AcumaticaERP AccountsPayable PDF

ACCOUNTS PAYABLE
USER GUIDE
Acumatica ERP 2018 R1
| Contents | 2
Contents
Copyright......................................................................................................6
Overview...................................................................................................... 7
Vendor Defaults and Overrides.......................................................................................... 9
Vendor Security............................................................................................................. 11
Entry of Bills................................................................................................................. 12
Credit Adjustment Processing.......................................................................................... 14
Debit Adjustment Processing........................................................................................... 15
Accounts Payable Check Processing.................................................................................. 18
Prepayment Processing................................................................................................... 20
Quick Check Processing.................................................................................................. 22
Rounding of Document Amounts...................................................................................... 23
Support for Expense Reclassification.................................................................................25
Schedules for Recurring Documents................................................................................. 27
Predefined Mailings for Customers and Vendors................................................................. 29
ACH Payment Support.................................................................................................... 31
Vendor Price Lists.......................................................................................................... 33
Managing Vendor Relations..............................................................................................36
Vendor Relations Overview..................................................................................... 37
Setting Up Vendor Relations...................................................................................38
Vendor Relations in Accounts Payable Documents..................................................... 39
Setup of Credit Terms.................................................................................................... 40
Examples of Credit and Cash Discount Periods......................................................... 43
To Configure Single-Installment Credit Terms........................................................... 50
To Configure Multiple-Installment Credit Terms......................................................... 51
Migration of Accounts Payable Documents......................................................................... 52
Procedures: Setup and Maintenance.......................................................... 53

To Set Up Mailings for Vendors........................................................................................ 53
To Set Up Document Amount Rounding............................................................................ 54
Processing Bills with Retainage................................................................. 57

Configuration of the Default Retainage Settings in Accounts Payable Module.......................... 57
Processing Flow of a Bill with Retainage........................................................................... 59
Examples of the Processing Bills with Retainage................................................................ 60
To Enter a Bill with Retainage (with Items' Quantities and Unit Costs)...................................63
To Enter a Bill with Retainage (with Line Totals)................................................................ 65
To Create a Retainage Bill (Release Retainage).................................................................. 67
To Create Multiple Retainage Bills (Release Retainage for Multiple Bills).................................67
Approving Financial Documents................................................................. 69

Bill Approval for Payment................................................................................................70
| Contents | 3
Accounts Payable Document Approval...............................................................................71

To Set Up Approval of Accounts Payable Documents........................................................... 72
Filing the 1099-MISC Form........................................................................ 74

Configuring 1099 Reporting............................................................................................. 74
Maintaining and Filing the 1099-MISC Form...................................................................... 75
Filing the 1099-MISC Form Electronically.......................................................................... 76
To Correct 1099 Amounts............................................................................................... 78
Maintaining Vendor Discounts....................................................................79

Types of Vendor Discounts.............................................................................................. 79
Sequences for Vendor Discounts...................................................................................... 80
Order of Vendor Discount Application............................................................................... 82
Calculation of Vendor Discounts....................................................................................... 84
Procedures................................................................................................. 88
To Enter a Bill in the Base Currency (with the Item Quantity and Unit Cost in Detail Lines)....... 89
To Enter a Bill in the Base Currency (with Line Totals)........................................................90
To Enter a Foreign Currency Bill (with the Item Quantity and Unit Cost in Detail Lines)............ 92
To Enter a Foreign Currency Bill (with Line Totals)............................................................. 93
To Enter a Bill Based on Purchase Receipts....................................................................... 95
To Enter a Bill Based on Purchase Orders......................................................................... 96
To Find a Particular Bill...................................................................................................97
To Correct a Bill.............................................................................................................98
To Reverse a Bill............................................................................................................ 99
To Enter a Credit Adjustment (with the Item Quantity and Unit Cost in Detail Lines).............. 100
To Enter a Credit Adjustment (with Line Totals)............................................................... 101
To Enter a Debit Adjustment (with the Item Quantity and Unit Cost in Detail Lines)............... 103
To Enter a Debit Adjustment (with Line Totals)................................................................ 104
To Enter a Bill with Landed Costs...................................................................................105
To Schedule a Recurring Document................................................................................ 107
To Release Multiple Accounts Payable Documents............................................................. 108
To Generate Recurring Documents..................................................................................109
To Approve Bills for Payment......................................................................................... 109
To Create an Accounts Payable Check............................................................................. 110
To Check Funds for Payments........................................................................................ 111
To Create a Quick Check............................................................................................... 111
To Pay Multiple Vendor Bills........................................................................................... 112
To Pay an Individual Bill................................................................................................113
To Prepare ACH Payments............................................................................................. 114
To Export a Batch of ACH Payments............................................................................... 115
To Apply Cash Discounts............................................................................................... 115
To Print Checks............................................................................................................ 116
To Release Accounts Payable Checks...............................................................................118
To Void an Accounts Payable Check................................................................................ 118
To Track Payments to Vendors....................................................................................... 119
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To Enter a Prepayment................................................................................................. 120

To Apply a Prepayment to Bills...................................................................................... 122
To Unapply Prepayment Applied Mistakenly..................................................................... 122
To Track Prepayments to Vendors...................................................................................123
To Void a Prepayment Request.......................................................................................124
To Void a Prepayment................................................................................................... 124
To Enter a Refund for a Prepayment...............................................................................125
To Void a Vendor Refund...............................................................................................126
To Run AP Aging Reports.............................................................................................. 127
To View Vendor Balances...............................................................................................129
To Close a Financial Period in Accounts Payable............................................................... 131
Accounts Payable Form Reference........................................................... 133

1099 Vendor History..................................................................................................... 134
Accounts Payable Preferences........................................................................................ 135
Approve Bills for Payment............................................................................................. 144
Batch Payments........................................................................................................... 146
Bills and Adjustments................................................................................................... 147
Bills Pending Payments................................................................................................. 169
Calculate Taxes............................................................................................................ 170
Checks and Payments................................................................................................... 171
Checks Pending Printing................................................................................................ 179
Close 1099 Year........................................................................................................... 180
Close Financial Periods.................................................................................................. 181
Create E-File................................................................................................................ 182
Credit Terms................................................................................................................ 184
Generate Recurring Transactions.................................................................................... 187
Item Classes................................................................................................................ 188
Non-Stock Items.......................................................................................................... 197
Prepare Payments.........................................................................................................210
Process Payments / Print Checks....................................................................................214
Quick Checks............................................................................................................... 216
Recurring Transactions.................................................................................................. 224
Release AP Documents..................................................................................................227
Release AP Retainage................................................................................................... 229
Release Landed Costs................................................................................................... 231
Release Payments.........................................................................................................232
Update Vendor Discounts.............................................................................................. 234
Validate Vendor Balances.............................................................................................. 235
Vendor Classes.............................................................................................................236
Vendor Details..............................................................................................................242
Vendor Discount Codes................................................................................................. 246
Vendor Discounts..........................................................................................................248
Vendor Locations.......................................................................................................... 253
Vendor Price Worksheets............................................................................................... 258
Vendor Prices............................................................................................................... 264
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Vendor Summary..........................................................................................................266
Vendors....................................................................................................................... 270
Accounts Payable Reports........................................................................ 288

1099-MISC Form.......................................................................................................... 290
1099 Year Details......................................................................................................... 290
1099 Year Summary..................................................................................................... 291
Additional Remittance Form........................................................................................... 291
AP Aged Outstanding.................................................................................................... 292
AP Aged Outstanding MC.............................................................................................. 292
AP Aged Past Due........................................................................................................ 293
AP Aged Past Due MC...................................................................................................294
AP Aged Period Sensitive.............................................................................................. 294
AP Balance by GL Account............................................................................................ 295
AP Balance by Vendor...................................................................................................295
AP Balance by Vendor MC............................................................................................. 296
AP Batch Register.........................................................................................................297
AP Batch Register Detailed............................................................................................ 297
AP Edit........................................................................................................................298
AP Edit Detailed........................................................................................................... 299
AP Payment Register.................................................................................................... 299
AP Register.................................................................................................................. 300
AP Register Detailed..................................................................................................... 301
Bills Pending Approval...................................................................................................301
Bills Pending Payment................................................................................................... 302
Cash Requirements....................................................................................................... 302
Check Form................................................................................................................. 303
Check Form with Remittance......................................................................................... 303
Checks Pending Printing................................................................................................ 303
Open 1099 Payments....................................................................................................304
Payments Pending Processing........................................................................................ 304
Unreleased AP Documents............................................................................................. 305
Vendor Details..............................................................................................................305
Vendor History............................................................................................................. 305
Vendor History Summary.............................................................................................. 306
Vendor Summary..........................................................................................................306
Appendix.................................................................................................. 307
Reports....................................................................................................................... 307
Report Form....................................................................................................... 307
Report................................................................................................................311
Form Toolbar................................................................................................................312
Table Toolbar............................................................................................................... 314
Glossary...................................................................................................................... 317
| Copyright | 6
Copyright
©2018 Acumatica, Inc.

ALL RIGHTS RESERVED.
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of Acumatica, Inc.
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Rights at 48 CFR 52.227-19, as applicable.
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Software Version: 2018 R1

Last updated:
| Overview | 7
Overview
By using the Accounts Payable module, you can maintain complete, structured information about an
unlimited number of vendors. You can enter vendor documents, bills, and adjustments, as well as
track earlier payment discounts, apply payments to bills, and print checks. The primary features of the
Accounts Payable module are described briefly below and extensively in other topics in this section.
Multi-Currency Support
If you have activated the multi-currency support in Acumatica ERP, you can assign a default
foreign currency to each vendor account. The currency and its rate may be overridden on individual
transactions if the settings of the vendor account allow currency overriding. The system automatically
computes realized gains or losses upon payment of vendor bills in foreign currencies. Outstanding
foreign currency bills can be revalued in the base currency as often as needed.
Vendor Defaults and Overrides

You can establish vendor classes that provide default values for creating other vendors. If you set up a
default vendor class that holds settings common to most vendors, vendors can be created more quickly.
You can also divide vendors into classes based on the types of goods or services you purchase from
them. You can create one vendor class for tax agencies and another for 1099 vendors. On document
entry, a user specifies a vendor, and most of the elements are populated with the vendor's default
values. This makes input of documents much easier and saves time. For more details, see Vendor
Defaults and Overrides.
You can control which users can see which vendors on the forms by using restriction groups. You can
specify a default restriction group for a vendor class, and the system will automatically include all newly
added vendors in this group. For more information, see Vendor Security.
Flexible Workflow Options

In Acumatica ERP, you can configure the document processing workflow to match your organization's
payment and approval processes. You can use multiple options that control processing and choose
from multiple processing forms. When users create and save documents, the documents can either be
ready for release or placed on hold. You can configure approval to be required for bills before they can
be paid. Also, you can set up the documents to be automatically posted on release, or you can make
posting them a separate operation that requires additional rights.
Multiple Document Types

The Accounts Payable module supports the following types of Accounts Payable documents: Bills,
Debit adjustments, Credit adjustments, and Prepayments. It also supports these types of payment
documents: Checks, Debit adjustments, Vendor refunds, Prepayments, and Voided checks. For more
information on how documents of different types are processed in the system, see the following topics:
• Entry of Bills
• Credit Adjustment Processing
• Debit Adjustment Processing
• Accounts Payable Check Processing
• Prepayment Processing
• Quick Check Processing

| Overview | 8
Rounding of Bill Totals

If the Invoice Rounding feature is activated in your system, which provides rounding of document
amounts, you can set up the rules and the precision to be used to automatically round the amounts
of the bills that you enter or generate in the system. Notice that the rounding rules and the rounding
precision that you specify for bills are the same for all currencies. For more information, see the
following topics:
• To Set Up Document Amount Rounding
• Rounding of Document Amounts
Expense Reclassification
If expense reclassification is performed as a separate stage of document processing in your
organization, you can configure support for expense reclassification for bills and quick checks. For more
information, see Support for Expense Reclassification.
Configurable Approval of Bills

By using Acumatica ERP, you can configure approval to match the approval procedures used in your
company. You can set up automatic pre-approval of all bills and allow access to the Prepare Payments
(AP.50.30.00) form only to employees who are authorized to approve bills and create payments.
Alternatively, you can configure the system in such way that the bills can be approved only by using the
Approve Bills for Payment (AP.50.20.00) form. For details, the Bill Approval for Payment.
Support for Recurring Bills

If you frequently have to create vendor bills that contain the same information, you can assign such
bills to a schedule, so that the system will generate the documents at the frequency you specify: once
per financial period, on a specified day of each calendar month, on a specified day each week (or a
user-specified number of weeks), or on a user-specified number of days (such as daily or every other
day). For more details, see Schedules for Recurring Documents.
ACH Payment Support

In Acumatica ERP, you can pay to vendors through the ACH network in the United States. To set
up ACH payments, assign a previously configured payment method to appropriate vendors; then,
payments to be made by this method can be grouped into batches and exported to a file for further
processing within the ACH payment system.
Accounts Payable Inquiries

Inquiries of the Accounts Payable module (located in the Explore node of the Work Area tab of the
module) present vendors' account information in a variety of ways. You can view the total outstanding
balances for a vendor or vendors by a period and by a currency by using the Vendor Summary
(AP.40.10.00) inquiry form. You can view all documents that are past due for a specific vendor, as well
as the cash discount amounts taken or lost, on the Vendor Details (AP.40.20.00) inquiry form. You can
use extensive drill-down capabilities to quickly find any specific detail.
Support for United States 1099-MISC Form

In Acumatica ERP, you can track 1099-MISC payments paid to contractors set as 1099 vendors, to ease
the process of filling out these forms. For more details, see Configuring 1099 Reporting.
Accounts Payable Security Options

Acumatica ERP implements a role-based, task-oriented approach to security. Users belong to roles,
which are given appropriate rights to access only the resources the users need to perform their routine
tasks. To restrict user access to some vendor accounts, you can include the vendor accounts and users
| Overview | 9
authorized to work with them in restriction groups, which restrict other users' access to these sensitive
vendor accounts. For details, refer to Vendor Access (AP.10.20.00) form.
Sending Documents Electronically

With Acumatica ERP, you can define mailing settings for customers and vendors to send documents to
them electronically, by email. (You can continue to print documents for sending documents via postal
services to customers and vendors who do not want to receive documents electronically.) Also, you can
configure sending such emails to employees who work with specific vendors or customers. For more
information, see Predefined Mailings for Customers and Vendors.
Credit Terms
You can define site-specific credit terms, which can be associated with specific vendors (or vendor
classes) and customers. The credit terms, which are applied to both outgoing and incoming payments,
define the due dates and the available cash discounts. For details, see Setup of Credit Terms.
Audit Trail
Acumatica ERP generates unique document IDs in accordance with the numbering sequences you have
assigned. These IDs, coupled with the vendors' document reference numbers, prevent duplicate entries
and provide an easy-to-follow audit trail. Reports provide information about the users who created and
updated the documents.
Other Features and Options

Depending on the chosen settings, you can perform various tasks related to vendor accounts, bills, and
payments:
• Store any number of additional locations and contacts for each vendor
• Attach scanned images or electronic versions of vendor documents to bills, adjustments, and
prepayments or to lines of the documents
• Define three aging periods for outstanding bills
• Pay each vendor's bills by printing one check or separate checks
• Automatically calculate realized and unrealized gains and losses on foreign currency transactions
• Process prepayments and multiple installments.
• Void checks
• Track available and missed discounts
Vendor Defaults and Overrides

With Acumatica ERP, you can easily create vendor records (accounts) by using the default values
provided by vendor classes and then effectively use vendor default values to fill in appropriate vendor
information on purchase orders and payments.
Vendor Classes and the Default Vendor Class

Vendor classes make data entry easier by providing default values when users create individual vendors
of the specific class.
Before you create vendor classes by using the Vendor Classes (AP.20.10.00) form, carefully consider
your actual and potential vendors. You can divide vendors into classes based on the types of goods or
services you purchase from them or on other properties. For instance, you might find it useful to create
one vendor class for tax agencies and another for 1099 vendors.
| Overview | 10
We recommend that you first create the vendor class that will have the largest number of vendors
(and thus the most common values) and specify it as the default vendor class on the Accounts Payable
Preferences (AP.10.10.00) form. This class will save you time when you create a new vendor class
because the elements of the new class will be automatically populated with the values from the default
vendor class, so that you have fewer values to type.
Also, when you create a new vendor account, by default, it will be assigned to the Default vendor class,
so that in most cases, you won't need to choose another vendor class.
Default Values Provided by a Vendor Class

A vendor class has only two required parameters: class ID and description. For each class, you can
decide which additional elements to use. You can enter credit terms, currency, rate type, country, tax
zone, and specific General Ledger accounts and subaccounts. You can also enter a default cash account
and payment method for the class.
Do not select a foreign currency as a vendor class' default currency unless most vendors of the class
use this currency. If all vendors of the class use the same currency, you can prohibit overriding the
currency on vendor documents, thus reducing the chance of input errors related to currency choice. If
some vendors might use a non-default currency and non-default rate type on individual documents, you
may allow currency overriding for vendors of the class.
When you create a new vendor account on the Vendors (AP.30.30.00) form, by default, the elements
have the values that were specified for the default vendor class. If the new vendor should be assigned
to a more specific class, select the appropriate class, which changes the default values. You can
override any value, making it specific to the vendor. However, if you have to override many values
similarly for multiple vendors, consider creating a new vendor class.
Vendor Locations
A vendor can have one or more locations, each with specific settings. Locations, which you can add,
edit, and view on the Vendor Locations (AP.30.30.10) form, provide the following vendor information,
which can be used as defaults for purchase orders and for payments to vendors:
• Accounts Payable and expense accounts and appropriate subaccounts
• Payment settings and remittance information
• Purchasing and shipping-related information
• Tax-related information
The main location is created automatically when you fill in the vendor's main address and contact
information on the Vendors form. The main location always has MAIN as its ID, which cannot be
changed.
Once the main location is created, it is automatically listed and marked as the default location on the
Locations tab of the Vendors form. If additional locations have been added to the vendor account, you
can make another location the default location: Select the location, and click Set as Default on the
table toolbar.
The purchase and payment settings specified for the default location are also displayed, respectively, on
the Purchase Settings and Payment Settings tabs of the Vendors form. Updating the elements on
those tabs also updates appropriate information for the default location on the Vendor Locations form.
The default location's settings are also used to populate elements when you create a new location. For a
new location, you can make the following choices:
• To use the same address and contact information as were specified for the main location, or to
enter new information.
• To use the purchase and payment settings and General Ledger accounts of the default location, or
to specify different ones.
| Overview | 11
Use of Location Defaults

When you enter a new purchase order, bill, payment, or quick check, the first value you must specify
is the vendor. Once the vendor is selected, certain elements on the form are automatically filled in
with the vendor's default values, including the default location and its associated purchase or payment
settings. The settings of a vendor location include such information as the payment method, the
cash account, the tax zone, the tax registration, the shipping settings, and the Accounts Payable and
expense accounts with the corresponding subaccounts. If you select a location that is different from
the default one, the values change to those associated with the selected location; if needed, you can
override those values.
When you print checks, the system uses the remittance information and payment settings from the
document (Accounts Payable check).
As a result of these default settings being used to populate elements, using vendor defaults makes data
entry more efficient and saves time.
Rule for Generating Expense Subaccounts

To gather more detailed accounting information, you can specify a rule to generate subaccounts for
use on Accounts Payable documents as the expense subaccounts for transactions. A default expense
subaccount can be a combination of multiple expense subaccounts, where for different segments,
values may be taken from different expense subaccounts related to the document. For each segment
of the resulting expense subaccount, you can specify from which subaccount—such as the company's
branch, the vendor location, the inventory item, or the employee account—the segment value should be
copied. For details, see Combining Subaccounts.
Vendor Security
If your organization buys goods and services from external organizations, your accountants manage
vendors' information and process documents. If your organization works with more than 10 vendors,
accountants may work with particular vendors only. In this case, the accountants who do not work with
these vendors should not see them in the system for security reasons and to avoid entry errors. You
can use restriction groups to make vendors visible to only accountants who work with these vendors in
the system, as described in this topic.
: In Acumatica ERP, you can configure groups with direct and inverse restriction. In this topic, groups with
direct restriction are used in examples for simplicity. You can use inverse restriction groups in the same way
as you use direct restriction groups. For details on the types of restriction groups, see Types of Restriction
Groups.
Visibility of Vendors by User

You can use restriction groups to configure and manage the visibility of vendors to users in the system.
If each accountant in your organization works with specific vendors, you can hide these vendors from
other users. For details about restriction groups, see Restriction Groups in Acumatica ERP.
For example, suppose that ABComputers is your vendor of computers and office equipment, and only
the senior accountant is allowed to process documents from this vendor. To configure the visibility of
this vendor, you do the following on the Vendor Access (AP.10.20.00) form:
1. You create a restriction group with direct restriction (for example, Group for ABComputers).
2. You add to the group the user account of the senior accountant.
3. You add to the group the ABComputers vendor.
If you have configured vendor classes, you can specify a default restriction group for a vendor class.
With this setting, all new vendors of the class will be automatically added to the restriction group. For
| Overview | 12
details, see Setting Up Default Restriction Groups for Vendor and Customer Classes in Operations with
Restriction Groups.
Forms for Vendor Security

In the following table, you can find the list of the forms that you can use to manage restriction groups
with vendors and the tasks that you can resolve by using each form.
Forms for Vendor Security
Task Form
To initially configure the visibility of a vendor to Vendor Access (AP.10.20.00)

users
To change the visibility of a vendor in multiple Restriction Groups by Vendor (AP.10.20.10)

restriction groups
To change the visibility of vendors to a user in Restriction Groups by User (SM.20.10.35)

multiple restriction groups
For information about how to add or remove objects from a restriction group, see Operations with
Restriction Groups.
Entry of Bills
In Acumatica ERP, you create an Accounts Payable bill for each incoming invoice from a vendor.
Entry of Bills
You can enter a bill by using the Bills and Adjustments (AP.30.10.00) form. The summary of a bill
includes information about the vendor, the vendor location, and the currency used for the transaction.
A bill should contain at least one detail line. The bill can have any number of detail lines or it can have a
single line that summarizes all purchases.
: We recommend that when you enter a document, you include all the details available in the original
vendor document.
If the Distribution feature is not enabled in your system, you can enter a bill in the Accounts Payable
module with only non-stock items. If the Distribution feature is enabled, a bill may include lines with
stock and non-stock items.
When creating a bill, you can use the Add PO Receipt, Add PO Receipt Line, Add PO buttons on
the table toolbar (the Document Details tab of the Bills and Adjustments form) to upload lines from
receipts and purchase orders directly to a bill.
: When you click Add PO, the system displays a dialog box that lists unbilled purchase orders which have
lines with non-stock items that have the Require Receipt check box cleared on the Non-Stock Items
(IN.20.20.00) form.
When it is first saved, a bill is automatically assigned a unique identifier that lets you track the bill
through the system. The system generates this identifier according to the numbering sequence
assigned to bills on the Accounts Payable Preferences (AP.10.10.00) form.
Due dates and cash discount dates for each bill are calculated by the system automatically, based on
the vendor credit terms specified for the vendor on the Vendors (AP.30.30.00) form.
If automatic calculation of taxes is configured in your system, the system calculates the applicable
taxes for each bill and records the tax amounts to the document. For details, see Tax Calculation. If
your system is integrated with the AvaTax service of Avalara or other specialized third-party software,
| Overview | 13
the applicable taxes are calculated by this service or software and recorded to the document when you
save it. For an overview of such integration, see Online Integration with AvaTax.
To facilitate auditing and user reference, you can attach to each bill an electronic version or a scanned
image of the original vendor document. Also, you can attach a related document to each line of the
document.
If bills contain a reference to the vendor's original document number, users can more easily match any
Accounts Payable document against the vendor document and avoid document duplications. You can
require this reference by selecting the Require Vendor Reference check box on the Accounts Payable
Preferences (AP.10.10.00) form. To prevent users from entering duplicate documents (that is, entering
the same document twice), select the Raise an Error On Duplicate Vendor Reference Number
check box on the same form, and the system will display an error message each time a user attempts
to enter a vendor reference number that is already available in the system.
For detailed instructions, see To Enter a Bill in the Base Currency (with the Item Quantity and Unit Cost
in Detail Lines) and To Enter a Bill Based on Purchase Receipts.
Bill Amount Rounding

If the Invoice Rounding feature is enabled on the Enable/Disable Features (CS.10.00.00) form, and the
rounding settings are specified on the Accounts Payable Preferences (AP.10.10.00) form, the system
automatically performs rounding of the total amount of a bill when the bill is saved. For details, see
Rounding of Document Amounts.
If expense reclassification is performed as a separate stage of document processing in your system,
you can set up the workflow so that the users who enter bills into the system will pre-release them, and
later the authorized accountants will perform expense reclassification—that is, assign correct expense
accounts (and subaccounts) and finally release them. For more information, see Support for Expense
Reclassification.
Bill Approval for Payment

If approval of bills is not required in your system, all bills, upon release, appear with the Open status
on the Prepare Payments (AP.50.30.00) form and can be paid. The system assigns a default pay date,
which is determined based on the due date minus the number of payment lead days that are required
for the payment to reach the payee.
If approval of bills is required before bills may be paid, then upon release, the bills appear on the
Approve Bills for Payment (AP.50.20.00) form, from which they can be approved. Approved bills appear
on the Prepare Payments form and can be paid. For more details on bill approval, see Bill Approval for
Payment.
Error Correction on Bills

Once it has been released, an Accounts Payable document cannot be edited or deleted; to correct it,
you can issue an adjustment. Debit adjustments decrease the Accounts Payable balance, and credit
adjustments increase your company's liabilities.
An open Accounts Payable bill can be reversed. When you reverse the bill, the system automatically
creates a debit adjustment with the same details. Before you save the adjustment, you should type
another Vendor Reference value if the Raise an Error On Duplicate Vendor Reference Number
check box is selected on the Accounts Payable Preferences (AP.10.10.00) form.
| Overview | 14
Credit Adjustment Processing

An Accounts Payable credit adjustment may be used to correct errors on an existing bill or to account
for a vendor's debit memo. Posting a credit adjustment increases the balance of Accounts Payable.
Data Entry of Credit Adjustments

You can enter a credit adjustment by using the Bills and Adjustments (AP.30.10.00) form. The summary
of a credit adjustment includes information about the vendor, the vendor location, and the currency
used for the transaction.
A credit adjustment should contain at least one line. The adjustment can have a summary line or any
number of detail lines.
vendor document.
To facilitate auditing and user reference, you can attach to each adjustment an electronic version or a
scanned image of the original vendor document. Also, you can attach a related document to each line of
the document.
When it is first saved, a credit adjustment is automatically assigned a unique identifier that lets you
track the credit adjustment through the system. The system generates this identifier according to the
numbering sequence assigned to credit adjustments on the Accounts Payable Preferences (AP.10.10.00)
form.
taxes for each credit adjustment and records the tax amounts to the document. For details, see Tax
Calculation. If your system is integrated with the AvaTax service of Avalara or other specialized third-
party software, the applicable taxes are calculated by this service or software and recorded to the
document when you save it. For an overview of this integration, see Online Integration with AvaTax.
A credit adjustment has no reference to a bill that it is related to. You may include a reference to the
original document (bill or prepayment) in the description of the adjustment and a reference to the
related vendor document in the Vendor Reference box. If the Raise Error On Invoice Number
Duplicates option is not selected on the Accounts Payable Preferences (AP.10.10.00) form, then you
can use the reference number of the original vendor document on both the bill and the related credit
adjustment; this will make it easier to find both the bill and the adjustment.
For detailed instructions, see To Enter a Credit Adjustment (with the Item Quantity and Unit Cost in
Detail Lines).
Credit Adjustment Statuses

Each adjustment has one of the following statuses, which tells you its stage in processing:
• On Hold: Generally, this status is used for an adjustment that is a draft. This is the default status
for new documents if the Hold Documents on Entry check box is selected on the Accounts
Payable Preferences (AP.10.10.00) form. A credit adjustment with the On Hold status can be
edited.
• Balanced: After editing is completed, a Balanced adjustment may be saved only if it remains
balanced. If the Validate Document Totals on Entry option is selected on the Accounts Payable
Preferences form, you can take an adjustment off hold only if you correctly type the document
control total.
• Open: The document has been released (and approved, if required).
• Closed: The document has been paid.

| Overview | 15
Release of Credit Adjustments

You can release credit adjustments in bulk by using the Release AP Documents (AP.50.10.00) form or
individually by using the Bills and Adjustments (AP.30.10.00) form.
When an one-line adjustment is released, a batch of the following transactions is generated.
Account Debit Credit
Accounts Payable Account 0.0 Amount
Expense Account Amount 0.0
A cash discount can be applied to a credit adjustment in accordance with credit terms. As the credit
adjustment is released and posted, the system adjusts the vendor Accounts Payable account and the
specified expense account.
A batch created upon release of the adjustment is numbered in accordance with the numbering
sequence assigned to the batches originating in Accounts Payable.
Approval for Payment

If approval of bills and adjustments is not required in your system, all credit adjustments and bills,
upon release, appear with the Open status on the Prepare Payments (AP.50.30.00) form and can be
paid. The system assigns a default pay date, which is determined based on the due date minus the
number of payment lead days that are required for the payment to reach the payee.
If approval of documents is required before the documents may be paid, then upon release, the credit
adjustments appear on the Approve Bills for Payment (AP.50.20.00) form, from which they can be
approved. Approved documents appear on the Prepare Payments form and can be paid. For more
details on document approval, see Bill Approval for Payment.
Error Correction
Once it has been released, a credit adjustment cannot be edited or deleted; you only can reverse
it. If you reverse the adjustment, the system generates a debit adjustment with the same details.
Before you save the debit adjustment, you should type another Vendor Reference value if the Raise
an Error on Duplicate Vendor Reference Number option is selected on the Accounts Payable
Preferences (AP.10.10.00) form.
Payment of Credit Adjustments

You can pay adjustments individually by using the Bills and Adjustments (AP.30.20.00) form. Also,
adjustments can be paid in bulk along with the bills on the Prepare Payments (AP.50.30.00) form. For
details on payments, see Accounts Payable Check Processing.
Debit Adjustment Processing

You can create a debit adjustment to account for a vendor's credit memo, or you can use it as a
clearing document to correct errors on an existing bill or credit adjustment. A debit adjustment may be
created as a request for a vendor refund (for example, for damaged items or an overpaid bill) or it can
be directly applied against bills or credit adjustments.
Data Entry of Debit Adjustments

You can enter a debit adjustment by using the Bills and Adjustments (AP.30.10.00) form. The summary
of a debit adjustment includes information about the vendor, the vendor location, and the currency used
for the transaction.
| Overview | 16
A debit adjustment should contain at least one line. The adjustment can have a summary line or any
number of detail lines.
vendor document.
When it is first saved, a debit adjustment is automatically assigned a unique identifier that lets you
track the debit adjustment through the system. The system generates this identifier according to the
numbering sequence assigned to debit adjustments on the Accounts Payable Preferences (AP.10.10.00)
form.
To facilitate auditing and user reference, you can attach to each debit adjustment an electronic version
or a scanned image of the original vendor document or internal document. Also, you can attach a
related document to each line of the document.
Generally, a debit adjustment is not linked to a bill or other document that it is related to. You may
include a reference to the original document (bill or prepayment) in the description of the adjustment
and a reference to the related vendor document in the Vendor Reference box. If Raise an Error on
Duplicate Vendor Reference Number option is not selected on the Accounts Payable Preferences
(AP.10.10.00) form, then you can use the same reference number (of the original vendor document)
on both the bill and the related debit adjustment; this will make it easier to find both the bill and the
adjustment.
For detailed instructions, see To Enter a Credit Adjustment (with the Item Quantity and Unit Cost in
Detail Lines).
Debit Adjustment Statuses

Each adjustment has one of the following statuses, which tells you its stage in processing:
• On Hold: Generally, this status is used for an adjustment that is a draft. This is the default status
Payable Preferences (AP.10.10.00) form. A credit adjustment with the On Hold status can be
edited.
• Balanced: After editing is completed, a Balanced adjustment may be saved only if it remains
balanced. If the Validate Document Totals on Entry option is selected on the Accounts Payable
Preferences form, you can take an adjustment off hold only if you correctly type the document
control total.
• Open: This status reflects that the document has been released and may be applied against bills
and credit adjustments. The status remains Open until the unapplied balance becomes zero.
• Closed: This status means that the unapplied balance of the document is zero.
Release of Debit Adjustments

You can release debit adjustments in bulk by using the Release AP Documents (AP.50.10.00) form or
individually by using the Bills and Adjustments (AP.30.10.00) form.
On release of an adjustment, a batch of the following transactions is generated for a one-line
adjustment.
Accounts Payable Account Amount 0.0
Expense Account 0.0 Amount
A cash discounts cannot be applied to a debit adjustment.

| Overview | 17
A batch created upon release of the debit adjustment is numbered in accordance with the numbering
sequence assigned to the batches originating in Accounts Payable. The batch number is specified on the
Financial Details tab of the Checks and Payments form.
Application of Debit Adjustments

Released debit adjustments may be matched against any bills and credit adjustments of the same
vendor or may be used to offset vendor refunds.
Released debit adjustments appear on the Checks and Payments (AP.30.20.00) form and can be applied
against credit adjustments and bills.
: When you create an Accounts Payable check and load the documents to be paid, the debit adjustments
appear at the top of the list so that you don't forget to apply them.
Debit Adjustments and Vendor Refunds

A vendor refund serves as a payment for a debit adjustment. When you receive a refund from a vendor
and enter it into the system, create a debit adjustment in the same amount of money for the same
vendor and pay for this adjustment by using the vendor refund. Once the vendor refund is applied
against the debit adjustment and released, both documents become closed.
Releasing a vendor refund creates a batch of the following accounting transactions.
Cash Account Amount 0.0
Accounts Payable Account 0.0 Amount
If a refund is paid in a foreign currency, the realized gain or loss account may also be updated by the
amount resulting from the differences in exchange rates for the original debit adjustment and the
vendor refund.
Correcting a Vendor Refund

You can correct a released refund by voiding it and recording the correct one. For step-by-step
instructions, see To Void a Vendor Refund.
You void the vendor refund on the Checks and Payments (AP.30.20.00) form. You first select the needed
document of the Vendor Refund type and then click Void on the form toolbar. The system creates a
document of the Voided Refund type with the same reference number as the refund has, and reverses
the original refund.
Before you release the voided refund, you can change the date of the voided refund in the Application
Date box. The date specified in this box should be the date when the voided refund is released
(Payment Date) and when the related batch was created (Transaction Date). You can also enter a
description of the voided refund in the Description box.
On release of the voided refund, the system changes the status of the refund to Voided and the status
of the voided refund to Closed. On the Application History tab, you can see the original document for
which the refund has been applied with a negative amount. The following voided refund reverse batch is
recorded to the General Ledger when the voided refund is released.
Cash Account 0.0 Amount
If the document has the Closed status, when the refund is voided, the system changes the document’s
status to Open, and you can again apply documents to the original document.
| Overview | 18
Accounts Payable Check Processing

Accounts Payable checks are internal payment documents you create to pay to vendors.
Manual Creation of Accounts Payable Checks

You can create an Accounts Payable check by using the Checks and Payments (AP.30.20.00) form. On
this form, you specify the date, the vendor, and the vendor location, and you select a payment method
available for this vendor. On the Documents to Apply tab, you can add bills and adjustments from this
vendor to be paid by this check. Alternatively, you can automatically load open bills and adjustments
of the vendor, including open debit adjustments, and select which of the documents will be paid by this
Accounts Payable check.
The Unapplied Balance box in the Summary area displays the current unapplied balance as you add
bills or adjustments to the Documents to Apply list for the check. You can take the check off hold
only if it has an unapplied balance of zero (that is, if the Payment Amount is equal to the Application
Amount). If the Set Zero Payment Amount to Application Amount check box is selected on the
Accounts Payable Preferences (AP.10.10.00) form, the system automatically specifies a Payment
Amount that is equal to the Application Amount when a user saves a check in which the payment
amount has not been specified.
If the payments of the selected payment method will be processed by a bank, the bank may apply
finance charges. On the Finance Charges tab, you can add these charges and specify their particular
amounts for the payment. For overview of this functionality, see Registration of Finance Charges.
Automatic Creation of Accounts Payable Checks

Also, you can initiate the process of paying bills automatically on the Prepare Payments (AP.50.30.00)
form. You can select bills for payment by payment date, cash account, payment method, vendor, and
discount availability. Accounts Payable checks will be created for the selected bills and grouped by
vendor. For a specific bill, you may require a separate check if the Pay Separately option was selected
for this bill. Also, if the Pay Separately option is selected for the vendor on the Vendors form, each bill
or credit adjustment of the vendor will be paid by a separate Accounts Payable check.
Accounts Payable Check Statuses

Each Accounts Payable check has one of the following statuses to indicate its stage in processing:
• On Hold: Generally, this status is used for a check that is a draft. This is the default status for
new checks if the Hold Documents on Entry check box is selected on the Accounts Payable
Preferences (AP.10.10.00) form or if approvals have been configured for checks. You cannot apply
a check with the On Hold status to bills or adjustments. Also, you cannot take a check off hold if
the payment method requires the printing of the check and it has not yet been printed.
• Pending Approval: If approvals have been configured for checks, the check is assigned this status
after you take it off hold; it needs to be approved by responsible approvers assigned according to
the approval map specified on the Approval tab of the Accounts Payable Preferences form.
• Rejected: If approvals have been configured for checks, this status indicates that the check has
been rejected by at least one assigned approver. You can delete a document with this status or
select the On Hold check box, edit the document, and again submit it for approval.
• Pending Print: If printing is required, the system assigns an Accounts Payable check this status
after it has been taken off hold or approved (if required); the status indicates that the check has
not been printed yet. You can print it on the Process Payments / Print Checks (AP.50.50.00) form,
which you open by clicking Actions > Print Check.
| Overview | 19
• Printed: If printing is required, after the check is taken off hold and the check has been printed,
the system changes the status of the Accounts Payable check to Printed. A check with this status
can be released.
• Balanced: If no additional processing is required (approval or printing), the system assigns the
check this status when it is taken off hold. If approval is required and printing is not required, the
system assigns the check this status when it is approved by responsible approvers. A check with
this status can be released.
• Closed: This status indicates that the check has been released.
• Voided: This status indicates that the check has been voided.
Use of Payment Methods Based on Checks

Accounts Payable checks for different vendors are paid by using different payment methods depending
on how the vendor wants to be paid. Although usage of checks (which allow the specified payee to
order a payment of money from your company bank account) has recently declined significantly, you
can configure payment methods that require the printing of checks. If Accounts Payable checks are paid
by a payment method that requires check printing, Accounts Payable checks may be taken off hold and
released only after the checks for them have been printed.
You can configure the system to track check numbers for each of the payment methods based on
checks, by selecting the AP-Suggest Next Number check box and specifying in the AP Last Ref.
Number column the number of the first check in the check book minus 1. Then, when a user wants
to print a check for a particular AP check by using the Process Payments / Print Checks (AP.50.50.00)
form, the system generates the check number based on how many checks had been generated for this
payment method. If a check has been damaged during printing, the user can manually enter the next
check number in the Next Check Number box and print another check for the same AP payment.
For details on printing checks, including MICR (Magnetic Ink Character Recognition)-encoded checks,
see To Print Checks.
Release of AP Checks
Accounts Payable checks that do not require printing of checks (for example, those to be paid by a wire
transfer) can be released regardless of the moment when they are actually paid.
When a check is released, a batch is created with transactions reducing the balances of the cash
account and the vendor's Accounts Payable account. If the payment is released at the proper time,
before the cash discount date, a cash discount can be earned (and deducted from the check amount).
For details, see To Release Accounts Payable Checks.
Releasing an Accounts Payable check creates a batch of the following accounting transactions.
Cash Account 0.0 Amount – Cash Discount
Cash Discount Account 0.0 Cash Discount
If a check is paid in a foreign currency, the following additional accounts may be involved:
• Realized Gain Account or Realized Loss Account: The balance of one of these accounts is updated
by the amount resulting from different currency exchange rates on the date of the bill and the
date when the bill has been paid.
• Rounding Gain Account or Rounding Loss Account: The balance of one of these accounts is
updated by the amount resulting from rounding the sum of the document details to the document
total.
| Overview | 20
Check Voiding
You can void an Accounts Payable check that was previously released in the Accounts Payable module.
Voiding the check will reverse the transactions on all accounts involved, and reverse all postings to the
General Ledger module.
The voided check for an Accounts Payable check has the same summary and details information but
with negative amounts. For details, see To Void an Accounts Payable Check.
Prepayment Processing
A prepayment is a type of Accounts Payable document that you create to record advance payments or
down payments to vendors.
You can create a prepayment in one of the following ways:
• Standard way: First, you enter the vendor's prepayment request on the Bills and Adjustments
(AP.30.10.00) form as an internal Accounts Payable document of the Prepayment type. You then
create a check to pay for this prepayment request on the Checks and Payments form. After you
release the check, you can apply the prepayment against bills.
• Simplified way: You create and release a prepayment directly by using the Checks and Payments
(AP.30.20.00) form. This method has some restrictions.
Both ways are described in greater detail below.
Creating Prepayments in the Standard Way

The standard way of creating prepayments involves the following stages:
1. On the Bills and Adjustments (AP.30.10.00) form, you enter a vendor prepayment request as
a document of the Prepayment type. You can specify line details (non-stock items or services).
If the prepayment is intended for stock items, specify this in the description. When you save
the prepayment, the system assigns it a reference number based on the numbering sequence
assigned to bills on the Accounts Payable Preferences (AP.10.10.00) form.
A prepayment may have one summary line or any number of detail lines. You cannot apply or
withhold taxes on prepayments, but you can add tax amounts to the prepayment amount for
easier calculations.
: To facilitate auditing and user reference, you can attach to each prepayment an electronic version
or a scanned image of the original vendor document. Also, you can attach a related document to
each line of the document.
2. You can release the prepayment requests one by one by using the Bills and Adjustments form, or
along with other Accounts Payable documents by using the Release AP Documents form.
A prepayment request, when released, doesn't generate any transactions.
3. If approval is required in your system, the prepayment request must be approved on the
Approve Bills for Payment (AP.50.20.00) form before it can be actually paid.
4. You pay the prepayment by creating an Accounts Payable check, as you would to pay any other
bill, by using the Checks and Payments (AP.30.20.00) form. The check should be in the same
currency and amount as the prepayment request.
: Cash discounts do not apply to prepayments.
5. You release the Accounts Payable check. When you do, the system changes the status of this
check to Closed and changes the status of the original prepayment to Open, so that you can
apply this prepayment to bills and credit adjustments. For details, see To Apply a Prepayment to
Bills.
| Overview | 21
Prepayments created in this way can be paid by any payment method allowed for the particular vendor.
Creating Prepayments in the Simplified Way

Alternatively, you can create a prepayment more simply, by using the Checks and Payments
(AP.30.20.00) form. Such prepayments also may have line details or just one summary line, and you
can attach all the related files.
:
Even if approval of documents is required in your system, prepayments created in this way are not subject
to approval.
Also, prepayments created in this way cannot be paid by a payment method that requires the printing of
checks, so when you're deciding how to create a prepayment, make sure at least one payment method can
be used for this prepayment.
Choosing GL Accounts for Prepayments

When the prepayment is released, the system generates a batch of the following transactions.
Cash Account 0.0 Amount
Vendor AP account (Prepayment Amount 0.0

Account)
If you do not specify a separate account for prepayments, the vendor prepayments will be debited to
the vendor AP account.
When deciding how many and which prepayment accounts to use to make it easier to track them in the
system, you can select one or any of the following options:
• To use a single prepayment account for all prepayments (to all vendors)
• To specify the prepayment accounts for particular vendor classes
• To specify separate prepayment accounts for specific vendors
To assign the prepayment accounts, perform the following steps:
1. On the Vendor Classes (AP.20.10.00) form, specify the prepayment account and subaccount for
the default vendor class and for each of the other vendor classes. This will make it easy to create
new vendor classes and new vendors with the proper prepayment account specified.
2. Use the Vendors (AP.30.30.00) form to specify the prepayment account and subaccount for each
vendor.
Applying the Prepayments

You can apply the Open prepayment to bills and adjustments. A prepayment may have a balance after
it is applied to bills and credit adjustments, and it can be released with balance. When the prepayment
application is released, appropriate journal entries to the General Ledger are made automatically,
and the links to appropriate batches are displayed on the Application History tab of the Checks and
Payments form.
A prepayment creates a batch of the following accounting transactions.
Prepayment Account 0.0 Amount

| Overview | 22
If a prepayment was incorrectly applied to bills and adjustments and released, you can reverse the
application if needed. To do this, click the Reverse Application action on the Application History tab
of the Checks and Payments form. You can then apply the prepayment to other bills and adjustments.
Viewing Prepayments and Their Balances

To view information about prepayments, you use the following forms:
• Vendor Summary (AP.40.10.00): Shows prepayment balances.
• Vendor Details (AP.40.20.00): Displays the prepayment balance and particular prepayments by
vendor.
• AP Balance by GL Account (AP.63.20.00): Shows all prepayments collected on the prepayment

account.
For details, see To Track Prepayments to Vendors.
Correcting Errors
The way you can correct errors on prepayments depends on the way you entered it.
If you need to correct errors on a prepayment that you created in the standard way, you have the
following options:
• If the prepayment hasn't been paid, you can void it at any time by clicking Void on the form
toolbar of the Bills and Adjustments form for the selected prepayment.
• If there were errors detected for a paid prepayment, you should create an adjustment instead of
voiding the prepayment.
• If the prepayment has been paid, you void the associated Accounts Payable check.
If you need to void a prepayment that you created in the simplified way, you select the prepayment on
the Checks and Payments form and click Void on the form toolbar.
: If the prepayment to be voided has been applied, first unapply the prepayment, and then void it.
If a vendor did not use the prepayment or used it only partially, you can enter a refund and apply it
against the prepayment.
Quick Check Processing

Quick checks are internal payment documents you can create for non-stock goods or services
immediately paid by cash by using the Quick Checks (AP.30.40.00) form. On this form, you specify the
vendor and the details of purchased items. Payment should be made by a payment method based on
Cash/Check or Credit Card.
Data Entry of Quick Checks

You create quick checks by using the Quick Checks (AP.30.40.00) form.
On this form, you specify the date, the vendor, and the vendor location, and you select a payment
method available for this vendor. On the Details tab, you can enter one summary line or any number of
detail lines. For each detail line, you can specify a particular non-stock item or service.
If the payments of the selected payment method will be processed by a bank, the bank may apply
finance charges. On the Finance Charges tab, you can add these charges and specify their particular
amounts for the payment.
| Overview | 23
If expense reclassification is performed as a separate stage of document processing in your system,
you can set up the workflow so that the users who enter quick checks into the system will pre-release
them, and later the authorized accountants will perform expense reclassification—that is, assign correct
expense accounts (and subaccounts) and finally release them. For more information, see Support for
Expense Reclassification.
Statuses of Quick Checks

Each quick check has one of the following statuses, which tells you its stage in processing:
• On Hold: Generally, this status is used for a quick check that is a draft. This is the default status
Payable Preferences (AP.10.10.00) form. A quick check with the On Hold status can be edited.
After editing is completed, you can take the quick check off hold if all the required data has been
entered and the check has been printed (if printing is required by the payment method).
• Balanced: The status means that the quick check can be released.
• Pre-Released: The status indicates that the quick check has been pre-released and requires
expense reclassification. (This status is used only if the Support for Expense Reclassification
feature is activated.)
• Closed: This status reflects that the quick check has been released.
• Voided: This status indicates that the quick check has been voided.
Using Payment Methods Based on Checks

Quick checks for different vendors are paid by using different payment methods. Although usage
of checks (which allow the specified payee to order a payment of money from your company bank
account) has recently declined significantly, you can configure payment methods that require the
printing of checks. For more details, see To Print Checks. If quick checks are paid by a payment method
that requires check printing, the quick checks may be released only after they have been printed.
For details on printing checks, including MICR (Magnetic Ink Character Recognition)-encoded checks,
see To Print Checks.
Release of Quick Checks

On release, a quick check generates a batch of the following accounting transactions.
Cash Account 0.0 Amount - Cash Discount Amount
Expense Account Amount 0.0
Cash Discount Account 0.0 Cash Discount Amount
Rounding of Document Amounts

Your company policy or local regulations may require that you round the total amounts on invoices and
bills.
In Acumatica ERP, you can enable the Invoice Rounding feature on the Enable/Disable Features
(CS.10.00.00) form. With this feature enabled, the system will round the document total amount
according to the rounding rules that you have set up for the Accounts Receivable and Accounts Payable
modules. (You set up separate rules for each of these modules.)
| Overview | 24
: The line total, tax total, and other subtotals (if any) of a document are not rounded.
For detailed instructions on configuring the rounding of document totals, see To Set Up Document
Amount Rounding.
In this topic, you will read about the steps you perform to set up rounding and the details of how the
rounding rules are applied.
Rounding Setup
In Acumatica ERP, rounding is determined by parameters that define the rounding rule, rounding
precision, and rounding limit. You use the following forms to specify these settings:
• Accounts Receivable Preferences (AR.10.10.00): You use this form to specify the rounding rule
and the precision that apply to the AR documents of the following types: Invoice, Credit Memo,
Debit Memo, Overdue Charge, and Cash Sale.
• Accounts Payable Preferences (AP.10.10.00): You use this form to specify the rounding rule and
the precision that apply to the AP documents of the following types: Bill, Credit Adj., Debit Adj.,
Prepayment, and Quick Check.
• General Ledger Preferences (GL.10.20.00): You use this form to specify the system-wide rounding
limit (the maximum rounding difference, which is the difference between the rounded and original
document amount).
The system applies rounding rules to documents in all currencies (base and foreign). The rounding limit
is set in the base currency but is applied to documents in foreign currencies as well. The system always
recalculates the amounts of an invoice in a foreign currency to amounts in the base currency of your
system, including the rounding difference. The system compares the rounding difference recalculated to
the base currency with the rounding limit, and issues a warning if the limit is exceeded.
The rounding difference should be recorded to specific rounding gain and loss accounts. Depending on
the policies established in your company, you can use a single gain account and a single loss account
(and the corresponding subaccounts, if applicable) to be used for all currencies, or you can use different
gain and loss accounts (and corresponding subaccounts) for each currency used by your company.
You use the General Ledger Preferences (GL.10.20.00) form to specify the rounding gain and loss
accounts (and subaccounts, if enabled in your system) for the base currency, and you use the
Currencies (CM.20.20.00) form to specify the gain and loss accounts and subaccounts for each of the
foreign currencies used by your customers and vendors.
Rounding Rules
To set up rounding for documents, you select the rounding rule and precision. The following rounding
rules are available:
• Nearest: To round each total amount to the nearest multiple of the smallest unit.
• Up: To round each total amount up to the next multiple of the smallest unit.
• Down: To round each total down to the previous multiple of the smallest unit.
• Use the Currency Precision: To temporarily not use rounding if it is activated in your system. If
this option is selected, for each document, the system will round the document total according to
the precision specified for the document currency. The precision of the base currency is specified
on the Branches (CS.20.10.00) form, and the precision of foreign currencies is defined on the
Currencies (CM.20.20.00) form.
In addition to selecting the rounding rule, you select the rounding precision—that is, the smallest unit to
be used for document amounts. The following options are available:
• 0.1: To round the totals to multiples of 0.10

| Overview | 25
• 1.0: To round the totals to integers
• 10.0: To round the totals to multiples of 10
The table below illustrates the results of rounding with different rules and precisions applied to the
sample value of $1734.57.
Rule/ 0.1 .05 1.0 10 100

Precision
Nearest $1734.6 $1734.5 $1735 $1740 $1700
Up $1734.6 $1735.0 $1735 $1740 $1800
Down $1734.5 $1734.5 $1734 $1730 $1700
Support for Expense Reclassification

Because correct classification of expenses affects the accuracy of reporting, in many organizations,
authorized accountants later review the entered documents for approval and reclassification of
expenses.
Acumatica ERP provides support for expense reclassification, which you can enable if in your company
expense reclassification is a separate stage of bill processing. With this functionality activated, the
releasing of the bills and quick checks is performed in two stages:
1. Pre-Release: A data entry worker enters a bill or a quick check and pre-releases it. All the
expenses specified in the document are temporarily recorded to the reclassification account.
2. Release: An authorized accountant reviews a pre-released document, specifies the correct

expense accounts and subaccounts (the system allows no other changes), and releases the
document.
Configuration of Support for Expense Reclassification

The Expense Reclassification feature must be enabled in the system before you can use it. You
can check whether the feature is enabled in your system by using the Enable/Disable Features
(CS.10.00.00) form. For details, see Enabling Features.
If the feature is enabled, you can specify the account and subaccount to be used to temporarily record
non-classified expenses for each existing vendor on the Vendors form. To facilitate assigning such
accounts to new vendors, you can select the default account and subaccount for expenses pending
reclassification for each vendor class on the GL Accounts tab of the Vendor Classes (AP.20.10.00)
form. Once you do this, each new vendor assigned to the class will have the reassignment account and
subaccount specified for the class.
: If, for any reason, your organization decides to disable the Expense Reclassification feature, you should
first perform expense reclassification for all documents with the Pre-released status and then release them.
Possible Workflows
Pending expense reclassification is allowed for quick checks and bills entered manually in the Accounts
Payable module. Pending expense reclassification is not supported for bills based on purchase receipts
or the lines of purchase orders, or for bills automatically generated in the Purchase Orders module.
Once the Expense Reclassification feature has been configured, your company can use one of the
following scenarios:
| Overview | 26
• Standard scenario: If the data entry worker who enters a bill or quick check knows the correct
expense accounts and subaccounts for the document, this user enters the document and releases
it.
• Two-step Scenario: If, when entering a bill, the data entry worker is not sure which expense
accounts to select, this user does not change any of the expense accounts and subaccounts that
appear as the default accounts and subaccounts on the document lines; the user pre-releases the
document by clicking Pre-Release on the form toolbar. Later, the document will be reviewed by
an authorized accountant who will assign the correct expense account and subaccount to each line
and release the document.
For the two-step scenario, the system generates two batches of transactions. During the first step of
the scenario, once the bill has been pre-released, the system generates the Pre-Releasing batch (the
reference number of this batch is shown on the Financial Details tab of the Bills and Adjustments or
Quick Checks form), which includes the following transactions.
Accounts Payable 0.0 Amount
Reclassification Account Amount 0.0
: Although the expenses related to a bill are actually recorded to the reclassification account (as shown
by the pre-releasing batch), notice that the document lines keep the default expense accounts and
subaccounts that were associated with the vendor specified in the document summary or the inventory
item specified on the line.
During the second step of the scenario, once the reclassification account is replaced by specific expense
accounts, the system generates the following transactions.
Specific Expense Account Amount 0.0
Reclassification Account 0.0 Amount
Depending on the policies established in your organization, you can configure the system so that users
with a data entry role will not be able to release the entered documents and instead must pre-release
them. For more information on roles, see Levels of Access Rights.
Reclassification of Expenses
An authorized accountant can reclassify the expenses for each document pending reclassification by
using the Bills and Adjustments (AP.30.10.00) form for each bill and the Quick Checks (AP.30.40.00)
form for each quick check. On either form, the accountant selects each document with the Pre-Released
status, reviews it, and assigns a specific expense account and subaccount to each document line,
according to the classification of expenses used in your organization. For each line, the accountant can
leave the expense accounts and subaccounts that appeared by default, if they are correct, or replace
them with the correct ones and release the document.
: For a document with the Pre-Released status, only the branch, expense account, and expense subaccount
may be changed. The document totals and tax amounts cannot be changed.
Approval and Application of Bills Pending Reclassification

If approval of bills for payment is required in your system, the pre-released bills also require approval
before they can be paid. The bills with the Pre-released status can be paid at any time before or after
their final release.
| Overview | 27
Visibility of the Pre-Released Documents

The Pre-released bills and quick checks appear on AP reports and inquiries as Pre-Released documents.
Also, by using the Bills and Adjustments (AP.30.10.00) form, the users can view the Pre-Released bills,
and by using the Quick Checks (AP.30.40.00) form, they can view the Pre-Released quick checks.
Rules for Voiding the Pre-Released Documents

A bill with the Pre-released status can be voided if no payment has been applied to the bill. If a
payment has been created for a pre-released bill that you want to void, first void the payment and then
void the bill. Quick checks can be voided while they have the Pre-Released status.
Schedules for Recurring Documents

Some Accounts Payable documents repeat regularly, such as monthly rent bills, or quarterly or annual
insurance bills. That is, at regular intervals, documents with the same amount and most of the same
settings need to be entered. To automate the process of adding the recurring documents to Acumatica
ERP, you can create schedules for them. Accounts Payable documents of the following types can be
added to the schedules: Bill, Credit Adjustment, Debit Adjustment, and Prepayment.
: Only Accounts Payable bills originated in the Accounts Payable module can be added to the schedule.
In this topic, you will read about the steps you need to perform to schedule document generation, to
run a schedule, and to process the generated documents.
Scheduling the Generation of Accounts Payable Documents

You can automate the process of creating the recurring documents by doing either of the following:
• By adding a particular document to an existing schedule on the Bills and Adjustments

(AP.30.10.00) form. On this form, open the document to be scheduled and click Actions > Add
to Schedule on the form toolbar.
• By creating a specific schedule and assigning one document or multiple documents to that
schedule on the Recurring Transactions (AP.20.35.00) form.
: Only documents with the Balanced status can be scheduled.
A schedule defines how many times and how often specific documents should be generated. For each
schedule, on the Recurring Transactions form, you can specify a fixed number of times the schedule
should be repeated (by specifying a required number in the Execution Limit (Times) box), or you can
permit unlimited schedule executions by selecting the No Limit check box.
You also define the frequency of the schedule executions by selecting one of the following option
buttons on the form:
• Daily: The documents should be generated daily or every x days.
• Weekly: The documents should be generated once a week or once every x weeks.
• Monthly: The documents should be generated once per month or once every x months.
• By Financial Period: The documents should be generated once per financial period or once per x
financial periods (or in every xth financial period).
You can assign one document or multiple documents to a schedule. Once a document is assigned to a
schedule, its status changes to Scheduled.
| Overview | 28
Attaching Relevant Documents to Schedules

