discount check box is selected, you can enter the discount amount manually and the discount percent will be calculated automatically. The column is available only if the Customer and suppler discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

When this check box is selected, the discount has been applied manually.

With this check box selected, you can enter either the discount percent or the discount amount, or you can select a discount code of one of the discounts intended for manual application. The column is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

The code of the line discount that has been applied to this line automatically.

The column is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

The ID of a discount series that has been applied to this line.

The column is hidden by default and available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

The corresponding subaccount to be used for invoices and adjustments.

By default, it is composed for a particular item in accordance with the rules defined by the posting class of the item.

If the item has not been assigned to any posting class, the subaccount on an invoice is generated in accordance with the rule defined in the Combine the expense sub. from field in the Supplier ledger preferences (AP101000) window.

The project with which the item is associated, or the non-project code if the item is not intended for any project. This column appears only if the Projects module has been enabled in your system and integrated with this workspace.

If the account on the line has an account group, the default project (X) will not be suggested and you have to enter a project. Invoices created through the Process VAT report (TX502000) window are ignoring this and will leave project empty if the account has a account group.

The deferral code assigned to the stock item or non-stock item specified in this document line. Upon release of the document, the system generates a deferral schedule (or schedules) based in the settings defined in this deferral code.

You can change the deferral code in this field manually, if needed.

If you change the MDA deferral code (the deferral code that indicates that an item is a package) to any non-MDA deferral code, the system will consider the item not to be a package and will ignore its components while generating a deferral schedule. That is, the system will generate the deferral schedule for the item based in the settings of the specified non-MDA deferral code.

A read-only column filled in by the system in the purchase credit note documents created by the reversing process. It shows the ID of the deferral schedule associated with the original document (such as a purchase invoice).

If a purchase credit note document is created manually, you can select a deferral schedule to be reversed.

In the original documents, this column remains empty.

The VAT category (if applied) for the transaction.

Unless you specify otherwise, it is the default VAT category of the supplier location’s VAT zone. If you select an item from the inventory list, it changes to the VAT category of the item.

If you change the VAT category on a split purchase invoice line, you can only select a category connected with the same VAT % as the parent line.

The reference number of the batch that adjusts the appropriate account balances for the document with the Pre-released status.

This field appears only if the Expense reclassification functionality is enabled in the Enable/disable functionalities (CS100000) window and the document has or has had the Pre-released status. Batches of this type use the number series assigned to batches that originated in the Supplier ledger module.

The expense account used to record the expenses pending reclassification.

This field appears only if the Expense reclassification functionality is enabled in the Enable/disable functionalities (CS100000) window and the document has or has had the Pre-released status.

The subaccount used to record the expenses pending reclassification.

This field appears only if the Expense reclassification functionality is enabled in the Enable/disable functionalities (CS100000) window and the document has or has had the Pre-released status.

The account used to record retained amounts on the invoice.

This column appears only if the Apply retainage check box is selected in the top part of the window.

The subaccount used to record retained amounts on the invoice.

This column appears only if the Apply retainage check box is selected in the top part of the window.

When this check box is selected, the document should be paid by a separate payment.

This option appears only if the Pay separately option is selected for the supplier in the Suppliers (AP303000) window and the Activate Pay separately from Purchase invoices and Suppliers check box is selected in the Supplier ledger preferences (AP101000) window.

The date when the invoice should be paid.

The date is the difference between the document due date or discount date (depending in the option selected in the Payment by field in the Suppliers (AP303000) window) and the number of days specified in the Payment lead time field in the Suppliers (AP303000) window. If the difference is greater than or equal to the document date, then the document date is set as the pay date.

The VAT calculation mode, which defines which amounts (VAT-inclusive or VAT-exclusive) should be entered in the detail lines of a document. Select one of the following options:

VAT settings

The VAT amount for the document is calculated according to the settings of the applicable tax or taxes.

Gross

The amount in the document detail line includes VAT.

Net

The amount in the document detail line does not include VAT.

The default value is taken from the settings of the supplier selected in the Supplier field.

The employee responsible for the document. By default, the employee linked to a currently logged in user is specified. You can override the default value.

This value defines the expense subaccount to be debited if the EE subaccount mask is specified in the Combine expense sub. from field in the Supplier ledger preferences (AP101000).

The View payment button will open the application of the document connected with the active row in the Supplier payments (AP302000) window.

The button is available for the document types Purchase invoice and Credit adjustment.

The landed cost code used to describe the specific landed costs incurred for the purchase receipt document of the Receipt or Transfer type. This code is one of the codes associated with the landed cost supplier.

Landed costs can be added by using the Landed cost codes ( PO202000) window.

View details

button

This button opens the Invoice details window where you can preview the invoice and its more specific details.

Select one the values in this field to filter the list on the documents’ status in Approval:

View all

View invoices with all approval statuses.

New

View invoices with the status New.

Cancelled

View invoices with the status Cancelled in Approval. This is the status after you have clicked Cancel (the Send to Approval button changes to Cancel when you have sent a document to Approval ).

Sent to Approval

View invoices with the status Sent to Approval.

Received in Approval

View invoices with the status Received in Approval.

Pending

View invoices with the status Pending. This status is displayed when invoices are on a valid approval flow and are pending approval.

Rejected

View invoices that have been rejected by Approval.

Approved

View invoices with the status Approved. This status indicates that the invoice has been approved and you can now release invoices that are ready to be paid. In the Supplier ledger preferences (AP101000) window, you can set up automatic release of approved invoices.

Active workflow

View invoices with the status Active workflow. This status is displayed only during a brief system check, to find out whether the settings for sending invoices to Approval are correct.

Error

The invoice encountered an unspecified error. Please try again.