Vendor Invoice Extended View

Select the attachment associated with the vendor invoice. This is set to the scanned image when a document is added through the File Watcher service. For more information, see Routing File Submittal.

Enter or select the Vendor Invoice Routing with an active status. This will determine the users that are able to submit the invoice for review.

Enter or select an active company. This is the company responsible for the document. This company records the liability for the vendor's invoice when the voucher is created.

If companies have been entered in Vendor Invoice Routing, then the source company must exist in Vendor Invoice Routing companies.

Select from source company active accounts with an Account Type of Liability and a Subsidiary Type of Accounts Payable or Intercompany Payable.

Enter or select any active input document suffix that is available for the current document type. This can be used in reports to select or sort documents.

Enter a unique document number to identify this document.
This field automatically prepopulates and be read-only if an auto-counter has been defined for this type of document.

Select if the vendor invoice is for an Employee or a Vendor.

Enter or select an active employee or vendor associated with the vendor invoice. The selection in EVC Type defines if employees or vendors are available.

Enter or select the vendor invoice currency. This defaults to the currency of the vendor or employee.

If source company changes then currency should be set to the source company currency.

Enter text to further describe the nature of the transaction beyond the typical posting data. When the general ledger and subsidiary records are created, this description is used as the financial description for each line item unless overridden in the Line Items area.

Enter an invoice number. This will be a number provided by the employee or vendor and will typically be the vendor's invoice number.

Enter or select the invoice date. This date will be provided by the employee or vendor and will typically be the vendor's invoice date.

Enter or select the date the vendor invoice is due for payment.

For employees, this field defaults to the Invoice Date. For vendors, the default value is the Due Days, which is defined in the Payment Terms for the vendor, added to the Invoice Date.

Enter the total value of the vendor invoice including tax.

Enter or select employee or vendor payment routing associated with this vendor invoice.

Enter or select a vendor invoice type with an active status. When type changes and a Reviewer Group exists in the type, then Reviewer Group in the vendor invoice is set to the reviewer group from the type.

Enter or select a reviewer group. The employees that belong to the Reviewer Group will be added as Reviewers on the document. If the reviewer group changes, then the existing reviewers will be updated. Reviewers that have not made a decision and that do not exist in the selected Reviewer group will be removed. Reviewers that made a decision will remain unchanged.

Enter information to further explain the vendor invoice.

Displays the voucher date associated with the voucher number if one exists.

Displays the automatically generated sequence number that identifies the transaction.

Enter or select an active Employee to be a reviewer from the Reviewer Group above.

Reviewers may enter or select an active Decision.

Enter information to further explain the vendor invoice decision.

Displays setting from Vendor Invoice Decisions based on the Decision selected.

Select this to indicate when the vendor invoice moves forward in the workflow, it will move to the Pending Review state and display in the selected Reviewer's To Do pane.

Displays setting from Vendor Invoice Decisions based on the Decision selected.

Enter or select the date of the supply of goods and services.

A required field that by default is set to the Document Date. This date can be changed to define a date other than the Document Date for which the currency conversion should be based.

The available dates are determined by the Financial Input Date Validation fields in Global Settings. For example, if the Days Before Current Date and Days After Current Date are both set to 3 and today's date is 5/31/2023, only 5/28/2023 - 6/3/2023 are available for selection from the calendar. Dates that fall outside of the validation range are unavailable.

Displays the currency code and name of the Source Company of the associated input document.

The currency exchange rate which will be used to convert from Document Currency to Source Company Currency unless a Force Rate is entered.

Displays the allowable percent for which the Initial Rate is capable of differing from a manually entered Force Rate.

Denotes that a Force Rate is to be applied on the document and upon selection enables the Force Rate field.

Displays the automatically generated sequence number that identifies the transaction line item.

Enter or select the transaction date. This date is used when the transaction is posted to the general ledger and subsidiaries. The default is the Document Date.

Select an active purchase order in an open stage that meets the following conditions:

• Source company matches the vendor invoice source company
• Currency matches vendor invoice currency
• Payable vendor or purchase order vendor matches vendor invoice vendor or an other charge vendor matches the vendor invoice vendor

Displays the purchase order line item associated with the purchase order selected.

