AP Invoice record

Status

Displays the Transaction Status and Operations Status of the AP Invoice.

The Transaction Status displays as Approved or Unapproved.

• Once the Transaction is Approved, the Operations Status is automatically marked as Completed.

The Operations Status displays as Completed or In Progress.

• An AP Invoice marked as Completed is ready for processing.

• An AP Invoice can be processed in Accounting regardless of status.

Location

The Location field is automatically filled in to match the user settings but can be edited if necessary. When updated, the location information in the Details section automatically updates as well, unless otherwise noted in User Preferences.

Inactive locations are not available for selection.

Vendor

Name of the vendor from which the invoice was received. Once the vendor is selected, the vendor's address appears in the top ribbon, and the 1099 fields are automatically filled with information from the vendor record. The Details section also updates to display information by account or by item, depending on the Vendor Entry method selected in the vendor record.

Invoice Number

Vendor's invoice number. If no number is available, create a new one here.

If you are entering a large invoice, like a food invoice from your supplier, you can use the AP Invoice Import Function to import a pre-defined template with your suppliers invoice details.

Document Date

Date on the invoice.

GL Date

Date when the invoice posts to the General Ledger.

If the GL Date does not match the Document Date, an orange exclamation point icon appears to indicate a potential conflict.

Document Amount

Total original amount on the invoice, prior to discounts.

If Alternate Currency Entry is enabled for your organization, two fields appear, including a field that displays the amount in the Entry Currency (the original currency for the invoice) and a read-only field that displays the amount in the Local Currency (the default currency for the organization).

Payment Terms

Specify the terms by which the payment should be received.

Due Date

Date on which payment is due.
Default: Today's date.

Credit Expected

Any amount shorted on a delivery. The Unassigned Amount appears highlighted below the Amount box and refers to the amount remaining to be assigned to a cost category. Refer to the Credit Expected article for more information about how to use the Credit Expected field on the AP Invoice record.

Overhead

Any additional costs associated with the payment.

If Alternate Currency Entry is enabled for your organization, two fields appear, including a field that displays the amount in the Entry Currency (the original currency for the invoice) and a read-only field that displays the amount in the Local Currency (the default currency for the organization).

Overhead is shown only on By Item vendors.

Comment

This optional field can be used to add notes about a Credit Expected as well as other information to the AP Invoice, as demonstrated in the image below. Comments appear in the All Transactions and AP Transactions lists and can be used for sorting and filtering purposes.

1099 information

Displays 1099 information for the vendor, including:

1099 Amount - This amount equals the Document Amount field unless changed manually. If an invoice is duplicated and the 1099 amount is not equal to the Document Amount, the 1099 amount does not automatically update. A document cannot be Saved or Approved if the 1099 Amount is greater than the Document Amount or if the 1099 Amount is less than $0.

1099 Form - This field automatically populates with the type of 1099 form selected as the default form on the vendor record. The drop-down menu displays all forms that are marked as Active on the vendor record, which can be selected and used for this transaction.

1099 Box - This field will auto-populate to the default 1099 Box noted on the Vendor record. The drop-down selector lists all boxes for the selected 1099 Form, which can be updated if the 'Allow Box Override' checkbox is checked on the Vendor record. Otherwise, this field cannot be updated

If the 1099 Amount does not match the Document Amount, an orange exclamation point icon appears to indicate a potential conflict.

This section only appears if the vendor is a 1099 vendor.

Priority

The priority assigned to this invoice, which can assist in identifying and prioritizing which payments that should be processed first to optimize cash flow. If the vendor is marked as a certain priority, this field automatically updates when the vendor is assigned but can be changed to any of the following values:

• Critical

• High

• Standard

• Low

Mark as Paid

If On, an AP Payment is automatically created, and an additional field appears where the user selects the back account from which to make the payment.

If the fiscal period is closed for the legal entity of the location or the legal entity of the bank account, the transaction cannot be saved.

Link to Asset

If On, the invoice details are linked to corresponding assets.

Franchising

If On, franchisors can record and pay invoices on behalf of their franchisees and later bill the expense to the franchisee. For more information, see AP Invoice: Franchising.