To make the tracking of documents easier for users and to facilitate auditing, you can attach to each
schedule the scanned documents or electronic versions of the documents that are the basis for the
schedule you have created. To attach a file to the schedule, on the Recurring Transactions form, you
perform the following steps:
1. In the Schedule ID box, you select the schedule by its ID.
2. On the form title bar, you click Files. This opens the Files dialog box.
3. In the dialog box, you click Add File on the table title bar. This brings up the Upload File dialog
box.
4. In the Upload File dialog box, you click Browse to locate the file, and then click Upload to
import the file and close the dialog box.
If multiple unrelated documents are assigned to the same schedule, on the Document List tab of the
form, for each document in the table, you can click the staple (at the beginning of the row) to attach a
file or multiple files explaining why this bill is generated periodically.
Running Schedules
To generate documents in accordance with the schedule, you run the schedule periodically by using the
Generate Recurring Transactions (AP.50.40.00) form.
When you run a schedule, the system uses the original document as a template to generate similar
documents. The documents generated by a schedule differ from the template document as follows:
• Date: The date of each document is determined by the schedule you have configured.
• Reference number: A new reference number is generated for each document in accordance with
the numbering sequence specified on the Accounts Payable Preferences (AP.10.10.00) form..
• Tax rate: If a tax or taxes are applied to a document, the system calculates tax and taxable
amounts in the document by using the tax rates effective on the date of the document creation.
Thus, in documents generated according to the same schedule, the tax amounts can differ. You
can find the tax rate used by the system in each particular document on the Tax Details tab of
the Bills and Adjustments form.
• Currency rate: If a currency of a document differs from the base currency set in the system, the
system uses for conversion the currency exchange rate effective on the date of the document
creation.
No matter how many times you run the schedule, documents will be generated only as required by
the schedule. The system determines whether it should generate documents depending on the current
date, the schedule's start and expiration dates, the schedule type, and the date when the documents
were last generated. After the required documents have been generated, the system updates the Last
Executed On date on the Recurring Transactions form. Thus, no documents will be generated ahead of
time, but missing documents for previous due dates can be generated by running the schedule once for
each missed due date.
For example, imagine that you schedule a document to be generated weekly on each Tuesday an
unlimited number of times. If you run the schedule every week on Wednesday, one document will
be generated each time. If you run this schedule every day, the documents will be created only on
Tuesdays. If you want to run this schedule only on the last Wednesday of each month, run it four times
to generate one document each time.
The documents generated by the schedule have the Balanced status, and can be released or posted,
as any other documents can. You can change the transactions' amounts, if needed. To view and edit a
particular document, use the Bills and Adjustments form. If you make any corrections, the bill can be
released only if its status remains Balanced. You release the document or approve it for payment as you
do for any other document.
| Overview | 29
Editing Template Documents

You can edit the template document (that is, the document with the Scheduled status) any time you
need to. On the next schedule run, the system will use the modified version of the document for
generating documents.
Also, you can remove a scheduled document from the table on the Document List tab of the Recurring
Transactions form by using Delete Row on the table toolbar. The system changes the status of the
document to Voided and does not use the document anymore for generating documents.
Predefined Mailings for Customers and Vendors

Efficient processing of electronic documents can help organizations reduce costs and optimize
investments, to stay competitive in today's dynamically changing economy. In Acumatica ERP, for
each particular vendor or customer, you can specify how your organization sends documents to the
customer or vendor's business: electronically or through postal mail (on paper). For businesses that
want to receive electronic documents, you can easily set up sending documents by email, such as
invoices and statements to customers, and purchase orders to vendors. You can configure the system
to simultaneously send emails to employees who oversee operations with particular customers or
vendors.
The functionality enabling you to send documents of a specific type by email is referred to as a mailing.
Acumatica ERP provides predefined mailings that you can configure for customers in the Sales Orders
and Accounts Receivable modules, and for vendors in the Accounts Payable, Purchase Orders, and
Purchase Requisitions modules.
This article discusses the mailings available for customers and vendors and the use of mailings for
sending and printing documents.
Mailings Available for Customers

You can select mailings from the list of basic customer mailings available on the Accounts Receivable
Preferences (AR.10.10.00) form. Also, if the Sales Order module is activated, you can set up the
mailings listed on the Sales Orders Preferences (SO.10.10.00) form. For a customer, you can set up
the same mailing differently on behalf of different branches of your company that the customer does
business with.
For details on setting up a customer mailing, see Mailings for Customers.
Mailings in Accounts Receivables
The following customer mailings are available on the Mailing Settings tab of the Accounts Receivable
Preferences form.
Mailing Purpose Usage
CCEXPIRENOTE To inform customers about credit To generate emails about multiple expired
card expiration cards, use the Notify About Expiring Cards
(AR.51.20.00) form.
INVOICE To send customer invoices To generate emails about multiple invoices

and memos, use the Print Invoices and
Memos (AR.50.80.00) form. To send a
particular invoice or a memo, use the
Invoices and Memos (AR.30.10.00) form.
STATEMENT To inform customers about their To generate emails for multiple statements
balances with your organization or a single statement, use the Print
Statements (AR.50.35.00) form.
| Overview | 30
STATEMENTMC To inform customers about their To generate emails for multiple statements
balances (in multi-currency or a single statement in multi-currency
format) with your organization format, use the Print Statements form.
DUNNINGLETTER To inform customers and your To generate emails with dunning letters,
employees (users) about past due use the Print/Release Dunning Letters
balances of customers (AR.52.20.00) form.
Mailings in Sales Orders
This table describes the customer mailings on the Mailing Settings tab of the Sales Orders Preferences
(SO.10.10.00) form.
QUOTE To inform customers about their To generate the emails for multiple quotes, use
quotes the Print/Email Orders (SO.50.20.00) form. To
generate an email for a particular quote, use the
Sales Orders (SO.30.10.00) form.
PICK LIST To define different reports for To print multiple pick lists, use the Process
printing pick lists for different Shipments (SO.50.30.00) form. To print a pick
customer classes list for a particular order, use the Shipments
(SO.30.20.00) form.
SALES ORDER To inform customers about For multiple orders, to generate the emails, use
open sales orders the Print/Email Orders form. To generate an
email for a specific order, use the Sales Orders
Preferences (SO.10.10.00) form.
SHIPMENT To inform customers when their To email one or more shipment confirmations, use
orders ship the Process Shipments form.
SO INVOICE To inform customers that their To generate the emails for multiple Sales Orders
invoices are ready for release invoices, use the Process Invoices and Memos
(SO.50.50.00) form. To generate an email for
a particular invoice or a memo, use the Sales
Orders (SO.30.10.00) form.
Mailings Available for Vendors

Acumatica ERP provides the following predefined mailing for vendors. For details on configuring these
mailings for vendors, see To Set Up Mailings for Vendors.
PURCHASE To send purchase orders to To generate an email for a particular purchase

ORDER vendors electronically order, use the Purchase Orders (PO.30.10.00)
form. To generate emails for multiple purchase
orders, use the Print/Email Purchase Orders
(PO.50.30.00) form.
RQPROPOSAL To send proposal requests to To generate an email for a particular proposal

vendors on requisition request, use the Requisitions (RQ.30.20.00) form.
| Overview | 31
Email Options
In Acumatica ERP, mailings are implemented with the functionality of automation steps. The system
generates emails for active mailings when a user selects the action that initiates email generation.
The body of the email can be configured as one of the following:
• An Acumatica ERP report, such as a customer statement, invoice, purchase order, or sales
order. Reports define how to arrange the information available in documents of specific types for
emailing or printing. On the form where you set up a mailing—Accounts Receivable Preferences
(AR.10.10.00), Sales Orders Preferences (SO.10.10.00), or Purchase Orders Preferences
(PO.10.10.00)—you can select the format for report-based documents: Text, HTML, Excel, or
PDF. If a recipient has preferences about the document format, the documents will be sent in the
recipient's specified format. If you select PDF, the document will be sent as an email attachment.
:
Optionally, you can customize each report used in the mailings by using the Acumatica Report
Designer. You can provide settings specifying who will receive the report-based email and which
format should be used, as well as possibly a specific template to be used as the email body (for email
personalization). If these custom settings are added to the report, they will be used instead of the
similar settings on the Mailing Settings tab of the Customers (AR.30.30.00) or Vendors form. For
details on modifying reports, see the Acumatica Report Designer Guide.
Additionally, you can attach multiple reports in the same or different formats to one mailing. For
details, see Workflow Customization by Means of Automation Steps.
• Text—personalized at the moment the email is generated—based on a notification (email)

template. Placeholders used in the template will be replaced with information from the vendor or
customer record. For example, template-based emails can be used to notify customer contacts
about expiration of their credit cards. When the system generates such emails for multiple
customers, placeholders are replaced by the particular customer's information: card type, partial
card number, expiration date, and so forth.
Using Mailings for Printing Documents

Your organization's policies might require users to print documents of specific types, either for internal
needs or for sending them by postal mail to customers or vendors that prefer not to receive the
documents through email.
You can also use mailings for printing documents of particular types. Users print documents based on
the default reports provided for these types of documents; or custom reports developed with the help of
the Acumatica Report Designer.
If you plan to use the INVOICE mailing for printing invoices, consider whether you should make
printing a required action. To require it, select the Require Invoice/Memo Printing Before Release
option on the General Settings tab of the Accounts Receivable Preferences form. For particular
customer classes and particular customers, specify that invoices of these customers should be printed
by selecting the Print Invoices check box on the General Settings tab of the Customer Classes
(AR.20.10.00) form or the Customers form, respectively.
If you plan to use the STATEMENT or STATEMENTMC mailing for printing statements for customers of
specific classes, select the Print Statements option for the customer classes.
To avoid printing specific statements, invoices, or purchase orders, the user should select the Mark as
Do not Print action on the particular processing form.
ACH Payment Support

ACH payments are electronic payments made through the Automated Clearing House (ACH) network
in the United States. With Acumatica ERP, you can automate payments to vendors by making ACH
| Overview | 32
payments. You export a batch of payments to a file that is then processed in the ACH system. For each
vendor, the specified amount is automatically debited from a company bank account and transferred to
the payment recipient electronically.
The National Automated Clearing House Association (NACHA) has developed the rules and standards
about ACH transactions, including the following. To set up ACH payments, you need an agreement
and an account with the financial institution providing ACH services (ACH operator). Also, you need
agreements with your vendors covering ACH transaction authorization and information about their
accounts in the ACH network. Accounts are identified by the financial institution routing number and the
account number within that institution.
Using ACH payments helps you reduce errors, while eliminating the hassles of check preparation,
printing, and emailing. You also can always get available cash discounts due to prompt payments.
Configuring ACH Payments

Acumatica ERP provides the functionality for setting up ACH payments to your vendors. Acumatica
ERP demo data has the FEDWIRE payment method, which you can modify to meet your specifications.
You can configure multiple payment methods for ACH payments by using the Payment Methods
(CA.20.40.00) form.
Make sure each of the methods intended for ACH payments have the list of allowed cash accounts and
the following check boxes selected:
• Use in AP ( in the Summary area)
• Require Remittance Information for Cash Account ( in the Summary area)
• Create Batch Payment (on the Settings for Use in AP tab)
A payment method for ACH payments should have additional user-defined elements to collect the
vendor information required for processing of ACH payments. For example, the FEDWIRE payment
method provides the following elements:
• Beneficiary Account No.: For the vendor's account number with the ACH system
• Beneficiary Name: For the name of the vendor as it is used in the ACH system
• Bank Routing Number (ABA): For the routing number of the bank where the vendor has an
account
• Bank Name: For the name of the bank where the vendor has an account
• Company Type: For the company type in accordance with the classification used in the ACH
system. The options are 0, 1, 2, 3, and 4
• Company ID: For the vendor company ID that is specified in accordance with the selected
company type
These elements will appear on the Vendors (AP.30.30.00) form to let this information be entered for
each vendor.
Export of payments is based on the built-in functionality, and is performed in accordance with a
scenario specified for the ACH payment method (for example, for the FEDWIRE payment method).
The export scenario Export AP Payments to ACH, developed for the corporate credit or debit (CCD)
application of the ACH system, fully complies with ACH file format specifications. The scenario can be
modified if another ACH application will be used or if your commercial bank uses another electronic
funds transfer format.
The Export AP Payments to ACH scenario uses the ACHExportProvider provider.
:
Do not delete the ACHExportProvider provider. If you have accidentally deleted it, you can restore it
from the appropriate automation definition.
| Overview | 33
Collecting Vendor Data

Once the payment method is defined and file export is set up, you assign the payment method intended
for ACH payments to each vendor that will accept ACH payments. Collect appropriate ACH-related
information from each vendor and enter it into the user-defined elements on the Payment Settings
tab of the Vendors form.
Processing of ACH Payments

In Acumatica ERP, processing of ACH payments is integrated into existing payment processing workflow
in Accounts Payables as described below.
When users create payments (Accounts Payable checks) for vendors that want to receive ACH
payments, they should assign the FEDWIRE payment method (or another payment method you have
configured for ACH payments) to the vendors as the default payment method.
Once the Hold check box for an Accounts Payable check with the FEDWIRE payment method is cleared,
the check appears on the Process Payments / Print Checks (AP.50.50.00) form. By using this form, you
or any other authorized user can create a batch of payments for ACH processing as follows:
1. Select the payments by the cash account and the payment method that supports ACH payments.
(Optionally, you can set up a filter to display only specific payments.)
2. Initiate batch creation by clicking Process All on the form toolbar or by selecting payments
using the check boxes in the Included column and clicking Process on the form toolbar.
This creates a batch of payments for ACH processing. You can view this batch on the Batch Payments
(AP.30.50.00) form.
Export of the Payments to a File

On the Batch Payments form, you can view the generated batch of payments and export it to a file
(which will be further processed in the ACH payment system) as follows:
1. Locate the batch and release it.
2. Click Export, which generates a file whose name is based on the date of the batch (for example,
ACH033011-00.txt).
Export is performed by using the Export AP Payments to ACH scenario developed for the FEDWIRE
payment method, which exports to the file all vendor information required for ACH payment.
:
Once the system completes export, it attaches the export file to the Batch Payments (AP.30.50.00) form. To
view the exported file, perform the following steps:
1. Click Attach File to open the list of files attached to the form.
2. Select the file by its name (shown as the Exported File Name) and double-click it.
For each payment, the file contains such details as the vendor's name, its banking institution routing
number, its account number, the amount, and the effective date. The file includes additional information
about payments: invoice reference numbers and shipping addresses.
:
The ACH file should be emailed to the ACH operator for further processing.
Vendor Price Lists

By maintaining vendor price lists in your system, you can take advantage of promotional prices and
volume-based offers when planning your purchases and order items for the best available prices.
| Overview | 34
Vendor price lists are configured in the Accounts Payable module, so that even if the Distribution suite
is not included in your license, you can maintain and use vendor prices. When a document is being
saved, the system automatically applies the prices to non-stock items on a bill. If the Distribution suite
is enabled in your system, the system applies vendor prices to both stock and non-stock items on
purchase orders.
Import of Vendor Prices

Vendors share their product information by sending electronic versions of their catalogs or their price
lists, or by making them available for download from their websites. Generally, some price lists include
sales prices intended for all clients, others intended for those who buy occasionally, or those who buy in
large volumes. If your company is a preferred customer of a specific vendor or buys in large volumes,
the vendor might offer wholesale prices or special prices to your company on particular items or on its
entire inventory.
In Acumatica ERP, you can import these price lists (or enter them manually) for each vendor separately
by using the Vendor Price Worksheets (AP.20.20.10) form. You can also configure the system to be able
to upload vendor price lists for stock and non-stock items that are specified by their alternate IDs. For
more information on this capability, see Item Cross-References.
If the Volume Pricing feature is enabled on the Enable/Disable Features (CS.10.00.00) form, you can
enter or import tiered prices, which are based on the quantities of items purchased from a vendor.
Promotional Vendor Prices

If some of your vendors use promotions, in Acumatica ERP, you can enter vendor promotional prices
—temporary prices for specific items. Such prices have expiration dates, and they are not applicable
after the expiration date. To enter promotional prices, select the Promotional check box for each price
record on the Vendor Prices (AP.20.20.00) form. You can also import the promotional price list by using
the Vendor Price Worksheets (AP.20.20.10) form and mark all the prices as promotional by selecting the
Promotional check box of the worksheet.
Volume-Dependent Vendor Prices

If the Volume Pricing feature is enabled on the Enable/Disable Features (CS.10.00.00) form, you can
enter information about a particular vendor's price tiers by using the Vendor Prices (AP.20.20.00) form.
You can enter tiers by specifying for each tier a break quantity, a price, and a date when the price
should be in effect.
Warehouse-Specific Vendor Prices

If the Multiple Warehouses feature is enabled on the Enable/Disable Features (CS.10.00.00) form,
you can define warehouse-specific prices to be used in the documents of the Distribution suite. If a
warehouse isn't specified for a price, this price applies to all warehouses. The system does not use
warehouse-specific prices in Accounts Payable and Accounts Receivable documents, because these
documents do not include warehouse information.
Rules for Automatic Price Selection

Multiple prices of different types might be effective for an item at a particular time. When a user selects
an item in a document line (or modifies the item's quantity), the system searches for an applicable
price of the item that is effective on the date of the document. The system bases this search on the
price search priority (highest to lowest) and stops searching when it finds an applicable price. The
search for the item's price proceeds as follows:
1. The system searches for a promotional price for the item in the following order:
a. A price specified for the item with the unit of measure that is selected in the document
line. If multiple warehouses are defined in the system, the price specific to the warehouse
| Overview | 35
selected in the document has a higher priority than the price that is not specific to a
warehouse.
b. A price specified for the item with its base unit of measure. If multiple warehouses are
defined in the system, the price specific to the warehouse selected in the document has a
higher priority than the price that is not specific to a warehouse.
2. The system searches for a regular price for the item in the following order:
line. If multiple warehouses are defined in the system, the price specific to the warehouse
selected in the document has a higher priority than the price that is not specific to a
warehouse.
b. A price specified for the item with its base unit of measure. If multiple warehouses are
defined in the system, the price specific to the warehouse selected in the document has a
higher priority than the price that is not specific to a warehouse.
3. The system searches for a last vendor price for the item in the following order:
line
b. A price specified for the base unit of measure
4. The system searches for the statistical last cost of the item for the warehouse specified in the
document.
5. The system searches for the last cost of the item.
Once the system finds an applicable price, it stops the search and inserts this price into the document
line, but you can override this price. The price search priority is illustrated in the diagram below.
| Overview | 36
Figure: Search priority for vendor prices
Price Recalculation on Documents

If you are going to remove the Hold status from a document, you can refresh the prices if you believe
that they may have been recently updated in the system. To update the prices, select Actions >
Recalculate Prices on the form toolbar of the respective form.
Managing Vendor Relations

The processes of purchasing goods or services and paying for them can vary depending on the
requirements of the companies involved. In some companies, payments for goods or services are made
to a different vendor than the vendor that supplied those goods or services.
| Overview | 37
In Acumatica ERP, you can set up the system to automatically handle vendor relations in documents
(such as purchase orders and Accounts Payable bills), to ensure that the vendors being paid are the
ones that should be receiving and processing payments. In this chapter, the process of setting up and
managing vendor relations is described in detail.
: This functionality is available only if the Vendor Relations feature is enabled on the Enable/Disable
Features (CS.10.00.00) form.
Vendor Relations Overview

In Acumatica ERP, you can track the vendor that receives payment and the vendor that supplies the
needed items, where these vendors are different. You can specify these vendor relations on the Vendors
(AP.30.30.00) form, so that the system will handle these relations in documents (such as purchase
orders, purchase receipts, and Accounts Payable bills and debit adjustments).
The next section of this topic describes an example of these vendor relations.
Vendor Relations Example

Suppose that your company consists of multiple branches. From time to time, the branches collectively
order office supplies from a vendor on behalf of your company (that is, the head office of your
company) by sending purchase orders to that vendor. (This high-volume order makes it possible for the
branches to get a discount for a large number of items.) The vendor that supplies the goods issues a
bill to the head office of your company. The head office pays that bill and then, in turn, issues bills for
each of the branches. Each of the branches pays the bill for the supplied goods to the head office (which
is specified in Acumatica ERP as the vendor in the bill), even though those branches have ordered the
goods from another vendor.
As a result, the goods are supplied to you from one vendor (which you have specified in the purchase
order); this is the supplied-by vendor. However, you make a payment to another vendor, which is
specified on the bill issued to you; this is the pay-to vendor.
The following diagram illustrates the vendor relations workflow in the previously described example.
Figure: Vendor relations document flow

| Overview | 38
In Acumatica ERP, you can specify the appropriate roles of vendors so that the system accurately
handles those vendor relations in documents.
: If your business requires the use of purchase orders, the Distribution module should be enabled in your
Acumatica ERP instance.
Setting Up Vendor Relations

In the Accounts Payable module of Acumatica ERP, you can define the appropriate settings in the
vendor settings to set up vendor relations, so that once you use a particular vendor in a purchase order
or purchase receipt (the one who supplies goods or services), the system will use an appropriate vendor
account in the Accounts Payable document created based on that purchase order (the one to which the
payment should be made).
To establish vendor relations, a particular vendor account can be defined as the following on the
Vendors (AP.30.30.00) form:
• Supplied-by vendor: A vendor that the system indicates in documents and reports as a vendor
that supplies goods or services that are paid for.
• Pay-to vendor: A vendor that the system uses by default in documents (such as Accounts Payable
bills) as the vendor to which payments should be made when one of this vendor's supplied-by
vendors provides billed goods or services.
Pay-to Vendor Setup

For each vendor that supplies (but does not handle payment for) goods or services and that should be
involved in the vendor relations functionality, you specify this vendor's pay-to vendor on the Payment
Settings tab of the Vendors (AP.30.30.00) form. In the Pay-to Vendor box, you select the vendor to
which the payment should be made for the goods or services supplied by the vendor currently selected
on the form.
With this setting specified, when an Accounts Payable bill or debit adjustment is created based on
a purchase order or purchase receipt, the system will populate the Vendor box of the Bills and
Adjustments (AP.30.10.00) form with this vendor by default.
Pay-to Vendor Restrictions

When you attempt to select a vendor account in the Pay-to Vendor box of the Vendors form, the
following vendor accounts are not available in this list:
• The vendor account currently selected on the form.
• Vendor accounts for which a pay-to vendor has already been defined (that is, the vendors that
are already defined as supplied-by vendors). A vendor cannot be both a paid-to vendor and a
supplied-by vendor.
• Vendor accounts with the statuses of On Hold and Inactive.
• Tax agencies, labor unions, and 1099 vendors. That is, the vendor is not listed if any of the
following check boxes is selected in the vendor's account settings on the General Info tab of the
Vendors form: Vendor is Tax Agency, Vendor is Labor Union, and 1099 Vendor.
Supplied-by Vendors List

On the Vendors form, if you open an account of a pay-to vendor, the Supplied-by Vendors tab
appears on the form. On this tab, you can see the list of vendors for which the selected vendor is
specified as a pay-to vendor. Note that this list cannot be edited.
The system automatically adds a vendor to the list on the Supplied-by Vendors tab for the pay-to
vendor once you specify a pay-to vendor in the setting of supplied-by vendor.
| Overview | 39
: A pay-to vendor can be overridden directly in a particular document (such as purchase order, purchase
receipt, Accounts Payable bill or debit adjustment).
To Set Up Vendor Relations

You set up and view vendor relations by using the Vendors (AP.30.30.00) form. On this form, you can
specify the pay-to vendor of a supplied-by vendor, and you can view the supplied-by vendors of a pay-
to vendor.
To Set Up a Pay-to Vendor
1. On the Finance tab, click Accounts Payable. In the left pane, navigate to Manage > Vendors
(AP.30.30.00).
2. In the Vendor ID box, select the identifier of the vendor for which you need to define a pay-to
vendor (that is, the vendor that will be a supplied-by vendor).
3. On the Payment Settings tab, in the Pay-to Vendor box of the Default Payment Settings
section, select the vendor that the system should use by default in bills and debit adjustments
when the vendor currently selected on the form is selected in purchase orders or purchase
receipts.
4. Click Save on the form toolbar.
To Review Supplied-by Vendors
1. On the Finance tab, click Accounts Payable. In the left pane, navigate to Manage > Vendors
(AP.30.30.00).
2. In the Vendor ID box, select the identifier of the pay-to vendor whose supplied-by vendors you
want to view. This is a vendor that has been specified in the Pay-to Vendor box for at least one
vendor that supplies goods or services.
3. On the Supplied-by Vendors tab (which appears for only a pay-to vendor), review the vendors
that have specified the currently selected vendor as their pay-to vendor.
Vendor Relations in Accounts Payable Documents

The vendor relations functionality that can be configured in the Accounts Payable module may affect the
Accounts Payable bills and debit adjustments that can be created manually or automatically based on
purchase orders or purchase receipts.
: This functionality is available only if the Vendor Relations feature is enabled on the Enable/Disable
Accounts Payable Documents Based on Purchase Orders or Purchase Receipts

If an Accounts Payable bill or debit adjustment is automatically created based on a purchase order
or purchase receipt with a supplied-to vendor specified, the system specifies in the Accounts Payable
document the vendor and vendor location (in the Vendor and Location boxes of the Bills and
Adjustments(AP.30.10.00) form) defined in the Pay-to Vendor and Pay-to Vendor Location boxes,
respectively on the Purchase Orders (PO.30.10.00) form for a purchase order or the Purchase Receipts
(PO.30.20.00) form for a purchase receipt. For details, see Vendor Relations in Purchase Orders
Documents.
Accounts Payable Documents Created Manually

If you create an Accounts Payable document manually by using the Bills and Adjustments (AP.30.10.00)
form, the system updates the Supplied-by Vendor and Supplied-by Vendor Location boxes on the
| Overview | 40
Financial Details tab (in the Receipt Info section) as follows, depending on whether vendor relations
are set up for the selected vendor:
• If vendor relations are not set up (that is, if the selected vendor is neither a supplied-by vendor
nor a pay-to vendor), the system updates the Supplied-by Vendor and Supplied-by Vendor
Location boxes with the vendor selected in the Summary area and its location, and makes these
boxes unavailable for editing.
• If the selected vendor is a supplied-by vendor, the system updates the Supplied-by Vendor and
Supplied-by Vendor Location boxes with the selected vendor and its location, and makes these
boxes unavailable for editing.
• If the selected vendor is a pay-to vendor, the system updates the Supplied-by Vendor box with
the current vendor, and makes this box available for editing. You can override the value in this
box with any supplied-by vendor account and change the Supplied-by Vendor Location value, if
needed.
If you select a pay-to vendor in the bill or adjustment, you can add to the Accounts Payable document
a purchase order or purchase receipt assigned to the supplied-by vendor (that you select in the
Supplied-by Vendor box) by using the Add PO, Add PO Receipt, and Add PO Receipt Line buttons
on the table toolbar of the Document Details tab.
: The list of documents varies depending on the selected supplied-by vendor and its location.
Discount Calculation in Accounts Payable Documents with Vendor Relations Set Up

For a bill or adjustment on the Bills and Adjustments (AP.30.10.00) form, if the supplied-by vendor
(specified in the Supplied-by Vendor box of the Financial Details tab) differs from the vendor
specified in the Vendor box of the Summary area, the system applies the discounts of the supplied-by
vendor.
Tax Calculation in Accounts Payable Documents with Vendor Relations Set Up

For a bill or adjustment on the Bills and Adjustments (AP.30.10.00) form with vendor relations set up,
the system updates the Vendor Tax Zone box on the Financial Details tab with the tax zone of the
vendor selected in the Supplied-by Vendor box on this tab. The system calculates the tax and taxable
amounts in this Accounts Payable document by using this tax zone.
Setup of Credit Terms

You need to plan the credit terms your company offers to customers, as well as outline the details of
the credit terms offered to your company by vendors, which are already defined, in preparation for
entering them into the system. We recommend that you decide on the following points when you plan
each set of credit terms:
• The length of the credit period and the ways its due date is calculated. For details, see Setting Up
Due Date Calculation.
• The cash discount conditions and the way they are affected by the length of the credit period. For
details, see Configuring Cash Discount.
• The number of installments and the installment payment schedule (if the company offers
installment buying). For details, see Configuring Installment Payments.
: You can configure a cash discount for only a single-installment payment.
If your company has been operating for some time, you already have established credit terms. We
recommend that you compare the credit terms your company offers to customers and the credit terms
| Overview | 41
offered to your company by vendors, because in Acumatica ERP, you can use the same credit terms for
both customer payments and payments to vendors, if needed.
Setting Up Credit Terms

These are the general steps you need to perform to create a set of credit terms by using the Credit
Terms (CS.20.65.00) form:
1. You specify a descriptive identifier for the credit terms you want to configure. The length of an
identifier can be up to 10 Unicode symbols.
: We do not recommend using any special symbols in the identifiers of entities.
2. You define the scope of the credit terms: whether they apply to only customer documents, only
vendor documents, or both types of documents.
3. You configure how a due date is calculated for a document.
4. Optional: You configure the cash discount conditions.
5. Optional: If needed, you change the default installment type of credit terms, which is Single, to
Multiple and define the number of installments and their payment schedule.
Configuring the Assignment of Credit Terms

By using the credit terms that have been manually or automatically assigned to a document, the
system calculates the due date of the document. If a cash discount is applied, the system also
calculates the end date of the cash discount period and the cash discount amount for the document.
In Acumatica ERP, you can assign credit terms to the following types of documents:
• Accounts Receivable: Invoices, debit memos, and overdue charges
• Accounts Payable: Bills and credit adjustments
To make the system automatically assign credit terms to customer documents, you assign the credit
terms to customer classes, and by default, a customer is assigned the credit terms specified for the
customer class it belongs to. You can manually specify the credit terms for each customer (or override
the class setting) by using the Customers (AR.30.30.00) form. When you create a document and select
a customer, the system automatically associates with the document the credit terms specified for the
customer. (The credit terms for the document can also be overridden.)
Automatic assignment of credit terms to vendor documents is configured similarly to automatic
assignment of credit terms to customer documents, with terms being assigned to vendor classes.
You also can manually specify or change the credit terms for each vendor by using the Vendors
(AP.30.30.00) form.
Setting Up Due Date Calculation

Certain settings specified for the credit terms on the Credit Terms (CS.20.65.00) form determine the
credit period: the time interval that starts when a customer purchases a product or a service (on the
document date) and ends when the customer's payment is due. In Acumatica ERP, you do not specify
the length of the credit period; you instead specify the way the document due date will be calculated
based on the date of the document's creation.
By specifying the appropriate Due Date Type setting on the Credit Terms form, you can calculate the
due date based on one of the following factors:
• A day in a month (the Day of Next Month, End of Month, End of Next Month, and Day of the
Month options): You can specify a day of the month (in the Due Day 1 box) to be the due date
for all documents issued before this day, or the end of the current or next month can be the due
date.
| Overview | 42
• A fixed number of days (the Fixed Number of Days and Fixed Number of Days Starting Next
Month options): You can specify the period of time (in the Due Day 1 box) that is used to
calculate the due date, based on the document date or the first day of the next month. (To
determine the due date of the document, the system adds the specified number of days to either
the document date or the first day of the next month.)
• Multiple custom dates (the Custom option): With this option selected, you can set two time
intervals for the document dates and specify a due date for each interval. The parameters for
configuring the first interval are Due Day 1, Day From 1, and Day To 1, and the parameters for
configuring the second interval are Due Day 2, Day From 2, and Day To 2.
The following rules are applied to each set of days:
• The end day should be greater than the start day.
• If the value of the Due Day N parameter is greater than (or equal to) the value of the Day
To N parameter, the due date will be in the current month.
• If the value of the Due Day N parameter is less than the value of the Day To N parameter,
the due date will be in the next month.
Attention: If a document date doesn't match either interval, the due date won't be calculated. For
example, if a document is dated 1/31/2014 and the intervals are 1–15 and 16–30, then the due date won't
be calculated for the document.
For more examples of the ways a credit period is calculated, see Examples of Credit and Cash Discount
Periods.
Configuring Installment Payments

Outstanding balances can be paid in a single installment or multiple installments. To configure
installment payments, select the Multiple option in the Installment Type list. By default, the
installment type for new credit terms is Single. You then specify the number of installments, the
frequency or schedule, and the installment method.
You can configure either an installment frequency or an installment schedule. To configure a frequency,
in the Installment Frequency box, you can select the interval between installments. The following
payment frequency options are available:
• Weekly: Installments will be one week apart.
• Monthly: Installments will be one month apart.
• Semi-monthly: Installments will be a half a month apart.
To determine how the amounts of installments are calculated for the selected frequency, select one of
these options in the Installment Method list:
• Equal Parts: The document total amount (with all the applicable taxes added) is divided into equal
parts.
• Tax in First Installment: The amount of the document (the total before taxes) is divided into equal
parts, and the tax amount is added to the first installment.
To configure an installment schedule, you leave the Installment Frequency box blank and select
the Split by Percent in Table installment method. The installment amounts are calculated according
to the percentages that you specify for each installment in the Installments Schedule table. For
each installment, you can specify the number of days from the due date and the percent of the total
document amount. The first installment (which is due on the due date) should have 0 in the Day
column, and other installments' dates are specified with the respect to the due date.
| Overview | 43
Configuring Cash Discount

You can configure a cash discount for only single-installment credit terms. The cash discount is available
for a time interval (that is, the cash discount period) that starts on the document date and ends in the
number of days specified in the Cash Discount Settings section. The cash discount period falls within
the credit period. If custom due dates are set, discount settings are applied to both intervals.
The length of the cash discount period is defined by the following parameters:
• Discount Type: This parameter defines the method of calculating the end date of the discount
period (which is similar to the method of calculating the due date). The option you select in the
Due Date Type box determines the options available for selection in the Discount Type box. If
the End of Month option is selected in the Due Date Type box, configuration of a cash discount is
not available.
• Discount Day: This parameter determines the number of days or the particular day of the
month, depending on the method selected in the Discount Type box.
For examples of the ways a cash discount period is calculated, see Examples of Credit and Cash
Discount Periods.
A cash discount is an amount that is calculated by applying the percent specified in the Discount %
box to the total amount of the document. When you enter a payment for the document during the
cash discount period, the system deducts the calculated discount amount from the total amount of the
document and generates the payment for the amount—that is, the result of the deduction.
If a cash discount is applied to a document, it may or may not affect how the system calculates the
taxable amount of a document. You may indicate to the system how to calculate the taxable amount
for a tax application on the Taxes (TX.20.50.00) form. For details about how the system calculates a
taxable amount of a document if a cash discount should be applied to the document, see Tax Settings.
Examples of Credit and Cash Discount Periods

In this topic, you can find examples that demonstrate how the credit period and cash discount period
are calculated based on the calculation method of the applicable credit terms.
Structure of These Examples

Each section describes a particular method of calculating the length of credit period and discount period
defined by the credit terms. You select the calculation method in the Due Date Type box on the Credit
Terms (CS.20.65.00) form.
In each section, the first column of the table lists the options that you can select in the Discount
Type box, based on the method selected for due date calculation. The second column contains sample
settings for each option that you could use to configure the credit terms on the Credit Terms form,
as well as the document date from the Acumatica ERP form used to create the document. The third
column displays the resulting credit period and cash discount period for the document date specified
in the sample settings. This column includes a diagram that shows the resulting credit period and cash
discount period. The legend of the diagram is as follows:
•
: Starting and ending dates of the credit period
•
: Days of the credit period
•
: Days of the cash discount period
Due Date Type: Fixed Number of Days

With the Fixed Number of Days calculation method, the payment is due a fixed number of days after
the sale or purchase. You specify the number of days in Due Day 1.
| Overview | 44
Discount Type Sample Settings Result
Fixed Number of Days On the Credit Terms form: Credit period: 1/1/2016–1/31/2016
• Due Day 1: 30 Cash discount period: 1/1/2016–1/8/2016
• Discount Day: 7
On the document creation

form:
• Document Date:
1/1/2016
Due Date Type: Day of Next Month

With the Day of Next Month calculation method, the payment is due on a particular day of the next
calendar month after the month of the document date. You specify the day in Due Day 1.
In this example, the value of the Due Day 1 parameter is greater than the number of days in the next
month (February); therefore, the system uses the last date in the next month for the calculation of the
credit period.
Day of Next Month On the Credit Terms form: Credit period: 1/1/2016–2/29/2016
• Discount Day: 7

form:
• Document Date:
1/1/2016
End of Month On the Credit Terms form: Credit period: 1/1/2016–2/29/2016
• Discount Day: N/A

form:
• Document Date:
1/1/2016
Day of the Month On the Credit Terms form: Credit period: 1/1/2016–2/29/2016
• Discount Day: 7
| Overview | 45

form:
• Document Date:
1/1/2016
Due Date Type: End of Next Month

With the End of Next Month calculation method, the payment is due at the end of the next calendar
month after the month of the document date.
For this calculation method, note that the credit and cash discount periods are equal if the End of Next
Month option is selected in the Discount Type box.
Discount Type Sample Settings Results
Day of Next Month On the Credit Terms form: Credit period: 1/1/2016–2/29/2016
• Due Day 1: N/A Cash discount period: 1/1/2016–2/7/2016
• Discount Day: 7

form:
• Document Date:
1/1/2016
End of Month On the Credit Terms form: Credit period: 1/1/2016–2/29/2016

form:
• Document Date:
1/1/2016
End of Next Month On the Credit Terms form: Credit period: 1/1/2016–2/29/2016

form:
• Document Date:
1/1/2016
| Overview | 46
• Discount Day: 7

form:
• Document Date:
1/1/2016
Due Date Type: Day of the Month

With the Day of the Month calculation method, the payment is due on a particular day of the current
calendar month, if the invoice is issued before this day. If the invoice is issued after this day of the
current calendar month, then the payment is due on the day of the next calendar month. You specify
the day in Due Day 1.
• Discount Day: 7

form:
• Document Date:
1/1/2016
Due Date Type: Fixed Number of Days Starting Next Month

With the Fixed Number of Days Starting Next Month calculation method, the payment is due a fixed
number of days starting the first day of the next calendar month after a sale or purchase. You specify
the number of days in Due Day 1.
Fixed Number of Days On the Credit Terms form: Credit period: 1/1/2016–3/2/2016
Starting Next Month
• Discount Day: 7

form:
• Document Date:
1/1/2016
| Overview | 47
Due Date Type: Custom

With the Custom calculation method, you set two time intervals for the document dates and specify a
due date for each interval. The parameters for configuring the first interval are Due Day 1, Day From
1, and Day To 1, and the parameters for configuring the second interval are Due Day 2, Day From 2,
and Day To 2.
The sample settings here define the following intervals: 1–15 and 16–31. The due date for the first
interval is the 10th of the next month for documents issued between day 1 and day 15 of the current
month. The due date for the second interval is the 25th of the next month for documents issued
between day 16 and day 31 of the current month.
For this calculation method, note that the system shortens the cash discount period to be equal to the
credit period if the End of Next Month option is selected as the Discount Type.
Day of Next Month On the Credit Terms form: Document 1

Interval 1: Credit period: 1/1/2016–2/10/2016
• Day From 1: 1
• Day To 1: 15
Interval 2:
• Due Day 2: 25
• Day From 2: 16
• Day To 2: 31
Discount Day: 7 Document 2

On the document creation Credit period: 1/16/2016–2/25/2016
form:
Cash discount period: 1/16/2016–2/7/2016
• Document 1 Date:
1/1/2016
1/16/2016
Fixed Number of Days On the Credit Terms form: Document 1

• Day From 1: 1
• Day To 1: 15
Interval 2:
| Overview | 48

• Due Day 2: 25
• Day From 2: 16
• Day To 2: 31
Discount Day: 7
form:
• Document 1 Date: Document 2

1/1/2016
Credit period: 1/16/2016–2/25/2016
• Document 2 Date: Cash discount period: 1/16/2016–1/23/2016
1/16/2016
End of Month On the Credit Terms form: Document 1

• Day From 1: 1
• Day To 1: 15
Interval 2:
• Due Day 2: 25
• Day From 2: 16
• Day To 2: 31
Discount Day: N/A Document 2

form:
1/1/2016
1/16/2016
End of Next Month On the Credit Terms form: Document 1

| Overview | 49

• Day From 1: 1
• Day To 1: 15
Interval 2:
• Due Day 2: 25
• Day From 2: 16
• Day To 2: 31
Discount Day: N/A Document 2

form:
1/1/2016
1/16/2016
Day of the Month On the Credit Terms form: Document 1

• Day From 1: 1
• Day To 1: 15
Interval 2:
• Due Day 2: 25
• Day From 2: 16
• Day To 2: 31

form:
1/1/2016
1/16/2016
| Overview | 50
Fixed Number of Days On the Credit Terms form: Document 1

Starting Next Month
• Day From 1: 1
• Day To 1: 15
Interval 2:
• Due Day 2: 25
• Day From 2: 16
• Day To 2: 31

form:
1/1/2016
1/16/2016
To Configure Single-Installment Credit Terms

You use the Credit Terms (CS.20.65.00) form to define each set of credit terms, including due dates
and conditions for cash discounts when an outstanding balance is paid early. For a set of credit terms,
you can specify the payment as a single installment (described in this topic) or as multiple installments
(described in To Configure Multiple-Installment Credit Terms).
To Configure Credit Terms for a Single Installment
1. On the Finance tab, click Accounts Receivable (or Accounts Payable). In the left pane,
select the Configuration tab and then navigate to Setup > Credit Terms.
2. In the General Settings section, in the Terms ID box, type the identifier of the credit terms.
The ID may contain up to ten characters.
3. In the Description box, type the description of the terms.
4. In the Visible To box, select the visibility of these credit terms (that is, under what
circumstances they are listed and available for selection). The following options are available:
• All: The terms can be assigned to both vendors and customers.
• Vendors: The terms can be assigned to vendors only.
• Customers: The terms can be assigned to customers only.

| Overview | 51
• Disabled: The terms are removed from the selection lists for both vendors and customers.
5. In the Installment Type box of the Installments Settings section, select Single.
6. In the Due Date Type box of the Due Day Settings section, select the due date type. For
detailed descriptions of the options, see Setup of Credit Terms.
7. Depending on the due date type, specify the values of the other available elements (if any) in
the Due Day Settings section.
8. Optional: In the Cash Discount Settings section, enter the settings that affect the discount for
an early payment:
a. In the Discount Type box, select the discount date type. The availability of options
depends on the option selected as the Due Date Type.
b. In the Discount Day box, specify the number of days or the particular day of the month,
depending on the option selected in the Discount Type box. (This box is unavailable for
some Discount Type options.)
c. In the Discount % box, specify the percent to be applied to the document total amount
to calculate the discount percentage.
9. On the form toolbar, click Save.
To Configure Multiple-Installment Credit Terms

You use the Credit Terms (CS.20.65.00) form to define each set of credit terms. For a set of credit
terms, you can specify payment as a single installment (described in To Configure Single-Installment
Credit Terms) or as multiple installments (described in this topic).
To Configure Credit Terms for Multiple Installments
1. On the Finance tab, click Accounts Receivable (or Accounts Payable). In the left pane,
select the Configuration tab and then navigate to Setup > Credit Terms.
2. In the General Settings section, in the Terms ID box, type the identifier of the credit terms.
The ID may contain up to ten characters.
3. In the Description box, type the description of the terms.
4. In the Visible To box, select the visibility of these credit terms (that is, under what
circumstances they are listed and available for selection). The following options are available:
• Disabled: The terms are removed from the selection lists for both vendors and customers.
5. In the Installment Type box of the Installments Settings section, select Multiple.
6. In the Installment Method box, select the installment method, which determines how the
system calculates the installment amounts.
7. If you selected the Equal Parts or Tax in First Installment installment method, do the following:
• 1. In the Number of Installments box, type the number of installments.
2. In the Installment Frequency box, select the installment frequency.

| Overview | 52
8. If you selected the Split by Percent in Table method, do the following for each installment:
a. On the Installments Schedule table toolbar, click Add Row.
b. In the Days column, type the number of days from the due date on which this particular
installment is due.
c. In the Percent column, type the percent of the installment.
9. In the Due Date Type box of the Due Day Settings section, select the due date type. For
detailed descriptions of the options, see Setup of Credit Terms.
10. Depending on the due date type, specify the values of the other available elements (if any) in
the Due Day Settings section.
Migration of Accounts Payable Documents

In Acumatica ERP, you can enter fully or partially settled Accounts Payable documents into the system
without affecting the General Ledger. To do it, you have to activate migration mode. For details on
activating migration mode and adding documents, see Migrating Documents to Acumatica ERP.
| Procedures: Setup and Maintenance | 53
Procedures: Setup and Maintenance

This chapter provides procedures you can follow during the setup and configuration of the Accounts
Payable module.
The setup and maintenance procedures in this chapter are listed below.
Configuring Mailing of Electronic Versions of Documents
• To Set Up Mailings for Vendors
Configuring Rounding for Bills
• To Set Up Document Amount Rounding
To Set Up Mailings for Vendors

In Acumatica ERP, the functionality that enables the sending of documents of a specific type by email or
by postal mail is referred to as a mailing. You can configure mailing of documents to vendors willing to
receive paper documents or sending by email to those who are willing to receive electronic versions of
documents. For an overview of this functionality, see Predefined Mailings for Customers and Vendors.
To set up such mailings, follow the steps outlined in the following sections.
Before You Begin

As a first step, navigate to the Purchase Orders Preferences (PO.10.10.00) form, and click the Mailing
Settings tab. In the Default Sources area, make sure that the Active check box for the PURCHASE
ORDER mailing is selected. If needed, on the Purchase Requisitions Preferences (RQ.10.10.00) form,
make the RQPROPOSAL mailing active.
Define Mailing Settings for a Vendor Class

You can facilitate the process of setting up sending of electronic purchase orders to vendors by using
the mailing settings of vendor classes as the default settings for vendors of the respective classes. If
vendors of the class are shared among multiple branches of your company, you can set up the mailing
of orders differently for different branches. Also, you can configure emails to be sent to authorized
employees of your company branches about orders of particular vendor classes.
To set up the mailing for a vendor class, perform the following steps:
1. On the Finance tab, click Accounts Payable. In the left pane, click the Configuration tab and
then navigate to Setup > Vendor Classes (AP.20.10.00).
2. On the General Settings tab, select the Send Orders by Email check box.
3. On the Mailing Settings tab, in the Mailings area, do the following:
a. Select the Active check boxes for the mailings you want to use.
b. Leave the Branch box blank to use the mailing for all branches, or specify a particular
branch on behalf of which this mailing will be used.
c. For this mailing, specify a default report or template. If needed, select a custom report or
another email template to be used for email generation.
4. In the Recipients area, take the following steps in defining the types of recipients for the
vendor class:
a. Add a new row. In the Contact Type box, specify the default contact type for vendors of
the class. Make sure this contact type, too, is active.
: Mailing settings for the vendor class serve as the default settings for vendors of the class
but can be overridden by the settings for particular vendors.
b. Optional: If an employee in your company should receive the emails that will be sent to
vendors of this class, add a new row. In the Contact Type box, select Employee. In
the Contact ID box, select the particular employee. Make sure this contact is active by
selecting the Active check box for this row.
Define Mailing Settings for a Particular Vendor

You can set up sending specific documents by email to particular vendors and employees who work with
these vendors. To do this, perform the following steps:
1. On the Finance tab, click Accounts Payable. In the left pane, make sure the Work Area tab is
open and then navigate to Manage > Vendors (AP.30.30.00).
2. On the Purchase Settings tab, make sure the Send Orders by Email check box is selected.
3. On the Mailing Settings tab, in the Mailings area, do the following:
a. Make sure the mailings which you want to use are active.
b. Specify the default report or the default template. If needed, select a custom report or
another template.
4. In the Recipients area, review the list of default contact types to receive emails, and add more
contacts if needed, taking the following steps for each contact:
a. In the Contact Type box, specify the type of contact to receive the mailing. (This can be
an employee of your company or a vendor contact.)
b. In the Contact ID box, select the particular contact of the type.
c. Choose the format of the email (if a report is used) for this particular recipient.
d. Make sure the contact for mailing is active.
e. Specify whether the contact should receive a blind carbon copy of the emails that will be
generated for this mailing.
To Set Up Document Amount Rounding

Your company policy or local regulations may require that you round the amounts on invoices and bills.
For more information, see Rounding of Document Amounts.
You set up the rounding rules and rounding precision for Accounts Payable invoices by using the
Accounts Payable Preferences (AP.10.10.00) form, and for Accounts Receivable invoices by using the
Accounts Receivable Preferences (AR.10.10.00) form.
Before You Proceed
1. On the Enable/Disable Features (CS.10.00.00) form, make sure that the Invoice Rounding
check box is selected, which indicates that the feature is enabled. For details, see Enabling
Features.
2. Make sure the rounding gain and loss accounts (and subaccounts, if they are used in your
system) for the base currency are specified on the General Ledger Preferences (GL.10.20.00)
form, and that the accounts and subaccounts for each foreign currency used by your customers
and vendors are specified on the Currencies (CM.20.20.00) form.
To Set Up Rounding Rules for AP Invoices
1. On the Finance tab, click Accounts Payable. In the left pane, select the Configuration tab,
and then navigate to Setup > Accounts Payable Preferences (AP.10.10.00).
2. In the Rounding Rule for Bills box, select one of the following rules to be used to round the
totals of AP invoices:
• Use the Currency Precision: To round the total amount of each document according to
the precision of the currency of the document. With this option selected, the system
will process the documents as if the document rounding feature is not enabled for AP
documents.
• Nearest: To round the total amount of each document to the nearest multiple of the
smallest unit selected as the rounding precision.
• Up: To round each total amount up to the next multiple of the smallest unit selected as the
rounding precision.
• Down: To round each total amount down to the previous multiple of the smallest unit
selected as the rounding precision.
3. In the Rounding Precision box, select the smallest unit (rounding precision) to which the totals
will be rounded. Select one of the following precision options to be used for rounding:
: The system will use the same rounding precision for all currencies.
To Set Up Rounding Rules for AR Invoices
1. On the Finance tab, click Accounts Receivable. In the left pane, select the Configuration
tab, and then navigate to Setup > Accounts Receivable Preferences (AR.10.10.00).
2. In the Rounding Rule for Invoices box, select one of the following rules to be used to round
the totals of AR invoices:
• Use the Currency Precision: To round the total amount of each document according to the
precision of the currency of the document
• Nearest: To round the total amount of each document to the nearest multiple of the
selected smallest unit selected as the rounding precision
• Up: To round each document total amount up to the next multiple of the smallest unit
selected as the rounding precision
• Down: To round each document total down to the previous multiple of the smallest unit
selected as the rounding precision
3. In the Rounding Precision box, select the precision to which the totals will be rounded. Select
one of the following available precision options as the smallest unit to which the amounts should
be rounded:


| Processing Bills with Retainage | 57
Processing Bills with Retainage

In some industries, such as construction, it is necessary to withhold a portion of the contract amount
until the work has been completed to assure that the vendor will satisfy its obligations and complete
a particular project. In Acumatica ERP, you can process bills with retained amounts if the Retainage
Support feature is enabled on the Enable/Disable Features (CS.10.00.00) form.
In this chapter, you will read about the configuration necessary for the processing of retainage, the
processing flow of bills with retainage, and examples of the processing of bills with retainage. You will
also find the procedures related to bills with retainage.
In This Chapter
• Configuration of the Default Retainage • To Enter a Bill with Retainage (with Items'
Settings in Accounts Payable Module Quantities and Unit Costs)
• Processing Flow of a Bill with Retainage • To Enter a Bill with Retainage (with Line
Totals)
• Examples of the Processing Bills with
Retainage • To Create a Retainage Bill (Release
Retainage)
• To Create Multiple Retainage Bills (Release

Retainage for Multiple Bills)
Configuration of the Default Retainage Settings in Accounts

Payable Module
In this topic, you will read about how to set the preference settings related to retainage, configure
classes for vendors who retain amounts on bills, and configure particular vendors (and vendor
locations) that retain amounts on bills.
General Retainage Settings

In the Retainage Settings section on the General Settings tab of the Accounts Payable Preferences
(AP.10.10.00) form, you can do the following:
• To retain taxes calculated on the retained amount, you select the Retain Taxes check box. The
system calculates and reports the taxes of the bills with retainage and retainage bills separately.
You then need to specify the tax accounts to be debited by the amounts of retained taxes, as
described in the Configuration of Taxes section.
If this check box is cleared, the full tax amount is paid on the bill with retainage.
• To direct the system to automatically release retainage bills that you create on the Release AP
Retainage (AP.51.00.00) form, you select the Automatically Release Retainage Bills check
box.
• If the Project Accounting feature is enabled on the Enable/Disable Features (CS.10.00.00) form,
you can select the Require Single Project per Document check box to configure the system
to link all lines of Accounts Payable documents with the same project specified by the user in the
Summary area on the Bills and Adjustments (AP.30.10.00) form.
Configuration of Vendor Classes

If your company works with bills with retainage, you can specify for a vendor class the default retainage
payable account and subaccount (if applicable) to record the money that you owe to vendors of the
class. You specify the account and subaccount in the Retainage Payable Account and Retainage
Payable Sub. boxes, respectively, on the GL Accounts tab of the Vendor Classes (AP.20.10.00) form.
If you have specified the default account and subaccount for a vendor class, for vendors of the class,
the system inserts these values into the Retainage Payable Account and Retainage Payable Sub.
boxes, respectively, on the GL Accounts tab of the Vendors (AP.30.30.00) form for newly added
vendors.
Configuration of Particular Vendors

For each particular vendor for which your company needs to retain a certain percent of each bill total,
you can specify default settings as follows on the General Info tab of the Vendors (AP.30.30.00) form:
• If the vendor usually retains an amount on bills, you select the Apply Retainage check box
in the Retainage Settings section of the General Info tab. If this check box is selected, the
Apply Retainage check box is selected for the bills of the vendor on the Bills and Adjustments
(AP.30.10.00) form. If this check box is cleared for the vendor, the Apply Retainage check box is
cleared for the bills of the vendor on the Bills and Adjustments form.
• If the Apply Retainage check box is selected, to specify the default percent to be retained from
the total amount of the bills of the vendor, you specify the percent in the Retainage Percent
box in the same section. The system enters this percent for bills of the vendor in the Default
Retainage Percent box on the Retainage tab on the Bills and Adjustments form, and this
percent is automatically applied to all lines on the Document Details tab.
If no Retainage Payable account and subaccount (if applicable) are specified the class to which the
vendor is assigned, you can specify the account and subaccount in the Retainage Payable Account
and Retainage Payable Sub. boxes, respectively, on the GL Accounts tab of the Vendors form. This
account and subaccount you specify will be used to record the amount that your company owes to the
vendor for the bills.
If the system has inserted the Retainage Payable account and subaccount (if applicable) specified for
the vendor class to which the vendor is assigned, you can override the default account and subaccount
of the class in the Retainage Payable Account and Retainage Payable Sub. boxes, respectively.
The default values provided for the vendor can be overridden for a particular bill.
Configuration of a Particular Vendor Location

: You can create and configure multiple vendor locations only if the Business Account Locations feature is
enabled on the Enable/Disable Features (CS.10.00.00) form.
For the default location, the Retainage Payable account and subaccount (if applicable) are those you
have specified for the vendor. If a vendor has multiple locations, each non-default location has the
same the Retainage Payable account and subaccount that were specified for the default location. If the
Same As Default Location's check box is cleared on the GL Accounts tab of the Vendor Locations
(AP.30.30.20) form, you can override the account and subaccount of a non-default location in the
Retainage Payable Account and Retainage Payable Sub. boxes, respectively, on this tab.
The accounts specified for the vendor location selected in a bill will be used by default to post retainage
entries. The default values provided for the vendor location can be overridden for a particular bill.
Configuration of Taxes
If the taxes calculated on the retained amount are also retained—that is, if the Retain Taxes check
box is selected on the Accounts Payable Preferences (AP.10.10.00) form,—you have to specify the
accounts for retained taxes. To do so, on the GL Accounts tab of the Taxes (TX.20.50.00) form, you
specify the tax claimable account and subaccount in the Retainage Tax Claimable Account and
Retainage Tax Claimable Subaccount boxes, respectively. This account and subaccount will be
debited by the tax applied to the retained amount.
Processing Flow of a Bill with Retainage

If a vendor retains a part of the amount of a bill, to process the total amount of the bill, at least two
bills are created in Acumatica ERP: the bill for which part of the amount is retained and the retainage
bill. The bill with retainage is paid during the period of time agreed upon between your company and
the vendor. The retainage bill is the bill that contains the retained amount or the part of the retained
amount to be paid, and it is paid after the contractual work is finished. Multiple retainage bills can be
created for one bill with retainage.
In this topic, you will read about the general processing workflow of a bill with retainage in Acumatica
ERP (without taxes applied).
The Processing Workflow of a Bill with Retainage

Typically, an Accounts Payable bill with retainage goes through the following states during its life cycle:
1. Entering the bill with retainage and preparing the bill for release: A data entry person creates
the bill with retainage in the system on the Bills and Adjustments (AP.30.10.00) form. The
balance of this bill equals the sum of the extended costs of the lines of the bill reduced by the
retainage amount. The total amount of the bill (which is shown on the Retainage tab) is the
detail total amount plus the retained amount.
2. Releasing the bill with retainage: An accountant releases the prepared bill with retainage. The
released bill is assigned the Open status, affects the balances of the selected vendor and the
General Ledger accounts, and requires further processing.
3. Paying the bill with retainage: The accountant creates a payment in the system to pay the bill
with retainage. He or she processes and releases the payment. The system changes the status
of the payment to Closed and reduces the balance of the bill with retainage by the amount paid.
When the payment is released, the balance of the vendor is reduced by the paid amount and the
General Ledger accounts are updated. The bill with retainage still has the Open status.
4. Releasing a retainage: Once the work has been completed, the accountant releases the
retainage for the bill with retainage. He or she can release a part of the retained amount or the
full retained amount. When the retainage is released, a retainage bill with the Open status is
created in the system. When the retainage bill is released, the system updates the balances of
the vendor, the related General Ledger accounts, and the unreleased retainage amount of the bill
with retainage.
5. Paying the retainage bill: The accountant creates a payment in the system to pay the retainage
bill. He or she processes and releases the payment. The system changes the status of the
payment to Closed and reduces the balance of the retainage bill by the amount paid. The
balance of the vendor is reduced by the paid amount and the General Ledger accounts are
updated.
If the full retained amount has been released and paid, the bill with retainage is assigned the
Closed status, and its unreleased and unpaid retainage amounts equal zero.
If a part of the retained amount has been released and paid, the bill with retainage keeps the
Open status. The system reduces the bill unreleased and unpaid retainage amounts by the
retainage released and the retainage paid, respectively.
The following diagram illustrates the processing of a bill with retainage and related vendor payments in
the system.
Figure: Processing flow of a bill with retainage
Examples of the Processing Bills with Retainage

In this topic, you will find some examples of bills with retainage being processed in the system.
Processing a Bill with Retainage and Without Taxes

Suppose that your company has hired a construction company to build a new building. On June 5,
2017, the construction company sends you an invoice with a total amount of $50,000. By contract,
it has been agreed upon that 20% of the total amount ($10,000) is withheld by your company until
the contractual work is finished and the other part ($40,000) is paid within 15 days. The responsible
persons of your company enter and process the needed documents in the system, and the related
General Ledger batches are created in the system.
The following table shows the journal entries of the original General Ledger batch generated when the
Accounts Payable bill is released.
Accounts Payable account 00.00 40,000.00
Retainage Payable account 00.00 10,000.00
Work in Progress account 50,000.00 00.00
On June 12, 2017, your company pays $40,000 for the bill with retainage. A batch with the following
journal entries is created for the payment.
Accounts Payable account 40,000.00 00.00
Cash account 00.00 40,000.00
On December 4, 2017, the construction work has been completed. The accountant then releases the
retainage—that is, creates a retainage bill in the system. When the retainage bill is released, a batch
with the following journal entries is created.
Retainage Payable account 10,000.00 00.00
On December 15, 2017, your company makes the final payment to the construction company. The
following table shows the journal entries of the batch created for the payment.
Cash account 00.00 10,000.00
Processing a Bill with a Retainage and Taxes Applied Only to Bill with Retainage
Suppose that your company has hired a construction company to build a new building. Taxes at the rate
of 5% are applied to the bill and should be calculated and reported for the bill with retainage (that is,
it is not necessary to retain the amount on taxes). On June 5, 2017, the construction company sends
you an invoice with a total amount of $50,000. By contract, it has been agreed that 20% of the total
amount ($10,000) is withheld by your company until the contractual work is finished and the other
part ($40,000) is paid within 15 days. The responsible persons of your company enter and process the
needed documents in the system, and the related General Ledger batches are created in the system.
Tax Claimable account 2,500.00 00.00
On June 12, 2017, your company pays the bill with retainage. A batch with the following journal entries
is created for the payment.
Cash account 00.00 42,500.00
with the following journal entries are created.
Cash account 00.00 10,000.00
Processing a Bill with a Retainage and Taxes Applied Separately for the Original and
Retainage Bills
Suppose that your company has hired a construction company to build a new building. Taxes at the rate
of 5% are applied to the bill and should be calculated and reported separately for the bill with retainage
and the retainage bill. On June 5, 2017, the construction company sends you an invoice with a total
amount of $50,000. By contract, it has been agreed upon that 20% of the total amount ($10,000) is
withheld by your company until the contractual work is finished, and the other part ($40,000) is paid
within 15 days. The responsible persons of your company enter and process the needed documents in
the system, and the related General Ledger batches are created in the system.
Tax Claimable account 2,000.00 00.00
Retainage Tax Claimable account 500.00 00.00

On June 12, 2017, your company pays $42,000 for the bill with retainage. A batch with the following
journal entries is created for the payment.
Cash account 00.00 42,000.00
with the following journal entries is created.
Tax Claimable account 500.00 00.00
Retainage Tax Claimable account 00.00 500.00
Cash account 00.00 10,500.00
To Enter a Bill with Retainage (with Items' Quantities and Unit

Costs)
You enter a vendor bill with retainage on the Bills and Adjustments (AP.30.10.00) form. You use this
procedure if you are specifying items' quantities and unit costs in the detail lines of the bill. If you are
instead specifying the line total amounts in the detail lines, you should use To Enter a Bill in the Base
Currency (with Line Totals).
: You can enter a bill with retainage only if the Retainage Support feature is enabled on the Enable/Disable
To Enter a Bill with Retainage (with Items' Quantities and Unit Costs)
1. On the Finance tab, click Accounts Payable. In the left pane, select the Work Area tab, and
then navigate to Enter > Bills and Adjustments (AP.30.10.00).
2. On the form toolbar, click Add New Record.
3. In the Type box of the Summary area, select Bill.
4. In the Date box, enter the date of the vendor document the bill is based on.
5. If required, in the Vendor Ref. box, enter the reference number of the vendor document.
6. In the Vendor box, select the vendor the document is from.

