A/P Open Invoices. A/P Open Invoices. CargoPoint A/P Open Invoices. Previous File. Overview

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1 Previous File A/P Open Invoices A/P Open Invoices Overview The Open Invoices option should be used when you want to select an open invoice and display its information, e.g, when you want to do an A/P Inqury. To search through all open invoices simply fill in the parameters on this A/P Invoice Filter screen. Screen The A/P Invoice Filter screen will displays when you select Open Invoices from the Accounts Payable drop-down menu of the Accounting Manager window. The following table describes the fields on the A/P Invoice Filter screen and their data entry requirements. CP-1

2 Act. Center Select the accounting center(s) to be searched. You can search the Accounting Center you are logged into or any Accounting Center below your Accounting Center in the Accounting Center hierarchy. Include branches Check this box to include branches. If you check the Include branches box you will be able to search through the Accounting Center you are logged into plus ALL the Accounting Centers below your Accounting Center in the Accounting Center hierarchy. Invoice Dates Due Dates Invoice No. Select a range of dates from the drop-down list or accept the default range (2 days). Select a date range from the drop-down list or accept the default dates of All. Enter an invoice number or a range of invoice numbers, or leave the field blank. The system will default to searching only for invoices dated within the past two (2) days. These dates are displayed. You may change the range of days by selecting a range from the drop-down list. If you select All, you must enter the beginning and ending dates for the search. If you select some other range of dates, the system will display the beginning and ending dates in the date fields. The system will default to searching for All due dates. You may change the due dates criteria by selecting the range of dates from the dropdown list. You may search for a single invoice number by entering it in the beginning invoice number field. To search for a range of invoice numbers, enter the beginning and ending numbers. You may skip the field if you do not know the number. Invoice Ctrl. No. Enter an invoice control number or a range of invoice control numbers, or leave the field blank. You may search for a single invoice control number by entering it in the beginning invoice control number field. To search for a range of invoice control numbers, enter the beginning and ending numbers. You may skip the field if you do not know the control number. Invoice Batch No. Remit To Code Enter an invoice batch number or a range of invoice batch numbers, or leave the field blank. Enter a Remit To code or leave the field blank. You may search for a single invoice batch number by entering it in the beginning invoice batch number field. To search for a range of invoice batch numbers, enter the beginning and ending numbers. You may skip the field if you do not know the batch number. If you enter a Remit To code, it will direct the system to search only for invoices with that code as the Remit To Party. CP-2

3 Vendor Code G/L Invoices Entity Entity No Clear OK Cancel Enter a Vendor code or leave the field blank. Note: If you are not sure whether a Vendor code was entered for an invoice, leave this search field blank. Select Yes or No from the drop-down list, or leave the field blank. Note: The default is to leave the field blank. Select Open or Paid from the drop-down list, or leave the field blank. Select a particular entity code from the dropdown list, or leave the field blank. Enter an entity number or leave the field blank. Press this Clear button if you would like to re-select the sort options on this screen. Select the OK button if you would like to begin the sort process based on the selections displaying in the Sort By and Order boxes. Select the Cancel button if you would like to cancel the sorting process. If you enter a Vendor code, it will direct the system to search only for invoices with that code as the Vendor. Note: Because the Vendor code field is not a mandatory field, if you enter a vendor code for the search and the vendor code field has been left blank for an invoice, it will not find that invoice. If you leave the field blank, it will allow the system to search for any invoice regardless of whether or not it has been posted to the General Ledger. Set the field to Yes when you want to search only for invoices that have been posted to the General Ledger. Set the field to No when you want to search for invoices that have not been posted to the General Ledger. This field allows you to search for just open invoices, just paid invoices, or all invoices regardless of their payment status. This field allows you to search for invoices that contain a particular entity type (e.g., you could search for invoices from CHB, or Export, for instance). This field allows you to search for a particular entity number within the entity type. This field is only valid if you have entered an entity type in the previous field. CP-3

4 A/P Open Invoice Sort: The following table describes the fields on the 2. Sort screen and their data entry requirements. Sort By Select the data by which you would like to sort the A/P Open invoices. You can define how you want to sort Some possible sort selections are: A/P Invoice number A/P Invoice Control number A/P Invoice Date A/P Invoice Due Date Remit To Party Code Vendor Code A/P Invoice Balance CP-4

