Option 2Unpaid Invoices

This Recovery Processing function allows changes to be made to Unpaid Invoice records which cannot be accessed during Live Operations.

When you use this function, a record of all entries will be printed. For additions, all new field contents are printed; for deletions, the deleted record’s contents are shown; for changes, both old field contents and new field contents are shown; and in all cases, the User ID, date, and time are printed.

The screen shown below presents information about Unpaid Invoices.

This file contains a record for each vendor invoice. Transaction postings either create a record or update a record in this file. All unpaid invoice records are considered for payment and approval during the check processing cycle. Through the Edit Pay Status function, unpaid invoices are selected for check processing payment or held for future payment.

Recovery Processing Unpaid Invoices screen

When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press ENTER; the record will be displayed for editing.

Data items for the preceding screen are described below:

Vendor

Upper case, up to 8 characters Numbers only Scan available

Supply the number to identify the vendor record to edit. The system displays the vendor’s name so you may verify your entry.

Apply To

Upper case, up to 8 characters

Provide the number of the invoice, credit memo, or debit memo affected by this transaction. The Apply To is generally the invoice number. For debit or credit memos, the Apply To may refer to the original invoice number which was adjusted by the memo entry.

Invoice Type

Upper case, 1 character Numbers only Valid: 1, 2 Carries forward in ADD mode

Identify the type of the invoice. Valid types are:

1) Invoice

2) Retention Invoice

Description

Alphanumeric, up to 30 characters

The description of the invoice is given.

Invoice Date

Date (YMD)

The invoice date from the original invoice posting is shown.

Invoice Due Date

Date (YMD)

Give the date that the invoice is due.

Discount Due Date

Date (YMD)

The date of the last day of the discount period is shown. If the pay status for an invoice is ‘T’ for ‘Take Discount’, the discount will be taken regardless of the Discount Due Date.

Pay Date

Date (YMD)

The date to pay the invoice is shown. This date is initially set to the Discount Due Date, if applicable, or to the Invoice Due Date. You may change this date to delay payment or to pay early.

If this filed is blank, the invoice will not be paid, and will be marked “hold” on the Cash Requirements Report.

If a partial payment is made to an unpaid invoice the system will set the pay date top blank. Any subsequent payment against the invoice requires a pay date to be entered.

Invoice Amount

Number, up to 7 digits and 2 decimals

The amount to be debited or credited for this invoice is shown. For invoices that have adjusting or “apply to” transaction, this field only reflects the amount of the original invoice.

If you Parameters file is set up with a discount method of ‘E’ (Earned), this is the gross amount of the invoice.

If you Parameters file is set up with a discount method of ‘L’ (Lost), this is the gross amount of the invoice less the discount amount.

Balance Due

Number, up to 7 digits and 2 decimals

The amount due on the invoice, net of all adjustments and payments applied to this invoice, is displayed.

Take Discount

Number, up to 7 digits and 2 decimals

The amount of discount to be taken upon payment of the invoice is displayed.

Take Retention

Number, up to 7 digits and 2 decimals

If the invoice includes retention, this is the amount to be retained upon payment of the invoice.

Calculated Discount

Number, up to 7 digits and 2 decimals

The amount of discount calculated during invoice entry is displayed. If invoices, or adjustments apply to the invoice, this field represents the sum of all the discounts.

Dr Liability

Number, up to 7 digits and 2 decimals

The amount to be paid for this invoice is shown. The Dr Liability is originally set to the amount of the invoice. If the invoice has been partially paid, this is the amount remaining.

If a partial payment is made to an invoice, the system automatically assigns the unpaid portion of the invoice a ‘Hold’ status. You must change the hold status to ‘N’ (Normal) for the unpaid portion to be processed during the check processing cycle.

Payment?

Y or N Default N Required

‘Y’ or ‘N’ is displayed to indicate whether or not the record is to be paid. This flag is based of the Pay Status and Payment Date fields and is used in determining which invoices are to appear on the Cash Requirements Report as due to be paid.

Pay Status

Upper case, 1 character Valid: N, T, H, D Default N

The pay status of the invoice is displayed. If you want to change this field, enter a valid pay status code from the Descriptions file. The system then displays the corresponding description so you may verify your entry. Valid codes and standard descriptions are:

N

Normal - Use the payment terms as defined in the terms file.

T

Take Discount - Take the discount regardless of the payment terms.

H

Hold - Place payment on ‘Hold’ until released by changing to ‘N’ or ‘T’.

D

Disputed - Same as ‘Hold’ status but payment is in dispute.

PO Number

Enter an upper case alphanumeric filed, up to 8 characters in length.

The purchase order number, if applicable, is provided.

Liability Account

Upper case, up to 12 characters Scan available

This filed is required.

The liability account for this vendor is defaulted from the Vendor file.

Press ENTER to display system-supplied information and then press ENTER again to save the information on this screen.

Select Next Record to go to the next Unpaid Invoices record.

At this screen, the use of the MODE keys - ADD, DEL, CHG, or INQ - pertain to those records in the Unpaid Invoices file.