The system fills in the following boxes automatically with the default settings of the selected
vendor: Location, Terms, Due Date, Cash Discount Date, Apply Retainage, and Default
Retainage Percent. Review these settings, and make any needed changes.
7. In the Currency box, make sure the base currency is shown correctly.
8. If required, in the Project box, select the project with which the bill is associated.
9. If the Apply Retainage check box is not already selected, select it.
10. Optional: In the Description box, add a brief description of the bill.
11. On the Document Details tab, for each detail line of the bill, click Add Row on the table
toolbar, and do the following:
a. In the Branch column (if it appears), ensure that the system has specified the correct
branch. Specify another branch, if needed.
b. If an item is involved, in the Inventory ID column, select the required item.
c. In the Quantity column, enter the quantity of the line item purchased from the vendor.
d. In the Unit Cost column, enter the cost of each specified unit.
e. Check the Retainage Percent and Retainage Amount columns, and change the value
in one of the columns if necessary. (The system will automatically change the value in the
other column based on the value you specify.)
f. In the Account column, ensure that the specified account is correct.
g. In the Subaccount column (if it appears), ensure that the specified subaccount is
correct.
12. If you want to save the document with the On Hold status, make sure the Hold check box is
selected.
13. If you want to save the document with the Balanced status, do one of the steps below, and make
sure the Hold check box is cleared:
• If the Amount box of the Summary area is available on the form, enter the total amount
of the invoice in this box.
• If the Amount box is not available on the form, make sure the total amount of the
document is displayed correctly in the Balance box.
Notes About the Procedure

The notes in this section describe the nuances of the UI elements available on the form, such as when
an element is required and when it is not, and when the system fills in settings by default. Other notes
can also be described in this section.
Note the following about the Summary area of the form:
• The system fills in the Post Period box automatically, based on the specified document date.
• The Vendor Ref. value is required only if the Require Vendor Reference check box is selected
on the Accounts Payable Preferences (AP.10.10.00) form; otherwise, the value is optional.
• The Location box appears on the form and required only if the Business Account Location feature
is enabled on the Enable/Disable Features (CS.10.00.00) form.
• The Currency box appears on the form only if the Multi-Currency Accounting feature is enabled
on the Enable/Disable Features form.
• The Project box appears on the form only if the Project Accounting feature is enabled on the
Enable/Disable Features form and the Require Single Project per Document check box is
selected on the Accounts Payable Preferences form.
• The Amount box appears on the form and is required only if the Validate Document Totals on
Entrycheck box is selected on the Accounts Payable Preferences form.
Note the following about the Document Details tab:
• The Branch column appears only if the Multi-Branch Support feature is enabled on the Enable/
Disable Features form.
• In the Inventory ID column, you can select only a non-stock item or service. The Inventory
module is not updated.
• The system automatically calculates and inserts the value in the Ext. Cost column based on the
values that you have specified in the Quantity and Unit Cost columns.
• In the Account column, the system specifies the expense account associated with the vendor
location if the Inventory ID column is empty. If you have specified an inventory item in the
Inventory ID column, the system enters the expense account specified in the settings for the
inventory item.
• In the Subaccount column, the system inserts the subaccount generated in accordance with the
rule in the Combine Expense Sub. from box on the Accounts Payable Preferences form. You can
manually change the subaccount if necessary.
• The Project column appears only if the Project Accounting feature is enabled on the Enable/
For details on attaching scanned images of the supporting documents, see To Attach a File to a Record.
To Enter a Bill with Retainage (with Line Totals)

You enter a vendor bill with retainage on the Bills and Adjustments (AP.30.10.00) form. You use this
procedure if you are specifying line totals in the detail lines of the bill. If you are instead specifying the
items' quantities and unit costs in the detail lines, you should use To Enter a Bill with Retainage (with
Items' Quantities and Unit Costs).
: You can enter a bill with retainage only if the Retainage Support feature is enabled on the Enable/Disable
To Enter a Bill with Retainage (with Line Totals)

vendor: Location, Terms, Due Date, Cash Discount Date, Apply Retainage, and Default
Retainage Percent. Review these settings, and make any needed changes.
8. If required, in the Project box, select the project with which the bill is associated.
9. If the Apply Retainage check box is not already selected, select it.
b. In the Ext. Cost column, enter the total amount for the line.
c. Check the Retainage Percent and Retainage Amount columns, and change the value
in one of the columns if necessary. (The system will automatically change the value in the
other column based on the value you specify.)
d. In the Account column, ensure that specified account is correct.
e. In the Subaccount column (if it appears), ensure that the specified subaccount is
correct.
11. If you want to save the document with the On Hold status, make sure the Hold check box is
selected.
12. If you want to save the document with the Balanced status, do one of the steps below, and make
sure the Hold check box is cleared:
• If the Amount box of the Summary area is available on the form, enter the total amount
of the invoice in this box.
• If the Amount box is not available on the form, make sure the total amount of the
document is displayed correctly in the Balance box.

• The Vendor Ref. value is required only if the Require Vendor Reference check box is selected
on the Accounts Payable Preferences (AP.10.10.00) form; otherwise, the value is optional.
• The Location box appears on the form and required only if the Business Account Location feature
• The Currency box appears on the form only if the Multi-Currency Accounting feature is enabled
• The Project box appears on the form only if the Project Accounting feature is enabled on the
Enable/Disable Features form and the Require Single Project per Document check box is
selected on the Accounts Payable Preferences form.
• The Amount box appears on the form and is required only if the Validate Document Totals on
Entrycheck box is selected on the Accounts Payable Preferences form.
By default, on the Retainage tab, in the Default Retainage Percent box, the system inserts the
retainage percent specified for the vendor in the Retainage Percent box on the General Info tab of
the Vendors form.
• The Branch column appears only if the Multi-Branch Support feature is enabled on the Enable/
• In the Account column, the system enters the expense account associated with the vendor
Inventory ID column, the system enters the expense account specified in the inventory item
settings.
• In the Subaccount column, the system enters the subaccount generated in accordance with the
rule in the Combine Expense Sub. from box on the Accounts Payable Preferences form. You can
manually change the subaccount if necessary.
• The Project column appears only if the Project Accounting feature is enabled on the Enable/
Disable Features (CS.10.00.00) form.
To Create a Retainage Bill (Release Retainage)

You release retainage for a particular bill from which a part of an amount has been retained on the Bills
and Adjustments (AP.30.10.00) form. Once the retainage is released, the system creates a retainage
bill with the released retainage amount of the bill with retainage in the system and opens it on the
same form.
To Create a Retainage Bill (Release a Retainage)
3. In the Reference Nbr. box, select the reference number of the bill with retainage for which you
want to release retainage.
4. On the form toolbar, click Actions > Release Retainage.
5. In the Release Retainage dialog box, which opens, check the Retainage to Release and
Percent to Release boxes, and change the value in one of them if necessary; the system
automatically recalculates the value in another one.
6. Optional: In the Retainage Vendor Ref. box, specify the reference number of the vendor
retainage bill.
7. Click Release.
The system displays the created retainage bill. Notice that the Retainage Bill check box is
selected for the bill.
8. Click Save.
To Create Multiple Retainage Bills (Release Retainage for

Multiple Bills)
You release retainage for multiple bills from which a part of amount has been retained on the Release
AP Retainage (AP.51.00.00) form. When the retainage is released, the system creates multiple
retainage bills with the specified released retainage amount for each bill with retainage selected for
processing during this procedure.
To Create Multiple Retainage Bills
1. On the Finance tab, click Accounts Payable. In the left pane, select the Processes tab, and
then navigate to Daily > Release AP Retainage (AP.51.00.00).
2. In the Selection area, in the Date box, select the date for which you want to create the
retainage bills.
The system fills in the Post Period box with the period of the selected date. You can change it,
if necessary.
3. In the Branch box, ensure that the system has specified the correct branch. By default, the
system fills in the current branch. Specify another branch, or clear the box to view bills with
retainage for all branches, if needed.
: This box appears on the form only if the Multiple Branch Support feature is enabled on the
Enable/Disable Features (CS.10.00.00) form.
4. In the table, for each bill for which you want to release retainage, check the Percent to
Release or Retainage to Release column, and change the value in one of the columns, if
necessary. The system recalculates the value in the other column.
5. Do one of the following:
• To release retainage for all listed documents, click Process All on the form toolbar.
• To release retainage for particular documents, select the unlabeled check boxes in the rows
of the required documents in the list, and on the form toolbar, click Process on the form
toolbar.
| Approving Financial Documents | 69
Approving Financial Documents

Most businesses have their own processes of reviewing and approving financial documents. Generally,
approval is required for sales performed on credit, purchases, and outgoing payments. With Acumatica
ERP you can adjust the approval workflows as required by your organization's policies and set up
approval for multiple types of documents.
In the following sections, you can read about mechanisms you can set up to keep control on financial
documents offered byAcumatica ERP. You can use all the mechanisms simultaneously or choose a
combination that meets your policies.
Employee Access Restriction

In a small company, the process of approving a financial document can be very simple—a person
authorized to approve a document pays or releases it. In such case, you can simply restrict access to
a corresponding forms to all employees but authorized to approve ones, by using Acumatica ERP roles
and restriction groups. For details, see Overview of Row-Level Security.
Customer Credit Verification

You can enable a credit check process for each customer that automatically puts overdue invoices on
hold and forbids the issuing of new invoices for a customer that has failed a credit check. For details,
see Credit Verification.

In some companies, authorized employees approve Accounts Payable bills for payment before other
users can pay these bills. With this mechanism enabled, all released bills are available for payment only
after being approved by an authorized person. The approval is performed by using a specific form to
which you should restrict access for all other employees, but the authorized ones. For details, see Bill
Approval for Payment.
Approval Workflow
Acumatica ERP offers easy-to-use, system-wide mechanism of configuring approval workflow for
multiple types of documents. To use the functionality you enable the Approval Workflow feature on the
With the feature enabled you can configure approval workflow with needed complexity:
• Single stage approval: one authorized employee approves documents for payment or release
• Multistage approval: multiple employees approve documents in a fixed order (the next approver
receives a document only when the previous one has approved it)
• Parallel approval: multiple employees approve documents in any order or simultaneously
By using this feature, you can configure an approval workflow for the following documents:
• Expense receipts. For details, see Expense Receipt Approval.
• Expense claims. For details, see Expense Claim Approval.
• Cash transactions. For details, see Cash Transaction Approval.
• Accounts Payable documents. For details, see Accounts Payable Document Approval.
• Accounts Receivable documents. For details, see Cash Return and Refund Approval.
• Sales orders. For details, see Sales Order Approval.

• Purchase orders. For details, see Approval of Purchase Orders.
• Purchase requests and requisitions. For details, see Request and Requisition Approval.
In This Chapter
• Bill Approval for Payment • To Set Up Approval of Accounts Payable

Documents
• Accounts Payable Document Approval

In some companies, to keep control on cash, authorized employees approve bills for payment before
other users can pay these bills. In smaller companies, approval of bills may not be required. With
Acumatica ERP, you can configure the approval of bills to match the approval procedure established in
your company.
Approval Configuration
In a small company, the process of approving bills for payment can be very simple: A person authorized
to approve bills pays them. In this case, make sure that the Require Approval of Bills Prior to
Payment check box on the Accounts Payable Preferences (AP.10.10.00) form is cleared. Then, upon
release of bills, the system calculates the appropriate pay date for each bill. All Open bills appear on the
Prepare Payments (AP.50.30.00) form (to which only the person authorized to approve bills has access)
and will be paid if approved. The Approve Bills for Payment (AP.50.20.00) form can be removed from
the site map or used as an inquiry showing totals for documents selected using various criteria.
If bills should be approved directly in your system as a separate stage before they may be paid, make
sure the check box for the Require Approval of Bills Prior to Payment option is selected on the
Accounts Payable Preferences form. Then unapproved bills appear on the Approve Bills for Payment
(AP.50.20.00) form and can be approved on this form. You can configure the system so that only
employees authorized to approve bills will have access to this form. Only approved bills appear on the
Prepare Payments form and can be paid on their pay date.
Pay Date Calculation

On release of a bill, the system assigns it a pay date according to the option selected for the vendor.
Bills of the vendor can be paid by their due dates or by their cash discount dates, as the vendor
prefers; this option can be selected in the Payment By list on the Payment Settings tab of the Vendors
(AP.30.30.00) form.
Generally, the pay dates are calculated in accordance with credit terms assigned to the vendor. If for
the vendor, the number of payment lead days is specified on the Payment Settings tab of this form,
the pay date for the vendor bills is calculated as the due date (or cash discount date) minus the number
of lead days. The pay dates for the bills automatically generated in the Purchase Orders module are
calculated in the same way.
Approval of Bills for Payment

For approval of bills, the Approve Bills for Payment (AP.50.20.00) form is used. By using the elements
on the form, a user can select bills by their pay date due date or cash discount date; the user can
instead select overdue bills, bills with a cash discount still available, or bills with due dates in the near
future. The user can also view bills already approved or bills requiring approval.
When approving bills, the user should take into account the payment lead time and use the pay date to
select bills so that payments can reach the vendors before the bills' due dates or cash discount dates.
The users can approve particular bills by selecting the unlabeled check boxes at the beginning of the
respective rows in the Pending Documents table, or they can apply a filter to display only specific bills
and approve all listed on the page by clicking the unlabeled check box used as the column heading.
As the user approves bills, he or she can notice as the total amount of approved bills (shown as the
Approved for Payment value) increases. If there is only a certain amount in a cash account intended
for payments, the user can stop approval when the total exceeds the amount available for payments.
Once the user clicks Save, the selected bills will be marked as approved and will be available for
paying.
Payment of Approved Bills

To pay approved bills (with the Released status), an authorized user can use the Prepare Payments
(AP.50.30.00) form and this can be another stage of approval if the user pays only bills he or she
approves.
The user can select bills by using the specific cash account and the specific payment method associated
with the cash account; all approved bills are displayed automatically. Optionally, the user can select bills
with a cash discount available or with pay dates in the future to be sure that payments will reach the
vendors in time.
Accounts Payable Document Approval

In most companies, approval of vendor bills and payments to vendors by the designated employees is
required before the documents are processed in the accounting systems and paid. Approvals are used,
for example, for preventing double-payments of bills or payments for inaccurate or fraudulent bills.
In Acumatica ERP you can configure approval workflow for the following types of AP documents: Bill,
Credit Adjustment, Debit Adjustement, Check, Quick Check, Prepayment Request, and Prepayment.
The process of approving a vendor document can be performed by one person only or by multiple
persons, depending on the company policy. When multiple persons are designated to approve a
document, they can approve it either in parallel (the documents are reviewed by multiple approvers
at the same time), or in multiple successive stages (that is, once one employee has approved the
document, it becomes available for approval by the next employee).
In this topic you will read about setting up approval workflow for AP documents and how to process
documents with approval required.
: The functionality is available only if the Approval Workflow feature is enabled on the Enable/Disable
Enabling Approval Workflow

Before you proceed with enabling approval, make sure that needed approval maps and notification
templates (if needed) have been configured as described in Managing Assignment and Approval Maps.
The approval map defines the employees designated for approving AP documents and the conditions
that AP documents must match to be assigned for approval; the template of the notification email will
be used by the system for notifying approvers about the documents pending their approval. You need
to configure both the approval map and the notification template before you start to set up the approval
process on the Accounts Payable Preferences form.
You enable the approval process of Accounts Payable documents on the Approval tab of the Accounts
Payable Preferences (AP.10.10.00) form. On this form, for each document type you specify an
approval map or multiple maps and, optionally, the template of the notification email. Then you enable
configured approval workflow by selecting the Active check box for each combination of a document
type and approval map.
: If no notification template is specified, the employees designated to approve AP documents can find the
list of AP documents pending approval on the Approvals (EP.50.30.10) form.
Once you have set up the approval process, Accounts Payable documents that meet the conditions
for approval cannot be released until they are approved by the assigned approvers. For step-by-step
instructions, see To Set Up Approval of Accounts Payable Documents.
Processing AP Documents with Approvals Set Up

With approvals set up, when an AP document (that is subject to approval) is created, saved, and taken
off hold, it gets the Pending Approval status. The responsible approver receives an email notification (if
an email notification template is specified for this approval process) about the document pending his
or her approval. On the Approvals (EP.50.30.10) form, an approver can review the list of documents
pending approval, and can select one record or multiple records in the list and approve them.
To reject a document, the approver needs to open it on the corresponding data-entry form by clicking
the document reference number in the list. The approver can also approve or reject the document
directly on the corresponding data-entry form, if needed. For example, individual vendor bills can be
approved or rejected by an authorized person on the Bills and Adjustments form.
When the document is approved by all needed reviewers, it gets the next processing status according to
workflow configured. For example, if printing check before release is required, an approved check gets
the Pending Print status, otherwise, it gets the Balanced status and can be released. If one approver
rejects a document, it gets the Rejected status and is no longer listed on the Approvals form. A rejected
document is kept in the system with the history of approvals.
: A document keeps the Pending Approval status until it has been approved by all the employees assigned
according to the approval map or it has been rejected by at least one employee.
You can edit or delete an AP document with approval set up (such as, an approved document, a
rejected document and a document that has ignored the approval procedure due to specific conditions
defined in the approval map). To do it, you need to put a document on hold. If you edit such document,
the process of approval starts again once you take it off hold.
You can view the detailed approval information for each particular Accounts Payable document on the
Approval Details tab of the corresponding data-entry form. On this tab, you can view to whom the
document was assigned, who actually approved the bill, and when approval was granted.
: The system automatically releases Accounts Payable bills generated by release of the expense claims
in the Time and Expenses module if the Automatically Release AP Documents check box is selected
on the Time and Expenses Preferences form even if the approval workflow functionality is activated for AP
documents on the Accounts Payable Preferences form.
To Set Up Approval of Accounts Payable Documents

You set up the approval process for Accounts Payable documents by using the Accounts Payable
Before You Proceed

Before you proceed with enabling approval, make sure that needed approval maps and notification
templates (if needed) have been configured as described in Managing Assignment and Approval Maps.
The approval map defines the employees designated for approving AP documents and the conditions
that AP documents must match to be assigned for approval; the template of the notification email will
be used by the system for notifying approvers about the documents pending their approval. You need
to configure both the approval map and the notification template before you start to set up the approval
process on the Accounts Payable Preferences form.
To Set Up the Approval Process
1. On the Finance tab, click Accounts Payable. In the left pane, navigate to Configuration >
Setup > Accounts Payable Preferences.
2. On the Approval tab of this form, click Add Row on the table toolbar..
3. To configure a parallel approval process, do the following:
a. In the Type column, select the document type for which you want to set up approval
process. Available options are: Bill, Credit Adj., Debit Adj., Prepayment Req., Check,
Quick Check, and Prepayment.
b. In the Approval Map column, select the approval map that has been configured as
described in Configuring Approval Maps for Parallel Approvals.
c. Optional: In the Pending Approval Notification column, select the email template to be
used for generating emails about the documents that are pending approval.
d. Add another row with the same document type and specify the approval map (and,
optionally, notification template) for each additional approver who must approve
documents of the selected type.
4. To configure a multistage approval process, do the following:
a. In the Type column, select the document type for which you want to set up approval
process. Available options are: Bill, Credit Adj., Debit Adj., Prepayment Req., Check,
Quick Check, and Prepayment.
b. In the Approval Map column, select the approval map that has been configured as
described at Configuring an Approval Map for Multistage Approvals.
c. Optional: In the Pending Approval Notification column, select the email template to be
used for generating emails about the documents pending approval.
5. In the Active column select the check box to activate approval process according to selected
approval maps for specified document types.

| Filing the 1099-MISC Form | 74
Filing the 1099-MISC Form

When companies use independent contractors—non-employees who work for them and are
compensated for their work—they need to track compensation to these employees and fill out an
Internal Revenue Service (IRS) Form 1099-MISC for each U.S.-based contractor. The 1099-MISC form
has boxes that cover non-employee compensation, along with other types of payment related to such
contractors. Acumatica ERP gives your organization the ability to track compensation amounts paid to
independent contractors during the reporting period.
Independent contractors for whom 1099-MISC forms are filled out are defined in the system as 1099
vendors. We recommend that you review the current 1099-MISC instructions before you set up 1099
vendors, and review IRS rule changes each year thereafter.
: To be able to configure 1099 reporting, you need to enable the 1099 Reporting feature on the Enable/
In This Chapter
• Configuring 1099 Reporting
• Maintaining and Filing the 1099-MISC Form
• Filing the 1099-MISC Form Electronically
Configuring 1099 Reporting

Companies should submit a Form 1099-MISC for every independent contractor who was paid at least
the specified minimum amount for services during a calendar year. The 1099-MISC form has boxes for
non-employee compensation, rents, royalties, medical and health care payments, and other types of
payments.
Enabling the 1099 Reporting Feature

In Acumatica ERP, you need to enable the 1099 Reporting feature on the Enable/Disable Features
(CS.10.00.00) form to be able to configure 1099 vendors and boxes (with names similar to those on
the boxes on the 1099-MISC form) that correspond to compensations and payments that are subject to
1099 tax. You can also set up automatic recording of payments to those boxes.
You configure the 1099 reporting once. Then over a calendar year, you track and maintain 1099 data by
using reports. At the end of the year, you print and send the 1099-MISC form to your contractors and
the IRS.
In this topic, you will read about how to configure 1099 reporting.
Configuring the 1099 Reporting Year

No matter what financial year your company uses, 1099 reporting is based on the calendar year
(January 1 through December 31). When a user enters the first transaction for a 1099 vendor defined
in your system, the system initializes a reporting year for 1099 information, also known as a 1099 year.
The initialized reporting year corresponds to the transaction date. Thus, each time you enter the first
transaction dated in particular calendar year for a 1099 vendor, the system initializes that reporting
year as well. Thus, no special steps are needed to configure a 1099 year. After the first 1099 year has
been initialized, you can view the 1099 information by using the 1099 Vendor History (AP.40.50.00)
form.
Configuring the Ability to File the 1099-MISC Form

With Acumatica ERP, you can provide the IRS with Form 1099-MISC information based on the
transactions that occurred during the reporting year. To configure the tracking of this information, do
the following:
• Make sure the 1099 Reporting feature is enabled on the Enable/Disable Features (CS.10.00.00)
form.
• Before you start entering 1099-MISC transactions, configure the compensation types subjected
to 1099 reporting as 1099 form boxes by using the 1099 Settings tab of the Accounts Payable
Preferences (AP.10.10.00) form. Specify the expense accounts associated with 1099 boxes used
by your company. When you specify an expense account for a bill detail, the system will use the
associated value to fill in the 1099 Box for this detail.
• Make sure that the following information is specified for each branch of your company that is a
legal entity on the Branches (CS.10.20.00) form: company name, address, phone number, and
tax registration identifier (in the Main Contact, Main Address, and Legal Information sections
of the form). The system uses this information to fill in payer details when generating the 1099-
MISC Form (AP.65.30.00) report.
• By using the Vendors (AP.30.30.00) form, for each contractor that is defined in the system as a
1099 vendor, do the following:
1. If a contractor does not have a vendor account in the system, create a new vendor
account, select the 1099 Vendor check box. In the 1099 Box drop-down list, select the
1099 box that is applicable to the contractor by default. If the vendor is a foreign financial
institution (in terms of 1099-MISC form reporting), select the Foreign Entity check box as
well. If the vendor is subject to FATCA reporting, select the FATCA check box.
2. Whether the vendor is new or existing, on the GL Accounts tab, specify the expense
account that will be used by default for the vendor. Assign the account used for the
vendor's 1099 payments—that is, the account associated with the 1099 box corresponding
to the vendor's primary type of compensation. By default, the system will insert this
expense account in the Account column for a bill detail.
3. Whether the vendor is new or existing, on the Purchase Settings tab, in the Tax
Registration ID box, provide the vendor's Taxpayer Identification Number (TIN) or social
security number (SSN).
The system uses the vendor's name, address, and TIN or SSN to fill in payee details when the
1099-MISC Form (AP.65.30.00) report is generated.
Once you have configured 1099-MISC payment types and set up 1099 vendors, information
corresponding to compensation types can be tracked as 1099 vendors are paid.
Maintaining and Filing the 1099-MISC Form

In this topic, you will read about how to track 1099 data during the reporting year, and how to close the
reporting year.
Tracking and Maintenance of Information Related to the 1099-MISC

During the reporting year, you enter bills from 1099 vendors and pay them. When you enter a bill from
a 1099 vendor, the number of the 1099 box associated with the specified expense account appears on
the Document Details tab of the Bills and Adjustments (AP.30.10.00) form. If needed, you can select
a different expense account that corresponds to another 1099 box. A bill may include compensation of
different types. You don't have to specify the 1099 box number for every detail line of a bill that you
process from a 1099 vendor. You have to specify the box number in only the needed lines; you leave
the 1099 Box column empty for the lines that you don't want to include in Form 1099-MISC on the
Bills and Adjustments (AP.30.10.00) form. When the payment for the bill is released, the bill amount
will be posted to the appropriate expense accounts and recorded to the corresponding 1099 boxes.
Here are some ways you can track 1099 information in Acumatica ERP:
• Use the 1099 Vendor History (AP.40.50.00) form to view the 1099 information by vendor.
• Use Reports > Open 1099 Payments on the Close 1099 Year (AP.50.70.00) form to view the
list of open (that is, not applied) payments to 1099 vendors with a date that falls within the year
you specify in the 1099 Year box on this form.
• Use the 1099 Year Details (AP.65.45.00) and 1099 Year Summary (AP.65.40.00) reports to view
various aspects of 1099 information.
End-of-Year Actions
At the end of the 1099 reporting year, you print or prepare electronic versions of 1099-MISC forms for
each 1099 vendor by using the 1099-MISC Form (AP.65.30.00) report. You then send the appropriate
copies of the forms to vendors and the IRS.
If your organization has multiple branches, with more than one branch being a legal entity, you print
1099-MISC forms for the vendors of each branch that is a legal entity. In the Branch ID box of the
1099-MISC Form report, you select the branch for which you want to print the 1099-MISC form. In the
list of options for this box, the system displays only branches that are legal entities.
Once the forms have been filed for a particular 1099 year, you can close the 1099 year on the Close
1099 Year (AP.50.70.00) form to avoid duplicate filing of information. When a user enters the first
transactions for a 1099 vendor defined in your system, the system initializes the next reporting year for
1099 information. The system tracks 1099 payments for each calendar year independently from 1099
payments of the previous year; thus, closing a year is not manadatory and you can have multiple open
1099 years.
Once closed, the 1099 year cannot be reopened. You cannot process (record, apply, or void) a payment
to a 1099 vendor with a date within the closed 1099 year. But you can generate 1099-related reports,
as well as the electronic 1099-MISC form, for the closed year.
Filing the 1099-MISC Form Electronically

If your company files 250 or more Form 1099-MISC forms for any calendar year, the IRS requires that
you file the forms electronically. If fewer than 250 forms are filed, you can file them either electronically
or by mailing paper documents. If you file the forms electronically, you do not need to file duplicated
paper documents.
In Acumatica ERP, you can use the Create E-File (AP.50.75.00) form to generate an electronic file that
contains information on all 1099 vendors of the branches you select, including the payments that were
made to them in the 1099 year you specify. You can generate a file of any of the available file types (for
example, a correction file) by specifying the appropriate option on the form.
The boxes in the electronic file correspond to the boxes on the paper Form 1099-MISC. The format of
the electronic file generated in Acumatica ERP matches the file format required by the IRS. For details,
see the specifications for electronic filing of forms (including Form 1099-MISC) released by the IRS.
After the system generates the file, you need to upload it to the IRS website by using the Filing
Information Returns Electronically (FIRE) system.
In this topic, you will read about the steps to configure the e-filing process and the details of the
generation of the electronic form.
Configuration of the E-Filing Process

In addition to the configuration steps, which are described in Configuring 1099 Reporting, you need to
do the following:
1. Set up an account with the Internal Revenue Service's FIRE system to upload forms to the IRS
website. By using this system, you can upload multiple files for the same type of form (Form
1099-MISC)—for example, if your company consists of multiple branches and you want to report
each branch separately. For details, see the following section in this topic.
2. For each branch of your company that is a legal entity, configure additional settings in Acumatica
ERP that are required for e-filing of the 1099-MISC form. For details, see the Configuration of
Branch Settings section in this topic.
Setup of a FIRE System Account

To transmit files, you must establish an account on the FIRE system and get a Transmitter Control
Code (TCC). A representative of your company must use Form 4419 to apply for a TCC at least 45 days
before the 1099 due date. The TCC must be included on all 1099-MISC electronic forms.
Before submitting the first file, you also need to get approval from the IRS for using the FIRE system.
To get this approval, you need to upload a specially coded test file to the FIRE test system. You can
generate the test file by using the Create E-File form and selecting the Test File check box on the
form.
Configuration of Branch Settings

Each branch of your company that is a legal entity should report its payments to independent
contractors. The IRS allows you to submit one electronic form that covers all such branches of your
company. In this case, one of the branches (the transmitter branch) is used to form the transmitter
record in the file, and all branches (including the transmitter branch) are used to form the payer records
in the file. You can submit an electronic form for a single branch as well. The one TCC received by your
company representative can be used for all company branches.
On the Branches (CS.10.20.00) form, for each branch that is a legal entity and reports 1099 vendors,
do the following:
1. On the General Info tab, select the 1099-MISC Reporting Entity check box, and make sure
that the following information is correct: company name, main address, phone number, and tax
registration ID (in the Main Contact, Main Address, and Legal Information sections of the
form).
2. On the 1099 Settings tab, specify the TCC and contact information of the person who is
responsible for e-filing.
Once the configuration is done, you can proceed with the generation of the electronic file.
Generation of the Electronic File

You create an electronic file that contains information on 1099 vendors (that is, an electronic version of
Form 1099-MISC) by using the Create E-File form.
You select the branch whose details will be used to form the transmitter record in the file, and specify
whether the system should include the 1099 data of the transmitter branch only or the 1099 data of
all branches marked as reporting entities (that is, all branches for which the 1099-MISC Reporting
Entity check box is selected).
The system will display the list of 1099 vendors of the branches that meet the selection criteria to which
payments were made in the selected 1099 year, and the amounts that were paid to each 1099 vendor.
You review the information and select the vendors whose data will be used to generate payee records in
the file.
To initiate the generation of the electronic file, you need to click Process (to include the records you
have selected in the file) or Process All (to include all listed records in the file) on the form toolbar.
The system generates a text file that is formatted according to the IRS requirements.
The file contains the transmitter record followed by a payer record that precedes the list of payee
records for the payer, followed by the next payer record with its payee records and so on. For each
payee record, all the possible boxes are listed with the corresponding paid amount. The amount is
shown if it is at or above the minimum specified for the 1099 box on the 1099 Settings tab of the
Accounts Payable Preferences (AP.10.10.00) form, otherwise zero amount is reported.
To Correct 1099 Amounts

You may need to change an amount to be reported in 1099-MISC Form after a bill from a 1099 vendor
has been paid in the following cases:
• You specified the 1099 box number for the wrong line in the bill.
: You don't have to specify the 1099 box number for every detail line of a bill that you process from
a 1099 vendor. You have to specify the box number in only the needed lines; you leave the 1099
Box column empty for the lines that you don't want to include in Form 1099-MISC on the Bills and
Adjustments (AP.30.10.00) form.
• You specified the incorrect amount in the bill line for which the 1099 box number is specified.
• You specified the incorrect 1099 box number (or no number) for a line in the bill for which a
particular 1099 box number should have been specified.
In this topic, you will find the high-level steps you need to perform to correct a paid bill that has
incorrect 1099-related lines.
To Correct 1099 Amounts in a Bill
1. On the Bills and Adjustments form, do the following:
a. Reverse the incorrect bill. For step-by-step instructions, see To Reverse a Bill.
: The system generates a debit adjustment that decreases the vendor Accounts Payable
balance.
b. Verify the details of the debit adjustment, which should be generated with the exact lines
from the reversed bill, and release the debit adjustment.
c. Copy the wrong bill to a new bill. For the new bill, correct the needed lines—change the
incorrect amount or the 1099 Box column value for a line—and release the new bill.
2. On the Checks and Payments (AP.30.20.00) form, do the following:
a. Locate the payment used to pay the incorrect bill. On the Application History tab of
the form, click Reverse Application to reverse the application of the payment to the
incorrect bill. The system adds a reversing entry to the Documents to Apply tab and
displays an error that the document is out of balance.
b. On the Documents to Apply tab, add a row and select the correct bill.
c. Release the payment applications (the correct bill application and the reversing entry for
the application to the wrong bill) by clicking Release.
d. Locate the debit adjustment that was created as a result of reversing the incorrect bill,
and apply it to the incorrect bill to close the documents.
| Maintaining Vendor Discounts | 79
Maintaining Vendor Discounts

You can effectively plan purchasing and take advantage of discounts offered by your vendors by
maintaining discounts in Acumatica ERP.
: This functionality is available only if the Customer & Vendor Discounts feature is enabled on the Enable/
This chapter describes how you can maintain vendor discounts in Acumatica ERP.
In This Chapter
• Types of Vendor Discounts
• Sequences for Vendor Discounts
• Order of Vendor Discount Application
• Calculation of Vendor Discounts
Types of Vendor Discounts

In Acumatica ERP, you can enter and periodically update vendor discounts based on information
received from each vendor. When you have information on hand about vendor discounts, you can plan
your orders more carefully—for instance, by ordering higher volumes less frequently if the vendor offers
tiered discounts, by ordering earlier to get promotional discounts, or by adding specific items to orders
(instead of placing a separate order for those items) to get a significant group discount.
: Cash discounts, which vendors use to encourage your company to pay sooner, are covered in Setup of
Credit Terms.
Prerequisites
Make sure the Customer & Vendor Discounts feature is included in your license and enabled on the
Vendor discounts are configured in the Accounts Payable module, so that even if the Distribution suite
is not included in your license, you can configure vendor discounts. The system automatically applies
vendor discounts to each vendor bill when the document is saved. If the Distribution suite is enabled in
your system, the system applies discounts to purchase orders.
Types of Discounts
In Acumatica ERP, there are the following general types of vendor discounts:
• Line: A discount that applies to a document line. This type of a discount may be based on the line
amount or quantity, and can be expressed as percentage, or a fixed amount. Such discount can
be unconditional, or can apply to specific items, certain vendor locations, both particular items
and locations, or specific item price classes.
: Use the conditions based on item price classes with caution because the vendors may use different
price classes.
• Group: A discount that applies to multiple lines of the same document. This type of a discount
can be unconditional, or can apply to specific items, certain vendor locations, both particular
items and locations, or specific item price classes. Group discounts are applied if the application
conditions match the document properties.
• Document: A discount that unconditionally applies to the document total.
On the Vendor Discount Codes (AP.20.40.00) form, for each discount code, you can specify whether the
discount is unconditional or is based on specific conditions. For conditional discounts, you can select the
type of conditions affecting the application of the discount.
Then, when you create discount sequences on the Vendor Discounts form, you can specify particular
conditions of the selected type. For example, if a vendor promotes a specific new product, significant
line-level discounts are applicable only to lines with the product.
Application of Line Discounts

For each vendor, based on vendor preferences, you can specify whether line discounts should be applied
to the item's unit prices or to the item's extended prices.
To apply line discounts to item extended prices, you select the Extended Cost option in the Apply Line
Discounts to box on the Calculation Settings tab of the Vendor Discount Codes (AP.20.40.00) form.
Once you have created discount tiers, you specify the break amounts accordingly: for line amounts or
for prices. For examples, see Calculation of Vendor Discounts.
Automatic and Manual Discounts

The discounts with the Manual check box selected on the Vendor Discount Codes (AP.20.40.00) form
will not be applied automatically or selected as the best-available when a user saves the document.
Manual discounts can be configured, for example, for rebates or for coupons. While automatic discounts
of all levels are applied when the document is being saved, you can apply a manual discount to a
particular document by using the appropriate form, which can be one of the following:
• Bills and Adjustments (AP.30.10.00)
• Purchase Orders (PO.30.10.00)
You can apply line-level discounts on the Document Details tab of appropriate form once you
select the Manual Discount check box for a particular line and select the discount code of one of the
applicable manual discounts. You can apply manual group discounts and document discounts on the
Discount Details tab.
Discount Sequences
Particular details and particular conditions of application for each discount code are defined by discount
sequences, which you can create by using the Vendor Discounts (AP.20.50.00) form.
For each vendor discount code, you can decide whether you want to use auto-numbering for the
sequence associated with this discount code—in this case, a sequence ID will be assigned to each
sequence automatically. By default, the vendor discount code is used as a prefix for generating
sequence IDs; alternatively, you can specify (in the Last Number column) another string to be used as
a prefix for auto-numbering.
For more information about discount sequences, see Sequences for Vendor Discounts.
Sequences for Vendor Discounts

Many vendors offer discounts that depend on the quantities of items, on the inclusion of specific items,
on the document total amounts, or on specific line amounts.
In Acumatica ERP, you create vendor discounts in the following two stages:
1. Defining discount codes for all types of vendor discounts offered by your vendors by using the
Vendor Discount Codes (AP.20.40.00) form. A vendor discount code defines such characteristics
of the discount as whether it is unconditional or what types of conditions should be met for its
application, whether it is automatic or manual, and at which level the discount is applicable
(Document, Group, or Line). For more information, see Types of Vendor Discounts.
2. Creating discount sequences for each vendor discount code by using the Vendor
Discounts(AP.20.50.00) form. Each discount sequence has a date when it becomes effective and
defines a discount that is updatable or promotional and simple or tiered. Multiple sequences of
the same discount can be effective at the same time only if they have non-intersecting sets of
conditions. For example, a line-level discount is defined as a conditional discount, applicable to
items. You can configure the sequences to have the same start date but apply to different items.
: To reduce errors on bills and purchase orders, for each vendor, use the discount codes similar to
those used by the vendor.
Discount Sequence Details

For each discount code, you can create multiple discount sequences by using the Vendor Discounts
form.
Generally, you should enter a unique identifier for each sequence.
: If auto-numbering is configured for the discount code, then when you create a new sequence for this
discount code, its sequence ID is assigned automatically. By default, the discount code is used as a prefix
for generating sequence IDs; alternatively, you can specify another string to be used as a prefix for auto-
numbering.
Also, for each discount sequence, you specify the following:
• How the discount is tiered: by amount (for discount codes of all types) or by quantity (only for
discount codes of the Line and Group types).
• How the discount is expressed: as a percentage, as an amount, or as a certain quantity of free

items.
• Whether the discount is a promotional discount and has an expiration date.
• What the conditions of application are. The types of conditions are defined by the discount code.
For instance, if the discount code was defined for discounts to be applied to specific items, the
Vendor Discounts form will have the Items tab, which you can use to create a list of items to
which each sequence is applicable.
Each discount sequence has an effective (start) date and can be applied only on and after this date.
Simple and Tiered Discounts

Within a sequence, you can enter a simple discount, applicable to any amount or quantity, or you can
enter a tiered discount that is based on quantities of items or on amounts. To configure tiers for a
discount, you should specify break points that define ranges of amounts or quantities for which different
discount percentages, amounts, or quantities of free item are applicable.
This section gives some examples of vendor discount sequences. See Calculation of Vendor Discounts
for more details about how discount amounts are calculated.
A simple sequence can be entered in the following way: Whether the sequence break points should be
specified as amounts or quantities, set 0 as the first break point, as in the following example:
• 0: 10%
As an example of tiered discounts, consider a vendor discount that is based on the quantity of goods
purchased. A discount sequence with three tiers might be specified in the following way:
• 100 units: 5% discount

Consider a sequence for a discount based on the document total and tiered by amount (in U.S.
currency). The sequence can be specified as follows:
• $1000: $10 discount
• $2000: $25 discount
• $3000: $40 discount
Updatable and Promotional Discounts

A discount sequence can define an updatable discount or a promotional discount.
Promotional discounts define the discounts that are effective over a limited time. Such discounts have
start dates and expiration dates. After the expiration date, the promotional discounts are not applicable.
: To create a promotional sequence, always select the Promotional check box.
Updatable sequences—that is, sequences for which the Promotional check boxes are not selected
—have only the start (effective) date. However, for each updatable sequence, you can have multiple
versions:
• The active version—that is, the one that defines the discount currently in effect
• The pending version—that is, the one that defines the discount to be in effect starting on the
Pending date
• The last version—that is, the one that defined the discount that was in effect before the current
discount
Even for vendor discounts, you cannot create all such versions of a sequence at the same time. For the
sequence, you can specify new break amounts (or quantities) as pending amounts (or quantities) and
the new effective date as the pending date and then (when the new start date has arrived) you can
update the current sequence with the pending values.
Once you update the sequence by using the Update Vendor Discounts (AP.50.25.00) form, the currently
active sequence version becomes the last version, and the pending version becomes the active one.
Order of Vendor Discount Application

When a document is saved, vendor discounts of all levels are applied to the document automatically
except for the discounts marked as manual (those for which the Manual Discount check box is
selected on the Vendor Discount Codes (AP.20.40.00) form). This topic provides the details on the order
of discount application.
Order of Application for Automatic Discounts

For the automatic discounts, you don't have to specify the order of their application in any way—the
discounts are always applied in the following order:
• Discounts of the Line type. When applying discounts to a purchase order or bill, the system
checks the discounts for all document lines, and for each line it picks the best discount applicable.
• Discounts of the Group type. The system checks applicable group discounts and apply all of them.
• Discounts of the Document type. There can be only one best Document discount; that is why
Group discounts (that apply to multiple lines of the document) are often used as Document
discounts.
The following options (available on the Vendor Discount Codes form) affect the order of discount
application and the calculation of the discounts:
• Exclude from Discountable Amount: By using this option (available for the Line discounts), you
can exclude the discountable amount of the Line discount from the discountable amount for
higher-level discounts (group and document). For example, by using this option, you can exclude
items with a special 75% clearance discount defined at the line level from the basis for the usual
5% document discount the vendor offers on orders exceeding $2000.
• Skip Document Discount: This option is available for the Group discounts. If you design a Group
discount to be applicable to multiple lines and significantly reduce the document total, select this
option to not apply a Document discount.
Interaction Between Vendor Discounts and Vendor Prices

If a particular vendor company informs you about their prices intended for all their customers and their
discounts, you can maintain the vendor's prices along with vendor discounts, and you will calculate
vendor discounts based on discountable amounts calculated from the prices.
If you maintain the prices offered by the vendor specifically to your company, maintain vendor prices
by using the Vendor Prices (AP.20.20.00) and the Vendor Inventory (PO.20.10.00) forms and do not
configure vendor discounts.
If the Volume Pricing feature is enabled in your system, the vendor prices available on the Vendor
Inventory form will be automatically updated once the vendor prices specified for the "zero" tier (with 0
quantity) have been changed through the Vendor Prices form.
Application of Auxiliary Manual Discounts

Manual discounts (discounts with the Manual check box selected on the Vendor Discount Codes form)
are applied when all automatic discounts have been applied. You can specify the manual discount for
particular document lines by using the Document Details tab of the appropriate data entry forms:
• Purchase Orders (PO.30.10.00)
To apply a manual discount, you can enter either the discount percent or the discount amount—the
system will recalculate other related values automatically.
Automatic and Manual Discounts

The manual discounts are not applied automatically or selected as the best-available on saving the
document. You apply such discount manually to documents on the document entry forms (either the
Bills and Adjustments or the Purchase Orders), while automatic discounts of all levels are applied when
the document is being saved.
In a document, you can apply the manual Line discount by selecting the discount code in the Discount
Code column of a particular line on the Document Details tab. After the code has been selected and
the discount has been applied, other discounts are recalculated.
To apply the manual Group or Document discounts, select each manual discount by its code on the
Document Details tab of the appropriate document entry form. If the discount matches by conditions,
it is applied. If when adding manual discounts, you change the line quantities, manual discounts
are recalculated; they will not be replaced by automatic discounts even if the latter result in greater
discount amount.
Ability to View Discount Details

You can view the details of all the discounts, automatic or manual that were applied to the document
(purchase order, quick check, or bill) on the Discount Details tab of the respective data entry forms
(listed in the section above).
Possibility to Refresh Discounts and Prices for Existing Documents

For documents that were On Hold for some time, you can update the discounts for the document
if you know that the prices or discounts were updated or new discounts have been defined in the
system. To update the prices and discounts, use the Recalculate Prices and Discounts action on
the form toolbars of the respective forms. You also can choose whether to replace manual discounts by
automatic discounts to check whether this change results currently in a larger total discount. If you are
not satisfied with the result, you can apply the manual discounts.
Calculation of Vendor Discounts

In Acumatica ERP, the algorithms used to calculate vendor discounts let you receive the best discount
amount on your orders (or bills if the Distribution suite is not enabled in your system) according to the
information on vendor discounts available in your system.
You enter discount sequences based on information received from specific vendors. When you enter
a discount sequence in Acumatica ERP by using the Vendor Discount Codes (AP.20.50.00) form for a
particular vendor discount code, you can specify the same discount for all amounts (or quantities).
Alternatively, you can create tiers by specifying the break points—with each break point defining the
minimum discountable quantity or discountable amount for a new tier—and the particular discounts
for these tiers expressed as percentages, fixed amounts, or certain quantities of free items. For more
information, see Types of Vendor Discounts and Sequences for Vendor Discounts.
The sections below describe how, based on the discount type and the selected options, the system
calculates the discount amounts or the quantities of free items.
Calculating Discounts Defined by Quantity for Multiple Units of Measure

If the Multiple Units of Measure feature is enabled on the Enable/Disable Features (CS.10.00.00) form,
you may need to define which units of measure the system should use for calculating discounts defined
by quantity.
Suppose that you have a vendor discount configured so that the vendor provides a $2 discount when
you order 7 or more PENCIL items, Suppose also that for the PENCIL item, two units of measure are
available: EA, which is one pencil pack; and BOX10, which is a box with 10 packs (thus, 1 BOX = 10
EA). You are purchasing 1 BOX10 of PENCIL. Depending on the Apply Quantity Discounts To option
specified on the Price/Discount Settings tab of the Accounts Payable Preferences (AP.10.10.00) form,
the system applies the discounts as follows:
• If the Document Line UOM is selected, the system applies discounts based on the UOM specified
in the document line. The system uses the document line's unit of measure and quantity for
calculating the discount. In our example, the document line quantity is 1. This quantity is less
than the discount break quantity, and thus no discount is applied to the order.
• If the Base UOM is selected, the system converts the quantity of the purchased items in the
document line's UOM to the quantity in the base units of measure for the item; the discount is
applied to this calculated base quantity. In our example, the system converts the line quantity
specified in the document line's UOM (BOX10) to the base quantity in the base units of measure
(EA): 1 * 10 = 10. The calculated base quantity is greater than the discount break quantity, and
thus a $2 discount is applied to the order.
Calculation of Document-Level Discounts with Tiers Defined by Amounts

For vendor document-level discounts, which are unconditional, the tiers can be created only by
break points defined as amounts, while the discount can be defined as a percentage of the document
amount or as a fixed amount. When the system processes a purchase order or a bill, for each discount
sequence, the discountable amount is compared to the break points in the discount sequence as
follows:
1. The document amount is compared to the first break point. If the amount is less than the first
break point in the sequence, the discount equals zero, and further comparison is not performed.
2. The document amount is compared to a next break point. If the amount is greater than or equal
to any break point but less than the next break point or greater than the last break point, the
system calculates the discount as follows:
• If the discount is a fixed amount, the fixed amount specified as the discount for this tier is
deducted from the document amount.
• If the discount is a percentage, the percent (specified for this tier) of the document
amount is calculated and deducted from the document amount.
• Further comparison is not performed.
3. Comparison continues similarly, with Step 2 repeated until a discount is found or the last break
point is checked.
Example 1: If a sequence for a document-level discount has tiers defined by amounts with the
discounts expressed as percentages, the discount amount corresponding to the appropriate tier is
subtracted from the document total. Suppose that the sequence is specified with the following break
points:
• $1000: 5%
• $2000: 7%
• $5000: 10%
For a document with $900 total, the discount is zero, while for the document with $2500, it is $175,
and for a document with total of $9000, the discount is $900.
Example 2: Next, suppose that a sequence for a document-level discount has tiers defined by
amounts, with the discounts expressed as fixed amounts that are subtracted from the total amount.
(In this example, amounts are in U.S. dollars.) Further suppose that the sequence is specified with the
following break points:
• $1000: $100
• $2000: $225
• $3000: $350
For purchase orders with amounts less than $1000, your company will receive a discount of zero. The
discount for an order with a total between $1000 and $1999.99 is $100, the discount on an order
between $2000 and $2999.99 is $225, and the discount for an order of $3000 or more is $350.
Calculation of Line-Level Discounts for Tiers Defined by Amounts

Tiers for a line-level discounts can be defined by amounts or by quantities. The method of calculation
of line-level discounts depends on whether the discount should be applied to item prices or to item
extended prices. Based on the information received from each vendor, select the appropriate option
in the Apply Line-Discounts to box on the Calculation Settings tab of the Vendor Discount Codes
(AP.20.40.00) form for this vendor.
Line Discounts Applicable to Item Extended Prices
If the discounts should be applied to extended prices of items for a particular vendor, and the tiers
are defined by amounts, the line amount is compared to the first break amount. If the amount is less
than the first break amount in the sequence, the discount equals zero, and further comparison is not
performed. Otherwise, discount calculation proceeds as follows:
1. The line amount (that is, the extended price of the item) is compared to the first break point.
If the amount is less than the first break point in the sequence, the discount equals zero, and
further comparison is not performed.
2. The line amount is compared to the next break point. If the amount is greater than or equal
to this break point but less than the next break point or greater than the last break point, the
system calculates the discount as follows:
• If the discount is a fixed amount, the fixed amount for this tier is deducted from the line
amount.
• If the discount is a percentage, the percent (specified for this tier) of the line amount is
calculated and deducted from the line amount.
3. Comparison continues similarly, with Step 2 is repeated until a discount is calculated or the last
break point is checked.
Example 3: Your company buys an item for $95. If a sequence for a line-level discount has tiers
defined by amounts with the discounts expressed as percentages, the discount amount calculated as
a percent (defined for the appropriate tier) of the extended price of the item is subtracted from the
extended price. Suppose that the sequence is specified with the following break points:
• $1000: 5%
• $2000: 10%
• $5000: 20%
For a line with 10 items (the extended price is $950), the discount is zero. For a line with 20 items, the
discount is $190. And for a line with a total of 60 items (the extended price is $5700), the discount is
$1140.
Line Discounts Applicable to Item Prices
If, for the particular vendor, the discounts should be applied to item prices, check that the break points
defined as amounts are comparable to prices (not to extended prices).
The price of the line item is compared to the first break point. If the amount is less than the first break
point in the sequence, the discount equals zero, and further comparison is not performed. Otherwise,
discount calculation proceeds as follows:
1. The line item's price is compared to the first break point. If the item price is less than the first
break point in the sequence, the discount equals zero, and further comparison is not performed.
2. The item price is compared to the next break point. If the price is greater than or equal to this
break point but less than the next break point or greater than the last break point, the system
calculates the discount as follows:
• If the discount is a fixed amount, the fixed amount for this tier is deducted from the item
price, and the extended price is recalculated.
• If the discount is a percentage, the percent (specified for this tier) of the item price is
calculated and deducted from the item price.
3. Comparison continues similarly, with Step 2 repeated until a discount is found or the last break
point is checked.
If, for the particular vendor, the discounts should be applied to item prices and a sequence is broken
down by the quantity of the item, the line quantity of the item is compared to the quantities selected as
break points, and the discount is calculated as follows:
• If the discount is defined as a percentage, the specified percent is deducted from the item price
and then the discounted price is multiplied by the line quantity.
• If the discount is defined as a fixed amount, the specified fixed amount is deducted from the item
price and then the discounted price is multiplied by the line quantity.
Example 4: Your company buys different items with prices $95, $210, and $600. If a sequence for a
line-level discount has tiers defined by the amounts with the discounts expressed as percentages, the
discount amount is calculated as the percent (defined for the appropriate tier) of the item price and is
subtracted from the price. Suppose that the sequence is specified with the following break points:
• $100: 5%
• $200: 10%
• $500: 20%
For a line with 10 units of the item priced at $95, the discount will be zero. For a line with 20 units of
the item priced at $210, the discount will be $2.10 per unit with the discount for the line at $42. And
for a line with $600 item, the discount will be $120 per unit.
Discount Calculation for Prorated Discounts

Discount sequences can be prorated if the Prorate Discounts option is selected on the Vendor
Discounts (AP.20.50.00) form. For prorated discount sequences, the discount amount (or the quantity
of free items) is calculated so that your company doesn't need to split a purchase order to get a greater
discount amount or a larger quantity of free items. The Prorate Discounts option is applicable to
discount sequences with discountable quantities as well as with discountable amounts.
Example: In this section, we will consider an example of a prorated group-level discount defined for
quantity tiers. The sequence defines the discount with the following tiers:
• 10 units: 1 unit of the free item
• 20 units: 2 units of the free item
• 40 units: 3 units of the free item
To determine the discount for a discountable quantity larger than one break point but less than the next
break point, the system treats the discountable quantity as a combination of break point quantities,
using the largest possible break point quantities. It then calculates the discount according to the break
points used.
With prorated discounts, a purchase order for 50 units would yield 4 units of the free item, computed
as 3 (for 40 units) plus 1 (for 10 units). For an order of 70 units, the discount is calculated as 6 units of
the free item: 3 as the discount for 40 units, plus 2 free item's units as the discount for 20 units, plus 1
unit of the free item as the discount for 10 units.
| Procedures | 88
Procedures
This chapter provides information on Accounts Payable tasks that are performed regularly over time.
The Accounts Payable procedures cover a variety of subject areas, as listed below.
Bills and Adjustments

Step-by-step instructions on working with bills and adjustments are presented in the following topics:
• To Enter a Bill in the Base Currency (with the Item Quantity and Unit Cost in Detail Lines)
• To Enter a Foreign Currency Bill (with the Item Quantity and Unit Cost in Detail Lines)
• To Enter a Bill Based on Purchase Receipts
• To Find a Particular Bill
• To Correct a Bill
• To Reverse a Bill
• To Enter a Credit Adjustment (with the Item Quantity and Unit Cost in Detail Lines)
• To Enter a Debit Adjustment (with the Item Quantity and Unit Cost in Detail Lines)
• To Enter a Bill with Landed Costs
• To Schedule a Recurring Document
• To Release Multiple Accounts Payable Documents
• To Generate Recurring Documents
Payments
See the topics listed below for detailed instructions on working with payments to vendors:
• To Approve Bills for Payment
• To Create an Accounts Payable Check
• To Check Funds for Payments
• To Create a Quick Check
• To Pay Multiple Vendor Bills
• To Pay an Individual Bill
• To Prepare ACH Payments
• To Export a Batch of ACH Payments
• To Apply Cash Discounts
• To Print Checks
• To Release Accounts Payable Checks
• To Void an Accounts Payable Check
• To Track Payments to Vendors
The following topics give step-by-step instructions on working with prepayments:
• To Enter a Prepayment
| Procedures | 89
• To Apply a Prepayment to Bills
• To Unapply Prepayment Applied Mistakenly
• To Track Prepayments to Vendors
• To Void a Prepayment Request
• To Void a Prepayment
• To Enter a Refund for a Prepayment
Reports and Inquiries

See the following procedures for step-by-step instructions for using Acumatica ERP reports and
inquiries:
• To Run AP Aging Reports
• To View Vendor Balances
Period-End Tasks
The procedures related to period-end tasks are listed below:
• To Close a Financial Period in Accounts Payable
To Enter a Bill in the Base Currency (with the Item Quantity

and Unit Cost in Detail Lines)
You enter a vendor bill by using the Bills and Adjustments (AP.30.10.00) form. You use this procedure
if the items' quantity and unit costs are specified in the detail lines of your document. If the line total
amounts are instead specified in the detail lines, use To Enter a Bill in the Base Currency (with Line
Totals).
To Enter a Bill in the Base Currency (with the Item Quantity and Unit Cost in Detail Lines)

vendor: Location, Terms, Due Date, and Cash Discount Date. Review these settings, and
make any needed changes.

| Procedures | 90
e. In the Account column, ensure that the specified account is correct.
f. Optional: In the Subaccount column, specify the subaccount.
9. Clear the Hold check box in the Summary area.

• The Vendor Ref. setting is required only if the Require Vendor Reference check box is selected
on the Accounts Payable Preferences (AP.10.10.00) form; otherwise, the setting is optional.
• In the Ext. Cost column, the system has automatically calculated and entered the total amount
for the line.
• In the Account column, the system specifies the expense account associated with the vendor
inventory item.
rule in the Combine Expense Sub. from box on the Accounts Payable Preferences (AP.10.10.00)
form. You can manually change the subaccount if necessary.
• The Project column appears only if the Projects module has been enabled in your system and
integrated with the Accounts Payable module.
To Enter a Bill in the Base Currency (with Line Totals)

You enter a vendor bill by using the Bills and Adjustments (AP.30.10.00) form. You use this procedure
if line totals are specified in the detail lines of your document. If the items' quantity and unit costs are
instead specified in detail lines, use To Enter a Bill in the Base Currency (with the Item Quantity and
Unit Cost in Detail Lines).
To Enter a Bill in the Base Currency (with Line Totals)

| Procedures | 91

vendor: Location, Terms, Due Date, and Cash Discount Date. Review these settings and
c. In the Account column, ensure that specified account is correct.
d. Optional: In the Subaccount column, specify the subaccount.

