AP Enter Bills window: Detail tab

AccountsPayableCS > Accounts Payable > Accounts Payable Bill Tasks menu > AP Enter Bills window > AP Enter Bills window: Detail tab

Enter line item information in the detail grid. Each line can be used for a different type of charge. All of the charges together are included on this invoice. For example, you might have one line for inventory stock, another line for a direct expense, and third line for freight charges. Together they will add up to the invoice total.

Detail Tab Detail Grid

Some of the columns will change depending on the line type.

Line Type

From the drop-down in this column, select a line type for the detail line. You can choose:

• Direct: a direct or “regular” expense is expensed when you invoice. This payable is debited to the specified expense account and credited to the GL accounts payable account (control account in the AP Code) when you post. For example, if your organization purchases office supplies, you want to enter and expense the bill in this budgeted period.

• Prepaid: a prepaid expense is recorded now but not expensed until a future date. An example would be annual insurance premium. The premium is due and payable in advance and usually covers a period of several months.
In the GL Prepaid Account column, enter a Prepaid account that will be debited when this invoice is posted and credited when it’s expensed. When you post this transaction, the entire amount of this line item is debited to the Prepaid account and credited to the AP account. In the Exp/Pay Date field, enter the day you expect to expense the transaction.
At the time that the expense should be realized (e.x. monthly for the insurance expense), use the Process Prepaids & Future Liabilities option under the Period End Tasks menu to transfer the monthly amount from the Prepaid account to the Expense account.

• Future: in accrual basis companies, this line type is used to show a liability that is foreseeable, but at this time cannot be paid or expensed. In cash basis companies, this line type is used to record bills that will be paid at a later date. This payable will be credited to the AP account and debited to the GL undistributed account from your AP Code attached to the vendor. An example of a time when you would use the future expense option is if you are in the middle of litigation that might require a substantial settlement payment and you want to show this possible liability on your books.

• Inventory: Inventory line types are only available if you are integrated to Inventory. Use this line type to record expenses for inventory purchases. You cannot enter stock items with variants in this field.

When you enter information for your inventory line item, you'll notice that the cost per unit is automatically populated based on your stock item information (but you can change it) and the GL account fields are unavailable. The GL account information comes from the Inventory Code and the inventory item itself.

• Landing: Landing line types are only available if you are integrated to Inventory. Landing costs are those that, aside from the purchase cost, you incur when you acquire inventory or fixed assets. Landing costs include things such as freight or excise taxes. When you process the invoice, the freight will be included in the total amount but shown as a separate item on reports.

These costs should be entered as a landing type only if you want to add the costs to the purchase cost of the inventory. If you want to expense the costs directly to an expense account, such as freight expense, put them in as a direct line type.

• Allocation: Allocation line types distribute an expense across several different accounts. If you have a bill, such as a utility payment, that you want to expense to five different departments, you can choose to allocate the expense. When you post and pay this bill, the amount you allocated for each department will automatically be expensed accordingly.
This option can save you time because it allows you to avoid entering separate expenses for each department. If this is a bill that will recur, you can also set it up as a recurring bill to save you additional time in bill entry. If you select this line type, you can then select the Allocation Code to use.

• Allocation Adjustment: Allocation adjustments are used to reverse the direction of allocations. This option is useful if you enter an allocation that contains errors (in the percentage allocated to different departments, for example). Instead of manually reversing each expense, you can just reverse them all at once.Use the Alloc. Adj. line type and select the Allocation Code to reverse an allocation.

Description / Stock Number / Allocation Code

• For Direct, Prepaid, Future, and Landing line types, this column heading is Description, and it is an optional field you can use to further describe the details of the line item.

• For Inventory line types, this column is Stock Number, and it is required. You can type, scan, or use the Lookup to enter the stock number.

• For Allocation and Alloc. Adj. line types, this column is Allocation Code and is required. Type the Code or use the Lookup to select the Allocation Code you are entering for posting or reversing.

Quantity

You can enter a quantity for all line types except Allocation and Alloc. Adj. To enter a reversal or a return of a line item, use the minus ( - ) to enter negative quantity.

For Allocation and Alloc. Adj. line types, this column is disabled because the quantities will be determined on the detail lines of the Allocation Code.

Cost Per Unit

Enter the cost per unit for any line types except Inventory.

For Inventory line items, cost will default to the last cost specified in the IN Stock window. This can be edited if necessary.

Extension

The value in this field is calculated automatically based on the quantity and cost per unit that you entered for this line. This field cannot be edited.

1099 Type

If this is a vendor you track 1099 information for, you can specify the 1099 payment type for each detail line. The entry in this column will default to what you selected on the 1099 tab in the AP Vendors window for the selected vendor, but you can change it. You can have different 1099 types and non-1099 line types on the same invoice.

Discount

This field changes depending on which discount option you selected and which line type you selected. The Discount field is not available for Allocation and Alloc. Adj. line types; you can enter a discount for these in the individual detail lines of the Allocation Code.

If you selected Dollar in the Disc Type option buttons and you left the Disc. Amount box blank, you can enter individual dollar amounts for each line in the Discount field. These amounts will appear in the detail section of the Edit Report. If you entered an amount in the Disc. Amount box, this field is hidden and the system will calculate the discount dollar amount off the total for this bill.

If you selected Percent in the Disc Type option buttons, you must also enter a percentage in the Disc Amount box in order to make the Discount field appear. You can then check the box in the Discount field to indicate on which items you want to apply this percentage discount. This amount will show in the header and detail sections of the Edit Report.

GL Expense Account

• For Direct Expense, Prepaid, Future, and Inventory line types, this column is named GL Expense Account. Enter an expense account by typing the account number or using the Lookup to select the account.

• For Landing, this field is disabled because it isn’t applicable.

• For Allocation and Alloc. Adj. line types, this field is disabled because the associated accounts are determined by Allocation Code.

Cost Center

This field will only appear if you have a Cost Center license. It is only enabled for Direct, Allocation, and Allocation Adjustment line types.

If this is a Direct line type and you set up a default Cost Center for the vendor, it will show here. If this is an Allocation or Allocation Adjustment line type and you set up a default Cost Center on the Allocation Code, it will show here. You can edit this field.

You can leave this field blank if you do not want the bill to post to a Cost Center.

GL Prepaid Account

This column is only active for Prepaid line types. Enter the asset account to post the prepaid invoice to.

Exp / Pay Date

This column is only active for Prepaid and Future line types. For these line types, enter the date on which you want the line item to be expensed (for Prepaid line items) or paid (for Future line items).

Serial Number

This column is only available if you selected the Inventory line type.

If you selected a serialized stock item in the Stock Number column, enter the serial number. You will need to enter a separate line item for each individual quantity.

Lot Number

This column is only available if you selected the Inventory line type and a lot numbered stock item.

Enter a new lot number for the stock item or select an existing lot number from the Lookup. You must enter a separate detail line for stock items with different lot numbers.

Lot Expiration

This column is only available if you selected the Inventory line type and a lot numbered stock item. Enter the lot number expiration date.

Clear Grid

Select this button if you want to clear the entire detail grid.

Tran # / Line # / Desc

This box is located at the bottom of the tab and is for reference only. It indicates the transaction number (in the current batch), the line number (in the detail grid) and the line description.

For Inventory line types, the Description column autofills with the description of the selected stock item as defined in the IN Stock window.

For Allocation and Alloc. Adj. line types, the Description column autofills with the description of the Allocation Code.

Invoice Total

This box is located at the bottom right of the tab and is for reference only. You can use it to ensure your detail totals match the invoice you enter. The total does not include any discounts that will be applied when the bill is paid.