Invoices

Contents

Accounts Payable Invoices

Tax, Comp Tax, & Other Charges

View Comp Tax Invoices

Accounts Payable Invoices

Accounts Payable invoices may be created either from scratch, or by basing the invoice on a purchase order that is already on file. Use the following steps with either method:

Click FINANCIAL MANAGEMENT.
Click A/P.
Click INVOICES.
Click ADD. This opens the Financial: Invoice Entry screen.
See the PaCGuide topic Creating an Accounts Payable Invoice for additional details on creating an invoice.

Funds Availability Check

When invoices are created, a warning message is displayed if an account does not have sufficient funds for payment. Accounts without sufficient available funds are then highlighted in red on the invoice, displaying two asterisks. If comp tax was distributed on the account, two asterisks with a pound sign will also display on the invoice.

Layout Types | WESPaC training guides layout types topics |

The Layout field in the Invoice Entry screen requires you to choose one of four types: YMA, YDA, YDQ, or NMA. The three letters in each combination type refer to (1) whether Detail Items are included, and the invoice's (2) Accounting Allocation, and (3) Type of Allocation. The following table summarizes the requirements of the four types:

Layout Type

Detail Item

("Y" = Yes or "N" = No)

Accounting Allocation

("M" = Master or "D" = Detail)

Type of Allocation

("A" = Amount or "Q" = Quantity)

YMA

Y = Yes:

The system allows you to enter individual line items.
The account distribution is added based on the invoice total.
If comp tax is indicated on the master invoice, a warning message displays if the taxable line item amounts total zero.

M = Master:

The system allows you to allocate the accounting based on the invoice's grand total.
You may use only one tax district and tax rate.

A = Amount:

The system allows you to allocate the accounting based on the dollar amount.

YDA

D = Detail:

The system forces you to allocate the accounting for each line item.
With this setting you must also select "Yes" for the Detail Item.
Detail lines allow the use of multiple tax districts and tax rates.

YDQ

Q = Quantity:

The system allows you to allocate the accounting based on the quantity, rather than the dollar amount.

NMA

N = No:

The dollar amount of the invoice is entered without line items.
The account distribution is added based on the invoice total.

M = Master:

The system allows you to allocate the accounting based on the invoice's grand total.
You may use only one tax district and tax rate.

A = Amount:

The system allows you to allocate the accounting based on the dollar amount.

Note: If layouts YDA or YDQ are used, tax district and tax rate information will not display. Click SHOW COMP TAX to display this information. See Comp Tax on Invoices for details.

Related topics:

PaCGuide: Add Invoice Detail: lists process steps for each one of the layout types.
WESPaC District Wide Settings: Use this district setup to either allow or prohibit account distributions to multiple funds.
WESPaC Tax, Comp Tax, & Other Charges on AP Invoices: Display comp tax payable when the sales tax amount is not included on a vendor invoice. (This occurs with layouts YDA and YDQ.)
WESPaC View Comp Tax on Invoices: Use the "view only" mode to view existing comp tax invoices.

Page Updated 2/06

Top