• The Vendor Ref. parameter is required only if the Require Vendor Reference check box is
selected on the Accounts Payable Preferences (AP.10.10.00) form; otherwise, it is optional.
settings.
• In the Subaccount column, the system enters the subaccount generated in accordance with the
integrated with the Accounts Payable module.
| Procedures | 92
To Enter a Foreign Currency Bill (with the Item Quantity and

Unit Cost in Detail Lines)
You enter a foreign currency bill by using the Bills and Adjustments (AP.30.10.00) form. Acumatica
ERP stores the bills with their amounts specified both in the base currency and in the currency of the
document (with the exchange rate used in the document).
You use this procedure if the items' quantity and unit costs are specified in the detail lines of your
document. If the line total amounts are instead specified in detail lines, use To Enter a Foreign Currency
Bill (with Line Totals).
To Enter a Foreign Currency Bill (with the Item Quantity and Unit Cost in Detail Lines)

7. In the Currency box, check that selected currency matches the currency of the vendor
document. If it does not, select the correct currency.
8. Optional: Click Exchange Rate to access the Rate Selection dialog box to view the effective
exchange rate for the currency. If needed, override the vendor's default exchange rate type.
9. On the Document Details tab, for each item of the bill, click Add Row on the toolbar, and do
the following:

| Procedures | 93
• In the Currency box, you can override the currency only if the Allow Currency Override check
box is selected for the selected vendor on the Vendors (AP.30.30.00) form.
• Use the Currency Toggle button to switch between viewing the document amounts in the foreign
currency and viewing them in the base currency. For more information, see Currency Boxes.
• In the Ext. Cost column, the system has automatically calculated and entered the total amount
for the line.
item.
integrated with this module.
To Enter a Foreign Currency Bill (with Line Totals)

You enter a foreign currency bill by using the Bills and Adjustments (AP.30.10.00) form. Acumatica
ERP stores the bills with their amounts specified both in the base currency and in the currency of the
document (with the exchange rate used in the document).
You use this procedure if line totals are specified in the detail lines of your document. If the items'
quantity and unit costs are instead specified in detail lines, use To Enter a Foreign Currency Bill (with
the Item Quantity and Unit Cost in Detail Lines).
To Enter a Foreign Currency Bill (with Line Totals)

| Procedures | 94
7. In the Currency box, make sure that selected currency matches the currency of the vendor
document. If it does not, select the correct currency.
8. Optional: Click Exchange Rate to access the Rate Selection dialog box and view the effective
9. On the Document Details tab, for each detail of the bill, click Add Row on the table toolbar,
and do the following:

• The Vendor Ref. parameter is required if the Require Vendor Reference check box is selected
on the Accounts Payable Preferences (AP.10.10.00) form; otherwise, it is optional.
• Use the Currency Toggle button to switch between viewing the document amounts in the foreign
currency and viewing them in the base currency. For more information, see Currency Boxes.
• In the Inventory ID column, only a non-stock item or service may be selected. The Inventory
• The system fills in the Ext. Cost box automatically if you have specified the quantity and the unit
cost in this row.
• In the Account box, the system enters an expense account associated with the vendor location
if the Inventory ID box is empty. If you have specified an inventory item in the Inventory ID
box, the system enters an expense account specified in the inventory ID settings.
• In the Subaccount column is correct; by default, it is generated in accordance with the rule in
the Combine Expense Sub. from box on the Accounts Payable Preferences (AP.10.10.00) form.
You can manually change it if necessary.
| Procedures | 95
To Enter a Bill Based on Purchase Receipts

In Acumatica ERP, you can enter a bill based on purchase receipts (or their lines) for stock items
received at the company warehouses.
: Bills are generated automatically for purchase receipts that have the Create Bill check box selected on
the Purchase Receipts (PO.30.20.00) form.
To manually enter a bill based on purchase receipts, you use the Bills and Adjustments (AP.30.10.00)
form.
I. To Enter a Bill Based on Purchase Receipts
4. In the Date box, enter the date of the bill.
5. If required, in the Vendor Ref. box, enter the reference number of the document this bill is
based on.
6. In the Vendor box, select the applicable vendor.

7. In the Currency box, ensure that the document currency is correct. If it is not, select another
currency.
8. On the Document Details tab, do the following:
a. On the table toolbar, click Add PO Receipt.

The system opens the Add PO Receipt dialog box, which displays the list of the released
receipts of the selected vendor that have not been fully billed.
b. Select the unlabeled check boxes of the purchase receipts you want to add to the bill.
c. Click Add & Close to close the dialog box.
d. In the table on the Document Details tab (where the lines have been filled with the
lines of the selected purchase receipts), check the items' quantities and costs, and correct
them, if needed. Delete any unnecessary lines.
II. To Add Particular Purchase Receipt Lines to the Bill
1. Perform steps 1–3 of the previous procedure.
a. On the toolbar, click Add PO Receipt Line. The system opens the Add Receipt Line
dialog box.
b. Select check boxes next to the receipt lines to be added to the bill.
c. Click Add & Close.

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The detail lines of the bill have been filled in automatically. Check the items' quantity and
cost, and correct them, if needed.

• In the Date box, the current date is selected by default. You can override this date, if needed.
• The system fills in the Post Period box automatically, based on the date that you specified.
values specified in the Quantity and Unit Cost columns.
location if the Inventory ID column is empty. If an inventory item is specified in the Inventory
ID column, the system enters the expense account specified in the inventory ID settings.
• In the Add PO Receipt dialog box (which is brought up when you click Add PO Receipt on the
table toolbar), you can enter an identifier of a purchase order in the Order Nbr. box to narrow
the selection of receipts associated with this order.
• If the unit cost specified in the bill differs from the unit cost in the receipt, the system posts the
discrepancy to the Purchase Price Variance Account associated with the item on the GL Accounts
tab of the Non-Stock Items (IN.20.20.00) form.
To Enter a Bill Based on Purchase Orders

In Acumatica ERP, you can enter a bill for non-stock items or services based on purchase orders.
: Bills are generated automatically for purchase receipts that have the Create Bill check box selected on
the Purchase Receipts (PO.30.20.00) form.
To manually enter a bill based on purchase order, you use the Bills and Adjustments (AP.30.10.00)
form.
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To Enter a Bill Based on Purchase Orders
4. In the Date box, enter the date of the bill.
5. If required, in the Vendor Ref. box, enter the reference number of the document this bill is
based on.
6. In the Vendor box, select the applicable vendor.

7. In the Currency box, ensure that the document currency is correct. If it is not, select another
currency.
a. On the table toolbar, click Add PO if the goods ordered were non-stock items or services.
The system opens the Add PO Order dialog box, which displays the list of the purchase
orders of the selected vendor.
b. Select the unlabeled check boxes for the purchase orders to be added.
c. Click Add & Close to close the dialog box.
d. In the table on the Document Details tab (where the lines have been filled with the
lines of the selected purchase receipts), check the items' quantities and costs, and correct
them, if needed.

• The system fills in the Post Period box automatically, based on the date that you specified.
To Find a Particular Bill

You can use multiple forms to find a bill that has been created with Acumatica ERP, depending on the
bill's status and other parameters:
• Bills and Adjustments (AP.30.10.00) form: Use this form to find any bill in the system, as
described in the To Find a Bill on the Bills and Adjustments Form section of this topic.
• Approve Bills for Payment (AP.50.20.00) form: If approval of bills is required in your system, use
this form to find bills with the Open status that require approval or have been approved; see the
To Find a Bill on the Approve Bills for Payment Form section.
• Prepare Payments (AP.50.30.00) form: Use this form to find outstanding bills with the Open
status. For instructions, see the To Find a Bill on the Pay Bills Form section.
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To Find a Bill on the Bills and Adjustments Form
3. Select a specific bill in one of the following ways:
• Click the navigation buttons on the form toolbar until you see the bill.
• Click the selector button in the Reference Nbr. box of the Summary area, and do the
following:
1. Select the column you want to search by clicking its header.
2. Type a text string in the Search box in the lower-left corner, and press Enter. The
system highlights items in the column that contain the text.
3. Double-click the needed bill to display its details on the form.
To Find a Bill on the Approve Bills for Payment Form
then navigate to Payment Processing > Approve Bills for Payment (AP.50.20.00).
2. In the Selection area, make selections that match the known properties of the bill you're
seeking.
In the table, the system displays the documents that meet the criteria you have specified.
3. To display the bill you're looking for on the Bills and Adjustments form, click the row with the
bill, and click View Document on the table toolbar.
To Find a Bill on the Prepare Payments Form
then navigate to Payment Processing > Prepare Payments (AP.50.30.00).
2. In the Cash Account box of the Selection area, select the cash account to be used to pay the
particular bill.
3. In the Payment Method box, select the needed method of payment associated with the cash
account.
The selected documents are displayed in the table; you can create a filter to further narrow the
list of documents or use a shared filter, if applicable.
4. Click the line with the bill, and click View Document to display the bill on the Bills and
Adjustments form.
To Correct a Bill
You correct an Accounts Payable bill differently depending on whether the bill was released (and has
the Open or Closed status) or was not released (and has the Balanced, On Hold, or Scheduled status).
Once released, a bill cannot be edited or deleted; you can only reverse it or create another document
(a debit or credit adjustment) to adjust the vendor's Accounts Payable balance. You use the Bills and
Adjustments (AP.30.10.00) form to correct or reverse a bill.
To Correct a Bill That Has Not Been Released
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2. Open the bill to be corrected (which must have the Balanced, On Hold or Scheduled status) in
one of the following ways:
• On the form toolbar, click the navigation buttons until you find the required bill.
• In the Reference Nbr. box, click the lookup button to open the list of documents. In the
list, double-click the needed document.
3. Make the needed corrections to the bill.
4. If you want the bill to have the On Hold status, make sure the Hold check box is selected.
5. If you want the bill to have the Balanced status, make sure the Hold check box is cleared,
and enter the total amount of the bill in the Amount box of the Summary area, if this box is
available.
To Correct a Bill That Has Been Released

Select one of the following ways of correcting a released bill:
• Reverse the bill to reverse the impact of the bill. For step-by-step instructions, see To Reverse a
Bill.
• Correct the bill to decrease the vendor Accounts Payable balance by creating a debit adjustment.
For detailed instructions, see To Enter a Debit Adjustment (with the Item Quantity and Unit Cost
in Detail Lines).
• Correct the bill to increase the vendor Accounts Payable balance by creating a credit adjustment.
For step-by-step instructions, see To Enter a Credit Adjustment (with the Item Quantity and Unit
Cost in Detail Lines).

• The Amount box is available only if the Validate Document Totals on Entry check box is
selected on the Accounts Payable Preferences (AP.10.10.00) form.
To Reverse a Bill
In Acumatica ERP, a bill cannot be deleted once it has been released; it only can be reversed.
You reverse a released bill that has a status of Open or Closed by using the Bills and Adjustments
(AP.30.10.00) form.
: When you reverse a bill that refers to a purchase receipt, this affects the vendor's Accounts Payable
account rather than the related expense account. When the debit adjustment resulting from the reversal of
the bill is released, the status of the purchase receipt changes to Open.
To Reverse a Bill
2. Open the bill to be reversed, which must have the Open or Closed status, in one of the following
ways:
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• In the Reference Nbr. box of the Summary area, select the bill by its reference number.
• On the form toolbar, click the navigation buttons until you find the appropriate bill.
3. In the Actions menu on the form toolbar, click Reverse.

The system then displays the debit adjustment created by this process, which has the same
details as the bill and a status of Balanced.
4. Ensure that all the settings of the newly created adjustment are correct—for example, that the
total amount of the debit adjustment is the same as the total amount of the bill.
5. If your system's rules require it, in the Vendor Ref. box, change the reference to the vendor
document.
6. On the form toolbar, click Save and then Release to save and release the debit adjustment.

For the created debit adjustment you can view the reference number of the reversed bill in the Original
Document box on the Financial Details tab of the Bills and Adjustments form.
To Enter a Credit Adjustment (with the Item Quantity and Unit

Cost in Detail Lines)
You enter a vendor debit memo as a credit adjustment by using the Bills and Adjustments
(AP.30.10.00) form. You use this procedure if the items' quantity and unit costs are specified in the
detail lines of your document. If the line total amounts are instead specified in the detail lines, use To
Enter a Credit Adjustment (with Line Totals).
To Enter a Credit Adjustment (with the Item Quantity and Unit Cost in Detail Lines)
3. In the Type box of the Summary area, select Credit Adj.
4. In the Date box, enter the date of the vendor document the credit adjustment is based on.

7. In the Currency box, ensure that selected currency matches the currency on the vendor debit
memo. If it does not, select the correct currency.
9. On the Document Details tab, for each item of the credit adjustment, click Add Row on the
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c. In the Quantity column, enter the quantity of the line item.
10. Optional: To attach a scanned image of the vendor original document to this credit adjustment,
click Files on the form title bar.

on the Accounts Payable Preferences (AP.10.10.00) form; otherwise, this setting is optional.
• In the Ext. Cost column, notice that the system has automatically calculated and entered the
total amount for the line.
settings on the GL Accounts tab of the Non-Stock Items (IN.20.20.00) form.
To Enter a Credit Adjustment (with Line Totals)

You enter a vendor debit memo as a credit adjustment by using the Bills and Adjustments
(AP.30.10.00) form. You use this procedure if line total amounts are specified in the detail lines of your
document. If the items' quantity and unit costs are instead specified in the detail lines, use To Enter a
Credit Adjustment (with the Item Quantity and Unit Cost in Detail Lines).
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To Enter a Credit Adjustment That Has Line Totals
3. In the Type box of the Summary area, select Credit Adj.
4. In the Date box, enter the date of the vendor document the credit adjustment is based on.

7. In the Currency box, ensure that selected currency matches the currency on the vendor debit
9. On the Document Details tab, for each detail of the credit adjustment, click Add Row on the
10. Optional: To attach a scanned image of the vendor original document to this credit adjustment,

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To Enter a Debit Adjustment (with the Item Quantity and Unit

Cost in Detail Lines)
You enter a vendor credit memo as a debit adjustment by using the Bills and Adjustments
(AP.30.10.00) form. You use this procedure if the items' quantity and unit costs are specified in the
detail lines of your document. If the line total amounts are instead specified in the detail lines, use To
Enter a Debit Adjustment (with Line Totals).
To Enter a Debit Adjustment (with the Item Quantity and Unit Cost in Detail Lines)
3. In the Type box of the Summary area, select Debit Adj.
4. In the Date box, enter the date of the vendor document the debit adjustment is based on.
The system fills in the Post Period box automatically, based on the specified document date.
5. If your system's rules require it, in the Vendor Ref. box, enter the reference number of the
vendor document.

7. In the Currency box, ensure that selected currency matches the currency of the vendor credit
8. Optional: Click Exchange Rate to access the Rate Selection dialog box to view the effective
9. On the Document Details tab, for each detail line of the debit adjustment, click Add Row on
the toolbar, and do the following:
c. In the Quantity column, enter the quantity of the line item.
In the Ext. Cost column, notice that the system has automatically calculated and entered
the total amount for the line.

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10. Optional: To attach a scanned image of the vendor original document to this debit adjustment,

• The system fills in the Ext. Cost column automatically if you have specified the item quantity and
the unit cost in this row.
To Enter a Debit Adjustment (with Line Totals)

You enter a vendor credit memo as a debit adjustment by using the Bills and Adjustments
(AP.30.10.00) form. You use this procedure if line total amounts are specified in the detail lines of your
document. If the items' quantity and unit costs are instead specified in the detail lines, use To Enter a
Debit Adjustment (with the Item Quantity and Unit Cost in Detail Lines).
To Enter a Debit Adjustment (with Line Totals)
3. In the Type box of the Summary area, select Debit Adj.
4. In the Date box, enter the date of the vendor document the debit adjustment is based on.
5. If your system's rules require it, in the Vendor Ref. box, enter the reference number of the
vendor document.

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7. In the Currency box, ensure that selected currency matches the currency on the vendor credit
8. On the Document Details tab, for each detail line of the debit adjustment, click Add Row on
the toolbar, and do the following:
9. Optional: To attach a scanned image of the vendor original document to this debit adjustment,

• The Vendor Ref. setting is required if the Require Vendor Reference check box is selected on
the Accounts Payable Preferences (AP.10.10.00) form; otherwise, this setting is optional.
To Enter a Bill with Landed Costs

You usually enter landed costs when you create a purchase receipt on the Purchase Receipts
(PO.30.20.00) form. However, in some cases, you may receive an invoice from a landed cost vendor
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after the goods have been received. To add landed costs incurred for goods specified on a purchase
receipt that has been released, you create a bill on the Bills and Adjustments (AP.30.10.00) form.
Before You Proceed

In accordance with your company's policies, the following information about the particular landed cost
code must be defined on the Landed Cost Codes (PO.20.20.00) form: how the landed cost amounts
should be allocated among the goods shipped, and how the landed cost may be applied (to a bill or
adjustment in the Accounts Payable module only, to a purchase receipt in the Purchase Orders module
only, or to either of these documents).
Only vendors with the Landed Cost Vendor check box selected on the Vendors (AP.30.30.00) form can
be associated with a landed cost code; make sure the vendor you plan to specify has this setting.
To Create a Bill with Landed Costs
2. Click Add New Record.
4. In the Date box, enter the date from the vendor invoice.
5. Select the vendor in the Vendor box.

8. On the Landed Cost tab, add landed costs to the bill in the following way.
a. On the table toolbar, click Add Row.
b. In the Landed Cost Code column, select the code that describes the specific landed
costs incurred.
c. In the Amount column, enter the amount incurred for the goods specified on the
purchase receipt.
d. In the Tax Category column, select the tax category.
e. In the PO Receipt Nbr. column, select the number of the receipt the bill is associated
with.
f. Optional: In the Inventory ID column, select the identifier of the item that corresponds
to the item on the receipt line for which you specify the landed costs.

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To Schedule a Recurring Document

You create a schedule and assign an Accounts Payable document (or multiple documents) to it by using
the Recurring Transactions (AP.20.35.00) form.
Before You Proceed

Create a document (or multiple documents if they should be generated according to the same schedule)
by using the Bills and Adjustments (AP.30.10.00) form. Save each document with the Balanced status;
do not release it.
: Accounts Payable documents of the following types can be added to the schedules: Bill, Credit
Adjustment, Debit Adjustment, and Prepayment.
If you want to use a document that is already closed, copy and paste its details to a new document;
save this document with the Balanced status but do not release it. For details, see Copy-and-Paste
Options and Document Templates.
To Schedule a Recurring Document
then navigate to Manage > Recurring Transactions (AP.20.35.00).
2. In the Start Date box, select the start date for the schedule.
3. Place limitations on the schedule execution as follows:
• Enter the date when this schedule expires in the Expiration Date box, or select the
Never Expires check box.
• Enter the maximum number of times the schedule should be executed in the Execution
Limit box, or select the No Limit check box.
4. Specify how often the document should be generated:
• To generate the document daily or every x days, do the following:
1. In the Schedule Type section, select Daily.
2. In the Every Day(s) box, type an integer to specify the number of days between
document generations. To generate a document every day, enter 1; to generate a
document every other day, enter 2; and so on.
• To generate the document weekly or every x weeks, do the following:
1. In the Schedule Type section, select Weekly.
2. In the Every Week(s) box, type an integer to specify the number of weeks
between document generation.
3. Select the check boxes to specify the days of the week when the documents should
be generated.
• To generate the document monthly or every x months, do the following:
1. In the Schedule Type section, select Monthly.
2. In the Every Month(s) box, enter an integer to specify the number of months
between document generation.
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3. Select when the document should be generated: either the day of the month or the
week in the month and day of the week (such as the third Friday of the month).
• To generate the document every x financial periods, do the following:
1. In the Schedule Type section, select By Financial Period.
2. In the Every Period(s) box, type an integer to specify the frequency of document
generation by financial period.
3. Specify whether the document should be generated on the first day of the financial
period, the last day of the financial period, or a specific day of the period.
5. Make sure the Active check box is selected to indicate that the schedule is active.
6. Click Save.
To Add Documents to a Schedule
then navigate to Manage > Recurring Transactions.
2. In the Schedule ID box, select the schedule to which you want to add a document or multiple
documents.
3. On the Document List tab, click Add Row on the table toolbar.
4. In the Type column, select the type of document to be added.
5. In the Reference Nbr. column, select the document by its reference number.
6. Repeat the previous three steps for each document you want to add.

• In the Start Date box, by default, the system inserts the current business date.
To Release Multiple Accounts Payable Documents

You release multiple Accounts Payable documents (such as bills, debit adjustments, credit adjustments
and prepayment requests) at a time by usng the Release AP Documents (AP.50.10.00) form.
To Release Multiple Accounts Payable Documents at a Time
then navigate to Daily > Release AP Documents (AP.50.10.00).
2. Do one of the following:
• To release all listed documents, click Release All on the form toolbar.
• To release particular documents, select the unlabeled check boxes next to the required
documents in the list, and on the form toolbar, click Release.
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To Generate Recurring Documents

You generate a recurring document by using the Generate Recurring Transactions (AP.50.40.00) form.
You can then view and edit the generated documents by using the drill-down capabilities available on
the form.
To Run Schedules that Generate Recurring Documents
then navigate to Recurring > Generate Recurring Transactions (AP.50.40.00).
2. In the Execution Date box, specify the date that the system uses to load appropriate schedules
to the table. The schedules whose Next Execution date is earlier than or equal to this date are
loaded. Clear this box to display all available schedules.
3. Specify the settings that indicate when the system stops running the schedules. Select one of
the following option buttons:
• Stop on Execution Date: The system will stop running schedules on the date that you
specify in the Execution Date box.
• Stop After Number of Executions: The system will stop running schedules when the
number of schedule executions you type in the adjacent box will be performed.
4. In the table, select the unlabeled check box next to each schedule to be run.
5. On the form toolbar, click Run to generate documents in accordance with the selected schedules.
Documents will be generated only as specified by the schedule; no documents may be generated
ahead of time. The generated document has the same details as the scheduled document, but its
transaction date is set in accordance with the schedule.
To Approve Bills for Payment

You can approve multiple bills by using the Approve Bills for Payment (AP.50.20.00) form if in your
system approval of bills is required. Bills can be paid without approval if the Require Approval of Bills
Prior to Payment check box is not selected on the Accounts Payable Preferences (AP.10.10.00) form.
To Approve Bills For Payment
2. In the Selection area, make sure the Show Approved for Payment check box is cleared.
3. Specify the criteria to select the bills you want to approve. Indicate whether you want to take
cash discounts, pay for overdue bills, or to pay bills before their due dates as follows:
• To select the bills with cash discounts available, select the Cash Discount Expires Within
check box and specify the maximum number of days in the adjacent box. See To Apply
Cash Discounts for step-by-step instructions.
• To display overdue bills, select the Due Date Within check box, type 0 in the adjacent
box, select the Pay Date Within check box, and type 0 in the adjacent box.
4. In the table, review the list of documents that meet the criteria you have specified.
: On the table toolbar, you can use filtering options to display only documents with specific
properties. For details, see Saving of Filters for Future Use.
5. To approve all listed bills, select the unlabeled check box used as a column heading.
| Procedures | 110
6. To approve only some of the bills, select the appropriate unlabeled check boxes in the rows of
the bills you want to approve.
7. Optional: If a bill should be paid individually, select the Pay Separately check box in the row for
it.
8. Click Save.
To Create an Accounts Payable Check

You create an Accounts Payable check and apply it against bills, credit adjustments, debit adjustments,
or prepayment requests by using the Checks and Payments (AP.30.20.00) form.
To Create an Accounts Payable Check
then navigate to Enter > Check and Payments (AP.30.20.00).
3. In the Type box of the Summary area, select Check.
4. In the Application Date box, select the date of the Accounts Payable check.
5. In the Application Period box, ensure that the specified period is correct.
6. In the Vendor box, select the vendor.

vendor: Location, Payment Method, and Cash Account. Review these settings and make any
needed changes.
7. If required, in the Payment Ref. box, type the document reference number (such as the wire
transfer number or bank check number).
8. On the table toolbar of the Documents to Apply tab, click Load Documents. The list of the
vendor's open bills and adjustments appears on this tab, with open debit adjustments listed
before bills. If needed, remove the lines that you do not want to cover with this check.
9. In the Payment Amount box in the Summary area of the form, type the total payment amount
that should be applied to the documents.

Note the following about the Summary area:
• In the Payment Ref. box, the system automatically inserts a reference number if, for the
payment method associated with the vendor, the AP - Suggest Next Number check box is
selected on the Cash Accounts (CA.20.20.00) form (on the Payment Methods tab).
• The system fills in the Application Period box automatically, based on the selected document
date.
• If the Set Zero Payment Amount to Application Amount check box is selected on the
Accounts Payable Preferences (AP.10.10.00) form, the system automatically specifies a payment
| Procedures | 111
amount that is equal to the application amount when a user saves an Accounts Payable check with
no payment amount specified.
• If the selected payment method requires a check to be printed, you cannot clear the Hold check
box and take this document off hold until the check is printed.
To Check Funds for Payments

Before issuing one or more payments or printing any checks for specific vendor account, you might
need to check whether you have sufficient funds in the account. You can check funds for payments by
using the Batch Payments (AP.30.50.00) form.
To Check Funds Available for Payments
2. In the Cash Account box of the Selection area, select the cash account to be used as the source
for paying bills.
3. In the Payment Method box, select the payment method associated with the cash account.
4. Optional: If you want to pay documents with due dates approaching, select the Due Date in
Less Than check box, and then in the box on the right, specify the maximum number of days
before the due date.
5. Optional: To select for payment only the documents whose cash discounts expire in the coming
days, select the Cash Discount Expires in Less Than check box and use the corresponding
box to specify the number of the days.
6. Optional: Select the vendor for which you want to view outstanding documents.
: You can apply one of available shared filters by using the table toolbar or create a new filter to
display only relevant documents in the table. For more information, see Saving of Filters for Future
Use.
7. Select the documents to pay by using the check boxes in the Selection column.
8. Make sure the amount to be paid for the selected documents (in the Selection Total box in the
Selection area) is within the balance of the cash account (in the Available Balance box).
9. If required, return to Step 4 to narrow or to extend the selection of documents to pay by using
the selected cash account.
: After you analyze funds for payments, you can transfer funds from one cash account to another
by using the Funds Transfers (CA.30.10.00) form, if needed.
To Create a Quick Check

You create can a quick check by using the Quick Checks (AP.30.40.00) form. You can use a quick check,
for example, to record a payment made immediately by cash.
To Create a Quick Check
then navigate to Enter > Quick Checks (AP.30.40.00).
3. In the Type box of the Summary area, select Quick Check.

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4. In the Date box, enter the document date.
5. In the Vendor box, select the vendor to receive the payment.
6. In the Payment Method box, ensure that the payment method is specified correctly. Select
another method, if needed.
7. In the Cash Account box, ensure that the selected cash account is the one what you need.
Select another account, if needed.
8. If required, in the Payment Ref. box, type the document reference number (such as the wire
transfer number or bank check number).
9. On the Document Details tab, enter the details of the quick check as follows:
b. In the Branch column (if it appears), ensure that the system has specified the correct
c. If an inventory item is involved, in the Inventory ID column, select the inventory ID of

the non-stock item received from the vendor or the service delivered by the vendor.
d. Optional: In the Quantity column, enter the quantity of the item or service delivered by
the vendor.
e. Optional: In the Unit Cost column, specify the cost per unit.
f. In the Account column, ensure that the correct account is specified. Change the account,
if needed.
g. In the Subaccount column (if it appears), ensure that the correct subaccount is
specified. Change the subaccount, if needed.
10. In the Summary area, in the Payment Amount box, enter the total amount of the quick check.
11. Clear the Hold check box.

location.
• In the Subaccount column, the system enters a subaccount in accordance with the rule in the
Combine Expense Sub. from box of the Accounts Payable Preferences (AP.10.10.00) form.
To Pay Multiple Vendor Bills

You can select bills by approaching due dates or expiring cash discounts and automatically create
payments for them by using the Prepare Payments (AP.50.30.00) form.
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Before You Proceed

Ensure that bills that require approvals have been processed on the Approve Bills for Payment
(AP.50.20.00) form. For details, see To Approve Bills for Payment.
To Pay Multiple Vendor Bills
2. In the Payment Method box of the Selection area, select the payment method associated with
the cash account.
3. In the Cash Account box, ensure that the account specified by the system by default is correct.
Select another account, if needed. The system will update this account when the bills are paid.
4. In the Payment Date box, specify the date of payment.
5. Optional: In the Vendor box, select the vendor whose outstanding documents you want to view
and possibly select for payment.
6. Optional: To view documents that have pay dates within a particular date range, enter a number
of days in the Pay Date Within box.
7. In the table that lists the documents that match the criteria you have specified, select the check
boxes in the unlabeled column for the credit adjustments or bills you want to pay.
8. On the form toolbar, click Process to initiate the payment process and generate payments
(Accounts Payable checks) for the selected documents.
9. Confirm that the system has navigated to the Release Payments (AP.50.52.00) form, so you can
release the Accounts Payable checks, which are selected by default.
10. Click Process to release the selected Accounts Payable checks.

Note the following about the Selection area of the form:
• A document's pay date is either the cash discount date minus the payment lead time, or the due
date based on the credit terms minus the payment lead time.
To Pay an Individual Bill

You use the Bills and Adjustments (AP.30.10.00) form to start the process of paying a vendor bill. To be
paid, a bill must have a status of Open.
Before You Proceed

Ensure that bills that require approvals have been processed on the Approve Bills for Payment
(AP.50.20.00) form. For details, see To Approve Bills for Payment.
To Pay a Vendor Bill
1. On the Finance tab, click Accounts Payable. In the left pane, click the Work Area tab, and
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3. In the Reference Nbr. box, select the number of the bill to be paid.
4. On the form toolbar, click Actions > Pay Bill/Apply Adjustment.
5. On the Checks and Payments (AP.30.20.00) form, which opens with a new Accounts Payable
check created for this bill, ensure that the payment method specified in the Accounts Payable
check is the one you want to use for the payment and that the date is specified correctly.
6. Optional: On the Finance Charges tab, add any applicable charges or fees for processing this
payment in the bank. For each charge or fee, do the following:
b. In the Entry Type column, select the entry type that designates the bank charge that
applies to this Accounts Payable check.
c. In the Amount column, type the charge amount that applies to this check.
7. In the Summary area, clear the Hold check box.

The status of the document changes to Printed.
8. Click Release on the form toolbar to release the Accounts Payable check.
The status of the document changes to Released.
To Prepare ACH Payments

To pay a vendor through the Automated Clearing House (ACH) network, you perform the following
steps:
1. Prepare Accounts Payable checks (and any other payment documents to be paid through ACH)
for export by grouping them into a batch. You can create a batch for one ACH payment or for
multiple payments. This topic discusses how you prepare ACH payments for export by using the
Process Payments / Print Checks (AP.50.50.00) form.
2. Export the batch into a file, as described in To Export a Batch of ACH Payments.
3. Email the file to the ACH operator for further processing.
Before You Proceed

Make sure the appropriate payment documents have been created in the system but not yet released.
The payment method to be used for ACH payments must be associated with these payments.
Acumatica ERP provides the FEDWIRE payment method to be used for ACH payments; associate
this payment method (or another that supports ACH payments) with each vendor that prefers ACH
payments. In addition, the file export functionality must be set up in the system to export batches as a
file to be processed within the ACH network. For more information, see ACH Payment Support.
To Prepare ACH Payments for Export
then navigate to Payment Processing > Process Payments/Print Checks (AP.50.50.00).
2. In the Payment Method box of the Selection area, select a payment method used for ACH
payments in your system (for example, FEDWIRE).
3. In the Cash Account box, select the cash account to be used as the source account for
payment.
4. If required, in the Next Check Number box, enter the number for the check.
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5. In the table, select the unlabeled check box in the row for each payment to be included in the
batch for export.
6. On the form toolbar, click Process.

The system displays the Batch Payments (AP.30.50.00) form with the created batch, which has a
status of Balanced.
The ACH payments included in the batch automatically receive the Printed status upon batch
creation.
7. Optional: In the Description box of the form, enter the description of the batch.
9. To release the batch, on the form toolbar, click Release.
To Export a Batch of ACH Payments

You export a batch of Automated Clearing House (ACH) payments into a file. After the export of the
batch, the file contains the required information to be processed in the ACH network.
To Export a Batch of ACH Payments
then navigate to Enter > Batch Payments (AP.30.50.00).
2. In the Reference Nbr. box in the Summary area, select the identifier of the batch you want to
export.
3. In the Batch Date box, ensure that the date is correct, and change it, if needed.
By default, the system specifies the current business date.
4. Make sure the status of the batch is Released. If it is not, click Release on the form toolbar.
5. On the form toolbar, click Export.
6. Optional: On the form title bar, click Files to view the system-generated name of the file to
which the batch was exported.

The ACH payments should be released before you release and export the batch of payments. When you
release a batch, the procedure will automatically release any unreleased ACH payments.
To Apply Cash Discounts

Some vendors may offer you cash discounts if you pay bills promptly or ahead of schedule. In
Acumatica ERP, the details of these discounts are specified in each vendor's credit terms, which
are defined on the Credit Terms (CS.20.65.00) form, and specified for the vendor on the Vendors
(AP.30.30.00) form (where you also specify the lead time—the number of days needed for the payment
to reach the vendor). The system calculates due dates and available cash discounts automatically,
based on the vendor's credit terms.
On the Approve Bills for Payment (AP.50.20.00) form, you can select multiple bills with available
discounts and approve them for payment.
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To Apply Cash Discounts
2. In the Selection Date box, select the date of approval, which will also be used as the pay date.
3. In the Selection area, select the Cash Discount Expires in Less Than check box and specify a
number of days, to view only the documents with discounts expiring within the specified number
of days. When you specify this number, remember to add the lead time to make sure the bill will
be paid on time.
4. Ensure that the Show Approved For Payment check box is cleared.
5. Select the Show Not Approved For Payment check box to include in the list the documents
that are not yet approved for payment.
6. Optional: In the Currency box, select a currency to view only documents denominated in this
currency.
7. Optional: If vendors are assigned to classes based on the payment lead time or vendor size,
select the applicable vendor class to first pay major vendors and get the largest discounts.
8. By using the check boxes in the unlabeled column, select the documents with a cash discount
available, to approve these documents for payment.
9. Click Save.
After you approve the bills with discounts for payments, you need to promptly pay those bills. For
details, see To Pay Multiple Vendor Bills.

Note the following about the table elements:
• In the table, you can use filtering to display the documents you want to view on this form. For
more information, see Saving of Filters for Future Use.
To Print Checks
You print the physical checks for Accounts Payable checks by using the Process Payments / Print Checks
(AP.50.50.00) form.
: Check printing is required for the Accounts Payable checks if their payment methods have the Print
Checks check box selected on the Payment Methods (CA.20.40.00) form.
Before You Proceed

To prevent damage to or wasting of checks during printing, do the following
1. Make sure the printer is connected to your computer and ready for printing checks.
2. Print a test page to check which side of the paper is printed and whether there is enough toner
in the printer.
3. If your checks include MICR characters, prepare the system for printing those characters. For
details, see the To Prepare for Printing Checks with the MICR Characters section of this topic.
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To Print Checks
then navigate to Payment Processing > Process Payments / Print Checks (AP.50.50.00).
2. In the Payment Method box, select Check (or another value that in your system designates a
payment method that involves printing checks).
3. In the Cash Account box, select the bank account (a checking account) from which the check
should be drawn.
4. In the Next Check Number box, enter the number (if the box is blank) or make sure the check
number suggested by the system matches the first check number of the checks you plan to
print.
5. In the table, select the unlabeled check box for each payment document for which you intend to
print a check.

For each of the selected documents, a check appears in a new browser tab.
7. Click Print on the toolbar to start the printing process for each check. The browser opens the
Print page.
8. Select appropriate options, and then click OK. The checks for the selected documents are
printed.
9. Close the browser tabs that contain the printable versions of the checks.
The system displays the Release Payments (AP.50.52.00) form, on which the Accounts Payable
checks for which you have printed the checks are listed.
10. Review the printed checks and proceed as follows:
• If all checks have printed successfully, release the respective documents (which now have
the Printed status).
• If at least one check requires reprinting, proceed as described below.
To Reprint a Check
then navigate to Enter > Checks and Payments (AP.30.20.00).
2. In the Type box, select Check.
3. In the Vendor box, select the vendor to whom the Accounts Payable check is intended.
4. In the Ref. Number box, select the Accounts Payable check whose check you want to reprint.
5. On the Remittance Information tab, select the Print Check box. The status of the Accounts
Payable check changes to On Hold from Printed.
6. On the form toolbar, click Actions > Print Check.

The system displays the Process Payments / Print Checks (AP.50.50.00) form, on which the
Accounts Payable check for which the Accounts Payable check is listed in the table among other
payments (to the same vendor) that require printing of checks.
7. Enter the check number in the Next Check Number box in the Selection area.
8. Make sure the Accounts Payable check is selected in the table (that is, be sure the unlabeled
check box in the row is selected).
9. Click Process on the form toolbar. The system opens the Release Payments (AP.50.52.00) form.
10. If the check is printed correctly, release the respective document (the Accounts Payable check).
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To Prepare for Printing Checks with the MICR Characters
1. Download a ZIP file with the MICR Encoding font at http://www.fontspace.com/digital-graphics-

labs/micr-encoding.
2. Extract the contents of the ZIP file into a temporary folder.
3. Install the MICR Encoding font on the machine running the instance of the Acumatica ERP site
you want to use for printing.
4. Install the MICR Encoding font on the client machine you plan to use for printing.
: For detailed instructions about how to install a font on a computer, see the Help for the operating system
the computer runs.
To Release Accounts Payable Checks

You release multiple Accounts Payable checks by using the Release Payments (AP.50.52.00) form.
Before You Proceed

Print the Accounts Payable checks for which printing is required—that is, those for which the Print
Check check box was selected on the Settings for Use in AP tab of Payment Methods (CA.20.40.00)
form for the payment method associated with the vendor.
To Release Accounts Payable Checks
then navigate to Payment Processing > Release Payments (AP.50.52.00).
2. In the Selection area, in the Payment Method box, select the payment method to be used for
payments.
3. In the Cash Account box, ensure that the default cash account associated with the payment
method is correct. Select another account, if needed.
4. In the Action box, ensure that Release is selected.
5. In the table, select the unlabeled check box in the row of each check you want to release.
To Void an Accounts Payable Check

You use the Checks and Payments (AP.30.20.00) form to void an Accounts Payable check that has been
released—that is, a check with the Closed status.
To Void an Accounts Payable Check
3. Select the Accounts Payable check to be voided in one of the following ways:
• In the Reference Nbr. box, select the check by its reference number.
• Click the navigation buttons on the form toolbar until you are viewing the Accounts Payable
check you want to void.
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4. On the form toolbar, click Void.

The system reverses the application of the check in full, and changes the document type to
Voided Check, and the status to Balanced (or On Hold if the Hold Documents on Entry check
box is selected on the Accounts Payable Preferences (AP.10.10.00) form).
5. Optional: In the Application Date box, change the date of the voided payment.
6. On the form toolbar, click Release. The status of the Voided Check changes to Closed.
To Track Payments to Vendors

To quickly check the history of payments to a vendor, you use the following forms, as described in the
sections of this topic:
• Bills and Adjustments (AP.30.10.00): To check whether the bill has been paid and view the
documents used to pay the bill
• Vendor Details (AP.40.20.00): To view all payments to the vendor
• Approve Bills for Payment (AP.50.20.00): To see whether a bill has been approved for payment
To Check Whether a Bill Has Been Paid
1. On the Finance tab, click Accounts Payable. In the left pane, select the Work Area tab and
then navigate to Enter > Bills And Adjustments (AP.30.10.00).
3. In the Reference Nbr. box, select the number of the bill whose payments you want to check.
4. Check whether the bill has been paid as follows:
• In the Balance box, check the amount to be paid for the bill. If the amount is zero, the bill
has been paid in full.
• On the Applications tab, view all payments that have been applied to the bill.
To View All Payments to a Vendor
then navigate to Explore > Vendor Details (AP.40.20.00).
2. In the Branch box of the Selection area, select the branch for which you want to view
prepayments.
4. In the Period box, select the financial period for which the payments will be displayed, or leave
the box blank to view payments of all financial periods.
5. Optional: Select the Include Unreleased Documents check box to include unreleased
documents among those listed.
6. Check the payments to the vendor as follows:
• In the table, view the list of payments that match the selected criteria.
• In the Balance by Documents box of the Selection area, notice the total amount of the
listed payments to the vendor. This balance is based on the criteria you have selected.
• In the Current Balance box, notice the total amount of payments to the vendor, as
retrieved from the Accounts Payable account history records stored in the database.
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To See Whether a Bill Has Been Approved For Payment
1. On the Finance tab, click Accounts Payable. In the left pane, select the Process tab and then
navigate to Payment Processing > Approve Bills for Payment (AP.50.20.00).
2. In the Selection Date box of the Selection area, select the date of the document approval.
3. Select the vendor whose bills you want to check.
4. Optional: In the Selection area, specify other filtering criteria to narrow the search results.
5. In the table, the bills with the Open status that meet your selected criteria are listed; if the bill
in a row is approved for payment, the check box in the unlabeled column of that row is selected
and you can see the pay date of the Accounts Payable document in the Pay Date column.
To Enter a Prepayment
In Acumatica ERP, you can enter prepayments to vendors in the following ways, which are described in
detail in this topic:
• Standard way: You enter the vendor's prepayment request on the Bills and Adjustments
(AP.30.10.00) form as an Accounts Payable document of the Prepayment type. Then you create
a check to pay for this prepayment request on the Checks and Payments (AP.30.20.00) form (for
details, see To Create an Accounts Payable Check).
• Simplified way: You create a document of the Prepayment type directly by using the Checks and
Payments form.
For details, see Prepayment Processing.
To Enter a Prepayment: Standard Way
3. In the Type box of the Summary area, select Prepayment.
4. In the Date box, check the date of the document, and change it, if needed.
5. In the Vendor box, select the vendor to be paid.

6. In the Currency box, ensure that the document currency is correct. Select another currency, if
needed.
7. If your system's rules require it, in the Vendor Ref. box, enter the reference number assigned
to the document by the vendor.
8. On the Document Details tab, enter the details of the prepayment request by performing the
following steps for each line:
b. Ensure that the Branch column has the needed branch.
c. Optional: In the Inventory ID column, enter the ID of the particular non-stock item or
service to be delivered by the vendor.
d. Optional: Enter the needed quantity of the item.

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e. Optional: In the Unit Cost column, type the cost per unit.
f. Ensure that the Account column has the account you want to be specified.
g. Ensure that the Subaccount column has the subaccount you want to be specified.
9. Optional: If the Amount box is available in the Summary area, enter the total amount of the
document.
To Enter a Prepayment: Simplified Way
4. In the Application Date box, check the date of the document, and change it, if needed.
5. In the Vendor box, select the vendor to be paid.

vendor: Location, Payment Method, and Cash Account. Review these settings, and make
any needed changes.
6. Optional: In the Payment Ref. box, enter the reference number assigned to the document by
the vendor.
7. In the Payment Amount box, specify the total amount of the prepayment.

Note the following about the Summary area of the Bills and Adjustments (AP.30.10.00) form :
• The system fills in the Post Period box automatically, based on the selected document date.
box is selected for the vendor on the Vendors (AP.30.30.00) form.
Note the following about the Documents Details tab of the Bills and Adjustments form:
Inventory ID column, the system enters an expense account specified in the inventory ID
settings.
• In the Subaccount column is correct; by default, it is generated in accordance with the rule in
the Combine Expense Sub. from box on the Accounts Payable Preferences (AP.10.10.00) form.
You can manually change it if necessary.
Note the following about the Summary area of the Checks and Payments form:
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• The system fills in the Application Period box automatically, based on the selected document
date.
To Apply a Prepayment to Bills

To apply a prepayment to a bill or multiple bills, use the Checks and Payments (AP.30.20.00) form.
When you release the prepayment application, the system creates a batch.
To Apply a Prepayment to Bills
3. In the Reference Nbr. box, select the prepayment you want to apply.
4. On the Documents to Apply tab, select the documents to which you want to apply the
prepayment in one of the following ways:
• To add a particular document to the list, do the following:
1. On the table toolbar, click Add Row.
2. In the Document Type column, select the document type.
3. In the Reference Nbr. column, select the document from the list of applicable
documents.
4. Make sure that all the other columns of the table are correct.
• To add all applicable documents to the list, click Load Documents on the table toolbar.
5. In the table, for each document, review the applied amount in the Amount Paid column, and
change the amount, if needed.
6. In the Summary area, clear the Hold check box.
To Unapply Prepayment Applied Mistakenly

If you have mistakenly applied a prepayment to the wrong documents (bills or credit adjustments), you
can unapply it.
You unapply a prepayment differently depending on whether the prepayment has been released (and
has a status of Open or Closed) or has not been released (and has a status of Balanced or On Hold). In
either case, use the Checks and Payments (AP.30.20.00) form to unapply the prepayment.
To Correct a Prepayment Application That Has Not Been Released
3. In the Reference Nbr. box, select the prepayment to be corrected.
4. On the Documents to Apply tab, click the row for each document you don't want to apply the
prepayment to, and then click Delete Row on the table toolbar.

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To Reverse a Prepayment Application That Has Been Released
3. In the Reference Nbr. box, select the prepayment to be reversed.
4. On the Application History tab, select the unlabeled check box in the row of the document
whose application you want to reverse, and then click Reverse Application on the table toolbar.
The system creates a batch that reverses the payment application to a bill or credit adjustment,
and changes the status of the prepayment to Open.
5. Repeat the previous step for each application you want to reverse.
To Track Prepayments to Vendors

You use the prepayment account to record prepayments to vendors.
:
You set up a default prepayment account (and subaccount) on the GL Accounts tab of the Vendor Classes
(AP.20.10.00) form. You specify the prepayment account (and subaccount) for each vendor class that might
be used when a user creates a new vendor.
You can change the prepayment account (and subaccount) for a particular vendor on the Vendors
(AP.30.30.00) form.
The system debits the prepayment account by default when a user enters a new prepayment to a vendor.
To View Prepayment Balances
then navigate to Explore > Vendor Summary (AP.40.10.00).
prepayments.
3. In the Period box, select the financial period, or leave the box blank to view all open
prepayments.
4. In the AP Account box, select the prepayment account.
In the table, the list of vendors (those that meet the selected criteria) appears. In the Prepayments
Balance column, you can view the prepayment balance of each vendor. The Total Prepayments box
in the Selection area displays the total amount of prepayments for all listed vendors.
To View Prepayments by Vendor
then navigate to Explore > Vendor Details (AP.40.20.00).
prepayments.
4. In the AP Account box, select the prepayment account.

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In the table, you can view the list of prepayments that match the selected criteria. The Prepayment
Balance box of the Selection area displays the total amount of prepayments to the vendor, based on
the selected criteria.
To View All Prepayments
1. On the Finance tab, click Accounts Payable. In the left pane, select the Reports tab and then
navigate to Balance > AP Balance by GL Account (AP.63.20.00).
2. On the Report Parameters tab, specify the report parameters that fit your needs for
information.
: If you leave the Branch box blank, you'll get information on all branches.
3. On the form toolbar, click Run Report.
4. Find the prepayment account in the report to view all prepayments that fit the specified criteria.
To Void a Prepayment Request

You enter a prepayment in the standard way in two stages. First, you create a document of the
Prepayment type by using the Bills and Adjustments (AP.30.10.00) form, and then you create a check
to pay for this prepayment by using the Checks and Payments (AP.30.20.00) form. The prepayment is
then released.
In some situations, you might want to void a prepayment that was not paid—for instance, if the
prepayment document was mistakenly entered into the system. For details, see Prepayment Processing.
This topic describes how to void a prepayment —that is, a document with the Prepayment type created
on the Bills and Adjustments form.
To Void a Prepayment
then navigate to Enter > Bills And Adjustments (AP.30.10.00).
2. In the Type box, select Prepayment.
3. In the Reference Nbr. box, select the prepayment to be voided.
4. On the form toolbar, click Actions > Void Prepayment. The status of the prepayment changes
to Voided.
5. Click Save.
: When you void a prepayment because no actual prepayment had been made, no batch is created and the
voided prepayment may not be applied to an Accounts Payable check.
You can void a prepayment on the Checks and Payments (AP.30.20.00) form if it has not been applied
to a document (or to multiple documents). This topic describes the two ways of voiding a prepayment.
The way you void an unapplied prepayment depends on the way you entered the prepayment:
• If you entered the prepayment in the standard way (that is, if you created a prepayment request
on the Bills and Adjustments (AP.30.10.00) form and paid it by check), you void the check.
• If you created the prepayment in the simplified way (that is, you created the prepayment directly
on the Checks and Payments form), you void the prepayment.
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To cancel an applied prepayment, you first need to unapply the prepayment, as described in To Unapply
Prepayment Applied Mistakenly. For details, see Prepayment Processing.
To Void a Prepayment Paid with a Check
3. In the Reference Nbr. box, select the number of the Accounts Payable check to be voided.

The system creates a document of the Voided Check type with the same reference number as
the prepayment used.
5. Ensure that the Hold check box is cleared.
6. On the form toolbar, click Save, and then Release to save and release the voided check.
3. In the Reference Nbr. box, select the Accounts Payable check to be voided.

The system creates a document of the Voided Check type with the same reference number as
that of the prepayment used.
5. Clear Hold check box.
6. On the form toolbar, click Save, and then Release to save and release the voided check.
To Enter a Refund for a Prepayment

If a vendor pays back an unused prepayment (or part of a prepayment), you need to enter a refund for
that prepayment by using the Checks and Payments (AP.30.20.00) form.
To Enter a Refund for a Prepayment
1. On the Finance tab, click Accounts Payable, select the Work Area tab, and then navigate to
Enter > Checks and Payments (AP.30.20.00).
2. On the form toolbar, click Add New Record to add a new document.
3. In the Type box of the Summary area, select Vendor Refund.
4. In the Application Date box, select the date when the vendor refund was applied.
5. In the Vendor box, select the vendor to be refunded.

vendor: Location, Payment Method, and Cash Account. Review these settings, and make
any needed changes.
6. If required, in the Payment Ref. box, enter the reference number of the vendor refund.
7. On the Documents to Apply tab, add a prepayment or multiple prepayments on which the
vendor refund is based as follows:
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• To add one document or multiple documents to the list, do the following for each
prepayment:
1. On the table toolbar, click Add Row.
2. In the Document Type column, select the document type.
3. In the Reference Nbr. column, select the document.
4. Check that all the other columns of the table are correct.
• To add all applicable documents to the list, click Load Documents on the table toolbar.
8. In the Payment Amount box of the Summary area, enter the total amount of the debit
adjustment applied to the document.
10. On the form toolbar, click Save and then Release to save and release the refund.
The vendor refund now has the Closed status.

• The system fills in the Application Period box automatically, based on the selected application
date.
• A document's pay date is either the cash discount date minus the payment lead time, or the due
date based on the credit terms minus the payment lead time.
To Void a Vendor Refund

Vendor refunds can be voided if errors were made or the refunds are otherwise invalid. Voiding a refund
reverses the original refund transactions. You can use the Checks and Payments (AP.30.20.00) form to
void a vendor refund that has been applied to a prepayment or debit adjustment.
To Void a Vendor Refund
2. In the Type box, select the Vendor Refund type.
3. In the Reference Nbr. box, select the document you want to void.
4. On the form toolbar, click Void. The system does the following:
• Reverses the refund in full.
• Changes the status of the refund to Voided.
• Creates a document with the Void Refund type with the same reference number as the
refund. You use this document in the remaining steps of this procedure.
5. Optional: In the Application Date box, change the date of the voided refund. The date specified
in this box should be the date when the voided refund is released (Payment Date) and when
the related batch was created (Transaction Date).
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6. On the form toolbar, click Save to save the voided refund.
7. Make sure the Hold check box is cleared.
8. On the form toolbar, click Release.
To Run AP Aging Reports

You can use multiple Accounts Payable aging reports, depending on such factors as which currency you
would like to view outstanding and past due balances in, and whether balances will be broken down by
days outstanding or days past due. This topic provides instructions for using the following reports:
• AP Aged Past Due (AP.63.10.00)
• AP Aged Past Due MC (AP.63.11.00)
• AP Aged Outstanding (AP.63.15.00)
• AP Aged Outstanding MC (AP.63.16.00)
• AP Aged Period Sensitive (AP.63.05.00)
To Run the AP Aged Past Due Report in Base Currency
1. On the Finance tab, click Accounts Payable. In the left pane, select the Reports tab, and
then navigate to Balance > AP Aged Past Due (AP.63.10.00).
2. On the Report Parameters tab, perform the following steps:
a. In the Report Format box, select one of the following options:
• Detailed: To view the past due documents on the selected aging date
• Summary: To view the past due balances on the selected aging date
b. In the Branch box, select the branch for which you want to view information, or leave
this box empty to view information on all branches.
c. In the Vendor Class box, select the vendor class for which you want to view information,
or leave this box empty to view information on all vendor classes.
d. In the Vendor box, select the vendor you want to view information for, or leave this box
empty to view information on all vendors.
e. In the Aging Date box, select the date the system will use to calculate the aging
categories for documents.

The report displays the list of vendors with past-due balances. Balances are broken down by
days past due on the specified date, and all amounts are displayed in the base currency.
To Run the Multi-Currency AP Aged Past Due Report
then navigate to Balance > AP Aged Past Due MC (AP.63.11.00).
• Detailed: To view the past due documents on the selected aging date
• Summary: To view the past due balances on the selected aging date
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d. In the Vendor box, select the vendor to view information for, or leave this box empty to
view information on all vendors.

The report displays the list of the vendors with past-due balances, which are broken down
by days past due on the specified aging date. The amounts are displayed in the documents'
currencies and in the base currency.
To Run the AP Aged Outstanding Report in Base Currency
then navigate to Balance > AP Aged Outstanding (AP.63.15.00).
• Detailed: To view outstanding documents on the selected aging date
• Summary: To view outstanding balances on the selected aging date

The report displays the list of the vendors with outstanding balances, which are broken down by
days outstanding with respect to the specified aging date. The amounts are displayed in the base
currency.
To Run the Multi-Currency AP Aged Outstanding Report
then navigate to Balance > AP Aged Outstanding MC (AP.63.16.00).
• Detailed: To view outstanding documents on the selected aging date
• Summary: To view outstanding balances on the selected aging date
| Procedures | 129

The report displays the list of the vendors with outstanding balances, which are broken down
by days outstanding with respect to the specified aging date. The amounts are displayed in the
documents' currencies and in the base currency.
AP Aged Period Sensitive
then navigate to Balance > AP Aged Period Sensitive (AP.63.05.00).
2. Select the financial period. The system uses the selected period to calculate the aging categories
for the documents.
3. In the Report Format box, select one of the following options:
• Detailed: To view past due documents on the last day of the selected financial period
• Summary: To view past due balances on the last day of the selected financial period
4. Select the vendor class for which you want to view information, or leave the Vendor Class box
blank to view information on all the classes.
5. Click Run Report.

The report lists the vendors with past due balances, which are arranged by days past due on the
last day of the specified period. All the amounts are displayed in the base currency.
To View Vendor Balances

You can use multiple reports to view vendor balances. This topic describes how to use the following
reports and forms:
• Vendor Summary (AP.65.50.00) report
• AP Balance by Vendor (AP.63.25.00) report
• AP Balance by Vendor MC (AP.63.30.00) report
• Vendor Summary (AP.40.10.00) form
To Run the Vendor Summary Report
then navigate to Audit > Vendor Summary (AP.65.50.00).
2. On the report toolbar, click Run Report.

The report lists all vendors, with each vendor's status, class, credit terms, default currency, tax
zone, phone number, fax number, and current balance.
| Procedures | 130
To Run the AP Balance by Vendor Report
then navigate to Balance > AP Balance by Vendor (AP.63.25.00).
• Account Summary: To view the total of all documents that are open at the end of
the reporting period.
• Open Documents: To view all documents with the Open status.
• Open + Current Period: To view all documents with the Open status, as well as
documents of the current period, regardless of their status.
• All Documents (Vendor Required): To view all of a specific vendor's documents. If

you select this option, you must specify a vendor.
b. In the Branch box, select the branch for which you want to view vendor balances, or
leave this box empty to view information on all branches.
c. In the Financial Period box, select the financial period whose information you want to
view.
d. In the Vendor box, select the vendor whose information will be included in the report,
or leave this box empty to view information about all vendors. Note that for the All
Documents report format, you must select a vendor.
e. To also view applied documents, select the Include Applications check box.

The report lists the vendor balance for each account related to the vendor. All the amounts are
displayed in the base currency.
To Run the AP Balance by Vendor MC Report
then navigate to Balance > AP Balance by Vendor MC (AP.63.30.00).
• Account Summary: To view the total of all documents that are open at the end of
the reporting period.
• Open Documents: To view all documents with the Open status.
• Open + Current Period: To view all documents with the Open status, as well as
documents of the current period, regardless of their status.
• All Documents (Vendor Required): To view all of a specific vendor's documents. If

you select this option, you must specify a vendor.
b. In the Branch box, select the branch for which you want to view vendor balances, or
leave this box empty to view information on all branches.
c. In the Financial Period box, select the financial period whose information you want to
view.
d. In the Vendor box, select the vendor whose information will be included in the report,
or leave this box empty to view information about all vendors. Note that for the All
Documents report format, you must select a vendor.
| Procedures | 131
e. To also view applied documents, select the Include Applications check box.