This line item must be in an open stage and one that has not been deleted.

Selecting the purchase order line item will set the Company, Account, Organization, Project, Task Quantity, Price and Cost from the values used on the purchase order line.

Enter or select the company. The default is the Source Company.

Only the Source Company or active companies that are in an established intercompany relationship with the Source Company can be selected. Additionally, if a project is selected for the line item, only companies that are authorized to work on the project can be selected.

Enter or select the account. Only active accounts that belong to the line item's Company and match the following criteria can be selected:

• Accounts with an Asset or Expense account type, the subsidiary type set to None, and the posting type set to Chargeable Task, Non-Chargeable Task, or Non-Project.
• Accounts with a Liability account type and the subsidiary type set to None.

When the line item's Project and Task contain values, accounts must match the following additional criteria:

• If the task's effective revenue rule is NC, then the account's posting type must be Non-Chargeable Task.
• If the task's effective revenue rule is not NC, then the account's posting type must be Chargeable Task

When the line item's Project contains a value and Task is empty, accounts must match the following additional criteria:

• If the project has any active, non-chargeable tasks, then the posting type must be Non-Chargeable Task.
• If the project has any active, chargeable tasks, then the posting type must be Chargeable Task.

Enter or select the project. This field is only available when the line item's Account has a posting type of Non-Chargeable Task or Chargeable Task.

When the line item's Account contains a value, projects must match the following additional criteria:

• If the account has a posting type of Non-Chargeable Task, then the project must have active, non-chargeable tasks.
• If the account has a posting type of Chargeable Task, then the project must have active, chargeable tasks.

When the line item's Company and/or Organization contain a value, only projects where the company and organization are authorized for regular expenses are allowed.

Enter or select a task. Only active tasks that are eligible for input, belong to the line item's Project, and match the following criteria can be selected:

When the line item's Company and/or Organization contain a value, only tasks where the company and organization are authorized for regular expenses are allowed.

When the line item's Account contains a value:

• If its posting type is Non-Chargeable Task, then the task's Effective Revenue Rule must be Non-chargeable (NC).
• If its posting type is Chargeable Task, then the task's Effective Revenue Rule cannot be Non-chargeable (NC).

Enter or select the organization. Only active organizations that belong to the line item's Company can be selected.

When the line item's Project contains a value, only organizations that are authorized to work on the project can be selected.

Displays the Available Quantity of the purchase order line item.

This field is read-only if the purchase basis is Amount or the purchase order summary for the payable vendor does not match the vendor invoice vendor.

This field is 0 if the purchase order line is selected and purchase category basis is Amount.

Displays measure code of the purchase order line item.

Displays the base cost of the purchase order line item.

This field is read-only if the purchase basis is Amount or the purchase order summary for the payable vendor does not match the vendor invoice vendor.

Enter the charge amount to distribute to the line item's account.

This field contains a value when purchase order line item category is quantity or when payable vendor is not the vendor invoice vendor.

Amount should be calculated as: Quantity x Price when purchase order line item category is Quantity.

Displays the additional cost for the purchase order line item.

This field is read-only when payable vendor is not equal to vendor invoice vendor.

Enter the other charge amount of the purchase order line item.

This field is read-only when the purchase order is 0.

Enter text to further describe financial information about the line item beyond the typical posting data. If no description is entered, the Financial Description entered in the General area is used. This description is available in financial reporting.

Enter text to further describe project information about the line item beyond the typical posting data. This field is available only if the line item's Account has a posting type of Chargeable or Non-Chargeable Task. This description is available in project reporting.

Enter information to further explain the vendor invoice line item.

Enter the current use tax percentage for this line item. This defaults to the rate defined in Tax Code.

This field is only available if the Source Company's tax system is Direct Sales Tax.

Enter the amount of use tax that should be charged on the line item.

This field defaults to the calculated value: Debit Amount x (Use Tax % / 100).

This field is only available if the Source Company's tax system is Direct Sales Tax.

Enter or select the use tax code. This contains the tax rate.

This field is only available if the Source Company's tax system is Direct Sales Tax.

Enter a apportion tax amount. This field may be used to distribute to vendor invoice tax amount by line item.

This value is not cross checked against the Purchase Order.