AP invoices

Security
Built-in filters

AP invoices reflect your purchases from vendors. Invoices record the vendor, the invoice date and amount, GL posting details, payment terms, GL distribution detail, and APCode assignments. The information on the Invoice tab is required before invoices can be merged.

Extras\Accounts Payable\Import AP Invoices.xls
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Invoices security

Common accesses available on invoices

Access A user with this access can...
Change Use the mass change action on invoices.
Custom Fields Create and edit custom fields for invoices.
Data Have read-only access to invoices from anywhere in the software (e.g., field validations, filters, date expressions).
Delete Delete invoices.
Edit Edit invoice records.
Export Export invoice records from ActivityHD.
Import Import invoice records into ActivityHD.
New Create new invoice records.
Read Have read-only access to invoice records.
Report Run reports with invoice information (including the ability to include invoice drill-down detail on GL reports).
Report Designs Create and edit report designs with invoice information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers Create and edit action profiles and report profiles related to invoices.
Shared Filters Create and edit shared filters on invoices.
Visible View the Invoices folder in the Navigation pane.

Special accesses available on invoices

Access A user with this access can...
GL Date Restrict access to the GL Date field on invoices. The field is read-only for users who do not have an assigned permission with this access.
Merge Merge invoices.
Pay Enter payments on invoices.
Proof Run proof process to determine if invoices are valid for merging.
Update APCodes Run the Update Invoice APCodes process.
Void Void invoices.

 

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Invoice filters

The following built-in filters are available for invoices:

Filter Name Effect
? Amount Range Prompts for a range of amounts and lists invoices with an invoice amount in that range.
? Batch Prompts for a batch name and lists invoices in batches with a name that contains the specified search string.
? Due By Prompts for a due date and lists merged invoices with a non-zero balance that are not PO commitments and that are due by the specified date.
? Invoice # Prompts for an invoice number and lists invoices with an invoice number that contains the specified search string.
? Invoice Date Range Prompts for a range of dates and lists invoices with an invoice date in that date range.
? Merge # Range Prompts for a range of merge numbers and lists invoices with a merge number in that range.
? Vendor Prompts for a vendor name and lists invoices with a vendor name that contains the specified search string.
? Vendor Description Prompts for a vendor description and lists invoices with a vendor description that contains the specified search string.
Approved Lists all approved invoices. (Only visible if invoice approval is enabled.)
Approved by Me Lists all invoices approved by the current user. (Only visible if invoice approval is enabled.)
Disapproved Lists all disapproved invoices. (Only visible if invoice approval is enabled.)
Disapproved by Me Lists all invoices disapproved by the current user. (Only visible if invoice approval is enabled.)
Has Invalid GL Lists all invoices with invalid GL issues which need to be corrected before the associated GL entries can be merged.
Merged Invoices Lists merged invoices only.
New Invoices Lists unmerged invoices with a status of "New".
Outstanding Invoices Lists merged invoices with a non-zero balance that are not PO commitments.
Ready to Approve (All) Lists all invoices ready for approval. (Only visible if invoice approval is enabled.)
Ready to Approve (Limited or Master) Lists all invoices for the current user's department which are ready for approval plus the invoices the user is eligible to approve as a master approver. (Only visible if invoice approval is enabled.)
Ready to Approve (Limited) Lists all invoices for the current user's department which are ready for approval. (Only visible if invoice approval is enabled.)
Ready to Approve (Required) Lists all invoices which require approval at the current user's approval level. (Only visible if invoice approval is enabled.)
Ready to Merge Lists all invoices which are ready for merging.

 

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Apply Distribution Template

Apply Distribution Template

Template
Select the distribution template to use for the distribution. The default template is the vendor's default distribution template.
Account Mask
This field shows the combination of the account mask on the distribution template and the vendor's default account mask. If blanks remain in the resulting account mask, fill them in with wildcards or actual segment item codes.
Amount
Enter the amount to distribute to the designated account mask. The default amount is the current undistributed amount.
Delete Existing Distribution Lines
Mark this checkbox to remove existing GL detail lines from the distribution before you apply the distribution template.

 

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Entry Totals

Balancing for Invoice

Accounts
Displays segment codes for the segments which require balancing. Displays question marks for segments that do not require balancing. If none of the segments requires balancing, the account number shows all question marks.
Unit
Displays the unit associated with the account mask on this row.
Begin Date
This date and the end date are determined by the balance option selected on the ledger for the account mask. The options are:
  • None. If this option was used, the range of dates is 01/01/1950 to 12/31/9999.
  • Period. If this option was used, the range of dates is the period begin and end dates of the period in which the date on the journal entry detail line falls.
  • Daily. If this option was used, the date on the journal entry detail line is used as both the begin date and end date.
End Date
See "Begin Date".
Debit
Displays the amount debited to the account mask on the journal entry. Debits in red indicate an out-of-balance condition.
Credit
Displays the amount credited to the account mask on the journal entry. Credits in red indicate an out-of-balance condition.
Unit Description
Displays the description of the unit associated with the account mask.

 

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Report Email dialog

From
The email account from which to send the email. Valid options are:
  • Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
  • Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
  • Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
Subject
The subject line.
Text box
The body of the email.

 

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Validation messages for the Void AP Invoices wizard

The following messages may be returned in the void invoices process for invoices which do not pass validation:

  • Invoice is not merged. Only merged invoices can be voided.
  • Invoice is a reversal invoice. The invoice is a reversal invoice that voided another invoice. Reversal invoices cannot be voided.
  • Invoice is a PO commitment.
  • Invoice is a PO reversal.
  • Invoice is already voided. Since the invoice has already been voided, it cannot be voided again.
  • Invoice has an unvoided payment. The invoice has a payment applied to it. The payment must be voided using the Void Payments wizard before the invoice itself can be voided.