The report lists the vendor balances in each of the currencies used (including the base currency)
for each account related to the vendor.
To View Vendors' Balances Summary Information
then navigate to Explore > Vendor Summary (AP.40.10.00).
2. In the Branch box, select the branch for which you want to view the data.
3. In the Vendor Class box, select the vendor class for which you want to view information, or
leave this box empty so that information about vendors of all classes will be displayed in the
table.
4. In the Period box, select the financial period for which you want to view information, or leave
this box empty so that information about all open periods will be displayed in the table.
5. In the AP Account box, select the AP account for which you want to view information, or leave
this box empty so that information on all accounts will be displayed.
6. In the AP Subaccount box (if this box appears), select a subaccount for the Accounts Payable
account.
7. In the Currency box, select the currency for which you want to view information, or leave this
box empty so that the data in the table will be displayed for all currencies.
8. Optional: If you left the Currency ID box empty, select the Split by Currency check box if you
want to view balances in each currency separately.
9. Select the Vendors with Balance Only check box to view vendors with non-zero balances, or
clear the check box to view all vendors.
In the table, you can view vendors' outstanding balances and other information that matches the
criteria you specified.
To Close a Financial Period in Accounts Payable

To close a financial period in the Accounts Payable module, use the Close Financial Periods
(AP.50.60.00) form. You can close a financial period only if there are no open documents (that is,
documents with the On Hold or Balanced status) to be posted to it.
In Acumatica ERP, transactions can't be posted to closed financial periods unless the Allow Posting to
Closed Periods check box on the General Ledger Preferences (GL.10.20.00) form is selected.
Before You Proceed

In accordance with your company policies, you might need to perform the following steps before you
close a financial period in Accounts Payable:
1. Make sure all the appropriate recurring documents are generated and recurring transactions are
posted in the period to be closed. For details, see To Generate Recurring Documents.
2. Make sure there are no open documents in the period to be closed. Use the following steps to
review open documents in the Accounts Payable module:
a. On the Finance tab, click Accounts Payable. In the left pane, select the Processes tab,
and then navigate to Closing > Close Financial Periods (AP.50.60.00).
| Procedures | 132
b. In the table, select the appropriate unlabeled check boxes to specify the financial periods
for which you want to review open documents.
To select all the displayed active periods for closing, click the unlabeled check box in the
column header.
c. On the form toolbar, click Unreleased Documents. The system displays the Unreleased
AP Documents report.
d. Review the report to find open documents to be posted in the specified period.
To Close a Financial Period in Accounts Payable
then navigate to Closing > Close Financial Periods.
2. In the table, select the unlabeled check boxes in the rows of the financial periods you want to
close.
To select all the displayed active periods for closing, click the unlabeled check box in the column
header.
3. Click Close Periods on the form toolbar.

| Accounts Payable Form Reference | 133
Accounts Payable Form Reference

On the Navigation pane of the Accounts Payable module, the forms are grouped into several tabs. Each
tab may also include nodes to bring together similar forms. This topic follows this layout when listing
the forms of the Accounts Payable module.
Work Area Tab
• Enter
• Checks and Payments (AP.30.20.00)
• Quick Checks (AP.30.40.00)
• Batch Payments (AP.30.50.00)
• Vendor Price Worksheets (AP.20.20.10)
• Manage
• Vendors (AP.30.30.00)
• Vendor Locations (AP.30.30.10)
• Non-Stock Items (IN.20.20.00)
• Recurring Transactions (AP.20.35.00)
• Vendor Prices (AP.20.20.00)
• Vendor Discounts (AP.20.50.00)
• Explore
• Vendor Summary (AP.40.10.00)
• Vendor Details (AP.40.20.00)
• Bills Pending Payments (AP.40.30.00)
• Checks Pending Printing (AP.40.40.00)
• 1099 Vendor History (AP.40.50.00)
Processes Tab
• Daily
• Release AP Documents (AP.50.10.00)
• Release Landed Costs (AP.50.65.00)
• Payment Processing
• Approve Bills for Payment (AP.50.20.00)
• Prepare Payments (AP.50.30.00)
• Process Payments / Print Checks (AP.50.50.00)
• Release Payments (AP.50.52.00)
• Recurring
• Generate Recurring Transactions (AP.50.40.00)
• Update Vendor Discounts (AP.50.25.00)
• Closing
• Close 1099 Year (AP.50.70.00)
• Close Financial Periods (AP.50.60.00)
• Validate Vendor Balances (AP.50.99.00)
• Avalara Integration
• Calculate Taxes (AP.50.16.00)
• 1099-MISC E-File
• Create E-File (AP.50.75.00)
Reports Tab
For the description of the report forms, see Accounts Payable Reports.
Configuration Tab
• Setup
• Accounts Payable Preferences (AP.10.10.00)
• Credit Terms (CS.20.65.00)
• Vendor Classes (AP.20.10.00)
• Vendor Discount Codes (AP.20.40.00)
• Item Classes (IN.20.10.00)
1099 Vendor History

Form ID: (AP.40.50.00)
: This form is available only if the 1099 Reporting feature is enabled on the Enable/Disable Features
(CS.10.00.00) form.
You use this form to view 1099 year information for a particular 1099 vendor. The form shows the
amounts, split by 1099 boxes, paid to the vendor in the selected calendar year.
Form Toolbar
The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form
Toolbar. The form-specific buttons are listed below.
Button Description
Reports Provides the following menu commands, which you can click quick access to the
reports associated with the 1099 payments:
• Year 1099 Summary: 1099 Year Summary (AP.65.40.00)
• Year 1099 Detail: 1099 Year Details (AP.65.45.00)

Selection Area
By using the elements in this area, described in the table below, you can select the open 1099 year and
the vendor for which you want to view information in the table.
Element Description
Vendor The vendor for which you want to view information, by its ID.
1099 Year The 1099 year for which you want to view information. A 1099 year is a calendar
year during which information on 1099 payments was collected.
Branch The company branch for which you want to view information.
Table
The table contains the list of 1099 form boxes and their amounts accumulated over the year for the
selected 1099 vendor.
The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Column Description
Box The number that represents the order of the 1099 box.
Description The description of the box, which represents a type of 1099 payments.
Amount The year-to-date amount of this type of payments paid to the selected vendor.
Accounts Payable Preferences

Form ID: (AP.10.10.00)
You use this form to configure the Accounts Payable module. Settings defined on this form include
numbering sequences for Accounts Payable bills, checks, payments, and batches generated by this
module. Some of the settings on the form cannot be changed once the module is in use, such as
these numbering sequences. On this form, you can specify the default vendor class associated with
the Accounts Payable module, which provides default settings when users create vendor classes and
vendors.
Form Toolbar
The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar.
General Settings Tab

The general settings for the Accounts Payable module include posting and retention settings, aging
settings, and other options related to new documents. On this tab, you can also specify the numbering
sequences used to generate the identifiers of Accounts Payable documents and Accounts Payable
payments issued in response to vendor documents.
: You can use different numbering sequences for each document type or the same numbering sequence for
multiple document types. In the latter case, the system gives all documents the same sequence numbers
(identifiers), based on the order in which they were entered or generated, and two successive identifiers
may refer to documents of different types.
Numbering Settings Section
Element Description
Batch The numbering sequence used for batches generated by the Accounts Payable
Numbering module.
Sequence
Bill Numbering The numbering sequence used for Accounts Payable bills.
Sequence
Debit The numbering sequence used for debit adjustments.

Adjustment
Numbering
Sequence
Credit The numbering sequence used for credit adjustments.

Adjustment
Numbering
Sequence
Payment The numbering sequence used for Accounts Payable payments.

Numbering
Sequence
Price Worksheet The numbering sequence used for price worksheets.

Numbering
Sequence
Posting Settings Section
Element Description
Automatically A check box that indicates (if selected) that transactions will be automatically
Post on Release posted to the General Ledger once they are released in the Accounts Payable
module.
Post Summary A check box that indicates (if selected) that Accounts Payable documents will
on Updating GL be posted to the General Ledger module with summarized row amounts if
particular criteria are met. That is, if multiple rows in an AP document specify the
same account (and subaccount, if any) and branch (if the Multi-Branch Support
feature is enabled in your system on the Enable/Disable Features (CS.10.00.00)
form), then in the GL batch, these rows will be combined into one row with the
summarized amount.
: The summarized transaction amounts can be posted to an account (and
subaccount, if any) only if both the Post Summary on Updating GL check box
is selected on this form and the Summary option is specified for an account in the
Post Option column on the Chart of Accounts (GL.20.25.00) form. (For details,
see the description of the Post Option column in the Chart of Accounts topic.)
: The GL batch can contain multiple documents if the Consolidated Posting to GL

feature is enabled on the Enable/Disable Features form. For details, see Overview
of the Acumatica ERP Features.
Activate A check box that activates (if selected) migration mode. You can activate or
Migration Mode deactivate migration mode (that is, select or clear this check box) at any time.
For details, see Migrating Documents to Acumatica ERP.
Element Description
Extra Data The option that defines how the system handles issues with the data consistency:
Validation
• Log Issues: The system releases a document that leads to inconsistent data
and logs the information about the issue to the DataIntegrityLog table.
• Prevent Release (recommended option): The system does not release a

document if it causes data consistency issues.
If you experience performance issues due to enabled extra data validation, you
can turn off the validation by executing the following statements (substitute
<Company ID> with the identifier of your company): UPDATE APSetup SET
DataInconsistencyHandlingMode = 'N' WHERE CompanyID = <Company ID>
Aging Settings Section
You use this section to set up the Accounts Payable aging schedule. By setting up three aging periods
(each of which is defined by the number of days outstanding or days past due), you can improve cash
flow projections, because you can view outstanding Accounts Payable documents and payments by
aging categories.
Element Description
Aging Period 1 The maximum number of days outstanding or past due for the document to be
included in the first category.
Aging Period 2 The maximum number of days outstanding or past due for the document to be
included in the second category. If the value here is greater than the Aging
Period 1 value, documents from the first category are not included in the second
category.
Aging Period 3 The maximum number of days outstanding or past due for the document to
be included in the third category. If the value here is greater than the Aging
Period 2 value, documents from the second category are not included in the
third category.
Data Entry Settings Section
Element Description
Default Vendor The vendor class to be used as the default vendor class. When you create a
Class ID new vendor class by using the Vendor Classes (AP.20.10.00) form, the settings
defined for the class specified here will be inserted into the appropriate boxes.
(You can change any of these settings.) For more information, see Vendor
Combine The subaccount mask that defines the rule of selecting segment values for the
Expense Sub. expense subaccount to be used for non-stock items on data entry forms in the
From Accounts Payable module. To set up the rule, select a segment, press F3, and
select a source of the segment value, which is one of the following options:
• C: The subaccount associated with the company branch
• E: The subaccount associated with the employee
• I: The subaccount associated with the non-stock item
• L: The subaccount associated with the vendor location

Element Description
• P: The subaccount associated with the project. (This option is available only
if the Project Accounting feature is enabled on the Enable/Disable Features
form.)
• T: The subaccount associated with the project task. (This option is available
only if the Project Management feature is enabled on the Enable/Disable
Features form.)
For a segment, the characters designating each option are repeated as many
times there are characters in the segment. See the Combining Subaccounts
article for more information.
Rounding Rule The rule that is used to automatically round bill total amounts. Select one of the
for Bills following rules:
• Use Currency Precision: To round the totals to the decimal precision

supported by the currency of the document
• Nearest: To round each bill total to the nearest multiple of the smallest unit
(specified in the Rounding Precision box)
• Up: To round up each bill total to the next multiple of the smallest unit
• Down: To round down each bill total to the previous multiple of the smallest
unit
This box is available only if the Invoice Rounding feature is enabled on the
Enable/Disable Features form. For details, see To Set Up Document Amount
Rounding.
Rounding The smallest unit for bill amount rounding. Select one of the following options
Precision (the list is not available if the Use Currency Precision option is selected in the
Rounding Rule for Bills box):
• 0.05: To round each total to a multiple of 0.05
• 1.0: To round each total to a multiple of 1
This box is available only if the Invoice Rounding feature is enabled in your
system. For details, see To Set Up Document Amount Rounding.
Payment Lead The number of days required, on average, for a payment to reach a vendor
Time location. This value is used as the default value for multiple boxes on the Approve
Bills for Payment (AP.50.20.00) and Prepare Payments (AP.50.30.00) forms.
Hold Documents A check box that means (if selected) that new documents will have the On Hold
on Entry status by default.
Require Approval A check box that indicates (if selected) that approval of bills is required before
of Bills Prior to bills may be paid. Bills can be approved on the Approve Bills for Payment form.
Payment For details, see Bill Approval for Payment.
Enable Early A check box that indicates (if selected) that a user can create checks for the bills
Checks posted to future periods and dates.
Element Description
Validate A check box that adds the Amount box to the Summary area of the Bills and
Document Totals Adjustments (AP.30.10.00) form (if selected). To save a document with the
on Entry Balanced status, a user must enter the document total in this box after reviewing
the document.
Validate Tax A check box that adds (if selected) the Tax Amount box to the Summary area
Totals on Entry of the Bills and Adjustments and the Quick Checks (AP.30.40.00) forms, where a
user enters the tax total amount manually in the document.
This box is available only if the Net/Gross Entry Mode feature is enabled on
the Enable/Disable Features form. For details, see Tax Amount Validation in
Documents.
Set Zero A check box that indicates (if selected) that when a user saves an Accounts
Payment Amount Payable check with no Payment Amount specified on the Checks and Payments
to Application (AP.30.20.00) form, the system automatically specifies a Payment Amount that
Amount is equal to the Application Amount. If this check box is cleared (the default
value), the system will save the check with a payment amount of zero if the Hold
check box is selected, or report that the document is out of balance if the Hold
check box is cleared.
Require Vendor A check box that indicates (if selected) that users must fill in the Vendor Ref.
Reference box on data entry forms in the Accounts Payable, Taxes, and Purchase Orders
modules. Also this check box controls the Ext. Ref. Number box on the Journal
Vouchers form of the General Ledger module.
Raise an A check box that you select to indicate to the system that an error should be
Error On generated when a new document is created with a value in the Vendor Ref. box
Duplicate Vendor that has already been used in the system.
Reference
Number
Retainage Settings Section
In this section, you can specify the settings related to processing bills with retainage amounts in the
system.
This section is available only if the Retainage Support feature is enabled on the Enable/Disable
Features form.
Element Description
Retain Taxes A check box that indicates (if selected) that taxes will be retained on the retained
amount.
Automatically A check box that indicates (if selected) that retainage bills created on the Release
Release AP Retainage (AP.51.00.00) form will be released automatically.
Retainage Bills
Require Single A check box that indicates (if selected) that all lines of a particular Accounts
Project per Payable bill are linked with the same project that you specify for that bill in the
Document Project box in the Summary area on the Bills and Adjustments (AP.30.10.00)
form.
This check box appears on the form only if the Project Accounting feature is
enabled on the Enable/Disable Features form.
Price/Discount Settings tab

By using this tab, you can select options that affect price calculation, price history retention, and
discount application. For more information on discounts, see Managing Discounts. For more information
on prices, see Vendor Price Lists.
Price Maintenance Settings Section
Element Description
Vendor Price The method used to automatically update vendor prices based on vendor
Update documents. Select one of the following options:
• None: To not perform price updating automatically; that is, the values in
the Last Vendor Price column on the Vendor Inventory (PO.20.10.00)
form will not be updated on release of any AP bill that is linked to a
purchase order or receipt. However, the bills that are not linked to any
purchasing document will update the last price value even if this option is
selected.
• On PO Entry: To update the vendor prices in the vendor catalog when a

purchase order is saved. Only the prices of the items listed on the newly
saved order will be updated. This option is available if the Distribution
feature is enabled on the Enable/Disable Features (CS.10.00.00) form.
• On Receipt Entry: To update the vendor prices in the vendor catalog when
a purchase receipt is saved. Only the prices of the items listed on the newly
saved receipt will be updated. This option is available if the Distribution
feature is enabled on the Enable/Disable Features form.
• On Receipt Release: To update the vendor prices in the vendor catalog

when a purchase receipt is released. Only the prices of the items listed on
the receipt being released will be updated. This option is available if the
Distribution feature is enabled on the Enable/Disable Features form.
• On AP Bill Release: To update the vendor prices in the vendor catalog when
Accounts Payable bills are released. Only the prices of the items listed on
the bills being released will be updated.
For details, see Vendor Catalogs.
Load Vendor A check box that indicates (if selected) that users can specify prices in vendor
Prices by price worksheets by the alternate IDs of items, so that the system will find and
Alternate ID populate appropriate inventory IDs automatically.
The option is available if the Distribution feature is enabled on the Enable/Disable
Features form.
For more information, see Uploading Prices with Alternate IDs and Creating
Alternate IDs from Price Worksheets.
Price Retention Section
Element Description
Retention Type The way the history of prices will be retained. Select one of the following options:
• Last Price: The last defined price is kept.

Element Description
• Fixed Number of Months: The history of price changes is kept for the
number of months specified in the Number of Months box. The period is
calculated back from the current system date.
Number of The number of months the history of price changes should be kept.
Months
This box is available if the Fixed Number of Months option is selected in the
Retention Type box.
Discount Application Section
This group of options is available only if the Customer & Vendor Discounts and Multiple Units of Measure
features are both in use on the Enable/Disable Features form.
Element Description
Apply Quantity The way the system applies discounts that are defined by quantity. Select one of
Discounts To the following options:
• Document Line UOM: The system applies the discounts to the quantity in
the document line's unit of measure (UOM).
• Base UOM: The system converts the quantity in the document line's UOM
to the quantity in the base UOM and applies the discounts based on the
calculated base quantity.
For more information, see Calculation of Vendor Discounts.
Approval Tab
You use this tab, which is available only if the Approval Workflow feature is enabled on the Enable/
Disable Features (CS.10.00.00) form, to set up the approval process for Accounts Payable documents.
In the table, you specify the approval map or maps to be used to assign Accounts Payable documents to
employees for approval.
Table Columns
You use this table to select the approval map or maps to be used in the approval process.
The table toolbar includes only standard buttons. For the list of standard buttons, see Table
Toolbar.
Column Description
Active A check box that indicates (if selected) that approval is required for documents of
the type selected in the Type column. The system will use a map specified in the
Approval Map column for processing the approval.
Type The type of an Accounts Payable document which is the subject to approval.
Select one of the following options: Bill, Credit Adj., Debit Adj., Prepayment Req.,
Check, Quick Check, Prepayment.
The system narrows the selection of the approval maps configured in the system
based on the selected document type. For example, if you have selected the
Quick Check option, then only maps configured for the Quick Checks entity will
be available for selection in the Approval Map column.
Approval Map The approval map to be used for processing the approval of Accounts Payable
documents. The map specifies the employees responsible for approving AP
Column Description
documents and the approval conditions to be used by the system for assigning
the documents to approvers. To view or modify approval maps, use the
Assignment and Approval Maps (EP.20.30.00) form.
Pending The template that the system uses to generate notification emails for employees
Approval who approve Accounts Payable documents. You can create new templates or edit
Notification existing ones by using the Notification Templates (SM.20.40.03) form.
1099 Settings Tab

United States tax law requires businesses to submit a Form 1099-MISC for each non-employee to whom
they provide payment, as well as for certain other types of payment. By using the elements on this tab,
described in the following table, you can configure the compensation types (based on Internal Revenue
Service classification in the U.S.) used by your company, the minimum amounts, and the associated
accounts to be used by default for each type. In Acumatica ERP, 1099 payments are tracked based on
their types, which generally correspond to boxes on the 1099-MISC form. For additional information,
see Configuring 1099 Reporting.
This tab is available only if the 1099 Reporting feature is enabled on the Enable/Disable Features
(CS.10.00.00) form.
Column Description
Box The line number, which the system automatically adds. A box is used for each
payment made to a 1099 vendor.
Description The description of this 1099 type, which usually is based on the box's name on
the 1099-MISC form.
Minimum Report The minimum payment amount for the type to be included for reporting.
Amount
Account The optional default expense account associated with this type of 1099 payment.
When you specify an expense account for a bill detail, the system will use the
associated value to fill in 1099 Box for this detail.
Reporting Settings Tab

The Reporting Settings tab contains the list of predefined mailings that can be used for sending
purchase orders and other documents to vendors electronically (by email). Reporting settings specified
on this tab are used as the default values for mailing and printing settings specified for vendor classes,
which in turn are used as the default values for setting up mailing and printing for particular vendors.
For an overview of the functionality, see Predefined Mailings for Customers and Vendors. For details on
setting up vendor mailings, see To Set Up Mailings for Vendors.
: The current version of Acumatica ERP provides only one mailing available for vendors, the PURCHASE
ORDER mailing. You can activate this mailing by using the Purchase Orders Preferences (PO.10.10.00)
form.
The tab includes the Default Sources table, with the list of mailings, and the Default Recipients
table, with the list of recipient types.
Default Sources Table
By using the Default Sources table, described in the following table, you can view and modify the list
of active mailings that can be used to send emails to vendors and employees. For each mailing, you can
select either a report or a email template to be used by default as the body of the email.
Toolbar.
Column Description
Mailing ID The unique identifier of the mailing.
Branch The ID of the branch for which the documents are printed using the Default
Printer. If the branch is not specified, the Default Printer is used for
documents of all branches.
Default Email The system email account to be used by default for sending emails for this
Account mailing. If no account is specified, the default system account will be used.
Default Printer The printer to be used by default for printing operations.

This column is available only if the DeviceHub feature is enabled on the Enable/
Report The Accounts Payable report to be used by default as the body or attachment of
the email, if a report is used rather than an email template.
Notification The email template to be used by default to generate personalized emails for this
Template mailing, if a template is used rather than a report.
: For each mailing, you can use only one of the options as the means of
communication: a report or a template.
Format The format in which the report (if applicable) will be sent by default if no
preferences have been specified for a particular recipient on the Vendors
(AP.30.30.00) form (for vendor contacts). Select one of the following options:
HTML, Excel, or PDF.
Active A check box that, if selected, indicates that this mailing is active. Emails will be
generated only for active mailings.
Default Recipients Table
You use the Default Recipients table, described in the following table, to view and modify the list of
default types of recipients for the selected mailing. The contact types specified in the table are used as
default values for the contact types for vendor classes.
Toolbar.
Column Description
Contact Type The type of contact to receive emails:
• Primary: A primary contact of the vendor
• Remittance: A remittance contact of the vendor
• Shipping: A shipping contact of the vendor
• Employee: An employee of your company who handles documents of

specific vendor classes or specific vendors, or is otherwise associated with
either of them
Contact ID The specific contact. A particular recipient can be selected only if you have
selected Employee as the Contact Type. The employee, if one is selected, will
receive emails on behalf of all vendors.
Column Description
Format The format in which the report (if applicable) will be sent to recipients of this
type. Select one of the following options: HTML, Excel, or PDF.
Active A check box that, if selected, indicates that the contact of this type is active. Only
active recipients receive the emails generated for this mailing.
BCC A check box that, if selected, indicates that the contact of this type will receive a
blind carbon copy (BCC) of the emails.
Approve Bills for Payment

Form ID: (AP.50.20.00)
You can use this form to approve Accounts Payable documents (bills, adjustments, and prepayments)
for payment. Only documents with a status of Open appear on the list. Only bills originated in the
Accounts Payable module can be approved on this form. You can select the documents for approval
using various criteria.
: If the Require Approval of Bills Prior to Payment check box is not selected on the Accounts Payable
Preferences (AP.10.10.00) form, Accounts Payable documents are automatically approved for payment once
they're released, and this form is not needed.
Form Toolbar
Selection Area
By using the elements in this area, described in the following table, you can specify criteria for the
documents you want to display on the list.
Element Description
Selection Date The date of approving bills for payment.
Vendor Class The vendor class for which documents should be displayed. If you select no
vendor class, information for all vendors that meet other selection criteria will be
displayed.
Vendor The particular vendor for which documents should be displayed. If you select no
vendor, you will see information on all vendors meeting other selection criteria.
Currency The currency of the documents to be approved for payment.
Show Approved A check box that means (if selected) that you will see documents that have been
for Payment approved for payment.
Show Not A check box that means (if selected) that you will see documents that are not
Approved for currently approved for payment.
Payment
Pay Date Within A check box that indicates (if selected) that documents will be displayed in
x Days the table if they should be paid during the number of days you specify in the
unlabeled box. The default value for the box can be specified in the Payment
Lead Time box on the Accounts Payable Preferences (AP.10.10.00) form.
Due Date Within A check box that indicates (if selected) that documents will be displayed in
x Days the table if they are due in fewer than the number of days you specify in the
Element Description
Lead Time box on the Accounts Payable Preferences form.
Cash Discount A check box that indicates (if selected) that documents will be displayed in the
Expires Within x table if their discount expires in fewer than the number of days you specify in the
Days unlabeled box. The default value for the box can be specified in the Payment
Lead Time box on the Accounts Payable Preferences form.
Approved for A read-only box that shows the total amount on documents approved for
Payment payment.
Documents Total A read-only box displaying the total on all documents listed on the form.
Table
This table displays all the documents that meet the criteria you have specified in the Selection area.
Table Columns
Column Description
Included An unlabeled check box that you select to include this document for release. Click
the check box in the column header to include for release all documents on the
page.
Type The type of the Accounts Payable document.
Reference Nbr. The reference number of the Accounts Payable document. You can click the
link to view the details of the selected document on the Bills and Adjustments
(AP.30.10.00) form.
Description The description provided for the document.
Vendor ID The identifier of the applicable vendor.
Vendor Name The vendor's name.
Supplied-by The vendor that supplied goods or services. This is a vendor that has been
Vendor specified in a purchase order or receipt if these documents are involved in your
purchasing workflow. This box is available only if the Vendor Relations feature
is enabled on the Enable/Disable Features (CS.10.00.00) form. For details, see
Managing Vendor Relations.
Pay Separately A check box that indicates (if selected) that the document should be paid for
separately.
Pay Date The pay date of the Accounts Payable document, which the system assigns to the
document on its approval. If the document is approved through this form, the
pay date is the date when the document was approved.
Due Date The due date of the Accounts Payable document.
Cash Discount The date when the cash discount from the vendor is available for the document.
Date
Balance The document's amount after the cash discount is taken.
Cash Discount The amount of the cash discount taken.

Balance
Column Description
Currency The currency of the Accounts Payable document.
Payment A vendor location associated with the document.

Location
Payment Method The payment method used. Payment methods can be created on the Payment
Methods (CA.20.40.00) form.
Cash Account The cash account selected for the document.
Vendor Ref. The external number of the document (the number of the original vendor invoice)
included for reference.
Batch Payments
Form ID: (AP.30.50.00)
You can use this form to select a batch of payments to vendors for Automated Clearing House (ACH)
processing. You can select the batch of payments for processing and export the payments to a file
by using the export scenario specified for the payment method on the Outgoing Payments tab of
the Payment Methods (CA.20.40.00) form. The file with the exported data can then be emailed to the
appropriate bank or processed in another intended way. For details, see ACH Payment Support.
Form Toolbar
Button Description
Release Releases the batch of payments.
Export Exports the appropriate batch of payments to the file.
Summary Area
By using the elements in this Summary area, you can select a batch of ACH payments and view its
details.
Element Description
Reference Nbr. The unique reference number of the batch of payments. You can select a
reference number to view (and act upon) a particular batch.
Status The status of the batch, which the system assigns automatically. A batch can
have one of the following statuses: On Hold, Released, or Posted.
Hold A check box that indicates (if selected) that the batch is on hold and cannot be
exported.
Batch Date The date when the batch was created.
Document Ref. Any document that holds information about the batch as required by your
company's internal policies.
File Export Time The time when the export was performed.
Cash Account The cash account used for payment.

Element Description
Payment Method The payment method associated with the cash account. Only payment methods
that allow batch creation appear on the list. Payment methods are defined on the
Payment Methods (CA.20.40.00) form.
Bank The bank that will process the batch of payments.
Batch Seq. Nbr. The unique number automatically assigned to the batch.
Seq. Number The unique number automatically assigned to the batch to distinguish it from
Within Day other batches generated during the same day.
Description A description of the batch, which may help to identify it.
Batch Total The total amount for the batch, calculated as the sum of all payment amounts.
Table
This table contains a list of payment documents added to the batch.
Table Columns
Column Description
Type The type of payment document.
Reference Nbr. The payment's reference number, which was automatically generated by the
system. By clicking this number, the Checks and Payments (AP.30.20.00) form
opens, on which you can view the details of the payment.
Vendor The vendor specified on the document.
Location The vendor's location.
Payment Date The date of payment.
Status The status of payment.
Currency The currency of the payment.
Description The description provided for the payment.
Payment Method The payment method used for the payment.
Payment Ref. The reference number of the payment associated with the payment method.
Payment Amount The payment amount.
Bills and Adjustments

Form ID: (AP.30.10.00)
You use this form to enter vendor documents—including landed cost bills, adjustments, and
prepayments—and to view the details of existing documents.
For each vendor invoice (bill), adjustment, or prepayment request, an Accounts Payable document
of the appropriate type is created; it includes information about the vendor and the vendor's original
document, such as the reference number of the original vendor invoice or memo. Also, you can
associate bills with the purchase orders used to order goods and with the purchase receipts issued to
confirm the receipt of ordered goods.
You can edit bills, adjustments, and prepayments until they are released. The default status of a newly
created document is determined by the Hold Documents on Entry option on the Accounts Payable
Form Toolbar
Button Description
Pre-release Pre-releases the bill and records all the expenses specified in the document to
the reclassification account specified for the vendor on the Vendors (AP.30.30.00)
form. The pre-released bills can be released after the expenses are reclassified—
that is, after specific expense accounts are selected for each detail line.
The button is available only if the Expense Reclassification feature is enabled on
the Enable/Disable Features (CS.10.00.00) form.
Release Releases this Accounts Payable document.
Actions Provides the following menu commands, which you can click to invoke actions
related to the selected Accounts Payable document:
• Approve: Approves the selected document. When you invoke this action,
the status of the document changes from Pending Approval to Balanced.
This action appears on the menu only if the Approval Workflow feature is
• Reject: Rejects the selected document. When you invoke this action,
the status of the document changes from Pending Approval to Rejected.
• Pay Bill/Apply Adjustment: Releases the selected document. When you

invoke this action, the status of the document changes to Open, and the
system opens the Checks and Payments (AP.30.20.00) form with the bill
displayed in the Documents to Apply tab as a line for a new check. This
action is available only if the selected document has the Balanced status.
• Reverse: Creates a debit adjustment with the same details as in the

selected document to reverse it.
• Add to Schedule: Navigates to the Recurring Transactions (AP.20.35.00)

form, which you use to assign the selected document to a schedule.
• Vendor Refund: Opens the Checks and Payments form, on which you can
create a refund for the adjustment.
• Recalculate Prices: Opens the Recalculate Prices dialog box, which you
use to specify options for updating the prices and discounts for the selected
document.
• Void Prepayment: Voids the prepayment.
• Reclassify GL Batch: Opens the Reclassify Transactions (GL.50.60.00)

form, on which you can initiate the reclassification process. For details, see
Reclassifying and Splitting a Transaction.
• Void: Voids the selected bill if the bill has the Pre-released status and no
payments are applied to the bill. The action is available only if the Expense
Reclassification feature is enabled on the Enable/Disable Features form.
Button Description
• Release Retainage: Opens the Release Retainage dialog box, in
which you specify the settings of the released retainage and then run the
process of releasing the bill. (As a result, the retainage bill is created in the
system.)
This action appears on the form only if the Retainage Support feature is
Inquiries Provides the following menu command, which you can click for fast access to the
inquiry form:
• Vendor Details: Navigates to the Vendor Details (AP.40.20.00) form.
Reports Provides the following menu commands, which you can click for fast access to
reports:
• AP Edit Detailed: Navigates to the AP Edit Detailed (AP.61.05.00) report.
• AP Register Detailed: Navigates to the AP Register Detailed

(AP.62.20.00) report.
Recalculate Prices
You use this dialog box to specify the options of updating vendor prices and discounts for the bill.
Column Description
Recalculate The way prices and discounts are calculated. You can select one of the following
options:
• Current Line To recalculate prices and discounts for the selected line
• All Lines: To recalculate prices and discounts for all lines
Set Current Unit A check box that indicates (if selected) that the system must update the item
Prices prices with the current prices.
Override Manual A check box that indicates (if selected) that the system must update prices that
Prices have been modified manually (in the Unit Cost or Ext. Cost columns) with the
current prices. The check box is available for selection if the Set Current Unit
Prices check box is selected.
Recalculate A check box that indicates (if selected) that the system must recalculate the
Discounts discounts for the current line or for the selected lines. This check box is available
only if the Customer & Vendor Discounts feature is enabled on the Enable/Disable
Override Manual A check box that indicates (if selected) that the system should cancel the manual
Line Discounts discounts for the current line or all lines (depending on the option selected in the
Recalculate box) and search for applicable automatic discounts. This check box
is available only if the Customer & Vendor Discounts feature is enabled on the
Enable/Disable Features form.
This dialog box has the following button.
OK Closes the dialog box and applies the selected options.
Release Retainage
You use this dialog box to specify the settings of the retainage and to create a retainage bill.
Element Description
Percent to The percent of the unreleased retainage amount to be released. A value from 0
Release to 100 must be specified. By default, the system inserts 100. You can override
this value if necessary; in this case, the system will recalculate the retainage to
release (specified in the Retainage to Release box) accordingly.
Retainage to The amount of the unreleased retainage to be released. The system calculates
Release this value as the percent (specified in the Percent to Release box) of the
unreleased retainage amount. You can override this value if necessary; in this
case, the system will recalculate the percent to release accordingly.
Unreleased The unreleased retainage amount that will remain for the bill after the amount
Retainage specified in the Retainage to Release box is released.
Retainage The reference number the vendor has assigned to the retainage bill.
Vendor Ref.
This box is required if the Require Vendor Reference check box is selected on
the Accounts Payable Preferences (AP.10.10.00) form.
This dialog box has the following buttons.
Cancel Closes the dialog box without any changes.
Release Closes the dialog box and opens this form with the retainage bill created
according to the settings specified in the dialog box.
Summary Area
Here you can enter information about an original vendor document or select an existing Accounts
Payable document for modification.
Element Description
Type The type of the document. The following types are available:
• Bill: Created for an invoice issued by the vendor (or service provider) for
goods sold or services provided. For details, see Entry of Bills.
• Credit Adj.: Entered for a vendor document that adjusts the credit amount
in a previous document (or multiple documents). For details, see Credit
Adjustment Processing.
• Debit Adj.: Created for a vendor document that adjusts the debit amount
in a previous document (or multiple documents). For details, see Debit
• Prepayment: Created for a vendor request for prepayment. For details, see
Prepayment Processing. A prepayment also can be created for a purchase
order if the order should be paid for on the delivery of goods.
Reference Nbr. The number that identifies the Accounts Payable document in the system, as
generated by the system according to the numbering sequence assigned to
documents of this type on the Accounts Payable Preferences (AP.10.10.00) form.
For a new document, this box contains an alphanumeric string that indicates that
a new number will be generated.
Status A read-only box that shows the status of the Accounts Payable document:
• On Hold: Indicates that the document is a draft. It can be edited but cannot
be released. This is the default status for new documents if at least one of
the following conditions is met:
Element Description
• The Hold Documents on Entry check box is selected on the
Accounts Payable Preferences form.
• The approval procedure is enabled for the selected document type on

the Approval tab of the Accounts Payable Preferences form.
• Balanced: Indicates that the credit and debit totals are equal for the newly
created Accounts Payable document. The document is assigned with this
status when it is taken off hold (if no approval is required), or when it is
approved (if approval is required).
• Pre-Released: Indicates that the entered and released document requires

expense reclassification. This status is assigned only if the Expense
Reclassification feature is enabled on the Enable/Disable Features
(CS.10.00.00) form.
• Scheduled: Indicates that the document was attached to a schedule.

Scheduled documents are used as templates for generating similar
documents, with the dates calculated according to the schedule settings. A
document can be scheduled if its status is Balanced.
• Voided: Indicates that the document is no longer used for generating

recurring transactions. The system changes the document status from
Scheduled to Voided, when a user has removed the document from the
table on the Document List tab of the Recurring Transactions form.
Also, the system changes the document status from Pre-Released to
Voided, when a user has voided a document.
• Pending Approval: Indicates that the document needs to be approved by

responsible approvers assigned according to the approval map specified on
• Rejected: Indicates that the document has been rejected by at least one
assigned approver. A user can delete a document with this status or select
the On Hold check box, edit the document, and submit it for the approval.
• Open: Indicates that the document has been released and cannot be
edited. As payments are applied to the document, its balance decreases.
• Closed: Indicates that the Accounts Payable document has a balance equal
to 0.
Hold A check box that indicates (if selected) that the status of the Accounts Payable
document is On Hold. Clear the check box to give the user the ability to release
of the Accounts Payable document. This option is selected by default if you
have selected the Hold Documents on Entry option on the Accounts Payable
Preferences form.
Date The date of the original Accounts Payable document; by default, it is the current
date, which can be changed. The date is used by the system to determine a
posting period.
Post Period The period to which the document should be posted; by default, it is the current
period. The default period can be changed. The ability to post to closed periods is
controlled by the option on the General Ledger Preferences (GL.10.20.00) form.
Vendor Ref. The document's original reference number as assigned by the vendor (for
informational purposes). The reference to the vendor document is required
if the Require Vendor Reference option is selected on the General Ledger
Element Description
Preferences form. This reference should be unique if the Raise an Error On
Duplicate Vendor Reference Number option is selected on the same form.
Description Any user-provided description for this Accounts Payable document.
Vendor The vendor referred to in the document.
Location The vendor location associated with the purchase.

This box appears only if the Business Account Locations feature is enabled on the
Currency The currency of the document. The default currency of the vendor can be
changed if the Allow Currency Override option is selected on the Accounts
Payable Preferences form (Default Vendor Class tab). To change the currency
rate, click the Rate Selection button.
Terms The credit terms associated with the vendor (unavailable for prepayments and
debit adjustments).
Project The project with which the bill is associated.

This box appears on the form only if the Project Accounting feature is enabled
on the Enable/Disable Features form and the Require Single Project per
Document check box is selected on the Accounts Payable Preferences form.
Due Date The date when payment for the document is due in accordance with the vendor's
credit terms.
Cash Discount The end date of the cash discount period, which the system calculates by using
Date the vendor's credit terms.
Apply Retainage A check box that indicates (if selected) that this bill is a bill with retainage. By
default, the system applies the setting that has been specified for the selected
vendor in the Retainage Settings section on the Vendors (AP.30.30.00) form.
This box appears on the form only if the Retainage Support feature is enabled
on the Enable/Disable Features form and can be edited for documents of the Bill
type.
Retainage Bill A check box that indicates (if selected) that the bill is a bill with an amount
withheld from the bill with retainage.
The system automatically selects this check box for the bills created after the
retainage is released for the related bill with retainage.
Detail Total The document total as specified on the Document Details tab.
Discount Total The discount total calculated for the document. This total includes discounts of
the Group and Document levels. The discounts of the Group and Document levels
are listed on the Discount Details tab; the Line discounts are shown on the
Document Details tab.
This box is available only if the Customer & Vendor Discounts feature is enabled
VAT Taxable The document total that is subjected to VAT. The VAT taxable amount will be
Total displayed in this box only if the Include in VAT Taxable Total check box is
selected for the applicable tax on the Taxes (TX.20.50.00) form. If the check box
is cleared, this box will be empty.
Element Description
This box is available only if the VAT Reporting feature is enabled on the Enable/
: If the document contains multiple transactions with different taxes applied
and each of the applied taxes has this check box selected, the taxable amount
calculated for each line of the document will be added to the VAT Taxable Total
box of the document.
VAT Exempt The document total that is exempt from VAT. This total is calculated as the
Total taxable amount for the tax with the Include in VAT Exempt Total check box
selected on the Taxes form.
This box is available only if the VAT Reporting feature is enabled on the Enable/
Tax Total The total amount of tax paid on the document.

: If a use tax has been applied to the document, the use tax amount is not
included in the tax total amount. You can view the use tax details on the Tax
Details tab of the current form.
With. Tax The amount of withholding tax calculated for the document, if applicable.
Balance The balance of the Accounts Payable document after tax (if inclusive) and the
discount as specified on the tabs below.
Rounding Diff. The difference between the original invoice amount (including the tax amount
calculated by the system) and rounded invoice amount (including the tax amount
modified by a user for tax-inclusive items).
This box is available only if the Invoice Rounding feature is enabled on the
Enable/Disable Features form or if the tax amount was edited for the tax-
inclusive item or items. For details, see Tax Amount Validation in Documents.
If the Invoice Rounding feature is not enabled, this box shows only the tax
amount discrepancy (that is, the difference between the tax amount calculated
by the system and the tax amounts entered by a user manually for the tax-
inclusive items).
For details, see To Set Up Document Amount Rounding.
Amount The amount to be paid for the document. A user enters this amount manually.
This amount should be equal to the amount (or to the sum of amounts) shown in
the Amount column of the Document Details tab.
This box is available only if the Validate Document Totals on Entry check box
is selected on the Accounts Payable Preferences form.
Tax Amount The tax amount to be paid for the document. A user enters this amount manually
according to the tax amount specified in the original document. For details, see
Managing Taxable Documents.
This box is available only if the Validate Document Totals on Entry check box
is selected on the Accounts Payable Preferences form.
: To use the validation function, you must have the Gross or Net Entry Mode
feature enabled on the Enable/Disable Features form.
Cash Discount The cash discount amount that has been or will be taken on the document, which
the system calculates based on the specified credit terms. If a document has the
Element Description
On Hold or Balanced status, you can change the amount of the calculated cash
discount.
If you change the cash discount amount, the system recalculates the taxable
and tax amounts of the document if the applied taxes have Calculate On set to
Calc. on Item Amount or Calc. on Document Amount and Cash Discount set to
Reduces Taxable Amount on the Taxes (TX.20.50.00) form.
Changes you make to the cash discount amount do not affect the taxable and tax
amounts of the document if the applied taxes have Calculate On set to Extract
From Item Amount and Cash Discount set to Reduces Taxable Amount on the
Taxes form.
Document Details Tab

The information on this tab summarizes details about the document. The original vendor bill can be
a multi-line document, including multiple types of goods sold or services provided—that is, multiple
transactions. An Accounts Payable document may contain line items or one summary line; follow your
company's internal agreements on entering documents. If taxes are calculated per item, the document
should have all the details available in the original document.
: To each document line, you can attach a file with a supporting document.
This tab is not available for editing if the document is a reversing debit adjustment for a bill to a tax
agency that uses a foreign currency (that is, a foreign currency is specified for a tax agency in the
Currency ID box on the Vendors (AP.30.30.00) form).
Table Toolbar
The table toolbar includes standard buttons and buttons specific to this table. For the list of
standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button Description
View Schedule Navigates to the Deferral Schedule (DR.20.15.00) form and displays the details
of the schedule for the selected line of the document (if any different deferral
codes were assigned to different lines of the document in the Deferral Code
column).
Add PO Receipt Opens the Add PO Receipt dialog box, so you can associate this document with
a purchase receipt.
Add PO Receipt Opens the Add Receipt Line dialog box, so you can add a line of a purchase
Line receipt.
Add PO Opens the Add PO Order dialog box, so you can add a purchase order.
Link Line Opens the Link Line dialog box, so you can link the line selected in the bill to a
same-item line in a released purchase receipt or in a purchase order in a status
of Balanced depending on the item settings. The documents whose lines are
being linked to the bill should have the same currency, the same vendor, and the
same vendor location. The line that can be linked to the bill line should have the
same inventory ID (for a stock item also the same subitem if subitems are used
in your system), and UOM.
: The button is enabled only if the Tax Settings option is selected in the Tax
Calculation Mode box on the Financial Details tab for the bill.
Add PO Receipt Dialog Box
By using the Add PO Receipt dialog box, you can select a receipt or multiple receipts to add to the bill.
The dialog box includes the following elements. You can narrow the selection of receipts by selecting a
specific purchase order.
Element Description
Order Nbr. The identifier of a purchase order that you can select to narrow the selection of
receipts associated with this order.
This dialog box includes a table with the following columns.
Included An unlabeled check box that you select to include the receipt among the receipts
to be added to the bill.
Receipt Nbr. The reference number of a purchase receipt that has unbilled items.
Type The type of the receipt.
Vendor The vendor that delivered the goods listed on the receipt.
Location The vendor location from which the goods were delivered. The box is available
only if the Business Account Locations feature is enabled on the Enable/Disable
Date The date of the receipt.
Total Qty. The total quantity of the items received as listed on the receipt.
Total Amt. The amount of the receipt.
Unbilled Qty. The quantity of the items received that has not billed yet.
Unbilled Balance The amount of the receipt that has not been billed yet.
Add & Close Adds the selected receipts to the bill and closes the dialog box.
Cancel Closes the dialog box without adding the data to the bill.
Add PO Receipt Line Dialog Box
By using the Add Receipt Line dialog box, you can select a line or lines of available receipts that you
want to add to the bill. You can narrow the selection of lines by selecting a specific purchase order.
Element Description
Order Nbr. The identifier of a purchase order that you can select to narrow the selection of
unbilled lines of the receipts associated with this order.
This dialog box includes a table with the following columns.
Included An unlabeled check box that you select to include the receipt line among those to
be added to the bill.
Order Nbr. The identifier of a purchase order associated with the receipt.
Order Type The purchase order type.
Receipt Nbr. The identifier of a receipt associated with the selected purchase order.
Line Type The type of the purchase receipt line (Goods for IN).
Inventory ID The inventory ID of the item.

Element Description
Subitem The subitem of the inventory item, if subitems are used in your system. The
box is available only if the Inventory Subitems feature is enabled on the Enable/
UOM The unit of measure used for the item. For items requiring serial or lot numbers,
this is the base unit; for other items, it is the purchase unit.
Vendor Ref. The reference number of the vendor document this Accounts Payable document is
based on.
Receipt Qty. The quantity of the item received, in the specified unit of measure.
Amount The amount for the line, calculated as the unit cost multiplied by the receipt
quantity.
Unbilled Qty. The quantity of the line that has not yet been billed.
Unbilled Amount The amount of the line that has not yet been billed.
Transaction The description of the transaction as provided in the receipt.

Descr.
Add PO Receipt Adds the selected line to the bill.

Line
Add & Close Adds the selected line to the bill and closes the dialog box.
Cancel Closes the dialog box without adding the data to the bill.
Add PO Order Dialog Box
By using the Add PO Order dialog box, you can add lines that contain non-stock items from
an existing purchase order of the selected vendor to the current bill. The dialog box offers for
selection only purchase orders (not completed or canceled) that list unbilled lines with non-stock
items which have the Require Receipt check box cleared on the Non-Stock Items (IN.20.20.00)
form.
The Add PO Order dialog box includes the following elements.
Element Description
Included An unlabeled check box that you select if the system should add this purchase
order to the bill if you click Add PO or Add & Close.
Order Nbr. The reference number of the purchase order.
Type The type of the purchase order.
Vendor The vendor of non-stock goods or services.
Location The vendor location. The box is available only if the Business Account Locations
Date The date when the purchase order was created.
Order Total The total of the purchase order.
Unbilled Qty. The quantity of the items received that has not been billed yet.
Unbilled Amt. The amount of the purchase order that has not yet been billed.
Element Description
Add PO Adds the selected purchase orders to the bill.
Add & Close Adds the selected purchase orders to the bill and closes the dialog box.
Cancel Closes the dialog box without making additions to the bill.
Link Line Dialog Box
By using the Link Line dialog box, you can link the line selected in the bill to a line in a released
purchase receipt or in a purchase order in a status of Balanced. For a bill line with a stock item
or non-stock item requiring receipt (for which the Require Receipt check box is selected on
the Non-Stock Items (IN.20.20.00) form), the dialog box displays for selection only the lines of
released purchase receipts that include the same item with the same inventory ID (and the same
subitem code for a stock item if subitems are used in your system) with the same or smaller
quantity received in the same currency from the same location of the same vendor.
For a bill line with a non-stock item (for which the Require Receipt check box is cleared on
the Non-Stock Items form), the dialog box (by default) displays for selection the lines of open
purchase orders that include the same item with the same (or less) quantity of the item received
from the same location of the same vendor. If needed, you can select another mode, Purchase
Receipt to display the receipts with this non-stock item. For more information, see Processing of
Bills with Stock and Non-Stock Items.
The Link Line dialog box includes the following elements.
Element Description
The Selection area of the dialog box includes the following elements.
PO Nbr. The reference number of a purchase order or purchase receipt which includes a
line with specific item. Leave the box blank to view more documents.
Warehouse The warehouse to receive the item. Leave the box blank to view more
documents.
Inventory ID The inventory ID of the item on the selected line of the bill.
Subitem The subitem of the stock item on the selected line of the bill. This box is available
only if the Inventory Subitems feature is enabled on the Enable/Disable Features
(CS.10.00.00) form.
UOM The UOM used for the item.
The Selected Mode section
Purchase Order This selection mode is enabled for non-stock items that do not require receipts.
Purchase Receipt This selection mode is enabled for stock items and non-stock items that require
receipts. Also, you can select this mode if the item is a non-stock item that does
not require receipt.
The table contains the following columns.
Selected An unlabeled check box that, if selected, indicates that the system must link this
line of the purchase receipt or the order to the line selected in the bill.
Order Nbr. The reference number of the purchase order.
Receipt Nbr. The reference number of the purchase receipt.

Element Description
Vendor Ref. The reference number of the original vendor's document.
Warehouse The warehouse to receive the item.
Currency The currency of the document.
Receipt Qty. The quantity of the item received.
Amount The amount of the document line.
Unbilled Qty. The quantity of the item from the purchase order or purchase receipt that has not
yet been billed.
Unbilled Amt. The amount of the purchase order line that has not yet been billed.
Transaction The description of the document line.

Descr.
Save Links the selected document to the bill and closes the dialog box.
Cancel Cancels any selection and closes the dialog box without making changes to the
bill.
Table Columns
Column Description
Branch The branch to which this bill or adjustment is related.
Inventory ID Optional. The unique identifier of the particular item or service delivered by the
vendor.
Subitem (This column is available only if the Inventory Subitems feature is enabled on
the Enable/Disable Features form.) The subitem code that applies to the item or
service delivered by the vendor.
Service The date of the appointment related to the document.

Appointment
This column is available only if the Service Management feature is enabled on the
Date
Location ID The location where the appointment took place.

Require A check box that indicates (if selected) that the performing of services is
Appointment required.
Appointment The appointment associated with the document.

Nbr.
Service Order The service order associated with the document.

Nbr.
Column Description
Transaction Any description relevant to the transaction. An alphanumeric string of up to 30

Descr. characters may be used.
Quantity Optional. The quantity of the items or services of a particular type delivered by
the vendor, expressed in the unit of measure specified in the UOM column.
UOM Optional. The unit of measure for the items.
Unit Cost Optional. The unit cost of the item or service received from the vendor. If you
have modified the unit cost once and saved the document, the value will not
be updated by the system when you change the document date. If you want to
update the unit cost automatically to the current vendor's price, you can use the
Recalculate Prices action.
Ext. Cost Optional. The extended cost of the item or service, which is the unit price
multiplied by the quantity. If you have modified the extended cost once and
saved the document, the value will not be updated by the system when you
change the document date. If you want to recalculate the extended cost
automatically (vendor's price specified for the inventory item and multiplied by
the quantity), you can use the Recalculate Prices action.
Discount Percent The percent of the line-level discount that has been applied manually or
automatically. If the Manual Discount check box is selected, you can enter the
percent manually and the discount amount will be calculated automatically. The
column is available only if the Customer & Vendor Discounts feature is enabled on
the Enable/Disable Features form.
Discount Amount The amount of the line-level discount that has been applied manually or
automatically to this line. If the Manual Discount check box is selected, you can
enter the discount amount manually and the discount percent will be calculated
automatically. The column is available only if the Customer & Vendor Discounts
Manual Discount A check box that indicates (if selected) that the discount has been applied
manually. With this check box selected, you can enter either the discount percent
or the discount amount or you can select a discount code of one of the discounts
intended for manual application. The column is available only if the Customer &
Vendor Discounts feature is enabled on the Enable/Disable Features form.
Discount Code The code of the line discount that has been applied to this line automatically. The
column is available only if the Customer & Vendor Discounts feature is enabled on
Discount The identifier of a discount sequence that has been applied to this line. The
Sequence column is hidden by default and available only if the Customer & Vendor
Discounts feature is enabled on the Enable/Disable Features form.
Retainage The percent that is applied to the amount in the Ext. Cost column minus the
Percent amount in the Discount Amount column. By default, the system fills in this
column with the value specified in the Default Retainage Percent box on the
Retainage tab of the form; you can override this value.
This box appears on the form only if the Apply Retainage check box is selected
in the Summary area of the form.
Retainage The amount to be retained for the line. The system calculates the amount by
Amount applying the retainage percent to the amount in the Ext. Cost column minus the
amount in the Discount Amount column. You can override this value if required;
if you do, the system recalculates the retainage percent accordingly.
Column Description
This box appears on the form only if the Apply Retainage check box is selected
in the Summary area of the form.
Amount The total amount the system has calculated for the specified quantity of items or
services of this type. This system applies any specified discount and subtracts the
specified retained amount.
Account The expense account to be updated by this transaction. By default, it is the

account associated with the vendor location. If an employee is selected as
a vendor for the bill, it is the expense account specified on the Employees
(EP.20.30.00) form for the employee.
You can select another account for non-stock items.
Description Any description of the account that has been provided.
Subaccount The corresponding subaccount to be used for bills and adjustments. By default,
it is composed for a particular item in accordance with the rules defined by the
posting class of the item. If an employee is selected as a vendor for the bill, it is
the expense subaccount specified on the Employees (EP.20.30.00) form for the
employee.
If the item has not been assigned to any posting class, the subaccount on a bill
is generated in accordance with the rule defined in the Combine the Expense
Sub. from box on the Accounts Payable Preferences (AP.10.10.00) form.
Project The project with which the item is associated, or the non-project code if the item
is not intended for any project. If the Require Single Project per Document
check box is selected on the Accounts Payable Preferences form, this column is
not available for editing, and by default, the project associated with the bill in the
Project box in the Summary area is specified in this column.
The non-project code is specified on the Projects Preferences (PM.10.10.00)
form.
The column is available if the Project Accounting feature is enabled on the
Enable/Disable Features form and the integration of the Projects module with
Accounts Payable has been enabled. That is, the AP check box must be selected
in the Visibility Settings section on the Projects Preferences (PM.10.10.00)
form.
Project Task The particular task of the selected project. You can select only a task associated
with the selected project.
form.
Cost Code The cost code with which this document is associated to track project costs and
revenue.
The column is available if the Cost Code feature is enabled on the Enable/Disable
Features (CS.10.00.00) form in addition to the integration of the Projects module
with Accounts Payable.
Column Description
Non-Billable A check box that indicates (if selected) that this document line is non-billable in
the project. This column appears only if the Projects module has been enabled
and integrated with this module.
Expense Date The date of the corresponding expense claim.
1099 Box A column, appearing only for 1099 vendors, that is by default the Form 1099 box
associated with the expense account.
This column is available only if the 1099 Reporting feature is enabled on the
Deferral Code The deferral code assigned to the stock item or non-stock item specified in this
document line. Upon release of the document, the system generates a deferral
schedule (or schedules) based on the settings defined in this deferral code. For
details, see Processing Deferrals.
You can change the deferral code in this box manually, if needed.
: If you change the MDA deferral code (the deferral code that indicates that
an item is a package) to any non-MDA deferral code, the system will consider
the item to not be a package and will ignore its components while generating a
deferral schedule. That is, the system will generate the deferral schedule for the
item based on the settings of the specified non-MDA deferral code.
Original Deferral A read-only column filled in by the system in the Debit Adjustment documents
Schedule created by the reversing process. It shows the unique number of the deferral
schedule associated with the original document (such as an AP bill).
: If a Debit Adjustment document is created manually, then you can select a
deferral schedule to be reversed.
In the original documents, this column remains empty.
Tax Category The tax category (if applied) for the transaction. Unless you specify otherwise, it
is the default tax category of the vendor location's tax zone. If you select an item
from the inventory list, it changes to the tax category of the item.
PO Type The type of purchase order linked to this line of the bill.
PO Number The reference number of the purchase order linked to this line of the bill.
PO Receipt Nbr. The reference number of the purchase receipt linked to this line of the bill.
PO Receipt Line The line number of the purchase receipt's line that is linked to this line of the bill.
PPV Adjust. Nbr The reference number of the inventory adjustment document that has been
generated for the line item upon release of the bill. For details, see Allocation of
Purchase Price Variance.
PPV Doc. Type The type of the adjustment document that has been generated for the line item
upon release of the bill. For details, see Allocation of Purchase Price Variance.
Base Qty. The quantity of the item delivered by the vendor, expressed in the item's base
unit of measure. This quantity is used for calculating discounts if Base UOM is
selected in the Apply Quantity Discounts To box on the Price/Discount
Settings tab of the Accounts Payable Preferences (AP.10.10.00) form.
Financial Details Tab

This tab contains information about the Accounts Payable account and subaccount used in the
document and the vendor tax zone. For a released Accounts Payable document, the tab also contains
a reference to the batch that implements the transactions. If the Expense Reclassification feature is
activated on the Enable/Disable Features (CS.10.00.00) form, the tab provides information about the
reclassification account and subaccount that were used for the document (if it was subjected to expense
reclassification). For details on this functionality, see Support for Expense Reclassification.
Link to GL Section
Element Description
Pre-Releasing The reference number of the batch that adjusts the appropriate account balances
Batch for the document with the Pre-Released status. Batches of this type use the
numbering sequence assigned to batches that originated in the Accounts Payable
module.
This box appears only if the Expense Reclassification feature is activated on the
Enable/Disable Features (CS.10.00.00) form and the document has or has had
the Pre-released status.
Batch Nbr. The ID of the batch that updates the appropriate account balances with the
amounts of the document transactions when the batch is posted.
: Instead of the General Ledger batch ID, the Migrated word is displayed for a
migrated document. For details, see Migrating Documents to Acumatica ERP.
Branch The branch associated with the document.
AP Account The liability account specified in the document.
AP Subaccount The subaccount used in the document.
Reclassification The expense account used to record the expenses pending reclassification. (This
Account box appears only if the Expense Reclassification feature is activated on the
Enable/Disable Features form and the document has or has had the Pre-released
status.)
Reclassification The subaccount used to record the expenses pending reclassification. (This box
Subaccount appears only if the Expense Reclassification feature is activated on the Enable/
Disable Features form and the document has or has had the Pre-released status.)
Retainage The account used to record retained amounts on the bill.

Payable Amount
By default, the account (if any) specified for the vendor location on the GL
Accounts tab of the Vendor Locations (AP.30.30.10) form, if applicable, is
inserted into this box, and if it is not applicable, the account specified for the
customer in theRetainage Payable Account box on the GL Accounts tab of
the Vendors (AR.30.30.00) form is inserted into this box.
This box is available only if the Apply Retainage check box is selected in the
Summary area of the form.
Retainage The subaccount used to record retained amounts on bill.

Payable Sub.
By default, the subaccount (if any) specified for the vendor location on the
GL Accounts tab of the Vendor Locations (AP.30.30.10) form, if applicable, is
inserted into this box, and if it is not applicable, the subaccount specified for the
customer in theRetainage Payable Sub. box on the GL Accounts tab of the
Vendors (AR.30.30.00) form is inserted into this box.
Element Description
This box is available only if the Subaccounts feature is enabled on the Enable/
Disable Features form and the Apply Retainage check box is selected in the
Summary area of this form.
Original The identifier of a document that can be one of the following:

Document
• A bill that was reversed with the debit adjustment currently selected in
the Summary area of the form. If you click this number, the Bills and
Adjustments (AP.30.10.00) form opens, on which you can view the details
of the reversed document.
• An expense claim served as a source for creating the bill currently selected
in the Summary area of the form. If you click this number, the Expense
Claim (EP.30.10.00) form opens, on which you can view the details of the
source document.
Default Payment Info Section
Element Description
Pay Separately A check box that indicates (if selected) that the vendor document should be paid
for by a separate check. This option appears only if the Pay Separately option
was selected for the vendor on the Vendors (AP.30.30.00) form.
Approved for A check box that indicates (if selected) that the document has been approved for
Payment payment.
Pay Date The date when the bill should be paid. The date is the difference between the
document due date or discount date (depending on the option selected in the
Payment By box on the Vendors form) and the number of days specified in the
Payment Lead Time box on the Vendors form. If the difference is greater than
or equal to the document date, then the document date is set as the pay date.
Location The vendor location. (This box appears only if the Business Account Locations
feature is enabled in your system.)
Payment Method The payment method used for the payment.
Cash Account The cash account used for the payment.
Tax Section
Element Description
Vendor Tax Zone The tax zone of the vendor, which is specified on the Vendors (AP.30.30.00) form.
Tax Calculation The tax calculation mode, which defines which amounts (tax-inclusive or tax-
Mode exclusive) should be entered in the detail lines of a document. Select one of the
following options:
• Tax Settings: The tax amount for the document is calculated according to
the settings of the applicable tax or taxes.
• Gross: The amount in the document detail line includes a tax or taxes.
• Net: The amount in the document detail line does not include taxes.
: The default value is taken from the settings of the vendor selected in the
Vendor box of the summary area.
Element Description
This box is available only if the Net/Gross Entry Mode feature is enabled on the
Assigned To Section
Element Description
Workgroup ID A workgroup from which you can select the employee responsible for the
document. By default, this box is empty.
Owner The employee responsible for the document. By default, the employee linked
to a currently logged in user is specified. You can override the default value, if
needed.
This value defines the expense subaccount to be debited if the EE subaccount
mask is specified in the Combine Expense Sub. From box on the Accounts
Payable Preferences (AP.10.10.00) form.
Receipt Info Section
Element Description
Supplied-by The location of the supplied-by vendor specified in the purchase order or receipt
Vendor Location that the currently selected bill is based on.
Tax Details Tab

This tab, whose elements are filled out automatically when you click Save, contains information about
all taxes applied to the document.
taxes for each bill and adjustment (based on the tax categories of line items and the vendor tax zone)
and records the tax amounts to the document. For details, see Setting Up Tax Calculation. If your
system is integrated with the AvaTax service of Avalara or other specialized third-party software, the
applicable taxes are calculated by this service or software and recorded to the document when you save
the document. For an overview of such integration, see Integrating Acumatica ERP with Avalara AvaTax.
: Correcting taxes in a purchase order does not affect the taxes in Accounts Payable bills created from this
purchase order. The taxes for each document are calculated when the document is created based on the
tax settings of this document.
Column Description
Tax ID The identifier of the specific tax applied to the document.
Tax Rate The tax rate used for the tax.
Taxable Amount The taxable amount for a specific tax calculated through the document.
Retained Taxable The taxable amount for the retainage.