5 Order Clear OK Cancel Select Asc for ascending order or Dsc for descending order. Press this Clear button if you would like to re-select the sort options on this screen. Select the OK button if you would like to begin the sort process based on the selections displaying in the Sort By and Order boxes. Select the Cancel button if you would like to cancel the sorting process. You have the option of selecting to see the open A/P invoices in ascending or descending order. Open/New A/P Invoice List: Overview The Open/New A/P Invoice screen will display after you fill out the Selection and Sort data. It lists the invoices that match the criteria you selected for your search. CP-5

6 Screen The Open/New A/P Invoice screen will displays when you select the OK button on the Sort screen of the A/P Invoice Filter screen. The following table describes the fields on the screen and their data entry requirements. Select When you have found the file you want, click on the file number and then press the Select button. The Accounts Payable Invoice screen will display. [See screen sample below.] Cancel Add New Reverse Select Cancel to close the window and return to the Main Menu. Select Add New to open the New A/P Invoice window. Select Reverse to remove the A/P invoice selected. This button closes the window without making or saving any changes. This button allows you to add a new A/P invoice. This button takes the selected A/P invoice and creates an additional A/P invoice that will cancel it out, thus reversing the item. When you select this button, a warning message pops up telling you that you are about to reverse an invoice and asks if you want to continue. Void Select Void to void the A/P invoice selected. This button takes the selected A/P invoice and modifies it so that it has a zero balance. Payments Filter Select Payments to display all payments made against the selected A/P invoice. Select Filter to go back to the Open A/P Invoice Filter screen. This button displays all payments made against the selected A/P invoice. This button allows you to do another search by returning you to the Filter screen. CP-6

7 Open/New A/P Invoice - Select: Overview The Accounts Payable Invoice screen will display with the details of the invoice you selected from the previous screen. Screen The Accounts Payable Invoice screen will display when you press the Select button on the List of A/P Invoices screen. You have access to all the data for the invoice and can add to or change any of the information displayed. Press Save if you make any changes. Press Close when you are finished. You can not change any of the data if the invoice has already been posted. CP-7

8 Previous File Finding an Existing A/P Invoice Finding an Existing A/P Invoice Overview If you want to open an existing A/P Invoice, you can use the A/P Invoice Filter to specify the invoice number or the parameters of the invoice (if you do not know the invoice number). The file allows you to select invoices by: Accounting Center, including branches or not Invoice Date or range of dates Invoice Due Date Invoice number, or range of numbers Invoice control number, or range of numbers Invoice Batch number, or range of numbers Remit To code Vendor Code CP-8

9 Updated to the G/L (yes or no) Whether the invoice is open or paid Entity code Entity number Screen The A/P Invoice Filter screen will display when you select Open Invoices from the Accounts Payable drop-down menu of the Account Manager window. The following table describes steps required to find an existing A/P Invoice. Step Action Comment 1 Click on Open Invoice. The A/P Invoice Filter window will display. 2 Decide what information you have on hand that you can use to locate the invoice. 3 Enter the selection criteria. 4 If you would like to sort the results, click on the Sort tab. 5 If you do not want to sort the data, click on OK to begin. CP-9

10 A/P Invoice Filter Sort Window: The following table describes the fields on the 2. Sort screen and their data entry requirements. Sort By Order Clear OK Select the attribute you would like to sort the invoices by. Select Asc for ascending order or Dsc for descending order. Press this Clear button if you would like to re-select the sort options on this screen. Select the OK button if you would like to begin the sort process based on the selections displaying in the Sort By and Order boxes. All the sort parameter possibilities will display on the drop-down list. You have the option of selecting to see the open A/P invoices in ascending or descending order. CP-10

11 Cancel Select the Cancel button if you would like to cancel the sorting process. Open/New List ofa/p Invoices window: Overview The Open/New A/P Invoice screen displays after you fill out the Selection and Sort screens. The Open/New A/P Invoice screen lists all the invoices that fit the criteria you selected, and in the invoice order you requestied Screen The Open/New A/P Invoice screen will display when you select the OK button on the Sort screen of the A/P Invoice Filter screen. The following table describes the fields on the screen and their data entry requirements. CP-11

12 Select When you have found the file you want, click on the file number and then press the Select button. The Invoice details will display on the Accounts Payable Invoice screen. Accounts Payable Invoice Inquiry Select Results: Next File CP-12