Supplier Invoices

Toolbar and menu

Field	Description
Function
Hold/Clear Invoice	Select this to toggle between placing the invoice on hold or clearing an existing hold. See also: Notes and warnings.
Exchange Rates	Select this to view details of the exchange rate at which the invoice was captured. If you are viewing payment information against an invoice then the exchange rate indicates the rate at which the invoice was paid. This option is available only for foreign currency suppliers.
G/L Distribution	Select this to use the AP Supplier Invoice Distribution program to view details of the General Ledger distribution entries for the currently highlighted invoice record.
Options
Summary	Select this to display only invoice details in the listview.
Detail	Select this to display invoice details, together with any transactions processed against the invoice.
Display Retained Invoices	Select this to include zero balance invoices in the listview (i.e. those invoices that you have paid and are retaining for a period as prescribed in Accounts Payable Setup). This option is only enabled if there are retained invoices on file (i.e. if all retained invoices have not been purged).
Supplier	Enter the code of the supplier for whom you want to display invoices in the listview.
Currency	This indicates the currency of the selected supplier.

Hold

This screen is displayed when you select the Hold/Clear Invoice option from the Function menu.

Field	Description
Place invoice on hold?	This is displayed if the invoice is not currently on hold.
OK	Select this to place the invoice on hold. See also: Notes and warnings.
Cancel	Select this to return to the previous screen without placing the invoice on hold.
Clear invoice hold	This is displayed if the invoice is currently on hold.
OK	Select this to release the invoice from its hold status.
Cancel	Select this to return leave the invoice on hold and to return to the previous screen.

Listview columns

Column	Description
Supplier invoice	This is the supplier's invoice number.
Due date	This indicates the date on which the invoice is due for payment.
Amount	This indicates the total invoice amount, inclusive of tax.
Balance	This indicates the current outstanding balance against the invoice.
Status	Tax relief entries originate from the AP Tax relief program and Tax relief recovery entries originate from the Execute AP Payment Run program (see Payment Run Tax Relief Recovery).
Invoice Reference	This indicates the reference assigned to the invoice when it was posted.
Invoice date	This indicates the date of the supplier's invoice.
Discount date	This indicates the date by which the invoice must be paid in order to claim the settlement discount.
Original discount	This indicates the original invoice discount amount.
Branch	This indicates the Accounts Payable branch against which the invoice was posted.
Month/Year	This indicates the period and year in which the invoice was posted.
Journal	This indicates the journal number created when the invoice/payment was processed.
Journal date	This indicates the journal date for the invoice.
Payment reference	This indicates the reference defined against the invoice payment. This is blank for an Invoice line.
Exchange rate	This indicates the exchange rate used for the invoice.
Gross amount	This indicates the gross amount of the invoice.
Discount taken	This indicates the amount of discount applied when the invoice was paid.
Payment run	This indicates the payment run number for the invoice. This is displayed if the invoice was released against a manual check, system check, EFT payment or Void check payment run (see Payment Cycle Maintenance).

Notes and warnings

Program access

This program can be accessed by selecting the Invoice option from the Query menu of the Supplier Query program or from the Posted invoices field of the AP Permanent Entries program.

Maintenance considerations

You cannot place an invoice on hold if:
- it is included as a released invoice in a payment run (see Payment Cycle Maintenance).
- a manual payment is in process for the invoice. In this instance you first need to remove the payment details using the Payment Cycle Maintenance program.

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.

eSignature Transaction	Description
AP Invoice placed on hold	Controls access to the Hold function in the Payment Cycle Maintenance, AP Release Invoices to Pay by Review, AP Invoice Posting and AP Supplier Invoices programs.
AP Clear invoice hold	Controls access to the Clear invoices on hold function in the AP Release Invoices to Pay by Review and AP Supplier Invoices programs.