Column Description
This box is available only if the Retain Taxes check box is selected on the
Accounts Payable Preferences (AP.10.10.00) form.
Retained Tax The retained amount of the tax that is posted to the Tax Retainage Claimable
account specified for the tax on the Taxes (TX.20.50.00) form.
This box is available only if the Retain Taxes check box is selected on the
Tax Amount The tax amount for the specific tax.
Deductible Tax The percent of deduction that applies to the tax amount paid to the vendor for
Rate specific purchases.
Expense Amount The percentage that is deducted from the tax amount paid to the vendor for
specific purchases.
Landed Costs Tab

This tab appears only if the vendor selected in the Document Summary area has the Landed Cost
Vendor check box selected on the Vendors (AP.30.30.00) form. For more information on landed costs,
see Processing Landed Costs.
Table Toolbar
Button Description
View PO Navigates to the Purchase Receipts (PO.30.20.00) form, which displays the
Document details of the purchase receipt document (of the Receipt or Transfer type) for
which these landed costs were added.
View IN Navigates to the Adjustments (IN.30.30.00) form, which displays the details
Document of the Inventory adjustment document generated for this Accounts Payable
document. If such an adjustment was not generated for the document, process it
by using the Close Financial Periods (AP.50.60.00) form.
Add Postponed Opens the Add Postponed Landed Cost dialog box, ,which lists landed costs
Landed Cost with the Postpone AP Bill Creation check box selected. In the dialog box, you
can select a postponed landed cost (if any) and include it in the bill.
Landed Cost Opens the Landed Cost Splits dialog box, where you can add purchase or
Split transfer receipts among which the system should split the amount of the landed
cost. Splitting of the amount of a landed cost is not available for the postponed
landed costs.
Table Columns
Column Description
Landed Cost The landed cost code used to describe the specific landed costs incurred for the
Code purchase receipt document of the Receipt or Transfer type. This code is one of
the codes associated with the landed cost vendor. Landed costs can be added by
using the Landed Cost Codes (PO.20.20.00) form.
Column Description
: You cannot select landed costs with the None allocation method because these
landed costs cannot be applied to a bill.
Description The description provided for the landed cost code.
Amount The amount of landed costs incurred for the goods specified on the purchase
receipt. The amount must be greater than zero.
PO Receipt Type The type of the receipt this document is associated with.
PO Receipt Nbr. The reference number of the receipt this document is associated with. You can
add a purchase or transfer receipt or a receipt line by using the respective (Add
PO Receipt or Add PO Receipt Line) button on the Document Details tab.
Inventory ID The inventory ID of the item on the receipt line for which the landed costs are
specified.
Approval Details Tab

This tab is available only if the Approval Workflow feature is enabled on the Enable/Disable Features
(CS.10.00.00) form, and if the approval procedure has been enabled for the selected document type on
the Approval tab of the Accounts Payable Preferences (AP.10.10.00) for Accounts Payable documents
and of the Accounts Receivable Preferences (AR.10.10.00) form for Accounts Receivable outgoing
documents.
This tab holds information on approvals of the documents subjected to this procedure.
Column Description
Approver The employee who is assigned to approve the document.
Approver Name The name of the employee who is assigned to approve the document.
Approved By The identifier of the employee who actually approved the document.
Approved By The name of the employee who actually approved the document.
Name
Date The date of the approval.
Status The status of the document, which can be Pending Approval, Approved, or
Rejected, depending on the approval action performed.
Workgroup The workgroup of the employee assigned to approve the document.
Discount Details Tab

This tab is available only if the Customer and Vendor Discounts feature is enabled in your system. The
Discount Details tab has a table that shows the details of the Group- and Document-level discounts
that were applied to the document.
Discount Details Table
Column Description
Skip Discount A check box that you select to cancel a Group- or Document-level discount for
the document. Selecting the check box updates the total and the line amounts for
Column Description
the document, but does not remove the record of the canceled discount from the
Discount Details table.
Discount Code The discount code of the vendor discount applied to the document automatically
or manually.
Sequence ID The identifier of the discount sequence applied to the document.
Type The type of discount applied to the document (Group or Document).
Manual Discount A check box that indicates (if selected) that the vendor discount shown in this row
has been applied manually (from the Group- or Document-level discounts marked
as manual on the Vendor Discount Codes (AP.20.40.00) form).
Discountable The amount used as a base for discount calculation if the discount is defined as
Amt. based on the amount.
Discountable The quantity used as a base for discount calculation if the discount is defined as
Qty. based on the item quantity.
Discount Amt. The amount of the discount.
Discount The discount percent if by definition the discount is calculated as a percentage.

Percent
Retainage Tab
On this tab, you can view information about the retainage settings applied to the bill and the list of the
retainage bills related to this bill.
This tab appears on the form only if the Apply Retainage check box is selected in the Summary area
of the form.
Element Description
Default The percent of the amount that is retained for each document line. By default,
Retainage the system fills in this box with the value specified for the vendor in the
Percent Retainage Percent box on the Vendors (AP.30.30.00). You can override this
value.
Total Amount The total amount of the bill, including the retainage amount.
Original The amount to be retained in all lines of the bill. The system calculates this
Retainage amount as follows: the total amount entered in the Retainage Amount column
for all lines on the Document Details tab minus the Discount on Retainage
value plus the Retained Tax value, if applicable. The original retainage amount
is posted by the bill to the Retainage Payable account. This amount should not be
negative in a bill that has the Balanced status.
Unreleased The amount that has been retained from the bill and has not yet been released.
Retainage
Unpaid The amount that has been retained from the bill and has not yet been paid.
Retainage
Paid Retainage The total amount paid for the retainage documents related to the bill.
Tax on Retainage The total amount for all lines in the Retained Tax column on the Tax Details
tab.
Discount on The total amount for all lines in the Retained Discount column on the Discount
Retainage Details tab.
Table
The table shows the retainage bills related to the bill with retainage selected on this form.
Toolbar.
Column Description
Type The type of the document related to the bill with retainage. The Bill type is
available.
Reference Nbr. The reference number of the document related to the bill with retainage.
Date The date of the document related to the bill with retainage.
Post Period The financial period to which the document related to the bill with retainage has
been posted.
Status The status of the document related to the bill with retainage.
Amount The amount of the document related to the bill with retainage.
Balance The balance of the document related to the bill with retainage after tax (if
inclusive) and the discount.
Payment Method The payment method applied to the document related to the bill with retainage.
Vendor Ref. The reference number that the vendor has assigned to the document related to
the bill with retainage.
Description A description of the document related to the bill with retainage.
Applications Tab
This tab, which appears for open documents, reflects the history of payment applications.
Table Toolbar
Button Description
Auto-Apply Initiates the process of applying available payments to this document.
Table Columns
Column Description
Doc. Type The type of payment document that was applied to the document.
Reference Nbr. The reference number of the payment document.
Amount Paid The amount that was actually paid, which is displayed in the currency of the
document that is selected in the Summary area of the form.
Payment Date The date when the payment was applied to the document.
Balance The current balance of the document.
Description A description provided for the payment.
Currency The currency of the payment.

Column Description
Fin. Period The financial period of the payment document.
Payment Ref. The payment reference number, which can be a system-generated number or
an external reference number (such as a wire transfer number or a bank check
number) entered manually on payment creation.
Status The status of the payment document.
Bills Pending Payments

Form ID: (AP.40.30.00)
You use this form to get summary information about outstanding bills that have been approved for
payment but have not been paid yet.
Form Toolbar
Selection Area
You use the elements in this area to define the criteria of the pending bills you want to view.
Element Description
Cash Account The cash account used as a source account. You can select an account or make
no selection.
Payment Method The payment method of the pending bills you want to view. You can select any
payment method configured in the system or associated with the cash account, if
you selected one.
Pay Date The current date or any date you select. Documents with an earlier pay date or
the same pay date will be shown.
Currency A read-only box showing the currency of the pending bills. This box appears only
if all the bills are in the same currency.
Total Due A read-only box that displays the total amount of the selected bills in the base
currency if the bills have different currencies, or in the common currency if all the
bills are in the same currency.
Totals Table
In this table, each listed item is a total on documents that have the same cash account, payment
method, and currency, so that you can see how much you should pay from each cash account.
Table Toolbar
Button Description
Process Payment Navigates to the Process Payments / Print Checks (AP.50.50.00) form so that you
can create a payment document.
Table Columns
Column Description
Cash Account The cash account as a potential source of cash for paying the bills and other
documents. It is the default cash account for the vendor.
Description The description of the cash account.
Payment Method The payment method associated with the cash account.
Currency The currency of the group of outstanding payments.
Documents The number of outstanding documents with the same cash account, payment
method, and currency.
Amount The total amount on the outstanding documents with this cash account, currency,
and payment method.
Overdue The number of overdue documents with this cash account, currency, and
Documents payment method.
Overdue The balance of the overdue documents.

Documents
Amount
Valid Discount The number of documents that have valid cash discounts on the pay date
Documents specified above.
Valid Discount The total amount of cash discounts available on the pay date.
Amount
Lost Discount The total amount of discounts lost by the pay date for the group of outstanding
Amount documents.
Min. Pay Date The earliest pay date on the documents.
Max. Pay Date The latest pay date on the documents.
Calculate Taxes
Form ID: (AP.50.16.00)
This form can be used only if your system is integrated with the AvaTax online service by Avalara. For
an overview of this integration, see Integrating Acumatica ERP with Avalara AvaTax.
You use this form to calculate sales (if required) and use taxes on Accounts Payable documents by using
AvaTax. The form displays a list of released documents for which AvaTax has not yet calculated taxes,
and you can select the specific documents for tax calculation or calculate taxes for all listed documents.
After that, you use the Post Taxes (TX.50.15.00) form to post to AvaTax the documents that you want
to be included in tax reports.
Form Toolbar
Button Description
Process Initiates the calculation of taxes by AvaTax for the selected documents.
Process All Initiates the calculation of taxes by AvaTax for all listed documents.
Table
This list (in a tabular format) contains the released Accounts Payable documents for which AvaTax has
not yet calculated taxes. To include only certain documents for processing, select the check box that
precedes each document, and to include all the documents on the page, select the check box in the
column header. You then click Process or Process All to begin the tax calculation.
Column Description
Included An unlabeled check box that you select to include the document in tax calculation
if you click Process.
Reference Nbr. The document reference number, which was assigned by a numbering sequence.
Vendor The identifier of the vendor.
Vendor Name The name of the vendor.
Status The status of the document.
Date The date when the document was created.
Post Period The period to which the document transactions should be posted.
Amount The amount of the document.
Description The user-provided description for the document.
Checks and Payments

Form ID: (AP.30.20.00)
On this form, you can create Accounts Payable payment documents—checks, debit adjustments,
prepayments, vendor refunds, and canceled checks—and view and edit the details of existing payment
documents. Also, you can add to payments the finance charges applied by the bank for payment
processing. You can apply a payment document to Accounts Payable bills and adjustments and release
this payment document. For more information, see Accounts Payable Check Processing and Prepayment
Processing.
Form Toolbar
Button Description
Release Releases the payment.
Void Voids or cancels the payment.
Actions Provides the following menu commands, which you can click to invoke actions:
• Validate Address: Validates the vendor address by using integration

with a specialized third-party software or service. This action is available if
the Address Validation feature is enabled on the Enable/Disable Features
(CS.10.00.00) form.
Button Description
the status of the document changes from Pending Approval to Balanced
or Pending Print. This action appears on the menu only if the Approval
Workflow feature is enabled on the Enable/Disable Features (CS.10.00.00)
form.
• Print Check: Navigates to the Process Payments / Print Checks

(AP.50.50.00) form so you can print the check.
Inquiries Provides the following menu command, which you can click for quick access to
the inquiry form:
• Vendor Details: Navigates to the Vendor Details (AP.40.20.00) form with

the details of the vendor selected for the check or payment.
Reports Provides the following menu commands, which you can click for quick access to
relevant reports:
• AP Document Register Detailed: Navigates to the AP Register Detailed

(AP.62.20.00) report.
• AP Payment Register: Navigates to the AP Payment Register

(AP.62.25.00) report.
Summary Area
You use this area to specify summary information on a new check or other document, or to select an
existing document.
Element Description
Type The type of Accounts Payable payment document. The following types are
available:
• Check: This type designates payments for Accounts Payable bills with the
Open status. One check may be applied to one bill or multiple bills. For
details, see Accounts Payable Check Processing.
• Debit Adj.: A document of this type may be applied as a payment for

Accounts Payable bills and credit adjustments. For details, see Debit
• Prepayment: A document of this type represents amounts paid in advance

for future purchases or services. For details, see Prepayment Processing.
• Vendor Refund: A payment of this type can directly adjust the cash
account, and may be applied to debit adjustments.
• Voided Refund: A document that represents a canceled refund.
• Voided Check: This type represents a canceled check. For more

information, see To Void an Accounts Payable Check.
Element Description
Reference Nbr. The unique identifier of the Accounts Payable document, which is assigned by the
system in accordance with the numbering sequence specified on the Accounts
Status The status of the Accounts Payable document, which can be one of the following:
• On Hold: Generally, this status is used for a document that is a draft. This
is the default status for new documents if at least one of the following
conditions is met:
• The Hold Documents on Entry check box is selected on the

• The approval procedure is enabled for the selected document type on

the Approval tab of the Accounts Payable Preferences (AP.10.10.00)
form.
• Pending Approval: Indicates that the document needs to be approved by

responsible approvers assigned according to the approval map specified on
• Rejected: Indicates that the document has been rejected by at least one
assigned approver. A user can delete a document with this status or select
the On Hold check box, edit the document, and submit it for the approval.
• Pending Print: Indicates that the document must be printed before release.
• Printed: Indicates that the document has been printed and can be released.
• Balanced: Indicates that the credit and debit totals are equal for the newly
created Accounts Payable document. The document is assigned with this
status when it is taken off hold if no additional processing is required
(approval or printing).
• Open: Indicates that the document is released, but the application amount
is less than the payment amount.
• Reserved: Indicates that the document was released and then put on hold.
A user selected the Hold check box for the document with the Open status
and the system changed the document status from Open to Reserved.
Reserved documents could not be applied to outstanding documents. Clear
the Hold check box, to release the document from hold.
• Closed: Indicates that the document is released and closed (application

amount is equal to the payment amount).
• Voided: Indicates that the document has been voided.
Hold A check box that indicates (if selected) that the status of the document is On
Hold. This check box is disabled for debit adjustments.
Application Date The date when the payment is applied. The default value is the current business
date, but you can change the date. This box is disabled for debit adjustments.
Application The financial period of payment application.

Period
Payment Ref. A payment reference number, which can be a system-generated number or an

external reference number (such as a wire transfer number or a bank check
number) entered manually.
Element Description
The system requires and validates uniqueness of the entered payment reference
number, if all the following conditions are met:
• The Hold check box of the document is cleared. Otherwise, entering a

payment reference number is not required.
• The Require Unique Payment Ref. check box is selected for the vendor's
payment method on the Payment Methods (CA.20.40.00) form. Otherwise,
the system does not validate uniqueness of the entered payment reference
number.
This box is not available for debit adjustments.
Vendor The vendor to receive the payment.
Location The vendor's location. Once the vendor is selected, the vendor's main location is
specified here by default.
Payment Method The payment method associated with the vendor. This box is not available for
debit adjustments.
Cash Account The cash account associated with the payment method. The value may be
changed, but the currency of the cash account should be the same as the one
specified in Currency. This box is not available for debit adjustments.
Currency The currency of the payment; by default, it is the currency associated with the
cash account. It can be a currency other than the vendor's default currency if
currency overriding is allowed for the vendor account.
Description A description for the payment. You may use up to 50 alphanumeric characters.
Payment Amount The total payment amount that should be applied to the documents.
: If the Set Zero Payment Amount to Application Amount check box is
selected on the Accounts Payable Preferences (AP.10.10.00) form, the system
automatically specifies an amount in this box that is equal to the Application
Amount when a user saves the check with no payment amount specified.
Unapplied The balance that has not been applied. This will be a nonzero value if the
Balance payment amount is not equal to a document's total amount. Checks will always
have an unapplied balance of zero.
Application The amount to be applied on the application date.

Amount
Finance Charges The total on all finance charges applied to this document.
Documents to Apply Tab

By using this tab, you can create a list of documents to which the payment should be applied. If you
click Load Documents on the table toolbar, the system adds open debit adjustments (if any) at the top
of the list in addition to bills and credit adjustments. After the release of the payment document, the
details are updated and moved to the Application History tab.
Table Toolbar
Button Description
Load Documents Loads appropriate bills and adjustments of the vendor. Any open debit
adjustments will be loaded too and will appear at the top of the list.
Table Columns
Column Description
Document Type The type of the document to which the payment should be applied.
Reference Nbr. The reference number of the Accounts Payable document to which the payment
should be applied.
Amount Paid The amount to be paid which is displayed in the currency of the document that is
selected in the Summary area of the form.
Cash Discount The actual amount of cash discount taken.

Taken
With. Tax The amount of tax withheld (if withholding taxes are applicable).
Date Either the date when the Accounts Payable document was created or the date of
the vendor's original document.
Due Date The due date of the Accounts Payable document.
Cash Discount The date when a cash discount from the vendor is available.
Date
Cross Rate A cross rate that you can optionally specify between the currency of the payment
and currency of the original document.
Balance The amount before the discount is taken.
Cash Discount The difference between the cash discount that was available and the actual
Balance amount of cash discount taken.
With. Tax The difference between the amount of the tax to be withheld and the actual
Balance withheld amount (if any withholding taxes are applicable).
Description A description of the document.
Currency The currency of the document that is to be paid.
Post Period The period to which the document should be posted.
Vendor Ref. The original reference number of the document or the ID assigned to it by a
vendor (for informational purposes).
Application History Tab

On this tab, you can view the history of the payment application. The table on the tab is blank until the
document is released.
Table Toolbar
Button Description
Reverse Reverses the application of payments to bills or credit adjustments. If the

Application original application involved transactions and changes of statuses and balances
of documents, then the reversing generates a reversing batch and changes the
statuses and balances of the involved documents.
Table Columns
Column Description
Batch Number The ID of the batch that has adjusted the appropriate account balances. When
you click this number, the Journal Transactions (GL.30.10.00) form open, on
which you can view the details of the batch.
Document Type The type of the document to which the payment was applied.
Reference Nbr. The ID of the Accounts Payable document to which the payment was applied. By
clicking this number, the document details form opens.
Amount Paid The amount that was actually paid which is displayed in the currency of the
document that is selected in the Summary area of the form..
Cash Discount The discount taken during the application on the specified date.
Taken
With. Tax The amount of tax withheld (if applicable).
Application The financial period of payment application.

Period
Date The date when the Accounts Payable document was created.
Due Date The due date of the Accounts Payable bill.
Cash Discount The day when a discount from the vendor was available.
Date
Balance The amount after the discount was taken.
Cash Discount The amount of the discount taken.

Balance
Description A description of the payment.
Currency The currency of the paid document.
Post Period The period to which the document was posted.
Vendor Ref. The original reference number of the document or the ID assigned by the vendor
(for informational purposes).

documents.
Column Description
Name

This tab contains information about the Accounts Payable account and subaccount used in the check or
payment. For a released Accounts Payable payment document, the tab also contains a reference to the
batch that implements transactions.
Element Description
Branch The branch of origin for this payment.
AP Account The liability account specified as the default account for the vendor.
AP Subacccount The default subaccount for the vendor.
Payment Date The date of the Accounts Payable payment document.
Fin. Period The financial period corresponding to the payment date.
Cleared A check box that indicates (if selected) that the check was cleared in the process
of reconciliation.
: If a cash account does not require reconciliation (the Requires Reconciliation
check box is cleared for the account on the Cash Accounts (CA.20.20.00) form),
this check box is selected by default.
Clear Date The date when the check was cleared.
Batch Deposit A check box that indicates (if selected) that the vendor refund should be added to
a deposit.
Deposited A check box that indicates (if selected) that the vendor refund is deposited.
Batch Deposit The date when the batch is deposited.

Date
Batch Deposit The number of deposited batch.

Nbr.
Remittance Information Tab

This tab holds the remittance information used for the payment to the vendor. By default, the elements
are populated with location-related information, but they can be overridden if needed.
Remittance Contact Section
Element Description
Override Contact A check box that indicates (if cleared) that the remittance contact information
is the same as the contact information specified on the Payment Settings tab
of the vendor location. If the check box is selected, the elements can be used to
enter other contact information.
Business Name The name of the vendor's department to receive the payment.
Attention The attention line, if used in your company's business letters.
Phone 1 The remittance contact person's primary phone number.
Email The remittance contact person's email address.
Remittance Address Section
Element Description
Override Address A check box that indicates (if cleared) that the remittance address is the same as
the location's remittance address. If it is selected, the elements may be used to
enter another address.
Validated A check box that indicates (if selected) that the vendor address has been
validated through integration with a specialized third-party software or service.
This check box is available if the Address Validation feature is enabled on the
Address Line 1 The first line of the remittance address.
Address Line 2 The second line of the remittance address.
City The vendor's city.
Country The vendor's country.
State The state or province of the remittance address.
Postal Code The location's postal code.
Print Options Section
This section is available if in the summary area of this form, both the Check document type is selected
in the Type box, and the payment method that supports printing checks is selected in the Payment
Method box.
Element Description
Print Check A check box that you select if a check must be printed for this payment. If
the Pay Separately option on the Vendors (AP.30.30.00) form (Payment
Settings tab) is selected, a separate check must be generated for each payment
document.
Finance Charges Tab

This tab contains a list of the finance charges applied to the payment by the bank for processing. For
details, see Registration of Finance Charges.
: Finance charges cannot be specified for refunds and debit adjustments. To add finance charges to a
prepayment, specify them on the check that pays the prepayment request.
Column Description
Entry Type The charge, selected by its entry type ID. You can select the entry type from the
list of entry types associated with the cash account.
Description A detailed description of the entry type to be used as a finance charge.
Offset Account The account that is used for this finance charge.
Offset The corresponding subaccount for this finance charge.

Subaccount
Amount The amount of the finance charge.
Checks Pending Printing

Form ID: (AP.40.40.00)
You use this form to view Accounts Payable checks that should be printed. To find the needed checks,
you can select payment documents by date, cash account, and payment method.
Form Toolbar
Button Description
Print Checks Navigates to the Process Payments / Print Checks (AP.50.50.00) form, from
which you can print checks.
Selection Area
By using the elements in this area, described in the following table, you can select a pay date, cash
account, and payment method to narrow the checks you view in the table.
Element Description
Payment Method The payment method that uses checks as means of payment. You can select any
payment method configured in the system or associated with the cash account.
Cash Account The cash account that the checks to be displayed are associated with. If you
select no account, the checks associated with all cash accounts will be displayed.
Pay Date The date to be used for selection of the checks to be displayed. Checks will be
displayed if their due date is not later than this date. By default, this box displays
the current date, but the date can be changed.
Total Due A read-only box showing the total amount of the selected documents in the base
currency if the documents have different currencies, or in the specified currency
if all the documents are in the same currency.
Element Description
Currency A read-only box that shows the currency of the checks. (This element appears
only if all listed checks are in the same currency.)
Table
This table displays the totals of payment documents that should be printed and that meet the criteria
you have specified in the Selection area. Each line shown in this table represents a total of documents
that have the same cash account, payment method, and currency.
Table Columns
Column Description
Payment Method The payment method of the payments.
Cash Account The cash account used as a source of cash for the payments.
Description The user-defined description of the cash account.
Currency The currency of the group of payments.
Documents The number of payment documents associated with the same cash account and
payment method and having the same currency.
Amount The total amount of the payments associated with the same cash account and
payment method and having the same currency.
Overdue Docs. The number of overdue payments in this group of payments.
Overdue Docs. The amount of the overdue payments in this group.

Amount
Min. Pay Date The earliest pay date on the payments.
Max. Pay Date The latest pay date on the payments.
Close 1099 Year

Form ID: (AP.50.70.00)
(CS.10.00.00) form.
You can use this form to close an open 1099 year, which is a calendar year during which information
on Form 1099-MISC payments was collected. Once the 1099 year is closed, amounts for each payment
type are reset to zero for a new 1099 year.
Form Toolbar
Button Description
Close Year Initiates the process of closing the current 1099 year, changing the status of the
year to Closed, and resetting the box amounts to zeros.
Reports Provides the following menu commands, which you can click for fast access to the
reports associated with 1099 payments:
Button Description
• 1099 Year Summary: Generates the 1099 Year Summary (AP.65.40.00)
report.
• 1099 Year Detail: Generates the 1099 Year Details (AP.65.45.00) report.
• Open 1099 Payments: Generates the Open 1099 Payments report, which
lists open (not applied) payments to 1099 vendors with a date within the
year specified in the 1099 Year box of this form.
Selection Area
You use the elements in this area to select a 1099 year and view its status.
Element Description
1099 Year The calendar year for which you want to view information.
Status The status of the selected year. For each 1099 year in this list, the status will be
Open or Closed.
Table
This table displays the year-to-date amounts for all the boxes configured in the system, each of which
corresponds to a payment type on the 1099-MISC form. The boxes and payment types have been
configured on the Accounts Payable Preferences (AP.10.10.00) form, in the 1099 Settings tab. The box
amounts are shown as accumulated over the year for all the 1099 vendors.
Column Description
Box The number representing the order of a 1099 form box or type of payments.
Description A description of the box, which is generally related to the type of payments.
Amount The year-to-date amount of payments of this type paid to all 1099 vendors.
Close Financial Periods

Form ID: (AP.50.60.00)
You can use this form to close active financial periods in the Accounts Payable module. A financial
period can be closed in the General Ledger module only if it has been closed in the Accounts Payable,
Accounts Receivable, Cash Management, Inventory, and Fixed Assets modules. When you close a
given financial period, all preceding active periods will be closed as well (if they have not already been
closed).
Generally, posting transactions to closed periods is not allowed. To allow posting to closed periods,
select the Allow Posting to Closed Periods option on the General Ledger Preferences (GL.10.20.00)
form.
Form Toolbar
Button Description
Close Periods Initiates the process of closing the selected financial periods.
Button Description
: The green OK icon appears in the form toolbar if the closing operation was
completed successfully. The red icon indicates that the operation was canceled
because some necessary conditions were not met.
Unreleased Opens the Unreleased AP Documents report to display open documents for the
Documents period (documents that have the On Hold or Balanced status).
Table
The table displays all currently active financial periods for the earliest year that has active periods. You
can select one or more periods for closing and then click Close Periods. You can close a period only if
there are no documents with the On Hold or Balanced status to be posted to this period.
Column Description
Included An unlabeled check box you use to select the financial period for closing. Multiple
periods can be selected, and you can select all periods on the page by clicking
the check box in the header row.
Financial Period The identifier of the financial period.

ID
Description The description of the financial period.
Active A check box that indicates (if selected) that the financial period is active.
Create E-File
Form ID: (AP.50.75.00)
(CS.10.00.00) form.
By using this form, you can generate a file that contains information on all your 1099 vendors (the
Form 1099-MISC information) for providing it to the Internal Revenue Service (IRS) electronically.
To prepare the necessary e-file—Form 1099-MISC in the electronic format prescribed by the IRS—you
first need to select the branch that will be used to form the transmitter record, the 1099 year, and other
needed options. You then select a 1099 vendor or multiple 1099 vendors in the table and click Process,
which generates the e-file. You need to upload this file to IRS website by using the Filing Information
Returns Electronically (FIRE) system. For details, see Filing the 1099-MISC Form Electronically.
You can also generate a test file or a correction file by selecting the appropriate check box in the
summary area.
Form Toolbar
Button Description
Process Processes the selected vendors (that is, those for which you have selected the
check box in the unlabeled column of the table) and generates the Form 1099-
MISC in the electronic file format, which then needs to be uploaded manually to
the IRS FIRE site.
Button Description
Process All Processes all listed vendors and generates the Form 1099-MISC in the electronic
file format, which then needs to be uploaded manually to the IRS FIRE site.
View 1099 Opens the 1099 Year Summary (AP.65.40.00) report, filtered by the selected
Summary branch and the 1099 year, which contains information on the selected 1099
vendors.
Summary Area
In this area, you can specify the branches and the 1099 year for which you are preparing the e-file,
and select any needed check boxes that define the type of the required file (for example, a test file or a
correction file).
Element Description
Transmitter The branch whose information will be used to create the transmitter record in the
file.
1099 Year The reporting year (which is always a calendar year) during which information
on Form 1099-MISC payments was collected. A 1099 year is initialized by the
system when a user enters the first transactions for a 1099 vendor.
Prepare For A setting that defines the branches for which 1099 data should be included in the
file. The following options are available:
• Transmitter Only: The 1099 data of only the branch specified as the
transmitter will be used to generate the payer record in the file.
• All Marked Branches: The 1099 data of all branches that have the 1099-
MISC Reporting Entity check box selected on the Branches (CS.10.20.00)
form will be used to generate the payer records in the file.
Prior Year A check box that indicates (if selected) that the 1099 data of the previous
reporting year will be accumulated in the e-file.
Correction File A check box that indicates (if selected) that the e-file being created is a
correction file. That is, the file that contains only the records that are being
corrected—not the entire file. A correction file is to be created if it was found
that an e-file that was previously processed and submitted contains incorrect
information and should be corrected.
Last Filing A check box that indicates (if selected) that this is the last year this payer will file
information returns (Form 1099-MISC).
Direct Sales Only A check box that indicates (if selected) that the generated file will contain
information on 1099 vendors for which the 9-Direct Sales option is selected in the
1099 Box on the Vendors (AP.30.30.00) form.
Test File A check box that indicates (if selected) that the test file that you need to upload
to the FIRE test system will be generated.
Table
In this table, you can view the list of 1099 vendors of the selected branch to which payments were
made in the selected 1099 year, and the amounts that were paid to each 1099 vendor.
Column Description
Included An unlabeled check box that you select to include the vendor in the current row
in the e-file when you click Process (or Process All, which includes all listed
vendors).
Vendor The identifier of the 1099 vendor.
Vendor Name The name of the 1099 vendor.
Tax Registration The vendor’s Taxpayer Identification Number (TIN) or social security number
ID (SSN).
Payer The branch that payed to the vendor.
Credit Terms
Form ID: (CS.20.65.00)
You can use this form to define multiple types of credit terms that are commonly used by vendors in
their relations with your company and by your company in its relations with customers. Credit terms
include the installment option (one payment or multiple installments), the payment schedule, and the
terms for a cash discount (for only the single installment option). Also, credit terms can be used as a
schedule for overdue charges.
Form Toolbar
Terms Area
This area contains multiple sections with various information about the credit terms.
General Settings Section
You use the elements in this area to define a new set of credit terms and its settings, or to select an
existing set of terms and view its settings.
Element Description
Terms ID The unique identifier for these credit terms. The alphanumeric string may contain
up to 10 characters.
Description A detailed description of the credit terms. This alphanumeric string may contain
up to 30 characters.
Visible To The target audience for which the terms are visible, which can be one of the
following:
• Disabled: The terms are removed from the selection lists for both vendors
and customers.
Due Day Settings Section
Element Description
Due Date Type The method of due date calculation. The following options are available:
• Fixed Number of Days: The payment is due a fixed number of days after a
sale or purchase. You should specify the number of days as Due Day 1.
• Day of Next Month: The payment is due on a particular day of the next
month; you should also specify the day of the month as Due Day 1.
• End of Month: The payment is due at the end of the current month.
• End of Next Month: The payment is due at the end of the next month.
• Day of the Month: The payment is due on a particular day of the current
month. You should also specify the day of the month as Due Day 1.
• Fixed Number of Days Starting Next Month: The payment is due a fixed
number of days starting the next month after a sale or purchase. You
should specify the number of days as Due Day 1.
• Custom: With this option, you specify two due days that could be used;
which due day is to be used depends on the time interval set for the
document's date. For example, you may specify one due day for documents
issued in the first part of the month, and the second due day for documents
issued in the second part of the month. You use the remaining elements in
the Due Date settings section to set the due days and their respective date
ranges.
Due Day 1 The first due day, which is used with certain Due Date Type options. Specify the
number of days if the Fixed Number of Days option is selected, the day of the
month if the Day of Next Month or Day of the Month option is selected, and the
first due day if the Custom option is selected.
Day From 1 The start day of the date range for documents due on the first due day; this
element is used with the Custom option only.
Day To 1 The end day of the date range for documents due on the first due day; this
Due Day 2 The second due day; this element is used with the Custom option only.
Day From 2 The start day of the date range for documents due on the second due day; this
Day To 2 The end day of the date range for documents due on the second due day; this
Cash Discount Settings Section
In this section, you provide the details of the cash discount included with this set of credit terms. You
can specify a cash discount only if the Single installment type is selected in the Installments Settings
section.
Element Description
Discount Type The method of calculating the cash discount period, which can be one of the
following options:
Element Description
• Fixed Number of Days: If this option is selected, the discount is available
a set number of days after the document date. In the Discount Day box,
you should also specify the number of days.
• Day of Next Month: With this option selected, the discount is available until
a particular day in the next month (that is, the month after the document
date). In the Discount Day box, you should specify the day of the next
month.
• End of Month: When you select this option, the discount is available
through the end of the month (that is, the month of the document date).
• End of Next Month: With this option selected, the discount is available
through the end of the next month (that is, the month after the document
date).
• Day of the Month: If this option is selected, the discount is available until
the particular day of the month when the document was issued. In the
Discount Day box, you should specify the day of the month.
• Fixed Number of Days Starting Next Month: When you select this option,
the discount is available a set number of days starting the next month (that
is, the month after the document date). In the Discount Day box, you
should specify the number of days.
Discount Day The number of days or the particular day of the month, depending on the
Discount Type; this box is unavailable for some options.
Discount % The percent of the discount.
Installments Settings Section
By using these elements, you can define how documents should be paid: in a single payment or in
multiple installments. If the amount is due in multiple installments, you can also specify a percentage
and a due date for each installment; the due date for the first installment is specified in the Due Day
Settings section. Discounts are not available for multiple-installment credit terms.
Element Description
Installment Type The type of installment, which can be one of the following options:
• Single: If you select this option, other elements in this section become
unavailable. You should also select the due date and other options for the
single payment.
• Multiple: If you select this option, payment is due in multiple installments.
You should also specify the method, frequency, and schedule of the
installments.
Number of The specific number of installments; this box is unavailable if the Split by Percent
Installments in Table option is selected as the Installment Method.
Installment The frequency of installments; this box is unavailable if the Split by Percent in
Frequency Table option is selected as the Installment Method. The following options are
available:
• Weekly: The second installment will be a week after the first one, and so
on.
• Monthly: The second installment will be a month after the first one, and so
on.
Element Description
• Semi-monthly: The second installment will be a half of a month after the
first one, and so on.
Installment The method by which the amounts of installments are calculated. Select one of
Method the following options:
• Equal Parts: The document total amount (with all the applicable taxes
added) is divided into equal parts. The schedule of payments is defined by
the due date, installment frequency, and number of installments specified.
• Tax in the First Installment: The amount of the document (its total before
taxes) is divided into equal parts, and the tax amount is added to the
first installment. The schedule of payments is defined by the installment
frequency and number of installments specified.
• Split by Percent in Table: The installment amounts are calculated according
to the percentages specified for each installment in the Installments
Schedule table below this section.
Installments Schedule Table
Column Description
Days The number of days from the due date on which a particular installment is due.
You must use an integer between 0 (due date) and 31.
Percent The percent of a document total. As you add a new installment, the percent is
automatically adjusted to make all installments total 100 percent.
Generate Recurring Transactions

Form ID: (AP.50.40.00)
You use this form to run a schedule or multiple schedules that automatically generate the Accounts
Payable documents based on the template document or documents. For details, see Schedules for
Recurring Documents.
The schedules to be processed are filtered by the date that you specify in the Execution Date box.
You also need to specify the condition on which the system will stop running the schedules. When you
run a schedule, the system uses the original (Scheduled) documents as templates to generate similar
documents. For each processed schedule, after the required documents have been generated, the
system updates the Last Executed date. No matter how many times you run the schedule, documents
will be generated only as required by the schedule.
Form Toolbar
Button Description
Run Runs the schedules you have selected (by using the unlabeled check boxes in the
table) and generates documents with an Open status.
Run All Runs all schedules in the table.
New Schedule Navigates to the Recurring Transactions (AP.20.35.00) form, from which you can
create a new schedule.
Selection Area
You use the elements in this area to specify the criteria that the system uses for selecting the schedules
to be loaded to the table and determining when the schedule executions should be stopped.
Element Description
Execution Date The date that the system uses to filter the schedules to be loaded to the table.
Those schedules whose Next Execution date is earlier than or equal to the date
specified in this box are loaded. Clear the box to display all schedules.
By default, the current business date is displayed.
Stop on An option button that indicates that the date you specify in the Execution Date
Execution Date box will be used as the date when the system stops running the schedules.
Stop After An option button that indicates that the system stops running schedules when
Number of the specified number of schedule executions have been performed. You specify
Executions the number of schedule executions in the box located near this option button.
Table
This table contains the list of active schedules with due dates in the specified date range. Use the check
boxes to select schedules for processing.
Table Columns
Column Description
Included An unlabeled check box that you can use to select this schedule for processing.
Schedule ID The schedule's unique identifier.

By clicking the number, the system opens the Recurring Transactions form as a
dialog window; on this form, you can view the details of the selected schedule.
Description The user-defined description of the schedule.
Start Date The start date for the schedule.
Expiration Date The expiration date for the schedule.
Executed The number of times the documents attached to the schedule were generated.
(Times)
Execution Limit The maximum number of times the schedule may be executed.
(Times)
Next Execution The date when the documents should be generated next.
Last Executed The date when the documents were last generated, according to the schedule.
Item Classes
Form ID: (IN.20.10.00)
On this form, you can define item classes, which are used to group stock or non-stock items with
similar properties and to provide default settings for new items. You can browse through the existing
item classes and modify their settings, add new classes, and delete unused (unpopulated) classes from
the system.
Form Toolbar
Button Description
Actions Provides the following menu commands, which you can use to invoke actions:
• View Restriction Groups: Navigates to the Restriction Groups by Item

Class (IN.10.30.10) form so you can view the restriction group members.
• Apply to Children: Applies the settings of the currently selected item class
to all its child item classes.
• Change ID: Opens the Specify New ID dialog box, in which you can
enter a new identifier (ID) for the item class.
• Apply Restriction Settings to All Inventory Items: Updates the

security settings for all items of the class if the default restriction groups of
the class have been reassigned.
Item Class Tree Pane

In this pane, you can view the hierarchy of the item classes that are defined in the system and quickly
navigate to any of these classes. You click an item class in this pane to view the settings of this item
class in the right pane.
Depending on the configuration of the INITEMCLASS segmented key on the Segmented Keys
(CS.20.20.00) form, an item class can be a parent class; that is, it can have child item classes, which
are represented as nested levels (nodes or leaves) in the tree. Parent item classes are represented as
nodes of the tree. If an item class has no child item classes, it is displayed as a leaf of the tree.
Right Pane: Summary Area

In this area, you can enter the identifier and description for a new item class, or select an existing class
for viewing or modification.
Element Description
Class ID The unique identifier of the item class. The structure of this identifier is defined
by the configuration of the INITEMCLASS segmented key, which is specified on
the Segmented Keys (CS.20.20.00) form.
Description A description of the item class.
Right Pane: General Settings Tab

This tab holds the basic settings of the item class, including the unit conversion rules for it.
General Settings Section
Element Description
Stock Item A check box you select to include only stock items in this class.
This check box is available only if the Inventory feature is enabled on the Enable/
Allow Negative A check box you select to allow negative quantities for items of this class.
Quantity To have wider options of processing sales orders with such items, also select
Element Description
the Add Zero Lines for Items Not in Stock check box on the Sales Orders
Preferences form.
For more information, see Shipping Rules.
Item Type The item type that will be selected by default for new items of this item class.
You can select one of the following options: Finished Good, Component Part, or
Subassembly. (This setting has no business logic tied to it in the current version
and can be used for informational purposes only.)
Valuation The valuation method to be assigned by default to all stock items of the class.
Method You can select one of the following options: Standard, Average, FIFO, or Specific.
This box is available only if the Inventory feature is enabled on the Enable/
Tax Category The tax category to be assigned by default to new items of this item class. Tax
categories are defined by using the Tax Categories (TX.20.55.00) form.
Tax Calculation The tax calculation mode assigned by default to the expense items of this item
Mode class:
• Gross: The unit cost in the expense receipts with the items of this class
includes the tax amount.
• Net: The unit cost in the expense receipts with the items of this class
includes the tax amount.
• Tax Settings (default): The system calculates the tax and taxable amounts
in the expense receipts with the items of this class according to the settings
of the applicable tax or taxes.
This box appears only if the non-stock item class has the Expense item type
and only if the Net/Gross Entry Mode feature is enabled on the Enable/Disable
Posting Class The posting class selected for the item class. Use the Posting Classes
(IN.20.60.00) form to define posting classes and their settings.
Lot/Serial Class The lot/serial class to be assigned by default to new items of this item class. You
use the Lot/Serial Classes (IN.20.70.00) form to define lot/serial classes and
their settings.
This element appears only if the Lot and Serial Tracking feature is enabled on the
Price Class The price class to be assigned by default to new items of this item class. You use
the Item Price Classes (IN.20.90.00) form to define lot/serial classes and their
settings.
Default The warehouse that will be used by default for receiving and issuing the items
Warehouse of this item class. If the feature is disabled, the MAIN warehouse is used as the
default warehouse.
Element Description
This box appears only if the Multiple Warehouse Locations feature is enabled on
Availability The availability calculation rule to be used for calculating the availability of
Calculation Rule inventory items of this item class. For more information, see Availability
Calculation.
This box appears only if the Inventory feature is enabled on the Enable/Disable
Features form.
Units of Measure Section
In this section, you specify a unit of measure (UOM) to be used as default base UOM for items of
the item class. If the Multiple Units of Measure feature is enabled on the Enable/Disable Features
(CS.10.00.00) form, you can specify the UOMs to be used as default sales and purchase units for
items of the class. Also, you can define conversion rules for those units. For more details, see Units of
Measure and Conversions.
Element Description
Base Unit The UOM to be used as the default base unit for items of the class. Select the
base unit from the list of UOMs defined on the Units of Measure (CS.20.31.00)
form.
Sales Unit The UOM to be used as the default sales unit for items of the class. Select this
unit from the list of globally defined UOMs for which conversion factors to the
chosen base unit are specified on the Units of Measure form, or type an UOM.
Press Enter, and a new row will be appended to the unit conversion table for the
class. In this row, specify a conversion rule between the UOM selected as the
sales unit and the UOM selected as the base unit.
This box appears only if the Multiple Units of Measure feature is enabled on the
Purchase Unit The UOM to be used as the default purchase unit for items of the class. Select
the unit from the list of globally defined UOMs for which conversion factors to the
chosen base unit are specified on the Units of Measure form, or type an UOM.
Press Enter, and a new row will be appended to the unit conversion table for the
class. In this row, specify a conversion rule between the UOM selected as the
purchase unit and the UOM selected as the base unit.
In the unit conversion table, which is available only if the Multiple Units of Measure feature is enabled
on the Enable/Disable Features form, you can define conversion rules between the UOMs set as the
default purchase and sales units and the UOM set as the default base UOM for items of the class. You
also can specify how other units of measure used for items of the class can be converted to the default
base unit.
Column Description
From Unit The unit to be converted.
Multiply/Divide The operation to be performed to convert the quantities expressed in the unit
specified in the From Unit column to the quantities expressed in the unit
specified in the Base Unit column.
Column Description
Conversion The factor to be used to convert the quantities expressed in the units specified
Factor in the From Unit column to the quantities expressed in the unit specified in the
Base Unit column.
To Unit The target unit for the unit conversion operations. All conversions are defined
with respect to the base unit.
Price Management Section
This section holds the price management settings for stock items of the class.
Element Description
Price Workgroup The default workgroup responsible for pricing items of the class.
Price Manager The default manager responsible for pricing items of the class.
Min. Markup % The default minimum markup percentage required for items of the class.
Markup % The default markup percentage for items of the class. The markup is the
difference between the price of the item and its cost, with respect to the cost.
Right Pane: Replenishment Settings Tab

On the Replenishment Settings tab, you can create a list (in a tabular format) of replenishment
classes that apply by default to stock items of the item class. Also, for each replenishment class,
you can select a demand forecasting model and parameters for this model to be used in automatic
replenishment.
This tab is available if the Inventory Replenishment and Multiple Warehouses features are enabled on
Demand Calculation Box
Element Description
Demand An option that defines how the system calculates the item quantity on demand
Calculation for replenishment. Documents of the following types may be involved in the
demand calculation: sales orders, transfers, and kit assembly documents (of the
Production type).
You can select one of the following options:
• Item Class Settings: Demand will be calculated based on the availability

calculation rule specified for this item class on the General Settings tab of
this form. Documents of the following types may be involved in the demand
calculation: sales orders, transfers, and kit assembly documents (of the
Production type).
• Hard Demand Only: Demand will be calculated as (Qty. SO Allocated) +

(Qty. SO Back Ordered) + (Qty. SO Shipped).
Table Columns
Column Description
Replenishment The replenishment class that applies to items of this item class.
Class ID
Seasonality The set of seasonality settings to be used with the replenishment class, by its ID.
Source The source of replenishment used for items of the class with this replenishment
class. One of the following options can be selected:
• None: By default, no replenishment is required for items of the class with

this replenishment class.
• Purchase: By default, the items of the class for the stock replenishment
will be purchased in the quantities calculated based on the replenishment
settings.
• Manufacturing: By default, the items for the stock replenishment will be

manufactured. (Not implemented in the current version.)
• Transfer: By default, the items of the class will be transferred from a source
warehouse to replenish their stock in the demand warehouse.
This option appears only if the Multiple Warehouses feature is enabled on
• Drop-Shipment: No actual replenishment is performed for items of the

class. By default, the items will be purchased through drop-shipment
purchase orders, and the purchased goods will not be received at your
company's warehouse.
This option appears only if the Drop Shipments feature is enabled on the
• Purchase to Order: No actual replenishment is performed for items of the

class. By default, the items will be purchased only in the quantities required
to fulfil customer orders.
Method The method of replenishment to be used by default for items of the class with
this replenishment class. You can select one of the following options:
• None: No replenishment will be performed.
• Min./Max.: The system will compute the replenishment quantity as the

difference between the maximum and minimum quantities with the quantity
on supply deducted. (The quantity on supply is the quantity of items on
unreleased purchase orders, on purchase receipts, and in transit.)
• Fixed Reorder Qty.: The system will initiate replenishment once the
minimum stock level is reached, and the quantity on replenishment request
will be equal to the EOQ (economical order quantity) value specified for the
selected vendor.
Replenishment If Purchase is selected in the Replenishment Source column, the warehouse to

Warehouse handle centralized purchasing for replenishment in the demand warehouse.
: If replenishment of the item is to be performed by purchasing directly to the
demand warehouse, select no warehouse in this column.
If Transfer is selected in the Replenishment Source column, the warehouse to

be used as the source of replenishment by transfers.
Column Description
This column is available only if the Multiple Warehouses feature is enabled on the
Transfer Lead The number of days required for transferring goods from the source warehouse.
Time
Transfer ERQ The economic reasonable quantity (ERQ) for the item transfer. This value
represents the level of inventory that minimizes the total transfer costs.
Demand The model to be used for calculating the revised replenishment parameters for
Forecast Model this replenishment class when applied to items of the item class. The following
options are available:
• None: None of the models will be used; replenishment parameters can be

changed only manually.
• Moving Average: The demand forecast model is based on calculating

average sales, based on historical data and seasonality settings.
Forecast Period The type of time period to be used for selecting historical data for demand
Type forecast model. The following options are available: Quarter, Month, Week, or
Day.
Periods to The number of specified time periods for selecting historical data for the demand
Analyze forecast model.
Launch Date The date when the current replenishment settings become effective for
replenishment of items of the class.
Termination The date when the current replenishment settings of the replenishment class
Date expire.
Service Level The service level assigned to the item class.

(%)
: The default value is 84.0%, which results in zero level of safety stock.
For details on usage of the service level parameter, see Replenishment

Parameters Based on Demand Forecast.
Right Pane: Subitem/Restriction Groups Tab

The Subitem/Restriction Groups tab of the right pane displays the subitem restriction groups and
restriction groups available for the Inventory module. For each class, you can select the groups to which
the new items of the class will be assigned by default, and if default groups have been reassigned, you
can update the settings for all existing items of the class by clicking Update All on the form toolbar.
This tab is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features
form on the Enable/Disable Features (CS.10.00.00) form.
Table Toolbar
Button Description
Group Details Navigates to the Restriction Groups (SM.20.10.30) form to let you view details of
the restriction group.
Table Columns
In this table, you can view information about the subitem groups and restriction groups to which the
items of the class can be assigned.
Column Description
Included An unlabeled check box that indicates (if selected) that this subitem group or
restriction group will be assigned by default to items of the class. Select this
check box if you want new items of the class to be assigned to this group by
default.
Group Name The name of the subitem restriction group or the restriction group.
Specific Type The functional type of the group, which can be Subitem or Inventory Item
Restriction.
Description A brief description of the group.
Active A check box that indicates (if selected) that the group is active.
Group Type A read-only column that shows the type of the restriction group: A, A Inverse, B,
or B Inverse.
For more information on these options, see Types of Restriction Groups.
Right Pane: Attributes Tab

The tab has a table with the attributes to be used for items of the item class and attribute properties,
including order on the list of class attributes. For examples of using attributes in the Customer
Management module, see Classes and Attributes.
To create a new attribute, use the Attributes (CS.20.50.00) form.
Column Description
Active A check box that indicates (if selected) that the attribute is available for all items
of the class. You can deactivate an obsolete attribute by clearing the check box—
in this case, the deactivated attribute will no longer be displayed for items of the
class, but all attribute values that have already been specified for existing records
still will be stored in the database, so if you re-activate the attribute, its values
will become visible in the system again.
Attribute ID The identifier of the attribute.
Description A read-only column that displays the detailed description of the attribute.
Sort Order A number that represents the order of the attribute in the list of class attributes.
Type an integer directly in the column. The lower the integer, the higher the
attribute will be in the list of class attributes.
Required A check box that indicates (if selected) that the attribute value is required for
items of the class.
Control Type A read-only column that displays the type of control (element) for the attribute:
Text, Combo, Checkbox, or Datetime.
Service Management Tab

On this tab, you can set the default settings of the items of the class to be used in the Service suite.
This tab is available only if the Service Management feature is enabled on the Enable/Disable Features
(CS.10.00.00) form.
Service Management Section
In this section, you can specify the default billing rule for the item class.
This section is available for editing only if Service is selected in the Item Type box in the General
Settings section on the General Setting tab of this form.
Element Description
Default Billing The default billing rule that is assigned to the non-stock items of the Service type
Rule of this class on the Non-Stock Items form. You can select one of the following:
• Time: The service is billed depending on the time that was spent delivering
the service. The price of the service is defined per unit of time.
• Flat Rate: The service is billed regardless the time that was spent delivering
the service. The price of the service is fixed and defined for service delivery.
• None: The service is free of charge. No price is specified for the service.
Route Management Section
In this section, you can set the non-stock items of this class to be used in the Route Management
module.
This section is available for editing only if the Route Management feature is enabled on the
Enable/Disable Features form, and Service is selected in the Item Type box in the General
Settings section on the General Setting tab of this form.
Element Description
Route Service A check box that indicates (if selected) that the item class is the class for the
Class non-stock items that are used in the Route Management module.
Equipment Management Section
In this section, you can select the type of stock items to be included in the item class and specify the
components for stock items of the Model Equipment type.
This section is available for editing only if the Equipment Management feature is enabled on the
Enable/Disable Features form, and the Stock Item check box is selected in the General Settings
section on the General Setting tab of this form.
Element Description
Equipment Class The type of equipment of the stock items that belong to the item class. Select
one of the following option buttons:
• Part or Other Inventory (default): Stock items of this type are either
parts of equipment entities that should not be tracked in the system or
inventory items that are not related to equipment entities.
• Model Equipment: Stock items of this type should be tracked (either for
preventive maintenance or for warranty handling) after they are sold.
• Component: Stock items of this type can be sold as parts of equipment

entities. Components can have warranties, serial numbers, and other
settings that are independent from these settings for the equipment entity.
Element Description
• Consumable: Stock items of this type are sold as parts of equipment
entities but are not under a warranty.
Table Columns
This table is available only if the Model Equipment option button is selected in the Equipment
Management section of this tab.
Toolbar.
Column Description
Component ID The identifier of the component of the stock items of the class.
Active A check box that indicates (if selected) that the component is active in the
system and can be used in the Equipment Management module.
Optional A check box that indicates (if selected) that the component is not included in the
stock items by default.
Quantity The quantity of components of a stock item of the class.
Description The description of the component.
Item Class ID The identifier of the item class with the Component stock item type to which the
component is related.
Non-Stock Items
Form ID: (IN.20.20.00)
You can use this form to create, view, and edit non-stock items. Non-stock items are not kept in a
warehouse, so they are immediately available for purchase when they're ordered. For details on these
items, see Non-Stock Item Support.
Form Toolbar
Button Description
• Update Cost: To update the cost of the selected non-stock item.
• View Restriction Groups: To navigate to the Restriction Groups by Item

(IN.10.30.20) form, so that you can view or change the restriction groups
that have access to the non-stock item.
• Change ID: To change the ID of the currently selected non-stock item.
Inquiries Provides the following menu commands, which you can click for quick access to
inquiry forms:
• Sales Prices: To open the Sales Prices (AR.20.20.00) form and view or
edit sales prices for the selected non-stock item.
Button Description
• Vendor Prices: To open the Vendor Prices (AP.20.20.00) form and view or
edit vendor prices for the selected non-stock item.
Summary Area
In this area, you can select an item by its ID to view its information, or you can create a record for a
new non-stock item.
Element Description
Inventory ID The unique alphanumeric identifier of the non-stock item. The structure of
identifiers is defined by the INVENTORY segmented key on the Segmented Keys
(CS.20.20.00) form.
: At a later time, you can change the non-stock item ID by selecting Change ID
on the Actions menu on the toolbar.
Item Status The status of the non-stock item. You can select one of the following options:
• Active: The item can be used in transactions.
• No Sales: The item cannot be sold.
• No Purchases: The item cannot be purchased.
• No Request: The item cannot be used on requisition requests.
• Inactive: No inventory operations are allowed for the non-stock item.
• Marked for Deletion: The item is marked for deletion. No transactions are
allowed, but the record will be kept in the database if any transactions were
related to it.
Description A brief description of the non-stock item.
Product The workgroup that is responsible for the non-stock item.

Workgroup
Product Manager The product manager who is responsible for the non-stock item.

