PO Set Up Purchasing / Receiving Layout window: Invoicing tab

PurchaseOrderCS > Purchase Order > Options menu > PO Set Up Purchasing / Receiving Layout window > PO Set Up Purchasing / Receiving Layout window: Invoicing tab

This tab is only enabled if you’re setting up a receiving window. Use this tab to define fields that appear in the Invoicing Information section. These fields apply to the entire transaction and appear in the lower portion of the PO Receive Items window.

Minimize Invoice Information section by default

If you select this check box, the Invoicing Information section of the receiving window is minimized when you first open it.

If you select this check box, the buyer will have to click the Maximize button to see the fields and options available in this section.

Available fields

Select a field in this section (e.g., Invoice Date) and then click the Add > button to include it in the layout. When you highlight a field, an explanation appears in the Field Description area that helps you to decide if you want to include the field or not. If a field contains an asterisk (*), it must be included in the layout.

• Invoice #: Use this field to enter the invoice number that will be posted to the vendor account in Accounts Payable. You must include this field in the layout.

• Invoice Date: Use this field to enter the date of the invoice.

• Due Date: Use this field to enter the date the payment is due for the invoice.

• Disc Date: Use this field to enter the date the payment must be made by to receive the discount.

• Early Payment Disc: This field shows the early payment discount amount that is set up in the AP Vendors window.

• Purchase Disc: This field shows the discount amount for the purchase order.

• Tax: This field shows the total tax amount for the purchase order.

• Freight: This field shows the total freight amount for the purchase order.

• Freight Cost Center: This shows which Cost Center freight is charged to when you create the invoice.

• Freight Vendor: Use this field to show the selected freight vendor. You must include this field in the layout.

• Freight Invoice #: Use this field to enter the freight invoice number. You must include this field in the layout.

• Freight Expense Acct: Use this field to enter the expense account the freight costs are posted to in Accounts Payable.

• Acct Description: This field shows the description for the selected freight expense account.

Add >

Highlight an available field and click this button to add it to the Show these fields in this order list box.

< Remove

Highlight an added field and click this button to remove it from the Show these fields in this order list box.

Move Up

Highlight an added field and click this button to move it up in the list order in the Show these fields in this order list box.

Move Down

Highlight an added field and click this button to move it down in the list order in the Show these fields in this order list box.

Show these fields in this order

Use this list box to set the order you want the fields to appear in the Invoicing Information section.

Field Description

When you highlight a field in the available list box, a brief description of the field appears in this area of the window.

Field Display Information

The options in this section of the window are disabled until you select an Available field and add it to the Show list box.

Field Name

This label shows the name of the selected field and cannot be changed.

Allow input

Select this check box to allow this field to be edited in the receiving window provided other settings and security rights allow it.

Skip this column

Select this check box to bypass this field when you tab through the receiving window.

Text for heading

The heading you enter here is what your buyers will see in the receiving window. It might be helpful to change the headings to match preprinted forms. Enter a heading name for this field of up to 30 characters.

Column width

Enter the width you want this field to be. You can set this width between 0 and 99 characters. As you determine the width you need for each column remember to also consider the width you need for the heading.

For example, if you have the heading Discount Date, you should set the column width to a minimum of 24 so that the heading is not cut off. If you want extra space on either side of the heading, you could increase the width to 28. If the total-column width exceeds the entry/receiving window width, a horizontal scroll bar will appear.