This is defined when you add a new permanent entry and once defined, cannot be changed for the same supplier and invoice combination.

This is defined when you add a new permanent entry and once defined, cannot be changed for the same day and invoice combination.

Enter a unique invoice ID you want to use for the permanent entry. This enables you to identify the entry on the supplier's account.

The AP Permanent Entries Posting program cannot post the entry if an identical invoice ID already exists on the suppliers account, irrespective of whether that invoice was processed using the AP Permanent Entries Posting or AP Invoice Posting program.

This is defined when you add a new permanent entry and once defined, cannot be changed. If you want to change the invoice ID, then you need to delete the permanent entry and recreate it with the required invoice ID.

Once entered, this cannot be changed without deleting the permanent entry and recreating it.

This is the total amount (including tax if applicable) that is credited to the supplier and debited to the General Ledger. This amount is entered in the supplier's currency.

When you post a permanent entry defined against a foreign currency supplier, the equivalent foreign amount is credited to the supplier and debited to the General Ledger. The exchange rate is determined by the rate for the foreign currency defined in the currencies table.

Indicate the account that is used for expense distribution (i.e. the invoice amount less the tax amount entered above).

This cannot be a control account, and is validated if Accounts Payable is linked to General Ledger in Detail or Summary.

See also: Notes and warnings.

This defaults to the Default tax code defined in the Accounts Payable Setup program. This entry highlights the rate of tax that has been applied to the merchandise amount, allowing for analysis by the Tax Distribution Report.

Tax codes are maintained using the Tax Code Setup program.

If the Company Tax Options Setup option: EC VAT system required is enabled and the Accounts Payable Setup option: Supplier default tax code required is enabled, then this field defaults to the tax code defined against the supplier. If the option: Supplier default tax code required is not enabled, then this field defaults to the Default tax code defined in the Accounts Payable Setup program.

If the invoice amount includes tax, then enter the tax portion of the invoice in this field.

This tax amount is posted to the Input tax Ledger code if the Accounts Payable Setup option: Disburse tax amount over - Single GL tax account is enabled. The tax amount is posted to the AP tax ledger code defined against the tax code entered when the Tax Code Setup option: Disburse tax amount over - Multiple GL tax accounts is enabled.

This amount is entered in local currency for both local and foreign currency suppliers.

You use these options to indicate the portion of the invoice amount which represents the second tier tax amount and the second tier tax code representing the rate of tax applicable to the sum of the merchandise portion plus tax.

This defaults to the Default QST code defined in the Accounts Payable Setup program. This entry highlights the rate of second tier tax that has been applied to the sum of the merchandise portion plus tax, allowing for analysis by the Second Tier Tax Report.

Tax codes are maintained using the Tax Code Setup program.

If the invoice amount includes second tier tax, then you enter the second tier tax portion of the invoice in this field.

The second tier tax amount entered here is posted to the Default QST Ledger code if the Accounts Payable Setup option: Disburse tax amount over- Single GL tax account is enabled. If the Tax Code Setup option: Disburse tax amount over - Multiple GL tax accounts is enabled, then the tax amount is posted to the AP tax ledger code defined against the entered QST tax code.

This amount is entered in local currency for both local and foreign currency suppliers.

For example:

If the entry is to be posted monthly, then enter 1; if every 6 months, then enter 6; and if once a year, enter 12.

The entry is only posted up to and including the Expiry date you set. After this date, the entry is deleted by the Purge function of the AP Period End program

If you do not select this option, then the entry is retained indefinitely (i.e. it has no expiry date).

After this date, the entry is automatically deleted when the Purge function of the AP Period End program is run.

An expiry date can only be entered when the Expires on option is enabled.

These fields indicate when the entry must next be posted.

If the entry has been posted at least once, then the date of the next posting is displayed.

You should not alter the date unless you want to put the date of the next posting forward.

Enter the withholding tax code required for this entry.

This defaults to the withholding tax code defined against the supplier, but can be changed.

This indicates the withholding tax expense type as defined against the supplier, but can be changed.

If it is set to Both or it hasn't been captured for the supplier yet, then it defaults to Goods.

The settings defined in the Company Tax Options Setup program override the supplier or transaction settings i.e. if the Tax applicable to Withholding tax option is set to Service and you capture a permanent entry for a supplier set up for Goods, then the withholding tax is not calculated, even if you change the expense type in this program to Service. If the supplier is set to Both, then withholding tax is calculated for Service only.

This amount is automatically calculated and cannot be overwritten.

Withholding tax is calculated in local currency for both local and foreign currency suppliers.