On this tab, you can define or change the default settings for a non-stock item. You can also specify its
unit conversion rules.
Item Defaults Section
By using the elements in the section, you can assign this item to an item class, a posting class, and a
price class, and you can specify other default properties.
Element Description
Item Class The item class this non-stock item is associated with; only item classes for non-
stock items appear on the list for selection. The item class provides the default
settings for the item. By default, this is the item class specified in the Default
Non-Stock Item Class box on the Inventory Preferences (IN.10.10.00) form.
The Item Classes (IN.20.10.00) form is used to define settings and attributes
common for items of the class.
Type The non-stock item type. You can select one of the following options:
Element Description
• Non-Stock Item: A general type of non-stock item
• Labor: A type of non-stock item to be used for labor hour rates
• Service: A type of non-stock item to be used for service fees
• Charge: A type of non-stock items that are used for charge rates
• Expense: A type of non-stock items that are added to documents to

designate specific expenses
The types of non-stock items are used mostly for informational purposes, except
for the Labor; the items of this type appear on the lists filtered by Labor item
type for selection in specific UI elements in the Projects, Organization Structure,
and Time and Expense modules.
Posting Class The posting class the item is associated with. You can use posting classes to
group non-stock items with similar properties and provide default settings used
to post inventory transactions related to the items to the General Ledger. The
posting classes are defined on the Posting Classes (IN.20.60.00) form.
Is a Kit A check box that indicates (if selected) that this non-stock item is a kit.
The components of the kit can be specified by using the Kit Specifications
(IN.20.95.00) form. For more information on kits, see Accounting for Kits.
This check box is available only if the Kit Assembly feature is enabled on the
Tax Category The tax category of the non-stock item. By default, this is the tax category
specified for the item class to which this item has been assigned. If needed,
another tax category can be selected for the item.
Tax Calculation The tax calculation mode, which defines how the system calculates the tax
Mode amount in the expense receipts with this expense item:
• Gross: The unit cost in the expense receipt includes the tax amount.
• Net: The unit cost in the expense receipt includes the tax amount.
• Tax Settings: The system calculates the tax and taxable amounts in the
expense receipt according to the settings of the applicable tax or taxes.
The default value for a newly created item is taken from the item class associated
with the item. For more information, see Tax-Exclusive and Tax-Inclusive
Amounts in Expense Receipts.
This box appears only for the non-stock items of the Expense type and only if
the Net/Gross Entry Mode feature is enabled on the Enable/Disable Features
(CS.10.00.00) form.
Default The warehouse whose settings can be used for this non-stock item on sales
Warehouse orders or purchase orders.
This box appears only if the Multiple Warehouses feature is enabled on the
Require Receipt A check box that indicates (if selected) the following:
• On purchase orders, the system will use the Expense account and Expense
subaccount defined by the posting class (in accordance with the options
Element Description
selected in the Use COGS/Expense Account From and Combine COGS/
Expense Sub From boxes on the Posting Settings tab of the Posting
Classes (IN.20.60.00) form.
• The non-stock item appears on a purchase receipt created for the

purchase order with this line item. For receipts, the PO Accrual account
and PO Accrual subaccount defined by the posting class (the Use PO
Accrual Account From and Combine PO Accrual Sub From settings,
respectively) are used. Whenever a bill is created for a receipt linked to
the purchase order, the system generates a transaction between the PO
accrual account with PO Accrual subaccount and the Expense account with
the Expense subaccount.
If this check box is cleared, the way the system processes the non-stock item in
purchase orders and drop-ship orders depends on whether the Process Service
Lines from Normal Purchase Orders via Purchase Receipt and Process
Service Lines from Drop-Ship Purchase Orders via Purchase Receipt
check boxes are selected on the Purchase Orders Preferences form. For more
information, see Purchase Order Processing Options and Drop-Ship Order Flow.
Require A check box that indicates (if cleared) that a user can prepare an invoice for the
Shipment sales order that includes such non-stock item without creating a shipment. The
value of the Open Quantity box for this non-stock item is always zero.
If selected, this check box indicates the following:
• The system creates a shipment for the sales order related to this non-stock
item.
• The account selected according to the sales account settings (specified on

the Posting Settings tab of the Posting Classes (IN.20.60.00) form) is
used as an income account for transactions related to the non-stock item.
Complete PO The rule to be used by the system to automatically complete purchase order lines
Line with this non-stock item. One of the following options can be selected:
• By Quantity (default option for an item of the Non-Stock type): If this

option is selected for an order line, the order line is completed based on the
line quantity when the receipt or bill is released, depending on the type of
the order line.
• By Amount (default option for an item of the Labor, Service, Charge, or

Expense type): If this option is selected for an order line, the order line is
completed based on the line amount when the receipt or bill is released,
depending on the type of the order line.
For more information on the line completion rules that are applied to different
line types, see Purchase Order Processing Options.
Unit of Measure Section
In this section, you can select the base unit of measure (UOM) for the non-stock item. If the Multiple
Units of Measure feature is enabled on the Enable/Disable Features (CS.10.00.00) form, you can also
specify the UOMs to be used as sales and purchase units for the non-stock item, and the conversion
rules for these units and other UOMs that can apply to the item. You can select UOMs from the list of
UOMs available in the system or enter new UOMs.
For more information, see Units of Measure and Conversions.
: If you need to change the item's base UOM (or the sales or purchase UOM if applicable), make sure that
the rules for conversion between old and new UOMs are specified before you can use the item in any new
transaction.
Element Description
Base Unit The UOM used as the base unit for the non-stock item.
Sales Unit The UOM used as the sales unit for the non-stock item. The default value (if any)
is specified on the Item Classes form.
Purchase Unit The UOM used as the purchase unit for the non-stock item. The default value (if
any) is specified on the Item Classes form.
Unit Conversion Table
By using the unit conversion table, you can set up conversion rules between different units of measure
used for this item. The unit conversion parameters are specified with respect to the UOM selected as
the base unit for the non-stock item.
This table is available only if the Multiple Units of Measure feature is enabled on the Enable/
Column Description
From Unit The unit of measure for which the conversion parameters are specified.
Multiply/Divide The operation to be performed for unit conversion. You can select the Multiply or
Divide option to perform conversions from different units of measure to the UOM
specified as the base unit.
Conversion The factor to be used for the unit conversion, along with the conversion operation
Factor specified in the Multiply/Divide column.
To Unit The UOM selected as the base unit for the item.
Price Adjustment The adjusting multiplier to be used for calculating prices for non-base units of
Multiplier measure for a particular non-stock item, based on the price specified for the base
unit of measure. For more information, see Units of Measure and Conversions.
Price/Cost Information Tab

On this tab, you can view and set the default price and the pending standard cost for the non-stock
item. You can update pending cost by using the form toolbar buttons on this form or on the Update
Standard Costs (IN.50.20.00) form.
: The decimal precision for prices and costs is defined by the number specified in the Price / Cost
Decimal Places box on the Branches (CS.10.20.00) form. If your organization includes multiple branches,
the specified precision is used in each branch.
Price Management Section
Here you can specify settings related to the management of prices.
Element Description
Price Class The item price class associated with the non-stock item. These classes, which are
used to group stock or non-stock items with similar price calculation methods,
are defined on the Item Price Classes (IN.20.90.00) form.
Price Workgroup The workgroup responsible for product pricing. Select the pricing workgroup for
the non-stock item.
Price Manager The manager responsible for the product pricing.
Subject to A check box that indicates (if selected) that commission should be calculated on
Commission the sale of this non-stock item.
The check box is available if the Commissions feature is enabled on the Enable/
Min. Markup % The minimum markup percentage defined for this non-stock item.
Markup % The markup percentage to be used for setting the price for the item.
MSRP The manufacturer's suggested retail price (MSRP) of this non-stock item.
Default Price The price of the non-stock item. This price is used as the default price if there
are no other prices (from any price list) defined for this item in the Accounts
Receivable module.
Standard Cost Section
Element Description
Pending Cost The standard cost to be assigned to the non-stock item when the costs are
updated. You can type the cost directly into the box.
Pending Cost The date when the pending cost becomes effective. You can select the date for a
Date pending cost.
Current Cost The current standard cost of the non-stock item.
Effective Date The date when the current standard cost became effective.
Last Cost The standard cost assigned to the non-stock item before the current standard
cost was set.
This section is available only if the Enable Time & Expenses Integration check box is selected on the
Service Management Preferences (FS.10.01.00) form.
Element Description
Default Earning The earning type that is used by default in time activities created for staff
Type members in the Time & Expenses module.
Vendor Details Tab

This tab contains information about the vendor from which the item is purchased and the vendor's
prices for the item.
Table Columns
Column Description
Active A check box that indicates (if selected) that the vendor is active.
Default A check box that indicates (if selected) that the vendor is the default vendor for
this item. Select this check box to mark the vendor that is the main supplier of
the item. When you create a purchase order to purchase an item, the default
vendor is selected for this purchase.
Vendor ID The ID of the vendor. Vendor settings are specified on the Vendors (AP.30.30.00)
form.
Vendor Name The name of the vendor from which the item is purchased.
Location The vendor location from which the item is purchased, which by default is the
vendor's default location. These locations are defined for the vendor on the
Vendor Locations (AP.30.30.10) form.
This column appears only if the Business Account Locations feature is enabled on
Purchase Unit The unit of measure in which the item is purchased from this vendor. This UOM is
specified on the General Settings tab of this form.
Vendor The alternate inventory ID used by the vendor for this item.
Inventory ID
Currency ID The currency of the last vendor price used by the vendor for the item's unit
specified in the Purchase Unit column.
Last Vendor The last vendor price used for the item unit specified in the Purchase Unit
Price column.
Cross-Reference Tab
You use the Cross-Reference tab to maintain cross-references between the inventory ID of the non-
stock item used in your company and the identifiers used by your vendors and customers for the item.
This tab appears only if the Distribution group of features is enabled on the Enable/Disable Features
(CS.10.00.00) form.
Table Columns
Column Description
Alternate Type The type of alternate codification used for the item or the subitem of the item if
applicable. You can select one of the following options:
• Customer Part Number: You use this type to maintain the cross-reference
between the inventory ID (and subitem, if applicable) and the customer
part number.
• Vendor Part Number: You use this type to maintain the cross-reference
between the inventory ID (and subitem, if applicable) and the vendor part
numbers.
• Global: You use this type to maintain the cross-references between the
inventory ID (and subitem, if applicable) and the global codification.
Column Description
• Barcode: You use this type to specify (or enter it by using a barcode
scanner) a barcode for the inventory ID.
Vendor/ The vendor or customer (by its ID) that uses the alternative identification for this
Customer non-stock item.
Alternate ID The alternate ID of the non-stock item as used by the vendor or customer.
UOM The unit of measure linked to this alternate ID. The system will specify this unit
of measure by default in document lines that users enter by using this alternate
ID.
Description Any comments applicable to the specified cross-reference.
Packaging Tab
This tab contains information about the weight and volume of the base unit of this non-stock item if
applicable.
Element Description
Weight The weight of the base unit of the item.
Weight UOM The unit of measure used for the weight of the item.
Volume The volume of the base unit of the item.
Volume UOM The unit of measure used for the volume.
Deferral Settings Tab

You use the Deferral Settings tab to specify how deferrals should be performed for this non-stock
item when it is sold or purchased. If no deferral code is assigned to the item on this tab, no deferrals
will be performed, and the revenue or expense will be recognized immediately. If a code is assigned to
the item, revenue from its sales will be recognized according to the settings specified for the deferral
code.
If this non-stock item is a package—that is, if a deferral code with the Multiple-Deliverable
Arrangement deferral code selected on the Deferral Codes (DR.20.20.00) form, as described in
Managing Recognition for Packages—you should also add the required components to this package
(other stock items or non-stock items) and define how the total package price should be allocated
among the components. For each component, you should assign an individual deferral code, which will
define how the price of the component will be deferred; otherwise, the item price will be recognized
immediately. You can use different recognition methods to comply with the revenue recognition
regulations of your country.
Element Description
Deferral Code The deferral code assigned to this non-stock item. The code specifies how the
revenue from the sale of this item will be recognized. Deferral codes are defined
on the Deferral Codes (DR.20.20.00) form.
Default Term The date range defined for deferred revenue recognition (for example, 2 years for
a two-year customer support subscription that you sell).
The box is available for editing only if the Flexible by Period, Prorate by Days or
Flexible by Days in Period recognition method is selected for the deferral code
selected in the Deferral Code box.
Element Description
The maximum value is 10000. Possible time units are year(s), month(s),
week(s), and days(s).
Use Component A check box that indicates (if selected) that a sales subaccount to be used in
Subaccounts transactions generated by the Run Recognition process on the Run Recognition
(DR.50.10.00) form will be taken from the Sales Sub. column of the Revenue
Components table of the current form. Otherwise, the sales subaccount will be
taken from the original invoice.
Total Percentage The total percentage of the item price, as split among the components. This
value is calculated automatically as the sum of the percentages you assign to the
components if the item is sold as a package and consists of components. When
the item is not a package, the total percentage is set to 100.
Revenue Components Table
In this table, you can add detailed information about the components to be used for deferrals.
For each component, you should assign a specific deferral code and specify the allocation method
(which defines how the component price will be computed). For more information, see Managing
Recognition for Packages.
: You can add the components to this table (that is, the Add Row button is available on the table toolbar)
only if the non-stock item is a package. This is the case if you have selected in the Deferral Code box a
deferral code for which the Multiple-Deliverable Arrangement check box is selected on the Deferral
Codes form.
Toolbar.
Column Description
Inventory ID The inventory ID of the component of this non-stock item, which is sold as a
package.
Sales Account The sales account used for this component.
Sales Sub. The sales subaccount used for this component.
UOM The unit of measure used for this component.
Quantity The quantity of the specified units for this component of the non-stock item.
Deferral Code The deferral code that has been specified for this component.
Default Term The date range defined for the process of the deferred revenue or expense
recognition (for example, 6 months for a six-month support license).
This box is available for editing only if the Flexible by Periods, Prorate by Days or
Flexible by Days in Period method is specified for the deferral code that you have
selected in the Deferral Code column for this component.
Default Term The unit of measure for the default term: year(s), month(s), week(s), or day(s).
UOM
This box is available for editing only if the Flexible by Periods, Prorate by Days or
Flexible by Days in Period method is specified for the deferral code that you have
selected in the Deferral Code column for this component.
Allocation The method used to allocate the document amount between the components.
Method The following options are available:
Column Description
• Percentage: The component price will be computed as the percentage of
the total package price. If you select this option, the Percentage column
becomes available for editing; in it, you need to enter the percentage
defined for this component.
• Fixed Amount: The component price will be defined as a fixed price. If

you select this option, the Fixed Amount column becomes available for
editing; in it, you need to enter the amount defined for this component.
• Residual: This method applies to the non-deferral components. The price

for such a component will be defined as the amount that will remain after
the system deducts the deferred revenues of the other components from
the total package amount.
Fixed Amount The fixed amount of the item price assigned to the component if the Fixed
Amount option is selected in the Allocation Method column.
Percentage The percentage of the item price for this component if the Percentage option is
selected in the Allocation Method column.
GL Accounts Tab
This tab contains information about the default General Ledger accounts used to post transactions
related to this non-stock item. The specified accounts and subaccounts are mostly used as the sources
of options for the posting settings of the item defined by its posting class.
Element Description
Expense Accrual For a non-stock item, that is a component of a stock kit, this account (of the
Account Expense or Liability type) will be used to accrue the costs (standard costs) of
non-stock components in the process of kit assembly. The account is one of the
options for the Use Inventory/Accrual Account setting of the posting class of
the item.
For a Labor-type item, the expense accrual account is used to accrue the cost of
labor on projects (the account is credited on release of time cards). The account
will be used for time card related transactions if Labor Item Accrual is selected
as the Expense Accrual Account Source setting on the Projects Preferences
(PM.10.10.00) form.
Expense Accrual The subaccount to be used as the default expense accrual subaccount for this
Sub. non-stock item.
For kit assembly related transactions, this subaccount if one of the sources for
selecting segment values for the expense accrual subaccount according to the
rules defined by the posting class (the Combine Inventory / Expense Sub.
From box on the Posting Classes form).
For transactions with labor item, this subaccount if one of the sources for
selecting segment values for the expense accrual subaccount according to the
rule defined by the Expense Accrual Sub. Source setting on the Projects
Preferences (PM.10.10.00) form.
Expense Account The default expense account to be used for this non-stock item. If the
Distribution suite is enabled in your system, this account will be used for
transactions with this item as the default expense account if Inventory Item is
selected in the Use COGS / Expense Account From box for the posting class
of the item.
Element Description
Expense Sub. The subaccount to be used by default with the expense account for transactions
related to this non-stock item. If the Distribution suite is enabled in your system,
this subaccount is used as one of the sources for selecting segment values for the
default expense subaccount defined by the posting class (the Combine COGS /
Expense Sub. From box on the Posting Classes form).
PO Accrual The account to be used as the default purchase accrual account to record
Account purchases of this non-stock item on receipts if Inventory Item is selected as an
option in the Use PO Accrual Account From box for the posting class of the
item.
This element is available for only items for which a receipt is required; it appears
only if the Inventory feature is enabled on the Enable/Disable Features form.
PO Accrual Sub. The corresponding subaccount. This subaccount is used as one of the sources
for selecting segment values for the default purchase accrual subaccount defined
by the posting class (the Combine PO Accrual Sub. From box on the Posting
Classes form).
This element is available only for items for which a receipt is required; it appears
only if the Inventory feature is enabled on the Enable/Disable Features form.
Sales Account The account to be used as the default sales account when this non-stock item is
sold. If the Distribution suite is enabled in your system, this account will be used
to record sales of this non-stock item if Inventory Item is selected as an option in
the Use Sales Account From box for the posting class of the item.
Sales Sub. The subaccount to be used by default for transactions recording a sale of
this non-stock item. If the Distribution suite is enabled in your system, this
subaccount is used as one of the sources for selecting segment values for the
default sales subaccount defined by the posting class (the Combine Sales Sub.
Purchase The account (of the Expense type) to be used as the default purchase price
Price Variance variance account to record purchases of this non-stock item on receipts if
Account Inventory Item is selected in the Use PO Accrual Account From box for the
posting class of the item. The purchase price account is used to record any
differences between the extended price on the purchase receipt and the extended
price on the Accounts Payable bill (if this item is assigned any of the valuation
methods except for the standard cost valuation method).
Purchase Price The corresponding subaccount. This subaccount is used as one of the sources
Variance Sub. for selecting segment values for the default purchase price variance subaccount
defined by the posting class (the Combine Purchase Price Variance Sub.
Deferral Account The account to be used to hold the deferred amount until it is fully recognized.
The account type should be specified as follows:
• A liability account for a deferral code of the revenue type
• An asset account for a deferral code of the expense type

Element Description
Deferral Sub. The subaccount to be used with the Deferral account.
Attributes Tab
You can use the Attributes tab to associate attributes with the non-stock item. You can select each
attribute from the list of attributes defined in the system. To add a new attribute, use the Attributes
(CS.20.50.00) form.
Column Description
Attribute ID The name of the attribute.
Required A check box that indicates (if selected) that the attribute value is required for a
non-stock item of the class.
Value The value of the attribute.
Sales Categories Table Columns
By using this table, you can select the values of the sales categories for the non-stock item. To define
the sales categories or view their details, use the Item Sales Categories (IN.20.40.60) form.
The table is available if the Distribution feature is enabled on the Enable/Disable Features
(CS.10.00.00) form.
Column Description
Category ID The sales category identifier.
Description The sales category description.
Image Upload
Element Description
Browse Locates the image you want to upload.
Upload Uploads the selected image.
Description Tab
On this tab, you can create a description for the stock item that may include tables, images, and web
links.
Sync Status Tab

This tab is available only if the Salesforce Integration feature is enabled on the Enable/Disable Features
(CS.10.00.00) form.
On this tab, you can review the synchronization status of the record. If the record has not been
synchronized with Salesforce, you can initiate the synchronization process by clicking the Sync to
Salesforce button. For more details, see Overview of Synchronization with Salesforce.
Table Toolbar
Button Description
Sync to Synchronizes the data with Salesforce. This button is available if the Salesforce
Salesforce Sync data provider is marked active on the Data Providers (SM.20.60.15) form
and only for entities listed on the Salesforce Sync (SF.20.50.20) form.
Table Columns
Column Description
Data Provider The data provider used for data synchronization with the external system.
Ext. Ref. The external reference to the corresponding synchronized record in the external
system.
Status The synchronization status of the record. The following options are available:
• Modified Locally: The record was modified in Acumatica ERP and then the
data was synchronized with the external system.
• Modified Externally: The record was modified in the external system and
then the data was synchronized with Acumatica ERP.
• Synchronized: The record was created or deleted in one of the systems and
then the data was synchronized with the other system.
Operation The operation that modified the record data. The following options are available:
Update, Insert, and Delete.
Import Scenario The import scenario used for importing this entity's data from the external
system.
Export Scenario The export scenario used for exporting this entity's data to the external system.
Error The error message displayed for this record if synchronization has failed.
Latest Attempt The date and time of the latest synchronization attempt.
Attempt Counter The number of synchronization attempts made for this record.
Service Skills Tab

On this tab, you can specify the skills that are necessary to perform the service.
This tab available only if Service is selected in the Type box in the Item Defaults section on the
General Settings tab of the form.
Element Description
Skill ID The skill that is needed to perform the service. You can add and view the list of
available skills on the Skills (FS.20.06.00) form.
Description Read-only. A description of the skill.
Service License Types

On this tab, you can specify the types of licenses that are necessary to perform the service.
Element Description
License Type ID The license type that is needed to perform the service. You can add the license
type on the License Types (FS.20.09.00) form.
Description Read-only. A description of the license type.
Resource Equipment Types

On this tab, you can specify the types of resource equipment that are necessary to perform the service.
Element Description
Equipment Type The resource equipment type that is needed to perform the service. You can
ID view the list of equipment types and add a new resource equipment type on the
Equipment Types (FS.20.08.00) form.
Description Read-only. A description of the equipment type.
Pick Up/Delivery Items

On this tab, you can specify the stock items that will be picked up or delivered.
Element Description
Pickup/Delivery You can select one of the following options:

Items
• No Items Related: Items are not picked up or delivered during the
performing the service.
• Items Will Be Picked Up: Items are picked up during the performing the
service. You can specify the stock items in the table of the tab.
• Items Will Be Delivered: Items are delivered during the performing the
service. You can specify the stock items in the table of the tab.
Table Columns
In this table, you can specify the stock items that are picked up or delivered.
Toolbar.
Column Description
Pickup/Delivery The stock item that is picked up or delivered.

Item ID
Description Read-only. A description of the stock item.
Prepare Payments
Form ID: (AP.50.30.00)
By using this form, you can pay for outstanding Accounts Payable documents (bills, adjustments, and
prepayments) by using a payment method associated with specific cash account.
: If the Require Approval of Bills Prior to Payment check box on the Accounts Payable Preferences
(AP.10.10.00) form is selected, only approved bills are visible on this form. Bills can be approved on the
Approve Bills for Payment (AP.50.20.00) form. If the Require Approval of Bills Prior to Payment check
box is cleared, unapproved bills will also be displayed.
You can select documents for payment by vendor, pay date, due date, and cash discount date. A pay
date is assigned to a bill automatically according to the Payment by value for the vendor (on the
Payment Settings tab of the Vendors (AP.30.30.00) form), which can be one of the following:
• By due date: The pay date is the due date minus the number of lead days specified for this
vendor.
• By cash discount date: The pay date is the cash discount date minus the number of lead days
specified for this vendor.
The system groups the Accounts Payable documents into a single payment (check) for each vendor
unless the Pay Separately option is selected for a vendor; for such vendors, a separate check will be
generated for each document.
As the result of processing the system creates documents with the Pending Approval, Pending Print or
Balanced status in dependance on the configured Accounts Payable payments processing.
Form Toolbar
Button Description
Process Initiates the processing of the documents you have selected in the table, and
generates payments for them.
Process All Processes all documents from the list, and generates payments for them.
Selection Area
You use the elements in this area to easily find documents that meet certain criteria, such as a
particular cash account, payment method, and pay date. Also, you can see the balance of the selected
cash account and the total of the documents selected for payment.
Element Description
Payment Method The method of payment associated with the cash account.
Cash Account The cash account to be used for payment.
Payment Date The date of payment. By default, the current business date appears here. Click
the drop-down arrow to select another date.
Post Period The post period. By default, this period corresponds to the specified payment
date, but you can change the value.
Currency A read-only box reflecting the currency of the cash account.
Vendor The vendor for which you want to view outstanding documents.
: Only the vendors with the Active and One-Time status are available in the
selection window.
Element Description
Pay Date Within A check box that indicates (if selected) that documents will be displayed in
x Days the table if they should be paid during the number of days you specify in the
Lead Time box on the Accounts Payable Preferences (AP.10.10.00) form.
Due Date Within A check box that indicates (if selected) that documents will be displayed if they
x Days are due in fewer than the number of days you specify in the unlabeled box. The
default value for the box can be specified in the Payment Lead Time box on the
Cash Discount A check box that indicates (if selected) that documents will be displayed if their
Expires Within x discount expires in fewer than the number of days you specify in the unlabeled
Days box. The default value for the box can be specified in the Payment Lead Time
box on the Accounts Payable Preferences form.
Always Take A check box that indicates (if selected) that for documents with the cash discount
Cash Discount expired, the discount will be taken anyway. If this option is selected, the cash
discount amount is calculated using the credit terms associated with the vendor.
GL Balance A read-only box that shows the balance of the cash account calculated based on
the released General Ledger transactions for the selected period.
Available A read-only box displaying the available balance of the cash account calculated
Balance in accordance with the options selected in the Receipts to Add to Available
Balances and Disbursements to deduct from Available Balances sections
on the Cash Management Preferences (CA.10.10.00) form.
Selection Total A read-only box showing the total amount to be paid out on the bills selected in
the table below. The value is updated when the documents are paid.
Number of The number of documents included in the payment.

Documents
Documents to Pay Tab

On this tab, you can select the bills or other documents for payment and then click Process on the
form toolbar to initiate payment generation for the selected documents. Alternatively, you can click
Process All to initiate payment generation for all documents.
Table Columns
Column Description
Included An unlabeled check box that you select to include this document for payment
if you click Process. Click the check box in the column header to select all
documents for payment.
Document Type The document type: Bill, Credit Adjustment, or Prepayment.
Reference Nbr. The reference number of the Accounts Payable document that will be paid. You
can click the link to view the details of the selected document on the Bills and
: Only the documents of the vendors that have the Active or One-Time status are
available in the selection window.
Vendor ID The identifier of the vendor.

Column Description
Retainage Bill A check box that indicates (if selected) the document is a retainage bill. That is, a
bill to pay a retained amount from the original bill.
This box is available only if the Retainage Support feature is enabled on the
Original The reference number of the original bill if the document is a retainage bill.
Document
This box is available only if the Retainage Support feature is enabled on the
separately.
Pay Date The pay date of the Accounts Payable bill, which is either the due date or the
cash discount date for the document, depending on the vendor settings.
Cash Discount The day when a cash discount from the vendor is available.
Date
Date The date of the document that was specified in the Date box on the Bills and
Amount Paid The amount of the document.
Cash Discount The amount of the cash discount taken. The amount may be adjusted manually.
Taken
Balance The amount after the cash discount is taken.
Cash Discount The unused amount of the cash discount in case of partial payment.
Balance
Vendor Ref. The original ID of the document as specified by the vendor.
Description The description of the document.
Exceptions Tab
On this tab, you can view the bills or other AP documents for which a payment has been applied, but
the documents are not closed due to incomplete payments procession. Namely, applied payments have
one of the following statuses: On Hold, Pending Approval, or Rejected. Thus, the listed AP documents
are excluded from the preparing payments process.
Table Columns
Column Description
Included An unlabeled check box that you select to include this document for payment
if you click Process. Click the check box in the column header to select all
documents for payment.
Document Type The document type: Bill, Credit Adjustment, or Prepayment.
Reference Nbr. The reference number of the Accounts Payable document that will be paid.
: Only the documents of the vendors that have the Active or One-Time status are
available in the selection window.
Vendor ID The identifier of the vendor.
separately.
Pay Date The pay date of the Accounts Payable bill, which is either the due date or the
cash discount date for the document, depending on the vendor settings.
Cash Discount The day when a cash discount from the vendor is available.
Date
Date The date of the document that was specified in the Date box on the Bills and
Amount Paid The amount of the document.
Cash Discount The amount of the cash discount taken. The amount may be adjusted manually.
Taken
Balance The amount after the cash discount is taken.
Cash Discount The unused amount of the cash discount in case of partial payment.
Balance
Vendor Ref. The original ID of the document as specified by the vendor.
Process Payments / Print Checks

Form ID: (AP.50.50.00)
You use this form to print checks for payment documents (Accounts Payable checks and quick checks).
For details, see To Print Checks. Also, on this form, you can create a batch of ACH payments for the
appropriate payment method. For details on configuring and processing such payments, see ACH
Payment Support.
To use this form, you select payments by their cash account and payment method in the Selection
area, and view the list of payments that meet the criteria in the table. You can then process all listed
payments or only those you select.
Form Toolbar
Button Description
Process Generates checks for the selected payment documents, and displays the checks
to be printed one by one.
Process All Generates checks for all the listed documents and displays the checks to be
printed one by one.
Selection Area
You use the elements in this area to select payments to be displayed in the table.
Element Description
Payment Method The method of payment associated with the cash account. Payment methods are
created on the Payment Methods (CA.20.40.00) form. If the payment method
you have selected involves printing checks, you can print the check by using this
form. If the payment method allows batch creation, a batch of payments can be
created.
Cash Account The cash account to be used as a source account for payment.
Currency A read-only box that displays the currency of the cash account.
Next Check A text box that is required only if the AP-Suggest Next Number option on the
Number Payment Methods form has been selected for this payment method. The system
generates the next check number as the previous number incremented by 1, but
you may type another number.
the released General Ledger transactions.
Available A read-only box displaying the balance of the cash account calculated in
Balance accordance with the options selected in the Receipts to Add to Available
Selection Total A read-only box whose value is the total amount of the selected payment
documents.
Number of A read-only box whose value is the total number of selected payment documents.
Payments
Table
This table displays a list of payment documents (Accounts Payable checks) selected by the cash account
and payment method specified in the Selection area.
Table Columns
Column Description
Included An unlabeled check box that you select to include this payment in processing.
Payment Ref. The payment ID (as a check number), which was automatically generated by
the system or manually entered as an external reference when the payment was
saved. Whether the system generates this number is controlled by the Auto-
Column Description
Number option for payment method associated with the cash account, located
on the Cash Accounts (CA.20.20.00) form.
Payment Date The due date of the Accounts Payable payment.
Type The type of the document.
Reference Nbr. The reference number of the Accounts Payable check or other payment as
generated by the system according to the numbering sequence assigned to
specific document type.
Vendor ID The vendor specified on the document, by its ID.
Vendor Name The vendor's name.
Payment Amount The amount after the cash discount was taken.
Quick Checks
Form ID: (AP.30.40.00)
On this form, you can create a quick check to record a purchase that is immediately paid for by cash.
On the quick check, you can provide the details of the purchased non-stock items or services, and add
finance charges applied by the bank for payment processing. For more information, see Quick Check
Processing.
Form Toolbar
Button Description
Pre-release Pre-releases the quick check. The pre-released quick checks can be released
after the expenses are reclassified—that is, after specific expense accounts are
selected for each detail line.
Release Releases the quick check.
Void Voids the quick check if the quick check has the Pre-released status.
• Print Check: Navigates to the Process Payments / Print Checks

(AP.50.50.00) form, so you can print the check if it is required for the
payment method.
• Validate Address: Validates the vendor address through integration with

a specialized third-party software or service. This menu command appears
only if the Address Validation feature is enabled on the Enable/Disable
• Reclassify GL Batch: Opens the Reclassify Transactions (GL.50.60.00)

form, on which you can initiate the reclassification process. For details, see
Reclassifying and Splitting a Transaction.
the status of the document changes from Pending Approval to Balanced
or Pending Print. This action appears on the menu only if the Approval
Button Description
Workflow feature is enabled on the Enable/Disable Features (CS.10.00.00)
form.
Inquiries Provides the Vendor Details menu command, which you can click to navigate to
the Vendor Details (AP.40.20.00) form.
reports:
• AP Register Detailed: Navigates to the AP Register Detailed

(AP.62.20.00) report.
• AP Payment Register: Navigates to the AP Payment Register

(AP.62.25.00) report.
Summary Area
By using the elements in this area, you can specify summary information for a new quick check or
select an existing quick check.
Element Description
Type The type of Accounts Payable payment document. The following types are
available:
• Quick Check: A payment that contains the details of the purchased goods.
For details, see Quick Check Processing and To Create a Quick Check.
• Void Quick Check: A canceled quick check.
Reference Nbr. The unique identifier of the Accounts Payable document, as automatically
generated by the system in accordance with the numbering sequence assigned to
quick checks on the Accounts Payable Preferences (AP.10.10.00) form.
Status The status of the Accounts Payable document. The status of an existing
document can be one of the following: On Hold, Pending Approval, Rejected,
Balanced, Pre-Released, Closed, or Voided. New documents are created with the
On Hold status if at least one of the following conditions is met:
• The Hold Documents on Entry check box is selected on the Accounts

• The approval procedure is enabled for the selected document type on the
Approval tab of the Accounts Payable Preferences (AP.10.10.00) form.
Hold A check box that, if selected, changes the status of the document to On Hold.
Date The date when the quick check was created. The default value is the current
business date, but you can change the date.
Post Period The period to which the quick check should be posted.
Description A description for the payment. You may use up to 50 alphanumeric characters.
Element Description
Vendor The vendor to receive the payment.
Location The vendor location. Once the vendor is selected, this box, by default, holds the
main location of the vendor.
This box appears only if the Business Account Locations feature is enabled on the
Payment Method The payment method to be used, which is one of the payment methods
associated with the vendor.
Cash Account The cash account to be used with the payment method for the vendor.
Currency The currency of the payment. You can pay with a currency other than the
vendor's default one if currency overriding is allowed for the vendor.
Payment Ref. The external reference number of the payment (such as a wire transfer number
or a bank check number), which must be entered manually.
Detail Total The line detail total paid for by the quick check.
VAT Taxable The document total that is subjected to value-added tax (VAT).
Total
This box appears only if the VAT Reporting feature is enabled on the Enable/
VAT Exempt The document total that is exempt from VAT, which is calculated as the taxable
Total amount for the tax with the Use to calculate tax-exempt totals option
selected on the Taxes (TX.20.50.00) form.
This box appears only if the VAT Reporting feature is enabled on the Enable/
Tax Total The total amount of tax on the quick check.
With. Tax The amount of tax to be withheld on the quick check.
Balance The balance that has not been applied. The balance will be a nonzero value if the
payment amount is not equal to the total amount of the document. Checks will
always have an unapplied balance of zero.
Rounding Diff. The difference between the original amount and the rounded amount. For details,
see To Set Up Document Amount Rounding.
This box appears only if the Invoice Amount Rounding feature is enabled on the
Payment Amount The amount to be applied on the application date.
Tax Amount This box is available only if the Validate Tax Totals on Entry check box is
selected on the Accounts Payable Preferences (AP.10.10.00) form.
The tax amount to be paid for the document. A user enters this amount manually
according to the tax amount specified in the original document. For details, see
Managing Taxable Documents.
: To use the validation function, you must have the Gross or Net Entry Mode
feature enabled on the Enable/Disable Features form.
Cash Discount The cash discount amount that has been or will be taken on the document, which
Taken the system calculates based on the specified credit terms. If a document has the
Element Description
On Hold or Balanced status, you can change the amount of the calculated cash
discount.
If you change the cash discount amount, the system recalculates the taxable
and tax amounts of the document if the applied taxes have Calculate On set to
Calc. on Item Amount or Calc. on Document Amount and Cash Discount set to
Reduces Taxable Amount on the Taxes (TX.20.50.00) form.
Changes you make to the cash discount amount do not affect the taxable and tax
amounts of the document if the applied taxes have Calculate On set to Extract
From Item Amount and Cash Discount set to Reduces Taxable Amount on the
Taxes form.
Finance Charges The total on all finance charges applied to this document. The finance charges
are listed on the Finance Charges tab.
Document Details Tab

On this tab, you can specify the line items for a quick check or view the details of the quick check
selected in the upper area of the form.
Table Toolbar
Button Description
View Schedule Navigates to the Deferral Schedule (DR.20.15.00) form and displays the details
of the schedule for the selected line of the document (if any different deferral
codes were assigned to different lines of the document in the Deferral Code
column).
Table Columns
Column Description
Branch The branch of origin for this payment.
Inventory ID The inventory ID of the item, if applicable.
Transaction Any comments relevant to the transaction. This alphanumeric string may contain
Descr. up to 30 characters.
Quantity The quantity of the item that has been paid for.
UOM The unit of measure for the item.
Unit Cost The unit price paid for the item.
Ext. Cost The total for the line item, which is calculated based on quantity and unit cost.
Account The expense account that is, by default, associated with the vendor. You can
select another account if needed.
Description The description provided for the account.
Subaccount The corresponding subaccount to be used for this transaction. By default, it is a

subaccount defined by the rule specified in the Combine Expense Subaccount
from box on the Accounts Payable Preferences (AP.10.10.00) form.
Column Description
Project The project for which this purchase has been made, or the non-project code if the
purchase is not intended for any project.
The non-project code is specified on the Projects Preferences (PM.10.10.00)
form.
form.
Project Task The particular task of the selected project for which this purchase has been
made. You can select only a task associated with the selected project.
form.
Cost Code The cost code with which this document is associated to track project costs and
revenue.
The column is available if the Cost Code feature is enabled on the Enable/Disable
Features (CS.10.00.00) form in addition to the integration of the Projects module
with Accounts Payable.
Non-Billable A check box that indicates (if selected) that this document line is non-billable
in the project. This column appears only if the Projects module is enabled and
1099 Box A column that is by default the Form 1099 box associated with the expense
account.
This column is available only if the 1099 Reporting feature is enabled on the
Enable/Disable Features (CS.10.00.00) form. The column appears only if a 1099
vendor is selected in the Summary area.
Original Deferral A read-only box filled in automatically in the Void Quick Check documents. It
Schedule shows the reference number of the deferral schedule associated with the original
Quick Check. In the original documents, this column remains empty.
Deferral Code The deferral code assigned to the line item, if any.
Tax Category The tax category (if applied) for the transaction. The category represents the
type of goods or services.
PO Type The purchase order type.
PO Number The reference number of the purchase order this quick check is related to.
PO Receipt Nbr. The reference number of the receipt this check is related to.

This tab contains information about the Accounts Payable account and subaccount used in the
quick check. For a released quick check, it also contains a reference to the batch that implements
transactions. If the Expense Reclassification feature is activated on the Enable/Disable Features
(CS.10.00.00) form, the tab provides information about the reclassification account and subaccount
that were used for the document if it was subjected to expense reclassification, as well as the links to
the pre-releasing batch and to the final batch generated after reclassification has been performed. For
more details, see Support for Expense Reclassification.
GL Link Section
Element Description
Pre-Releasing The reference number of the batch that updates the appropriate account
Batch balances for the document with the Pre-Released status. Batches of this type use
the numbering sequence assigned to batches that have originated in Accounts
Payable.
Enable/Disable Features (CS.10.00.00) form and the document has or has had
the Pre-Released status.
Branch The branch to which this document is related. You can change the branch, if
needed.
AP Account The liability account specified as default account for the selected vendor. You can
change the account, if needed.
AP Subaccount The subaccount specified as default account for the selected vendor. You can
change the subaccount, if needed.
Reclassification The expense account used to record the expenses pending reclassification.
Account
Enable/Disable Features form and the document has or has had the Pre-Released
status.
Reclassification The subaccount used to record the expenses pending reclassification.

Subaccount
Enable/Disable Features form and the document has or has had the Pre-Released
status.
Date The date when the check was created. The default value is the current business
date, but you can change the date.
Post Period The period to which the check should be posted.
Cleared A check box that means (if selected) that the check was cleared in the process of
reconciliation.
Clear Date The date when the check was cleared.
Tax and Terms Section
Element Description
Vendor Tax Zone The vendor's tax zone, which is specified on the Vendors (AP.30.30.00) form.
Mode exclusive) should be entered in the detail lines of a document:
Element Description
Select one of the following options:
: The default value is taken from the settings of the vendor selected in the
Vendor box of the summary area.
Terms The type of credit terms used in operations with the vendor; these terms are also
specified on the Vendors form. Terms can be created and viewed on the Credit
Terms (CS.20.65.00) form.
Tax Details Tab

This tab, summarized in the following table, provides information related to the taxes to be paid on the
quick check. The tab columns are filled out automatically for the check or memo after you click Save.
Column Description
Tax ID The identifier of a tax applied to the document.
Tax Rate The tax rate of the tax.
Taxable Amount The taxable amount for the tax, calculated at the document level.
Tax Amount The tax amount for the specific tax, calculated at the document level.
Deductible Tax The percent of deduction that applies to the tax amount paid to the vendor for
Rate specific purchases.
Expense Amount The percentage that is deducted from the tax amount paid to the vendor for
specific purchases.

documents.
Column Description
Name

Column Description
Remittance Information Tab

This tab holds the vendor's remittance information used for the quick check. The system initially
populates the elements with location-related information, but you can override these default values.
Element Description
Override Contact A check box that, if cleared, indicates that the remittance contact information on
the quick check is the same as the contact information specified on the Payment
Setting tab of the vendor's location. If the check box is selected, the elements
can be used to enter another contact information.
Business Name The name of the vendor's department to receive the payment.
Element Description
Override Address A check box that indicates (if cleared) that the remittance address is the same as
the location's remittance address. If the check box is selected, the elements may
be used to enter another address.
Validated A check box that indicates (if selected) that the vendor address has been
validated through integration with a specialized third-party software or service.
This check box appears only if the Address Validation feature is activated on the
Country The vendor's country.
Postal Code The location's postal code.
Print Options Section
This section is available if both the Quick Check document type is selected in the Type box, and
the payment method that supports printing checks is selected in the Payment Method box in the
summary area of the current form.
Element Description
Print Check A check box that indicates (if selected) that a check must be printed for
this payment. If the Pay Separately check box is selected on the Vendors
(AP.30.30.00) form (Payment Settings tab), a separate check must be
generated for each payment document.
Finance Charges Tab

This tab contains a list of charges added to this quick check as finance charges applied by the bank for
payment processing. For details, see Registration of Finance Charges.
Column Description
Entry Type The charge, selected by its entry type ID. You can select the entry type from the
list of entry types associated with the cash (bank) account.
Description A detailed description of the entry type used as a finance charge.
Offset Account The account that is used for this finance charge.
Offset The corresponding subaccount for this finance charge.

Subaccount
Amount The amount of the finance charge.
Recurring Transactions
Form ID: (AP.20.35.00)
You use this form to create and maintain schedules for the Accounts Payable documents that repeat
regularly. You create a schedule and add one document or multiple documents of the following types to
this schedule: Bill, Credit Adjustment, Debit Adjustment, and Prepayment. You can also add documents
to an existing schedule or schedules.
: Only Accounts Payable bills originated in the Accounts Payable module can be added to the schedule.
Only the documents with the Balanced status can be scheduled. Once you assign a document to a
schedule, its status changes to Scheduled.
A schedule defines how often and how many times generation of the assigned documents should
repeat. The system uses the original documents as templates to generate similar documents with
transaction dates and some other details changed. For details, see Schedules for Recurring Documents.
On this form, you can also view the details of the active and completed schedules.
Form Toolbar
Button Description
Run Now Initiates the process of running a schedule and generating documents according
to the schedule.
Summary Area
In this area, you can create a new schedule and edit or delete any existing schedule.
Element Description
Schedule ID The identifier of the schedule. A new schedule gets its unique identifier in
accordance with the numbering sequence assigned to schedules on the Accounts
Active A check box that indicates (if selected) that the schedule is active. When the
check box is cleared, the schedule cannot be used.
Start Date The start date for the schedule.
Expiration Date A date that, if set, indicates when the schedule expires. This box is unavailable if
the Never Expires check box is selected.
Never Expires A check box that indicates (if selected) that no expiration date is set.
Execution Limit The maximum number of times the schedule can be executed. This box is
(Times) unavailable when the No Limit check box is selected.
No Limit A check box that indicates (if selected) that the schedule should be continued
into future financial periods indefinitely; when you select this check box, the
Execution Limit box becomes unavailable.
Description A description for the schedule.
Last Executed A read-only box that displays the date when the documents were last generated.
If no documents were generated according to the schedule, the box is
unavailable.
Next Execution A read-only box that displays the date when the schedule should be executed
next, based on the schedule parameters.
Executed A read-only box whose value shows how many times the schedule was executed
(Times) —that is, how many times the documents were generated. A 0 here indicates
that the schedule has not been executed yet and no documents have been
generated.
Schedule Type The frequency at which documents should be generated. Click one of the
following option buttons, which are described in detail in the next sections:
• Daily: The documents should be generated daily or once every x days.
• Weekly: The documents should be generated once a week or once every x

weeks.
• Monthly: The documents should be generated once per month or once

every x months.
• By Financial Period: The documents will be generated only once per

financial period or once every x financial periods.
Select the schedule type, and then enter the settings specific to the type in the
corresponding section.
Daily Section
Element Description
Every x Day(s) An integer that specifies the time interval (in days) for document generation. For
example, 1 would mean every day and 2 would mean every other day, starting
on the Start Date.
Weekly Section
Element Description
Every x Week(s) An integer that specifies the time interval (in weeks) for document generation,
with the boxes indicating the day or days of the week when the documents
should be generated: Sunday, Monday, Tuesday, Wednesday, Thursday,
Friday, or Saturday.
Monthly Section
Element Description
Every x An integer that specifies a time interval (in months) for generating documents.
month(s) For example, a 3 here would generate the documents every three months. For
this schedule type, you should enter an integer and select one of the option
buttons below this box.
On Day An option button that you select if you want to select a particular day of the
month. If you select this button, you should select the day of the month for the
bill in the adjacent box.
On the Nth Day An option button that you can select if you want to select a particular day of
of the Week the week within the month. If you select this button, you should also select the
ordinal number in the left box that specifies the week in the month, and the day
of the week in the right box—for example, 2nd Thursday.
By Financial Period Section
Element Description
Every x An integer that specifies a time interval for document generation, measured in
Period(s) financial periods. In addition to selecting this integer, you should select one of the
following option buttons, which determine when documents should be generated.
Start of Financial An option button that sets the start date of the financial period as the day when
Period documents should be generated.
End of Financial An option button that sets the end date of financial period as the day when
Period documents should be generated.
Fixed Day of the An option button that you use if documents should be generated on a particular
Period day of the financial period. If you select this button, select the particular day in
the box.
Document List Tab

On the Document List tab, you can assign one document or multiple documents to the schedule. You
can select documents from the list of those with a status of Balanced. Other columns in the row display
the selected document's details.
Table Columns
Column Description
Type The type of the Accounts Payable document. The following types of documents
can be scheduled: Bill, Credit Adjustment, Debit Adjustment, or Prepayment.
Reference Nbr. The ID of the original document, which is used as a template. Other columns in
the row are read-only and display the details of the original document.
Vendor The ID of the vendor whose document is being scheduled.
Vendor Name The complete name of the vendor as it appears on the documents.
Date The date of the transactions.
Post Period The financial period to which the transactions should be posted.
Amount The amount of the original document.
Currency An identifier of the currency used for the document.
Description A user-defined description for the document.
Generated Documents Tab

This tab displays the list of documents generated from this schedule being run.
Column Description
Type The document type that can be one of the following: Bill, Credit Adjustment,
Debit Adjustment, Prepayment.
Reference Nbr. The reference number of the generated document.
Vendor The vendor whose document was generated.
Vendor Name The complete name of the vendor as it appears on the documents.
Status Status of the generated document.
Date The date of the transactions.
Post Period The financial period to which the generated transactions should be posted.
Amount The amount of the generated document.
Currency The identifier of the currency used for the document.
Description The user-defined description of the document.
Release AP Documents
Form ID: (AP.50.10.00)
By using this form, you can view all the Accounts Payable documents (bills, credit and debit
adjustments and prepayments) that are ready to be released. You can release all the documents or only
selected ones.
Form Toolbar
Button Description
Release Releases the Accounts Payable documents and payments that you have selected.
This action changes the status of the selected Accounts Payable documents
to Open, and either creates Unposted batches or posts batches directly to the
General Ledger module, depending on whether the Automatically Post on
Release option is selected on the Accounts Payable Preferences (AP.10.10.00)
form.
Release All Releases all the Accounts Payable documents available on the list. Here,
too, whether transactions will be directly posted on release is defined by the
Automatically Post on Release option on the Accounts Payable Preferences
form.
Table
This table includes the list of all the documents that are not yet released and that have the Balanced
status.
Table Toolbar
Button Description
View Document Navigates to the Bills and Adjustments (AP.30.10.00) or Checks and Payments
(AP.30.20.00) form, depending on the type of the selected document.
Table Columns
Column Description
Included An unlabeled check box that you select to include this document for release.
Select the check box in the column header to include for release all documents on
the page.
Type The type of the Accounts Payable document. The following types are available:
• Bill: For this type, the initial Accounts Payable document will update the
Accounts Payable liability account and the vendor account balance.
• Credit Adjustment: This Accounts Payable document will update the

Accounts Payable liability account and the vendor account balance.
• Check: This document will update the balances of the cash account and the
vendor Accounts Payable account by the amount paid to the vendor.
• Debit Adjustment: This type suggests that the document will update the
Accounts Payable liability account and the vendor account balances.
• Vendor Refund: This document will update the balances of the cash account
and the vendor Accounts Payable account by the amount received form the
vendor.
• Voided Check: This type refers to a canceled document.

Column Description
• Prepayment: This refers to a prepayment request or a prepayment itself,
depending on the document's status.
Reference Nbr. The identifier of the document.
Vendor ID The vendor associated with the document, by its ID.
Vendor Name The name of this vendor.
Vendor Ref. The external number of the document (the number of the original vendor invoice)
for reference.
Status The status of the document. (Only Balanced documents can be released.)
Date The date when the document was created.
Post Period The period to which the document should be posted.
Currency The currency used for the document.
Description A user-defined description of the document or payment.
Release AP Retainage
Form ID: (AP.51.00.00)
You use this form to create retainage bills for bills that have a nonzero unreleased retainage amount.
You can configure the system to automatically release the retainage bills that are created on this
form by selecting the Automatically Release Retainage Bills check box on the Accounts Payable
: This form is available only if the Retainage Support feature is enabled on the Enable/Disable Features
(CS.10.00.00) form.
Table Toolbar
The table toolbar includes standard buttons and buttons specific to this table. For the list of standard
buttons, see Table Toolbar. The table-specific buttons are listed below.
Button Description
Process Initiates the creation of retainage bills for the bills with retainage that you have
selected in the table (by selecting the corresponding unlabeled check boxes).
Process All Initiates the creation of retainage bills for all bills with retainage listed on the
form.
Selection Area
In this area, you select the criteria for the bills with retainage to be listed in the table.
Element Description
Date The date on which you want to create the retainage bills that you process. By
default, the current business date is selected.
Post Period The financial period to which you want to post the retainage bills. By default, the
financial period of the specified date is selected.
Branch The branch for which you want to view bills with retainage and create retainage
bills. By default, the current branch is selected.
This box appears on the form only if the Multiple Branch Support feature is
Vendor The vendor for which you want to view bills with retainage and create retainage
bills.
Project The project for which you want to view bills with retainage and create retainage
bills.
This box appears on the form only if the Project Accounting feature is enabled
on the Enable/Disable Features form and the Require Single Project per
Document check box is selected on the Accounts Payable Preferences
(AP.10.10.00) form.
Show Bills with A check box that indicates (if selected) that the bills with retainage with an open
Open Balance balance are listed in the table, along with the bills with retainage that have been
fully paid.
Table
This table displays the bills with retainage that have a nonzero unreleased retainage amount and that
meet the criteria specified in the Selection area.
Table Columns
Column Description
Included An unlabeled check box that you select to create a retainage bill for this bills with
retainage if you click Process. You select the check box in the column header to
create retainage bills for all bills with retainage listed on the current page.
Branch The branch to which this bill is related.
Reference Nbr. The reference number of the bill with retainage.
Vendor The identifier of the vendor associated with the document.
Percent to The percent of the unreleased retainage amount to be released. By default, 100
Release is specified. You can override this value, if necessary.
Retainage to The retained amount to be released. The system calculates this value as the
Release percent (specified in the Percent to Release column) of the unreleased
retainage amount. You can override this value, if necessary; in this case, the
system will recalculate the percent to release accordingly.
Unreleased The remaining unreleased retainage amount of the bill with retainage after the
Retainage amount specified in the Retainage to Release column is released.
Column Description
Retainage The reference number of the external vendor document related to the retainage
Vendor Ref. bill.
Date The date when the bill with retainage has been created.
Total Amount The total amount of the bill with retainage, including the retainage amount.
Currency The currency used for the bill.

This column appears on the form only if the Multi-Currency Accounting feature is
Project The project for which the bill has been created.
This column appears on the form only if the Project Accounting feature is
enabled on the Enable/Disable Features form and the Require Single Project
per Document check box is selected on the Accounts Payable Preferences
(AP.10.10.00) form.
Description The user-defined description of the bill.
Post Period The financial period to which the bill has been posted.
Vendor Ref. The bill's reference number as assigned by the vendor.
Release Landed Costs

Form ID: (AP.50.65.00)
You can use this form to process landed costs associated with purchase receipts. As a result of
processing, the system generates Inventory module adjustments to update the costs of the inventory
items involved. Generally, Inventory adjustments are generated on release of the documents that carry
information about associated landed costs.
This form shows only documents for which generation of the Inventory adjustments failed on the
document release, which can happen if some of the accounts and subaccounts required for landed cost
processing were not specified for the inventory items mentioned in the document. During processing,
carefully note any error messages you get and fix the related problems, which generally result from
missing accounts. For details on processing landed costs, see Landed Cost Application Scenarios.
Form Toolbar
Button Description
Process Initiates generation of the Inventory adjustments for the selected Accounts
Payable bills that include landed cost codes.
: The green OK icon appears in the form toolbar if the operation has completed
successfully. The red icon indicates that the operation was canceled because
some necessary conditions were not met. Point to the red icon to view the error
message.
Process All Initiates generation of the Inventory adjustments for all listed Accounts Payable
bills that include landed cost codes.
Documents Table
This table contains the list of documents that have associated landed cost codes and for which
generation of the adjustments failed.
Table Toolbar
Button Description
View AP Navigates to the Bills and Adjustments (AP.30.10.00) form to let you view the
Document details of the Accounts Payable document.
Table Columns
Column Description
Included A check box that you use to select a document for processing.
AP Document The reference number of the document.

Nbr.
Date The date of the document.
Currency The document's currency.
Vendor ID The ID of the landed cost vendor associated with the document.
Vendor Name The landed cost vendor associated with the document, by its name
Location The location of the vendor associated with the document.
Receipt Total The total amount of the receipt associated with the Accounts Payable document.
Amt.
Landed Cost The total of the landed costs on the Accounts Payable document.
Total
Release Payments
Form ID: (AP.50.52.00)
You can use this form to release Accounts Payable internal payment documents (such as checks, quick
checks, and voided checks). You can use selection criteria to filter the list of documents, and you can
release all the listed documents or only those you select. For details on using this form, see To Release
Accounts Payable Checks.
Form Toolbar
Button Description
Process Initiates processing, based on the selected action, of the selected documents.
Process All Initiates processing of all documents, with the specific type of processing
dependent on the action selected, listed in the table.
Selection Area
You use the elements in this area to select (by cash account and payment method) the payments to be
displayed in the table.
Element Description
Payment Method The payment method associated with the cash account. Payment methods are
defined on the Payment Methods (CA.20.40.00) form.
Cash Account The cash account to be used as a source account for payment.
Action The action to be taken when Process or Process All is invoked. The following
options are available:
• Release: Releases printed checks, quick checks, and voided checks. That
is, changes their status to Closed, and creates unposted batches or posts
batches directly to the General Ledger module. (Whether transactions
are directly posted on release is defined by the Automatically Post on
Release option on the Accounts Payable Preferences (AP.10.10.00) form.)
• Reprint: Prepares the printed checks for reprinting with the same check
number. That is, the system clears the Payment Ref and the Printed
boxes. The check number is freed and can be used once again. The
processed checks are available for printing on the Process Payments / Print
Checks form. The action is available for payment methods that involve
check printing.
• Reprint with New Number: Prepares the printed checks for reprinting with
the new check number. That is, the system clears the Payment Ref and
the Printed boxes. The check number is voided. The processed checks are
available for printing on the Process Payments / Print Checks form. The
action is available for payment methods that involve check printing.
Currency A read-only box that displays the currency of the cash account.
the released General Ledger transactions.
Available A read-only box displaying the balance of the cash account calculated in
Balance accordance with the options selected in the Receipts to Add to Available
Next Check An optional box that is visible only if the Auto-Number option, located on the
Number Cash Accounts (CA.20.20.00) form, has been selected for the payment method
associated with the selected cash account. The system generates the next check
number as the previous number incremented by 1, but you may type another
number.
Table
This table displays a list of payment documents that have the cash account and payment method you
have selected above.
Table Columns
Column Description
Included An unlabeled check box that you select to include this payment document for
release when you click Process.
Column Description
Reprint A column that appears only if the payment method involves check printing; if the
check box in the row is selected, the check should be reprinted.
Payment Ref. The payment ID, which was automatically generated by the system or manually
entered as an external reference when the payment was saved. Whether the
system generates this number is controlled by the Auto-Number option for the
payment method associated with the cash account, located on the Cash Accounts
form.
Payment Date The date when the payment document was entered.
Reference Nbr. The document ID, which was assigned by a numbering sequence.
Vendor The vendor for whom this payment is intended.
Vendor Name The name of the vendor for whom this payment is intended.
Payment Amount The amount of the payment document.
Update Vendor Discounts

Form ID: (AP.50.25.00)
This form is available only if the Customer & Vendor Discounts feature is enabled on the Enable/Disable
You use this form to make pending sequences for vendor discounts effective. You can create pending
sequences for vendor discounts on the Vendor Discounts (AP.20.50.00) form. Pending sequences will
appear in the list only if they are marked as active and their start date is sooner than the current
business date.
While updating vendor discounts, the system performs the following steps for each selected sequence:
• Removes from the database the last sequence (the one used before the currently effective
sequence), if any
• Marks the currently effective sequence, if any, as the last one
• Marks the pending sequence as the currently effective one
: For each discount, if effective sequences are defined for the same time interval, they should not have
intersecting lists of items or locations.
Form Toolbar
Button Description
Process Processes the selected discounts, replacing the currently effective sequences with
pending sequences if their start dates have reached the Max. Pending Discount
Date.
Process All Processes all the listed discounts and replaces the currently effective sequences
with pending sequences if their start dates have reached the Max. Pending
Discount Date.
Selection Area
In the Selection area, you can select the vendor and the latest start date for pending discount
sequences to be made effective.
Element Description
Vendor The vendor for which you want to define sequences.
Max. Pending The date used to select pending sequences to display them in the table on the
Discount Date form; only pending sequences with later start dates than this date will be listed.
Table
This table contains the discount sequences with start dates that match the date selected above.
Table Columns
Column Description
Included An unlabeled check box that you select to include this discount sequence for
processing if you then click Process.
Discount Code The code of the vendor discount whose sequence can be processed.
Sequence The identifier of the pending sequence of the discount.
Description The description provided for the sequence.
Discount by The way the discount is expressed: by percentage or by amount.
Break by The way the discount breakdown sequence is specified, which is one of the
following options:
• Quantity: The ranges for the sequence are formed by specified quantities.
• Amount: The ranges for the sequence are formed by specified amounts.
Effective Date The date when the discount sequence becomes effective and can be applied to
purchase orders and bills.
Last Update Date The date when the discount was last updated.
Validate Vendor Balances

Form ID: (AP.50.99.00)
You can use this form to validate the balances of selected vendors. Validation entails recalculating
the balances based on the history records and matching them to the account balances stored in the
database.
: We recommend that you run this process only if a system error has occurred and the vendor account
balances are incorrect. You can use the Vendor Details (AP.40.20.00) form to see if there is any discrepancy
between the vendor balance and the total amount of all the released vendor documents. For details on the
vendor account history, use the Vendor History (AP.65.20.00) report.
To use this form, you select a financial period (and, optionally, a vendor class) in the Selection area,
and view the list of vendors in the table. To validate the balances of all vendors in the list, click Process
All. To validate the balances of selected vendors, select the check boxes next to those vendors and click
Process.
Form Toolbar
Button Description
Process Recalculates balances for the vendors you have selected in the list.
Process All Recalculates balances for all the vendors in the list.
Selection Area
You use the elements in this area, described in the following table, to select the financial period (and,
optionally, the vendor class) for which you want to validate vendor balances.
Element Description
Fin. Period The financial period for which you want to start validating vendor balances. By
default, it is the earliest financial period that is open in Accounts Payable.
Vendor Class The vendor class for which you want to validate balances. If you select no vendor
class, vendors of all classes will be displayed.
Table
This table contains the list of vendors of the selected class (if selected) or of all classes for the selected
financial period.
Table Toolbar
Button Description
View Vendor Navigates to the Vendors (AP.30.30.00) form and displays the selected vendor's
account details.
Table Columns
Column Description
Included An unlabeled check box that you can select to include a vendor account for
validation.
Vendor ID The identifier of the vendor account.
Vendor Class The class to which the vendor belongs.
Vendor Classes
Form ID: (AP.20.10.00)
You can use this form to create vendor classes, which are groups of vendors with similar properties.
Vendor classes make it easier to create vendor accounts on the Vendors (AP.30.30.00) form: Once you
assign a new vendor to a specific class, the default accounts and subaccounts from the class, as well as
other settings defined for the class, will be inserted into the corresponding elements.
To ease the creation of vendor classes, specify an existing vendor class as the default class on the
Accounts Payable Preferences (AP.10.10.00) form. After you do this, when you create a new vendor
class, the elements on this form will be populated with values from the default vendor class. (You can
overwrite any of these values.) For more information about vendor classes, see Vendor Defaults and
Overrides.
Form Toolbar
Button Description
Apply Restriction Updates the security settings for all vendors of the class. If you change the
Settings to All default restriction group for the selected vendor class, clicking this button will
Vendors include all vendors of the class in the new default restriction group and exclude
them from the group previously specified as the default one.
Summary Area
In this area, you can select the class you want by its identifier and view its description, or you can
specify this information for a class you are creating.
Element Description
Class ID The unique identifier of the class. You may use an alphanumeric string of up to
10 characters.
Description A detailed description of the vendor class.

