Accounts Payable Field Explanations

This is a summary of the fields that appear on accounts payable invoices. Fields covered include those present when adding an invoice, viewing/editing open invoices, and viewing/editing paid invoices.

New Invoice Open Invoice Paid Invoice

Field	Explanation
1. Supplier	Use the dropdown box to search and select a supplier from your Master Supplier List
2. Invoice Number	Enter the invoice number that appears on the supplier invoice. If an invoice number is not available, enter something that is meaningful to the invoice being entered (example: month, year, etc.)
3. Invoice Date	Enter the date of the invoice. Use the dropdown box to view and use the calendar to enter the date The due date and accounts payable aging is figured on the invoice date. The invoice date is used to post to the General Ledger.
4. Due Date	Enter the date of the invoice or use the dropdown box to enter a due date. Auto-populated if Days Until Due field is filled in first.
5. Days Until Due	Enter the number of days until this invoice is due for payment Auto-populated by Due Date field but is editable.
6. Discountable	Enter the amount on the invoice that is eligible for a discount.
7. Non-Discountable	Enter the amount on the invoice that is not discountable.  Tip: This usually applies to freight, cut charges, etc.
8. Total	The total is automatically calculated by the system based on discountable and non-discountable amounts.  Note: This field is not directly editable.
9. Discount Rate	Enter the discount rate percentage for this invoice.

Field	Explanation
1. Supplier	Use the dropdown box to search and select a supplier from your Master Supplier List
2. Transaction Date	This date is inserted when the invoice is added. The transaction date is system supplied and may not be changed.
3. Invoice Number	Enter the invoice number that appears on the supplier invoice. If an invoice number is not available, enter something that is meaningful to the invoice being entered (example: month, year, etc.)
4. Invoice Date	Enter the date of the invoice. Use the dropdown box to view and use the calendar to enter the date The due date and accounts payable aging is figured on the invoice date. The invoice date is used to post to the General Ledger.
5. Due Date	Enter the date of the invoice use the dropdown box to enter a due date. Auto-populated if Days Until Due field is filled in first.
6. Days Until Due	Enter the number of days until this invoice is due for payment Auto-populated by Due Date field but is editable.
7. Discountable	Enter the amount on the invoice that is eligible for a discount.
8. Non-discountable	Enter the amount on the invoice that is not discountable.  Tip: This usually applies to freight, cut charges, etc.
9. Total	The total is automatically calculated by the system based on discountable and non-discountable amounts.  Note: This field is not directly editable.
10. Discount Rate	Enter the discount rate percentage for this invoice.
11. Status	System generated view only field. The status of an invoice may be: OPEN PAID VOIDED FLAGGED ON HOLD
12. Projected Discount Amount	The system calculation of the discount rate multiplied by the discountable amount. This dollar amount may be changed, though the system may still adjust the number due to rounding.
13. Check Amount	System calculated amount of payment for this invoice if paid within terms of the discount.

Field	Explanation
1. Supplier	Use the dropdown box to search and select a supplier from your Master Supplier List
2. Transaction Date	This date is inserted when the invoice is added. The transaction date is system supplied and may not be changed.
3. Invoice Number	Enter the invoice number that appears on the supplier invoice. If an invoice number is not available, enter something that is meaningful to the invoice being entered (example: month, year, etc.)
4. Invoice Date	Enter the date of the invoice. Use the dropdown box to view and use the calendar to enter the date The due date and accounts payable aging is figured on the invoice date. The invoice date is used to post to the General Ledger.
5. Due Date	Enter the date of the invoice use the dropdown box to enter a due date. Auto-populated if Days Until Due field is filled in first.
6. Days Until Due	Enter the number of days until this invoice is due for payment Auto-populated by Due Date field but is editable.
7. Discountable	Enter the amount on the invoice that is eligible for a discount.
8. Non-discountable	Enter the amount on the invoice that is not discountable.  Tip: This usually applies to freight, cut charges, etc.
9. Total	The total is automatically calculated by the system based on discountable and non-discountable amounts.  Note: This field is not directly editable.
10. Discount Rate	Enter the discount rate percentage for this invoice.
11. Status	System generated view only field. The status of an invoice may be: OPEN PAID VOIDED FLAGGED ON HOLD
12. Paid Date	When the invoice status is PAID: The date paid is the date of the check. If the invoice status is VOID: The date paid is the date the invoice was voided.
13. Check Number	The check number with which the invoice was paid.
14. Checking Account	The check register from which the invoice was paid.
15. Projected Discount Amount	The system calculation of the discount rate multiplied by the discountable amount. This dollar amount may be changed, though the system may still adjust the number due to rounding.
16. Check Amount	System calculated amount of payment for this invoice if paid within terms of the discount.