Payment Hold

If On, the invoice is put on hold and cannot be paid. For more information, see AP Invoice: Payment Hold.

If the Amount Remaining is zero, the toggle is automatically turned Off and cannot be turned On.

Use Preset Allocations

If On, the user can choose from a list of preset allocations. A Preset Allocation spreads the amount entered to the preselected GL Accounts and locations based on preset allocation percentages.

Account

Cost category.

Amount

Amount for the category.

Comment

This optional field can be used to enter notes about the line item.

Location

Location receiving the order. If multiple locations or location groups are selected, the amount is distributed equally among all locations.

Start Date of Service

The date that the range of service begins. This is optional and often used for bills that extend over the end of the month / period (i.e. a utility bill dated 5/10/2019 with Dates of Service from 4/10/2019 to 5/9/2019).

If legacy data was entered before the replacement of the Accrual tab, dates for older AP Invoices appear in the Details tab.

End Date of Service

The date that the range of service ends. This is optional and often used for bills that extend over the end of the month / period (i.e. a utility bill dated 5/10/2019 with Dates of Service from 4/10/2019 to 5/9/2019).

If legacy data was entered before the replacement of the Accrual tab, dates for older AP Invoices appear in the Details tab.

Add / Clear

Add information to the line or clear information from the line.

Use Preset Allocations

If On, the user can choose from a list of preset allocations. A Preset Allocation spreads the amount entered to the preselected GL Accounts and locations based on preset allocation percentages.

Item

Item from the invoice.

AP Entry users can select Missing Item from this selector if the item is not set up in R365. Once saved, a Missing Items tab appears where an Accounting user can review and assign the Missing Item in R365.

Vendor Item

Name of the vendor item. This field is automatically populated based on the setup information for the item.

U of M

Unit of Measure. This field is automatically populated based on the setup information for the item.

Quantity

Number of items.

Each amount / Overhead amount

Cost per item.

If Alternate Currency Entry is enabled for your organization, two fields appear, including a field that displays the amount in the Entry Currency (the original currency for the invoice) and a read-only field that displays the amount in the Local Currency (the default currency for the organization).

Total

Generated amount based on the quantity entered. (Quantity x Each Amount = Total)

Account

Account. This field is automatically populated based on the setup information for the item.

Location

Location receiving the order. If multiple locations or location groups are selected, the amount is distributed equally among all locations.

Start Date of Service

The date that the range of service begins. This is optional and often used for bills that extend over the end of the month / period (i.e. a utility bill dated 5/10/2019 with Dates of Service from 4/10/2019 to 5/9/2019).

If legacy data was entered before the replacement of the Accrual tab, dates for older AP Invoices appear in the Details tab.

End Date of Service

The date that the range of service ends. This is optional and often used for bills that extend over the end of the month / period (i.e. a utility bill dated 5/10/2019 with Dates of Service from 4/10/2019 to 5/9/2019).

If legacy data was entered before the replacement of the Accrual tab, dates for older AP Invoices appear in the Details tab.

Add / Clear

Add information to the line or clear information from the line.

Delete

Deletes the transaction.

Memorize

Saves the transaction as a template for future invoices. 

Duplicate

Creates a copy of the transaction. Duplicated transactions are saved as unapproved transactions at the time of their creation.

Pay Bill

Generates a check for the vendor to pay for the invoice.

Pay Bill is only available for vendors who are paid by check.

Email Credit Request

Emails the vendor for the listed Credit Expected amount. Before performing this action, ensure that the Credit Expected field contains the correct amount and enter an explanation in the Credit Comment field. These details are included in the generated email.

Transaction Summary

Creates a report that lists the entries in the Details tab.

Import

Enables the user to import an R365 AP Invoice CSV file, which automatically populates the AP Invoice screen with matching fields.

Email Link

Displays a link (URL) for the invoice that can be shared with another R365 user.

Spread

After approving the AP Invoice, this will enable the user to spread the transaction of a designated period of time. Click here to learn more about transaction spreading.