On this tab, you can view or modify the settings of the selected class. You can specify as few or as
many default settings as you'd like. Changes to class settings will not affect already-existing records of
vendors of the class; however, when you create a vendor and fill in the Vendor Class, the new vendor
account gets the most up-to-date class settings.
Default General Settings Section
Element Description
Country The country of the vendors of this class. By default, it is the country of your
company.
Tax Zone ID The default tax zone for the vendors of the class.
Tax Calculation The tax calculation mode for vendors of the class, which defines which amounts
Mode (tax-inclusive or tax-exclusive) should be entered in the detail lines of a
document for a vendor of the class on the Bills and Adjustments (AP.30.10.00)
and Quick Checks (AP.30.40.00) forms:
Element Description
: This mode can be overridden at the vendor, location, or document level.
Require Tax A check box that indicates (if selected) that the Tax Zone value is required for
Zone vendors of the class. If it is not selected, the Tax Zone is optional for vendors of
the class.
Default Location A check box that indicates (if selected) that the identifier of the branch to which
ID from Branch the user is currently signed in is used by default as the identifier of the vendor's
main location instead of MAIN (default). This box is available only when the
Business Account Locations feature is enabled on the Enable/Disable Features
(CS.10.00.00) form.
Locale The locale that defines the language in which vendors of the class prefer to
receive documents. The system will assign this locale to new vendor accounts
of the class automatically when you specify the vendor class for the account on
the Vendors (AP.30.30.00) form. For each existing vendor account, you need to
specify the preferred locale manually. This box is displayed if there are multiple
active locales in the system. For details, see Locales and Languages.
Default The restriction group to which newly created vendors of the class will be assigned
Restriction by default. To include all existing vendors of the class in this restriction group,
Group click Apply Restriction Settings to All Vendors.
Default Purchase Settings Section
Element Description
Shipping Terms The shipping terms to be used in relations with vendors of the class.
Receipt Action The default action for vendors of the class, which will be performed on receipt of
purchased goods if the specified conditions are not satisfied. Select one of the
following options:
• Reject: Receipt of the items will be rejected.
• Accept but Warn: Receipt of the items will be accepted, but the system will
generate a warning for the applicable purchase order line.
• Accept: Receipt of the items will be accepted.
Default Financial Settings Section
Element Description
Terms The default credit terms for the vendor class. Terms can be created and viewed
on the Credit Terms (CS.20.65.00) form.
Payment Method The default payment method for the class.
Cash Account The cash account used by default for operations with the vendors of this class.
Payment By The way the vendors of this class should be paid: by Due Date or Discount Date.
Currency The default currency used in operations with vendors of this class. By default,
your company's base currency is used.
Curr. Rate Type The default currency rate type used in operations with vendors of this class.
Element Description
Enable Currency A check box that indicates (if selected) that the currency may be overridden for
Override transactions; a currency other than the default currency may be selected for
individual documents.
Enable Rate A check box that indicates (if selected) that the currency rate type may be
Override overridden for transactions and that a currency other than the default currency
may be selected for individual documents.
Print and Email Settings Section
Element Description
Print Orders A check box that indicates (if selected) that purchase orders for vendors of the
class should be printed on release.
Send Orders by A check box that indicates (if selected) that purchase orders for vendors of the
Email class should be emailed on release.
GL Accounts Tab
On this tab, you can specify the default General Ledger accounts for the vendor class. The following
table summarizes the elements of this tab.
Element Description
AP Account The liability account used to record the balance of Accounts Payable transactions
related to vendors of this class.
AP Subaccount The subaccount used with the account to record the balance of Accounts Payable
transactions related to vendors of this class.
Expense The expense account used to record transactions with vendors of this class.
Account
Expense The subaccount used with the expense account to record transactions with
Subaccount vendors of this class.
Discount The GL account to be used to record the amounts of discounts received from
Account vendors of the class. The box is available only if the Customer & Vendor Discounts
feature is enabled on the Enable/Disable Features (CS.10.00.00) form.
Discount Sub. The subaccount used to record the amounts of discounts received from vendors of
the class. The box is available only if the Customer & Vendor Discounts feature is
Cash Discount The discount account used to record cash discount amounts received from
Account vendors of the class due to credit terms.
Cash Discount The subaccount used to record cash discount amounts received from vendors of
Sub. the class.
Prepayment The account to record prepayments paid to vendors of this class.

Account
Prepayment The corresponding subaccount to record prepayments paid to vendors of this

Subaccount class.
Reclassification The account to temporarily record expenses that require reclassification.

Account
Element Description
Reclassification The corresponding subaccount to record expenses requiring reclassification.

Subaccount
PO Accrual The liability account to record transactions that are the result of receipts billing.
Account
PO Accrual The corresponding subaccount to record transactions that are the result of
Subaccount receipts billing.
Unrealized Gain The account to record unrealized gains on transactions with vendors of the class.
Account If no account is selected in this column, the account specified on the Currencies
(CM.20.20.00) form is used.
Unrealized Gain The corresponding subaccount to record unrealized gains on transactions with
Sub. vendors of this class. If no subaccount is selected in this column, a subaccount
will be generated according to the rule specified in the Combine Gain/Loss Sub.
From box on the Currency Management Preferences (CM.10.10.00) form.
Unrealized Loss The account to record unrealized loss on transactions with vendors of the class.
Account If no account is selected in this column, the account specified on the Currencies
form is used.
Unrealized Loss The corresponding subaccount to record unrealized loss on transactions with
Sub. vendors of this class. If no subaccount is selected in this column, a subaccount
will be generated according to the rule specified in the Combine Gain/Loss Sub.
From box on the Currency Management Preferences form.
Retainage The account used to record retained amounts on bills with vendors of the class.
Payable Amount
This account is inserted by default into the Retainage Payable Account box on
the Vendors (AP.30.30.00) form for newly created vendors of this vendor class.
This box appears on the form only if the Retainage Support feature is enabled on
Retainage The subaccount used to record retained amounts on bills with vendors of the
Payable Sub. class.
This subaccount is inserted by default into the Retainage Payable Sub. box on
the Vendors (AP.30.30.00) form for newly created vendors of this vendor class.
This box appears on the form only if the Subaccounts and Retainage Support
features are enabled on the Enable/Disable Features form.
Attributes Tab
This tab contains the list of vendor attributes associated with the class. You can select an attribute from
the list of attributes defined in your system. To add a new attribute, use the Attributes (CS.20.50.00)
form.
Column Description
Active A check box that indicates (if selected) that the attribute is available for all
vendors of the class. You can deactivate an obsolete attribute by clearing the
check box—in this case, the deactivated attribute will no longer be displayed for
vendors of the class, but all attribute values that have already been specified
for existing records still will be stored in the database, so if you re-activate the
attribute, its values will become visible in the system again.
Column Description
Attribute ID The name of the attribute, which serves as its identifier. An alphanumeric string
of up to 10 characters may be used.
Description A detailed description of the attribute. Use an alphanumeric string of up to 50

characters.
Sort Order A number that represents the order of the attribute for sorting in reports.
Required A check box that indicates (if selected) that the attribute value is required for all
vendors of the class.
Internal A check box that indicates (if selected) that the attribute is not available for
portal users.
Control Type The type of control for the attribute: Text, Combo, Multi Select Combo, Lookup,
Checkbox, or Datetime.
Default Value The default value of the attribute.
Mailing Settings Tab

The Mailing Settings tab contains the list of the predefined mailings for vendors of the class. Mailings
are used to send electronic versions of documents (by email) to vendors and company employees
overseeing operations with vendors of the class. Mailing settings specified here will be used as default
values for mailings configured for particular vendors. You can select mailings for the vendor class from
the list of predefined mailings defined on the Accounts Payable Preferences (AP.10.10.00) and Purchase
Orders Preferences (PO.10.10.00) forms. The current version of Acumatica ERP provides only the
PURCHASE ORDER predefined mailing for vendors.
The Mailing Settings tab provides default values for mailings to be configured for particular vendors.
Emails for active mailings will be generated and sent to vendor contacts and company employees
when a user invokes the action specific to the mailing on an appropriate processing form. Such emails
can contain purchase orders in any of the available formats or a personalized email text based on a
template. For overview of the functionality, see Predefined Mailings for Customers and Vendors. For
details on setting up mailings, see To Set Up Mailings for Vendors.
The tab includes the Mailings table, with the list of mailings, and the Recipients table, which has
the list of recipients. In the Recipients table, you can specify default types of vendor contacts, not
particular contacts. Only employees of your company can be specified as email recipients at the vendor
class level.
Mailings Table
By using this table, you can view and modify the list of mailings to be used by default for vendors of the
class. The settings here are used as follows:
• To provide default values for mailing settings for vendors of the class
• To specify the mailings to be used to inform employees of your company, if needed, about
changes in the documents of vendors of this vendor class
Toolbar.
Column Description
Mailing ID The unique identifier of the mailing.
Branch The branch for which this mailing is used.

Column Description
Email Account The system email account to be used by default for sending emails for this
mailing to the vendors of the class. If no account is specified, the system account
specified on the Accounts Payable Preferences form will be used.
Report The Purchase Orders or Accounts Payable report to be used by default as the
email's body, if a report is used for this mailing. For the mailing, either a report
or a template can be specified.
Notification The email template to be used by default to generate personalized emails for this
Template mailing.
Format The format in which the document (formatted according to the selected report if
applicable) will be sent by default if a recipient has no preferences. Select one of
the following options: HTML, Excel, or PDF.
Active A check box that, if selected, indicates that this mailing is active (switched on).
Emails will be sent only for active mailings.
Recipients Table
Use the Recipients table to view and modify the list of default recipients for mailings. Generally, this
list is used to provide default contact types for vendor classes; if necessary, you can also specify an
employee of your company to receive emails on behalf of all vendors of the class.
Toolbar.
Column Description
Contact Type The type of contact to receive mailings:
• Primary: The contact specified as the vendor's primary contact
• Remittance: The contact specified as the vendor's remittance contact
• Shipping: The contact specified as the vendor's shipping contact
• Employee: The employee of your organization who handles the documents

of vendors of the class or is otherwise associated with the vendor class
Contact ID The mailing recipient. A particular recipient can be selected only if Employee is
specified as the Contact Type. This employee, if one has been selected, will
receive emails with documents of all vendors of the class.
Format The format in which the report (if applicable) will be sent for recipients of this
type by default. Select one of the following options: HTML, Excel, or PDF.
Active A check box that indicates (if selected) that this recipient is active. Only active
recipients can receive emails.
BCC A check box that indicates (if selected) that the recipient will receive a blind
carbon copy (BCC) of the emails.
Vendor Details
Form ID: (AP.40.20.00)
This form is intended for quick inquiries about a specific vendor's outstanding balance. You can view the
balance by financial period and by currency. If no currency is selected, all amounts are displayed in the
base currency.
By default, the form displays the list of open vendor documents (with the Open status), but you can
add to the list closed documents and unreleased documents by selecting the Show All Documents and
Include Unreleased Documents check boxes correspondingly.
Form Toolbar
Button Description
• Enter New Bill: Navigates to the Bills and Adjustments (AP.30.10.00) form
so you can enter a new bill.
• Enter New Payment: Navigates to the Checks and Payments

(AP.30.20.00) form, where you can enter a new payment.
• Pay Bill: Navigates to the Checks and Payments form so that you can
create a payment for the bill.
Reports Provides the following menu commands, which you can click for quick access to
reports:
• AP Balance by Vendor: Navigates to the AP Balance by Vendor

(AP.63.25.00) report.
• Vendor History: Navigates to the Vendor History (AP.65.20.00) report.
• AP Aged Past Due: Navigates to the AP Aged Past Due (AP.63.10.00)

report.
• AP Aged Outstanding: Navigates to the AP Aged Outstanding

(AP.63.15.00) report.
• AP Register: Navigates to the AP Register (AP.62.15.00) report.
Selection Area
You use the elements in this area (described in the following table) to narrow the information you want
to view.
Element Description
Branch The branch of the transactions to be viewed. By default, it is the branch to which
you have access.
Vendor The vendor of the transactions to be viewed, by its ID.
Period The financial period for which information will be displayed. If you select no
period, information for all open periods will be displayed.
AP Account The Accounts Payable account used in operations with the vendor. You don't need
to select an account.
AP Subaccount The corresponding subaccount. You don't need to select a subaccount.
Currency The currency of the transactions to be included in the list. Leave the box empty
to display all transactions that meet the other criteria you have selected.
Element Description
Show All A check box that indicates (if selected) that closed documents (with the Closed
Documents status) are included in the list. The check box is not displayed if a financial period
is selected in the Period box.
Include A check box that indicates (if selected) that unreleased documents (with the On
Unreleased Hold and Balanced statuses) are included in the list.
Documents
By Financial A check box that indicates (if selected) that balances are shown by the financial
Period period of the document transactions. If this check box is cleared, the balances
are shown by documents' dates.
This check box is available only if a financial period is specified in the Period box.
By default, this check box is selected.
Balance by A read-only box that shows the balance calculated for all documents that match
Documents the selected criteria, except the closed ones.
Current Balance A read-only box indicating the balance for the documents, as retrieved from the
Accounts Payable account history records stored in the database.
Prepayment A read-only box that displays the current balance of prepayments made to the
Balance vendor or the balance at the end of the selected period.
Balance A read-only box showing any balance discrepancy. This is the difference between
Discrepancy balance by documents and customer's current balance. If Unreleased documents
are included, it may have a non-zero value. If the value is non-zero in other
cases, there may be errors in the database.
Retained Balance The unreleased retainage amount of the vendor in the selected branch at the end
of the period (if specified) or at the end of the last activity period (if the period is
not specified).
This read-only box appears on the form if the Retainage Support feature is
Table
This table displays the documents that match the criteria you specified in the Selection area. The
amounts or balances on customer payments are shown as negative values.
To open a particular document on the Vendor Details (AP.40.20.00) form, you can double-click
anywhere in the corresponding row.
Table Columns
Column Description
Branch The branch to which the document is related. This column is available only if
the Multi-Branch Support feature is enabled on the Enable/Disable Features
(CS.10.00.00) form.
Type The type of the document or payment.
Reference Nbr. The ID of the document.
Date The date of the document.
Post Period The financial period for posting the document transactions.
Column Description
Status The status of the document.
Currency The currency used in relations with the vendor, by its ID.
Currency Origin. The original amount of the document, before cash discount, in the currency used
Amount in relations with the vendor.
Currency Period The account balance in the specified currency at the start of the selected financial
Beg. Balance period.
This column appears only if a period has been selected on this form.
Currency The amount of the document after the cash discount is taken, in the currency
Balance used in relations with the vendor.
Currency Cash The amount of cash discount taken due to prompt payment, in the currency used
Discount Taken in relations with the vendor.
Currency Tax The amount on tax withheld on behalf of the vendor, in the currency used in
Withheld relations with the vendor.
Currency The retained amount in the currency of the document.

Original
Retainage This column appears on the form if the Retainage Support feature is enabled on
Currency Total The total amount in the currency of the document.

Amount
This column appears on the form if the Retainage Support feature is enabled on
Currency The amount of unreleased retainage in the currency of the document.

Unreleased
Retainage This column appears on the form if the Retainage Support feature is enabled on
Origin. Amount The original amount of the document, before cash discount, in the base currency.
Period Beg. The balance of the account at the beginning of the selected financial period.
Balance
This column appears only if a period has been selected on this form.
Balance The balance of the document before the cash discount is taken, in the base
currency.
Cash Discount The amount of cash discount taken due to prompt payment, in the base currency.
Taken
Tax Withheld The amount on tax withheld on behalf of the vendor, in the base currency.
Total Amount The total amount of the document in the base currency.
Unreleased The amount of unreleased retainage in the base currency.

Retainage
Retainage Bill A check box that indicates (if selected) that the document is a retainage bill.
Column Description
Original The reference number of the bill with retainage to which this retainage bill is
Document related.
Original The reference number of the invoice with retainage to which this retainage bill is
Document related.
RGOL Amount The total amount of realized gain or loss (RGOL) incurred as the result of
currency conversions.
Payment Method The payment method used if the document is a payment.
Vendor Invoice The reference number of the vendor's original invoice or the payment issued.
Nbr./Payment
Nbr.
Vendor Discount Codes

Form ID: (AP.20.40.00)
You can use this form to add, edit, view, and delete the vendor discount codes defined in your company.
To complete the configuration of vendor discounts, you specify discount sequences for each discount
code on the Vendor Discounts (AP.20.50.00) form. For details, see Types of Vendor Discounts.
Form Toolbar
Summary Area
In the Summary area, you can select a vendor whose discounts you want to configure.
Element Description
Vendor ID The vendor, by vendor ID, that is associated with the discount codes displayed on
the form.
Discount Codes Tab

This table lists all the discount codes defined in the system for vendor discounts and can be used to
create new discount code sequences (if you click Add Row on the table toolbar).
Column Description
Discount Code The unique code for the vendor discount. An alphanumeric string of up to 10
characters may be used.
Description A brief description of the vendor discount. Use an alphanumeric string of up to 50

characters.
Discount Type The type of the vendor discount, which can be one of the following options:
• Line: The discount applies to a document line.
• Document: The discount applies to the document amount.
• Group: The discount applies to multiple lines in the same document.
Applicable To The entity to which the discount may be applied. For a Line or Group discount,
you can select one of the following options:
• Item: The discount is applied if the document includes specific items.
• Location: The discount is applied if the document is associated with specific

vendor location.
• Item and Location: The discount is applied if the document includes specific
items purchased from specific vendor location.
• Unconditional: The discount is applied to all documents unconditionally.
For a document-level discount, only one option is available:
• Unconditional: The discount is applied to all documents unconditionally.
Manual A check box that indicates (if selected) that this vendor discount is excluded from
automatic searches for the best available discount. A user can, however, add
manual discounts to a document line or to a document.
Exclude From A check box that indicates (if selected) that the line amount is excluded from
Discountable the amount that is the base for any applicable Group or Document discount. This
Amount option is available for only line-level discounts.
Skip Document A check box that indicates (if selected) that after this vendor discount has been
Discounts applied, no other applicable discounts should be applied. This option is available
to only Group discounts.
Auto-Numbering A check box that you select to use auto-numbering for generating IDs for
sequences based on this discount code. By default, the discount code will be used
as a prefix for generating sequence IDs, but you can instead specify in the Last
Number column a string to be used as a template for auto-numbering.
Last Number The last sequence ID used for a sequence, if sequence IDs are auto-numbered.
If you enter a string here before any sequence is created, the string will be used
as a template for auto-numbering. The string may contain up to 10 characters
with digits at the end. The last letter used divides the string into a prefix and the
integer to be auto-incremented. If no value is specified, the discount code will be
used as a prefix.
Calculation Settings Tab

This tab provides settings that are used for all discounts of this vendor.
Element Description
Apply Line The way the line discount will be applied. Select one of the following options:
Discount to
• Extended Cost: The discount will be applied to the line amount (that is, to
the item's extended cost).
• Unit Cost: The discount will be applied to the item's unit cost.
Vendor Discounts
Form ID: (AP.20.50.00)
You use this form to define the sequences for vendor discount codes. A discount sequence specifies
exactly how the vendor discount is calculated, based on the amount or quantity of the line item or on
the amount of the document. A sequence for a discount includes a list of break points, with each break
point specifying the range of line amounts, line quantities, or document amounts that are qualified for
the specific discount amount or percentage.
Form Toolbar
Form Toolbar Buttons
Button Description
Update Opens the Update Discounts dialog box, which you can use to select pending
Discounts discount sequences for updating by their start date (pending date). As a result
of updating, the current discount amount (or percent) becomes last discount
amount (or percent) and the pending discount amount (or percent) becomes the
current discount.
Update Discounts Dialog Box
You use this dialog box to select discounts by pending date and to process them.
Element Description
Filter Date The latest pending date to select discount sequences for updating.
The dialog box has the following buttons.
OK Updates the selected (by date) discounts.
Cancel Cancels your selection and closes the dialog box.
Summary Area
In the Summary area, you can select the vendor whose discount you want to configure and the vendor
discount code, and then create sequences for this discount.
Element Description
Vendor ID The vendor, by vendor ID, whose discounts are displayed on the form.
Element Description
Discount Code The code of the vendor discount for which you want to create a new sequence or
view an existing one.
Sequence ID The ID of the sequence defined for the vendor discount code. An alphanumeric
string of up to 10 characters can be used. An ID will be generated by the system
if auto-numbering is selected for the discount on the Vendor Discount Codes
(AP.20.40.00) form.
Active A check box that you select if the sequence is active. Active sequences for the
same discount should not have overlapping time intervals—or, if they do, they
should apply to different entities.
Promotional A check box that you select if the sequence is the vendor's promotional discount.
For promotional discount sequences, you must specify the effective date and the
expiration date (End Date).
Description A brief description of the sequence. An alphanumeric string of up to 30 characters

can be used.
Discount By The way the discount is specified for this discount sequence. You can select one
of the following options:
• Percent: The vendor discount is specified by a percentage.
• Amount: The vendor discount is specified by a fixed amount.
• Free Item: The vendor discount is defined by a specific quantity of certain

free item added to an order. This option is available only for group-level
discounts (selected discount code is of the Group type).
Break By The way the break points for this discount sequence are specified. Select one of
the following options:
• Quantity: The ranges for the sequence are formed by the specified
quantities.
• Amount: The ranges for the sequence are formed by the specified amounts.
Effective Date The date when the sequence becomes effective; this box appears for promotional
discount sequences only (that is, those for which the Promotional check box is
selected).
Prorate Discount A check box that indicates (if selected) that the discount can be prorated. With
prorated discounts, the amount of the discount (or the number of free items)
is calculated as if the order is split into multiple orders, so that you can get
the largest possible discount. To determine the amount of the discount (or the
number of free items) for a discountable quantity larger than one break point but
less than the next break point, the system treats the discountable quantity as
a combination of break point quantities, using the largest possible break point
quantities. It then calculates the discount amount (or the number of free items)
according to the break points used.
Expiration Date The date when the promotional discount expires. Expiration Date is visible for
the sequence if the Promotional check box is selected.
Last Update Date A read-only box that shows the date when the discount sequence was last
updated. Last Update Date is visible for only a non-promotional discount
sequence; the system inserts a value if the sequence has been updated at least
once.
Discount Breakpoints Tab

You use the Discount Breakpoints tab to define for a new sequence the discount tiers according to
the options selected in the Summary area, or to view the details of an existing sequence. The columns
in this tab's table generally depend on the options selected in the Discount By and Break By boxes.
Table Columns (Quantity as the Break By Option)
If Quantity is selected as the Break By option, the table has the following columns.
Column Description
Break Quantity The quantity of items (break quantity) that starts a new range for a discount
level for the currently effective sequence. Any break quantity should be specified
in the base units.
Discount Percent The discount percent to be currently used for the quantities that exceed this
break quantity if the Percent option is selected as Discount By.
Discount Amount The discount amount to be used for the quantities that exceed this break quantity
if the Amount option is selected as Discount By.
Pending Break The quantity of items (break point) that starts a new range for the pending (not
Quantity yet effective) sequence.
Pending The discount percent to be used with the pending break point for the pending
Discount Percent sequence if the Percent option is selected as Discount By.
Pending The amount to be used as the discount for the pending sequence if the Amount
Discount Amount option is selected as Discount By.
Pending Date The start date for the pending sequence.
Last Break The quantity of item (break point) that started the range for the discount
Quantity sequence used before the effective date.
Last Discount The discount percent used for the break point for the discount sequence that was
Percent in effect before the effective date.
Last Discount The amount used as the discount for the discount sequence that was in effect
Amount before the effective date.
Last Date The date when the current sequence became effective.
Table Columns (Amount as the Break By Option)
If Amount is selected as the Break By option, the table has the following columns.
Column Description
Break Amount The line or document amount (break point) that starts the new range for the
currently effective sequence.
Discount Amount The discount percent to be used for the amounts that exceed this break amount
for the currently effective sequence if the Amount option is selected as Discount
By.
Discount Percent The discount percent to be currently used for the quantities that exceed this
break quantity if the Percent option is selected as Discount By.
Pending Break The amount (break point) that starts the new range for the pending sequence
Amount (one that is not yet in effect).
Column Description
Pending The discount percent to be used for amounts in this range of the pending
Discount Percent sequence if the Percent option is selected as Discount By.
Pending The discount amount to be used for the amounts in this range of the pending
Discount Amount sequence if the Amount option is selected as Discount By.
Last Break The amount (break point) that started the new range for the previously effective
Amount sequence (the one that was used before the effective date).
Last Discount The percentage used for the break point in the previously effective sequence.
Percent This column appears if the Percent option is selected in the Discount by box.
Last Discount The amount used as the discount for the amounts in this range in the previously
Amount effective sequence. This column appears if the Amount option is selected in the
Discount by box.
Effective Date The date when the current sequence has became effective.
Table Columns (Free Item as Discount By Option)
If Free Item is selected as the Discount By option, the table has the following columns.
Column Description
Break Amount The line amount (break point) that starts the new range for the currently
effective sequence if the Amount option is selected in the Discount by box.
Break Quantity The item quantity (break point) that starts a new range for the currently effective
sequence if Quantity is selected as the Break By option.
Free Item Qty. The quantity of the free item, expressed in the purchase unit of measure, to be
added as the discount to orders for this discount sequence.
Pending Break The amount (break point) that starts a new range for the pending sequence (the
Amount one that is not yet in effect) if Amount is selected in the Discount by box.
Pending Break The quantity (break point) that starts a new range for the pending sequence (one
Quantity that is not yet in effect) if Quantity is selected as the Break By option.
Pending Free The quantity of the free item, expressed in the purchase unit of measure, to be
Item Qty. added as the discount to orders for the pending discount sequence.
Effective Date The date when the current sequence has became effective.
Last Break The amount (break point) that started a new range for the previously effective
Amount sequence (the one that was used before the effective date).
Last Break The quantity (break point) that started the new range for the previously effective
Quantity sequence (the one that was used before the effective date) if Quantity is selected
as the Break By option.
Last Free Item The quantity of the free item, expressed in the purchase unit of measure, that
Qty. was used as the discount for the previously effective sequence.
Table Columns (the Promotional Check Box Is Selected)
Column Description
Break Amount The line amount (break point) that starts the new amount range for the
promotional sequence if Amount is selected as the Break By option.
Break Quantity The quantity (break point) that starts the new quantity range for the promotional
sequence if Quantity is selected as the Break By option.
Discount Amount The amount of the discount for this range for the promotional sequence. This
column appears if Amount is selected in the Discount by box.
Discount Percent The percent of the discount for this range for the promotional sequence. This
column appears if Percent is selected in the Discount by box.
Free Item Qty. The quantity of free items to be used as the discount in this amount (quantity)
range for this promotional sequence. This column appears if Free Item is selected
in the Discount by box.
Free Items Tab

The Free Items tab of the form has a table showing the free items to be added as the discount. This
tab appears only if Free Item is selected in the Discount by box.
Element Description
Free Item The free item (by its inventory ID) that is added to orders as the discount for this
sequence.
Pending Free The free item (by its inventory ID) that will be added to orders as the discount
Item for this sequence, starting on the date specified in the Pending Date column on
the Discount Breakpoints tab.
Last Free Item The free item (by its inventory ID) that had been added to orders as the discount
for this sequence before the date shown in the Last Date column on the
Discount Breakpoints tab.
Last Update A read-only box that shows the date when this discount sequence has been
updated last.
Items Tab
The Items tab of the form has a table showing the items to which the discount sequence is applicable.
This tab appears only if one of the options that includes Item (Item or Location and Item) is selected in
the Applicable to column on the Vendor Discount Codes (AP.20.40.00) form for this discount code.
Column Description
Inventory ID The stock or non-stock item, by its inventory ID, to which the sequence can be
applied.
Description The description of the item.
Locations Tab
The Locations tab of the form has a table showing the locations to which the discount sequence is
applicable. This tab appears only if one of the options that includes Location (Location or Location and
Item) is selected in the Applicable to column on the Vendor Discount Codes (AP.20.40.00) form for
this discount code.
Column Description
Location The location to which the sequence can be applied.
Description The description of the location.
Vendor Locations
Form ID: (AP.30.30.10)
This form is available only if the Business Account Locations feature is enabled on the Enable/Disable
Features (CS.10.00.00) form. By using this form, you can add a new location for a particular vendor or
view the details of an existing location.
You can open this form directly by navigating to it, or you can open it as a pop-up window from the
Vendors (AP.30.30.00) form.
Form Toolbar
Button Description
Validate Validates the vendor addresses through integration with a specialized third-party
Addresses software or service. This button is available only if the Address Validation feature
Summary Area
By using the elements in this area, which are described in the following table, you can select a vendor
and create a new location for it, or select an existing location for editing.
Element Description
Vendor The vendor account for which you want to view locations or add new ones.
Location ID The vendor's location identifier, which you can type. You can use an alphanumeric
string of up to six characters.
Active A check box that indicates (if selected) that the location is active. For auditing
purposes, locations cannot be removed; if a location is not used, clear the check
box, marking the location as inactive.
Location Name A name that describes the vendor location. You can enter an alphanumeric string
of up to 30 characters.
General Info Tab

By using the elements on this tab, you can specify the location's contact and address information.
Location Info Section
Element Description
Same as Main A check box that indicates (if selected) that the information for this group of
elements is the same as the vendor's main information, and the elements below
it are populated with this information.
Element Description
Company Name The legal business name of the vendor at this location.
Attention The attention line as it is used in your company's business letters, which would
be used to direct the letter to the proper person if the letter is not addressed
to any specific person. The attention line may contain something like Purchase
Orders Department or To whom it may concern.
Email The default email address of the contact at this location.
Web The website address (if any) of the vendor at this location.
Phone 1 The primary phone number of the location.
Phone 2 An additional phone number of the location.
Fax The default fax number of the location.
Location Address Section
Element Description
Same as Main A check box that indicates (if selected) that the location address is the same as
the company's main address, and the elements below are populated with the
company's address.
Validated A check box that indicates (if selected) that the address has been validated with
a third-party specialized software or service. This check box is available only if
the Address Validation feature has been enabled on the Enable/Disable Features
(CS.10.00.00) form.
Address Line 1 The first line of the address.
Address Line 2 The second line of the address.
City The city of the location.
Country The country of the location.
State The state or province of the location.
Postal Code The vendor location's postal code. If an input mask has been set for postal codes
on the Countries/States (CS.20.40.00) form, type the code to fit this mask.
View on Map A button you can click to view the vendor location on a map, using the map you
specified on the Site Preferences (SM.20.05.05) form.
Location Details Section
Element Description
Tax Zone The tax zone of the vendor location.
Mode exclusive) should be entered in the detail lines of a document for a selected
vendor location on the Bills and Adjustments (AP.30.10.00) and Quick Checks
(AP.30.40.00) forms:
Element Description
: This mode can be overridden at the document level.
Tax Registration The vendor's tax registration ID associated with the location. An input mask can
ID be set for this ID on the Tax Zones (TX.20.60.00) form.
Receiving Branch The branch of your company that receives goods from this vendor location.
Print Orders A check box that indicates (if selected) that an order from the vendor at this
location should be printed once the Hold check box has been cleared (if no
approval is required) or once the order has been approved.
Send Orders by A check box that indicates (if selected) that an order from the vendor at this
Email location should be emailed once the Hold check box has been cleared (if no
approval is required) or once the order has been approved. Emailing the order
can be required along with printing it; in this case, printing is performed first.
Shipping Instructions Section
Element Description
Warehouse The warehouse to store the goods from the vendor at this location.
This box appears only if the Warehouses feature is enabled on the Enable/Disable
Features form.
Shipping Terms The shipping terms used by the vendor at this location.
Ship Via The carrier used by the vendor at this location.
FOB Point The location where title for the shipment passes from the vendor to your
company.
Lead Time The number of days needed for the shipment to reach the specified receiving
(Days) branch when sent from the vendor.
Receipt Actions Section
This section is available only if the Inventory feature is enabled on the Enable/Disable Features form.
Element Description
Min. Receipt (%) The minimum quantity of the items, expressed as a percentage of the ordered
quantity, that is required for the items to be accepted at the warehouse. If a
smaller quantity arrives, the items will not be accepted. Larger quantities are
accepted as long as their percentage (of the ordered quantity) is less than the
percentage specified as the Max. Receipt (%).
Max. Receipt The maximum quantity of the items, expressed as a percentage of the ordered
(%) quantity, that is required for the items to be accepted at the warehouse. If a
larger quantity arrives, the items will not be accepted. Smaller quantities are
accepted as long as their percentage (of the ordered quantity) is greater than the
percentage specified as the Min. Receipt (%).
Element Description
Threshold The minimum percentage of the total purchased items that should be received
Receipt (%) to complete the purchase order. This setting is used if maximum or minimum
percentages are not specified.
Receipt Action The action to be performed on receipt of the purchased goods if the minimum,
maximum, or threshold receipt conditions are not satisfied. Select one of the
following options:
• Reject: Receipt of the applicable items will be rejected.
• Accept but Warn: Receipt of the applicable items will be accepted, but the
system will generate a warning for the line.
• Accept: Receipt of the applicable items will be accepted.
Payment Settings Tab

On this tab, you specify the payment settings to be used by default for this vendor location.
Element Description
Same as Default A check box that indicates (if selected) that the payment settings to be used for
Location's this location are the same as payment settings used for the default location of
this vendor. If it is not selected, you can specify other payment settings.
Remittance Info Section
Element Description
Same as Main A check box that indicates (if selected) that the remittance information for this
location is the same as the vendor's main business information (specified on the
General Info tab of the Vendors form). If this check box is not selected, you can
specify different remittance information.
Company Name The name of the vendor's department (which would receive the payments on
behalf of this location), if it is different from the vendor name.
Phone 2 An additional phone number for the remittance contact person.
Fax Another phone number for the remittance contact person.
Web The remittance contact person's website address (if any).
Element Description
Same as Main A check box that indicates (if selected) that the remittance address is the same
as the main address. If this check box is selected, the elements below are
populated with the main address information, specified on the General Info tab.
Validated A check box that indicates (if selected) that the address has been validated
with a third-party specialized software or service. This check box appears only
Element Description
if the Address Validation feature is enabled on the Enable/Disable Features
(CS.10.00.00) form.
City The city of the remittance address.
Country The country of the remittance address.
Postal Code The location's postal code. If an input mask has been set, provide a valid postal
code that matches the input mask.
View on Map A button you can click to view the vendor's remittance location on the map.
Default Payment Settings Section
Element Description
Payment Method The default payment method to be used for the vendor at this location. Payment
methods available for selection are marked as For use in AP. The Payment
Instructions area (with user-defined columns) appears below if such details
were specified for the payment method. You must select a payment method.
Cash Account The cash account associated with the payment method to be used for operations
with the vendor at this location. You must select a cash account.
Payment By An option that defines when this vendor at this location should be paid. You can
select one of the following options:
• Due Day: Select this option to pay a vendor bill so that a payment can
reach the vendor before a bill due date. The payment proper date is defined
based on the number of days specified as the Payment Lead Time.
• Discount Day: Select this option to pay a vendor bill so that a payment
can reach the vendor when a cash discount is still available. The payment
proper date is defined based on the number of days specified as the
Payment Lead Time.
Payment Lead The number of days required for the payment to be delivered to the vendor
Time (days) location. If the value is nonzero, the payment will be issued the specified number
of days earlier than the due date or the cash discount date.
Pay Separately A check box that indicates (if selected) that each vendor document should be
paid by a separate payment. If this check box is not selected, documents for this
vendor may be paid jointly.
The Payment Instructions area provides the details for the payment method used by the vendor, if
these details have been configured on the Payment Methods (CA.20.40.00) form.
GL Accounts Tab
By using this tab, you can specify the General Ledger accounts to be used by default for this location.
By selecting the Same as Default Location's check box, you can choose to use for this location the
same accounts as were specified for the default vendor location.
Element Description
Same as Default A check box that (if selected) indicates that the General Ledger accounts to
Location's be used for this location are the same as the accounts used for the default
location of this vendor. If it is not selected, you can select other accounts and
subaccounts.
AP Account The liability account used to record the vendor balance associated with the
location.
AP Sub. The corresponding subaccount used to record vendor balance associated with the
location.
Expense Account The expense account used to record expenses incurred for the vendor at this
location.
Expense Sub. The corresponding subaccount used to record expenses incurred for the vendor.
Retainage The account used to record the retained amounts on bills for the vendor location.
Payable Account
By default, the system inserts into this box the account (if any) specified for the
vendor in the Retainage Payable Account box on the GL Accounts tab of the
Vendors (AP.30.30.00) form. If you override this value for the default location,
the system will override the account specified for the vendor on the Vendors
form. You can override the default value for any non-default location if the Same
As Default Location check box is cleared on this tab; otherwise, the box is filled
with the account specified for the default vendor location.
When you create a bill for a vendor with this vendor location, this account is
selected by default in the Retainage Payable Account box on the Financial
Details tab of the Bills and Adjustments (AP.30.10.00) form.
Retainage The subaccount used to record the retained amounts on bills for the vendor
Payable Sub. location.
By default, the system inserts into this box the subaccount (if any) specified for
the vendor in the Retainage Payable Sub. box on the GL Accounts tab of
the Vendors form. If you override this value for the default location, the system
will override the account specified for the vendor on the Vendors form. You can
override this value for any non-default location if the Same As Default Location
check box is cleared on this tab; otherwise, the box is filled with the subaccount
specified for the default vendor location.
When you create a bill for a vendor with this vendor location, this subaccount
is selected by default in the Retainage Payable Sub. box on the Financial
Details tab of the Bills and Adjustments form.
Vendor Price Worksheets

Form ID: (AP.20.20.10)
You can use this form to create vendor-specific price worksheets. By using a worksheet, you can
make changes to prices in bulk. Prices defined in a worksheet become effective when you release the
worksheet; before you release it, you can make edits and save your changes. Also, you can create
a worksheet with promotional prices and set an expiration date for the promotion. You can use a
worksheet to calculate the pending prices for multiple items by using the price basis you specify. For
more information on vendor prices, see Vendor Price Lists.
You can populate a worksheet by manually adding new rows, uploading prices from an Excel file, using
Acumatica ERP import scenarios, and clicking the Add Item and Copy Prices buttons.
Form Toolbar
Button Description
Release Makes effective the prices defined in the worksheet. The release process validates
records, ensuring that the following criteria are met:
• Pending prices should be set for all records. If you do not want to update a
price, delete the row from the table.
• Regular prices for the same combination of price type, price code, inventory
ID, unit of measure (UOM), and currency may not overlap in time.
• Promotional prices for the same combination of price type, price code,
inventory ID, UOM, and currency may not overlap in time.
: Promotional and regular prices for the same combination of price type, price
code, inventory ID, unit of measure, and currency may overlap each other in
time.
Summary Area
In this area, you can select a price worksheet by its reference number to view its information, or you
can create a worksheet.
Element Description
Reference Nbr. The reference number of the worksheet in the system; for a new document,
the <NEW> string is displayed, indicating that a new number will be generated
when you save the document. The numbering sequence used is defined on the
Status The status of the worksheet, which is one of the following:
• On Hold: Indicates that a user can edit the worksheet but cannot release it.
The Hold check box is selected, and you should clear the check box when
you are ready to release the worksheet.
• Open: Indicates that the worksheet is ready to be released and cannot be

edited. The Hold check box is cleared.
• Released: Indicates that the prices defined in the worksheet have become
effective.
Hold A check box that indicates (if selected) that the worksheet is a draft. A worksheet
with the On Hold status may be edited and cannot be released.
Description A brief description of the worksheet.
Effective Date The date when the prices defined in the worksheet become effective.
Promotional A check box that indicates (if selected) that the prices defined in the worksheet
are promotional and an expiration date must be specified.
Element Description
Expiration Date The date when the promotional prices expire. This box becomes available if the
Promotional check box is selected.
Overwrite A check box that indicates (if selected) that the prices whose effective dates
Overlapping overlap with the effective date of the worksheet will be overwritten by the prices
Prices defined in the worksheet.
Vendor Prices Worksheet Table

This table displays the prices for items in the selected worksheet. You can view the existing items,
upload the listed items with their pricing information, add items from inventory, or copy the existing list
to another currency. For all the listed items, you can manually define new pending prices for all units
used for the item, or you can direct the system to perform calculation of new pending prices.
Table Toolbar
Button Description
Add Item Opens the Add Item to Worksheet dialog box so that you can load the list of
items from the Inventory module.
Copy Prices Opens the Copy Prices dialog box so that you can copy prices from the selection
you specify to a new price worksheet for another vendor.
Calculate Opens the Calculate Pending Prices dialog box so that you can calculate new
Pending Prices pending prices or recalculate (update) pending prices by using the selected price
basis.
Table Columns
Column Description
Vendor The vendor, by its ID, for which you want to define the price.
Alternate ID The alternate ID of the stock or non-stock item for which you want to define the
price. When you specify an alternate ID in this column, the system searches for
the stock or non-stock item by the alternate ID and populates the Inventory
ID, Description and UOM of the found item in the row. If the specified alternate
ID is not found, the system will create a global alternate ID and assign it to the
inventory ID that is specified in the row on release of the price worksheet.
This column is hidden by default; it appears if you select the Load Vendor
Prices by Alternate ID check box on the Price/Discount Settings tab of the
For more information, see Uploading Prices with Alternate IDs and Creating
Alternate IDs from Price Worksheets.
Inventory ID The ID of the stock or non-stock inventory item for which price information is
listed.
Description The description of the inventory item.
UOM The unit of measure used for the item. You can select any of the units defined for
this item and set a separate price for it.
Column Description
Warehouse The warehouse for which the price is defined. If this box is empty, the item price
applies to all warehouses.
This column appears if the Multiple Warehouses feature is enabled on the Enable/
Break Qty. The quantity to define a lower bound for a quantity tier with a specific price. This
column appears if the Volume Pricing feature is enabled on the Enable/Disable
Features form.
Source Price The currently effective price. When you add a new record, the value corresponds
to the price effective on the date set in the Effective Date box of the worksheet.
However, when you are adding records by using the Copy Prices dialog box, the
value depends on the selection of a source. If there are no prices defined, the
base price of the item is displayed.
Pending Price The pending price for the item. You can set any price here and it becomes
effective immediately after you release the worksheet.
Currency The currency in which this price is specified.

By default the system uses the currency specified for the selected vendor.
Tax The tax whose amount is included in the price.
Add Item to Worksheet Dialog Box

This dialog box opens when you click the Add Item button. By using the dialog box, which includes
the following elements, you can upload the list of items that match the criteria you have selected, with
their current price information from the Inventory module. Each added item is assigned the vendor and
currency you specify in the dialog box.
Element Description
The Selection area of the dialog box includes the following elements.
Inventory The inventory item or items. Start typing in the box, and the system displays
the list of inventory items that contain the string you have typed in their ID or
description.
Item Class ID The ID of the class of inventory items (stock or non-stock) that you want to add
to the worksheet. Leave the box blank to add items of all item classes.
Price Class ID The item price class of the items that you want to add to a worksheet. You can
leave the box blank to add items in all item price classes.
Product Manager A box and the Me check box, which you can use as follows to select the price
manager whose items you want to add:
• Select the Me check box to add the items assigned to you. The box will
contain your user name.
• Clear the Me check box and select another user name to add the items
assigned to the user.
• Leave the boxes blank to add items assigned to all users of the selected
price workgroup or all groups.
Product A box and the My check box, which you use as follows to select the price
Workgroup workgroup of the price manager of the items you want to add:
Element Description
• Select the My check box to add the items assigned to your price workgroup
(or to a selected user in the group).
• Clear the My check box and select a price workgroup in the unlabeled box
to add the items assigned to the price workgroup (or to a particular price
manager, if you select one, in the selected group).
• Leave the box blank and clear the check box to add the items assigned to
all price workgroups.
The Price Type to Add section of the dialog box includes the following elements.
Vendor The vendor for which you want to create a price worksheet.
Currency The currency to be assigned to the prices of newly added items.
Warehouse The warehouse for which the price is defined. If this box is empty, the added item
price will apply to all warehouses.
This box appears if the Multiple Warehouses feature is enabled on the Enable/
The dialog box includes a table with the following columns.
Inventory ID The identifier of stock or non-stock inventory item.
Item Class ID The identifier of the class of stock or non-stock inventory items.
Description The description of stock or non-stock inventory item.
Price Class ID The identifier of the item price class.
Price Workgroup The identifier of the price workgroup.
Price Manager The price manager responsible for the pricing policy.
Add Adds the selected items to the currently selected worksheet. The dialog box stays
open so that you can change selection criteria and add more items. The Pending
Price column is blank for all added items.
Add & Close Adds the selected items to the currently selected worksheet and closes the dialog
box. The Pending Price column is blank for all added items.
Cancel Closes the dialog box without adding items to the worksheet.
Copy Prices Dialog Box

This dialog box opens when you click the Copy Prices button. By using the dialog box, which includes
the following elements, you can add records to the currently selected worksheet, by copying items that
match selection criteria and assigning the specified vendor and currency to the copied records. If the
source and destination currencies are different, you specify the type and date of the rate to be used for
currency conversion.
Element Description
The Source section of the dialog box includes the following elements.
Source Vendor The vendor whose items you want to copy.
Source Currency The currency of the items you want to copy.

Element Description
Warehouse The warehouse whose prices should be copied. If this box is empty, the system
will copy only the prices that have no warehouse specified.
Effective As Of The date that the effective date of the item prices should match.
Promotional A check box that you select to copy items that have promotional prices.
Price
The Destination section of the dialog box includes the following elements.
Destination The vendor to which you want to copy items.

Vendor
Destination The currency to which you want to copy prices. If the source and destination
Currency currencies are different, you should specify the conversion details in the Currency
Conversion section. This box is available if the Customer Price Class option is
selected in the Price Type box.
Warehouse The warehouse to which the copied prices will be assigned.

The Currency Conversion section of the dialog box includes the following elements.
Rate Type The rate type to be used for currency conversion.
Currency The date when the exchange rate for the destination currency becomes effective.
Effective Date
Copy Copies the selected items, adds the copied items to the currently selected
worksheet, and closes the dialog box. The Pending Price column is blank for all
added items.
Cancel Closes the dialog box without adding items to the worksheet.
Calculate Pending Prices Dialog Box

This dialog box opens when you click the Calculate Pending Prices button. By using the dialog box,
which includes the following elements, you can calculate the new pending prices in the worksheet by
using the selected price basis.
Price Adjustment Area
In this area, you specify an increase or decrease as a percentage of the basis.
Element Description
The Price Adjustment section of the dialog box includes the following elements.
% of Original The percentage at which the new pending prices will be calculated by using the
Price selected price basis. By default, this is 100%, which reflects no change. If you
specified 98%, the new prices would be 98% of the price selected as basis.
Decimal Places The number of places after the decimal point to be shown for prices expressed in
the destination currency.
Element Description
Update with Zero The check box the indicates, if selected, that the pending price parameter of the
Price when Basis price record will be updated with the zero value if the selected price basis for this
Is Zero record is zero.
The Price Basis section of the dialog box includes the following elements.
Last Cost An option that you select to calculate prices based on the items' last costs.
Avg./Std. Cost An option that you select to calculate prices based on the items' average/
standard costs.
MSRP An option that you select to calculate prices based on the manufacturer's
suggested retail price.
Source Price An option that you select to calculate prices based on the values specified in the
Source Price column.
Pending Price An option that you select to recalculate pending prices based on currently
pending prices.
Update Updates all pending prices in the currently selected worksheet with the new
values.
Cancel Closes the dialog box without updating prices.
Vendor Prices
Form ID: (AP.20.20.00)
You can use this form to add, view, and edit each vendor's prices for stock and non-stock items.
Changes made here become effective immediately.
Different vendors may offer different prices for the same item. You can create a price worksheet
containing all prices for inventory items matching the selected criteria. For more information on vendor
prices, see Vendor Price Lists.
Form Toolbar
Button Description
Create Price Navigates to the Vendor Price Worksheets (AP.20.20.10) form, where you can
Worksheet create a price worksheet containing all prices matching the criteria selected on
the current form. By default, a new worksheet is created with the On Hold status
and the current business date.
: If the selection of records contains multiple records defined for the same
inventory item, but effective on different dates, the system forces you to specify
particular date in the Effective As Of box to eliminate duplicates (all records in
the worksheet are to be effective on the same date).
Selection Area
In the Selection area, you can select purchase prices for viewing—and possibly revising—by their
vendor, particular inventory item, effective date, and item class. You can display only the prices of items
assigned to your workgroup (or another specific workgroup), or you can display only the prices of the
items assigned to you.
Element Description
Vendor The vendor for which you want to review purchase price information.
Item Class The item class of the prices of items for which you want to review purchase price
information. You can leave the box blank to view information on item prices in all
item classes.
Effective As Of A date that you select to view or edit prices effective on or after this date.
Inventory ID The ID of the inventory item for which you want to review purchase price
information.
Warehouse The warehouse for which you want to review purchase price information.
Product Manager A box and the Me check box, which you can use to select the product manager
as follows:
• Select the Me check box to view the prices of items assigned to you. The
box will contain your user name.
• Clear the Me check box and select another user name to view the prices of
items assigned to the user.
• Leave the boxes blank to view the prices of items assigned to all users of
the selected product workgroup or all groups.
Product A box and the My check box, which you use as follows to select the product
Workgroup workgroup of the product manager of the prices of items you want to view:
• Select the My check box to view the prices of items assigned to your
product workgroup (or to a selected user in the group).
• Clear the My check box and select a product workgroup in the unlabeled
box to display the prices of items assigned to the product workgroup (or to
a particular product manager, if you select one, in the selected group).
• Leave the box blank and clear the check box to view the prices of items
assigned to all product workgroups.
Table
This table displays the prices for items that match the criteria you have specified. You can view and edit
the existing items and add new records.
Table Columns
Column Description
Vendor The ID of the vendor account for which you want to review prices.
Vendor Name The name of the vendor account for which you want to review prices.
Inventory ID The stock or non-stock item, by its inventory ID, for which price information is
listed. Also. if the Load Vendor Prices by Alternate ID check box is selected
on the Price/Discount Settings tab of the Accounts Payable Preferences
Column Description
(AP.10.10.00) form, you can enter alternate IDs of items in this column. For more
details, see Uploading Prices with Alternate IDs and Creating Alternate IDs from
Price Worksheets.
Description The description of the inventory item.
UOM The unit of measure (UOM) used for the item. You can select any of the units
defined for this item and set a separate price for it.
Warehouse The warehouse for which the price is defined. If this box is empty, the item price
applies to all warehouses.
This column appears if the Multiple Warehouses feature is enabled on the Enable/
Promotional A check box that indicates, if selected, that the price for this item is promotional.
Such prices should have expiration dates after which they are not used and may
overlap with regular prices.
Break Qty. The quantity to define a lower bound for a quantity tier with a specific price. This
column appears if the Volume Pricing feature is enabled on the Enable/Disable
Price The price for the item. You can set any price here and it becomes effective
immediately after you click Save.
Currency The currency in which this vendor's price is specified.

By default the system uses the currency specified for the selected vendor.
Effective Date The date when the price became effective.
Expiration Date The date when the price expires.
Vendor Summary
Form ID: (AP.40.10.00)
You use this form for quick inquiries about vendors' outstanding balances. You can view current
balances or balances by a past period. To view the data on foreign currency transactions, select a
particular currency. If no currency is selected, the system displays information on all documents in the
base currency.
Form Toolbar
Button Description
reports:

(AP.63.25.00) report.

report.
Button Description
(AP.63.15.00) report.
Selection Area
You use the elements in this area to select vendors that meet particular criteria, such as financial
period, vendor class, and currency of vendor transactions.
Element Description
Branch The branch whose information you want to display. By default, it is the branch to
which you have access.
Vendor Class The vendor class for inquiry. If you select no vendor, information on all vendors
will be displayed.
Period The financial period for inquiry. If you make no selection, information about all
open periods will be displayed.
AP Account The Accounts Payable account for inquiry. If you select no account, information
on all accounts will be displayed.
AP Subaccount The corresponding subaccount.
Currency The currency of transactions for inquiry. If no currency is selected, all data will be
displayed in the base currency.
Split by Currency A check box that you select to display the vendor totals by currency.
Vendors with A check box that means (if selected) that information is displayed only about
Balance Only vendors with non-zero balances. Clear the check box to display all the vendors.
By Financial A check box that indicates (if selected) that balances are calculated by financial
Period period rather than by document date. Clear the check box to view the balances
calculated by document date.
By default, this check box is selected.
Total Balance A read-only box showing the total balance of outstanding bills.
Total A read-only box that displays the total amount of prepayments released to
Prepayments vendors.
Total Retained The unreleased retainage amount of all the vendors in the selected branch at
Balance the end of the period (if specified) or at the end of the last activity period (if the
period is not specified).
This read-only box appears on the form if the Retainage Support feature is
Table
This table lists all the vendors for which information matches the criteria you have specified in the
Selection area.
Table Toolbar
Button Description
Vendor Details Navigates to the Vendor Details (AP.40.20.00) form and displays details about
the vendor.
Table Columns
Column Description
Vendor ID The ID of the vendor.
Vendor Name The vendor name as it appears on the documents.
Last Activity The most recent period when operations with the vendor occurred.
Period
Currency ID The currency that is used in operations with the vendor, by its ID.
Currency The outstanding balance at the start of the selected period, in the currency that
Beginning is used in operations with the vendor. If no period is selected, it is the beginning
Balance balance at the start of the last activity period.
Currency Ending The outstanding balance at the end of the selected period, in the currency that
Balance is used in operations with the vendor. If no period is selected, it is the ending
balance of the last activity period or the currency balance.
Currency The balance of prepayments at the end of the specified period, in the currency
Prepayment that is used in operations with the vendor. If no period is selected, it is the
Balance current prepayments balance.
Currency PTD The period-to-date amount of purchases, in the currency that is used in
Purchases operations with the vendor. If no period is selected, it is the purchase amount
during the last activity period.
Currency PTD The period-to-date amount of payments to the vendor, in the currency that is
Payments used in operations with the vendor. If no period is selected, it is the payment
amount during the last activity period.
Currency The beginning retainage balance on documents in the specified currency.

Beginning
Retained Balance This column appears on the form if the Retainage Support feature is enabled on
Currency Ending The ending retainage balance on documents in the specified currency.
Retained Balance
Currency PTD The retainage withheld on documents in the specified currency.

Retainage
Withheld This column appears on the form if the Retainage Support feature is enabled on
Currency PTD The released retainage on documents in the specified currency.

Retainage
Released This column appears on the form if the Retainage Support feature is enabled on
Currency PTD The period-to-date amount of cash discounts taken, in the currency that is used
Cash Discount in operations with the vendor. If no period is selected, it is the total amount of
Taken cash discount taken during the last activity period.
Column Description
Currency PTD The period-to-date amount of withholding tax, in the currency that is used in
Tax Withheld operations with the vendor. If no period is selected, it is the total tax withheld on
behalf of the vendor during the last activity period.
Currency The period-to-date amount of credit adjustments, in the currency that is used
PTD Credit in operations with the vendor. If no period is selected, it is the total on credit
Adjustments adjustments during the last activity period.
Currency The period-to-date amount of debit adjustments, in the currency that is used
PTD Debit in operations with the vendor. If no period is selected, it is the total on debit
Adjustments adjustments during the last activity period.
Currency PTD The period-to-date amount of prepayments released to the vendor, in the
Prepayments currency that is used in operations with the vendor. If no period is selected, it is
the total on prepayments during the last activity period.
Beginning The beginning balance of the vendor (all currencies).

Balance
Ending Balance The ending balance of the vendor (all currencies).
Prepayment The balance on prepayments.

Balance
PTD Purchases The period-to-date amount of purchases, in the base currency. If no period is
selected, it is the purchase amount during the last activity period.
PTD Payments The period-to-date amount of payments to the vendor, in the base currency. If no
period is selected, it is the payment amount during the last activity period.
Beginning The vendor's outstanding retainage balance (in the base currency) at the start of
Retained Balance the specified period. If no period is specified, the column shows the balance at
the start of the last activity period.
Ending Retained The vendor's outstanding retainage balance (in the base currency) at the end of
Balance the specified period. If no period is specified, the column shows the balance at
the end of the last activity period.
PTD Retainage The vendor's outstanding retainage (in the base currency) withheld in the
Withheld specified period. If no period is specified, the column shows the balance for the
last activity period.
PTD Retainage The vendor's outstanding released retainage (in the base currency) in the
Released specified period. If no period is specified, the column shows the balance for the
last activity period.
Column Description
PTD Cash The period-to-date amount of cash discounts taken, in the base currency. If no
Discount Taken period is selected, it is the total amount of cash discount taken during the last
activity period.
PTD Tax The period-to-date amount of withholding tax, in the base currency. If no period
Withheld is selected, it is the total tax withheld on behalf of the vendor during the last
activity period.
PTD Realized The period-to-date amount of realized gains or losses on foreign currency
Gain/Loss transactions with vendors, in the base currency. If no period is selected, it is the
realized gain or loss (RGOL) total during the last activity period.
PTD Credit The period-to-date amount of credit adjustments, in the base currency. If no
Adjustments period is selected, it is the total on credit adjustments during the last activity
period.
PTD Debit The period-to-date amount of debit adjustments, in the base currency. If no
Adjustments period is selected, it is the total on debit adjustments during the last activity
period.
PTD The period-to-date amount of prepayments released to the vendor, in the base
Prepayments currency. If no period is selected, it is the total on prepayments during the last
activity period.
Vendors
Form ID: (AP.30.30.00)
You use this form to create vendor accounts and view existing ones. When you create a new vendor
account, you first select a vendor class for the vendor. This selection sets many elements to the default
values from the vendor class; you can override these default settings. For more information, see Vendor
If a vendor has one location, it will be used as the default location. If the vendor has multiple locations,
set one as the default location. The settings of the default location are used as default values on data
entry forms, thus easing document entry.
Form Toolbar
Button Description
• View Customer: Navigates to the Customers (AR.30.30.00) form so you

can view the customer account of the vendor if the vendor is a customer
too.
• View Business Account: Navigates to the Business Accounts

(CR.30.30.00) form so you can view the settings of this customer account.
• Enter Bill: Navigates to the Bills and Adjustments (AP.30.10.00) form so

you can define a new bill for the vendor.
• Create Check: Navigates to the Checks and Payments (AP.30.20.00) form

so you can define a new check for the vendor.
Button Description
• Extend to Customer: Navigates to the Customers (AR.30.30.00) form
with appropriate elements filled in, so you can also define this vendor as a
customer.
• View Restriction Groups: Navigates to the Restriction Groups by Vendor

(AP.10.20.10) form.
• Validate Addresses: Validates the vendor addresses through integration

with a specialized third-party software or service. This menu command
appears only if the Address Validation feature is enabled on the Enable/
• Change ID: Brings up the Specify New ID dialog box, so that you can
change the ID of the currently selected vendor.
Inquiries Provides the following menu commands, which you can click for quick access to
inquiry forms:
• Vendor Details: Navigates to the Vendor Details (AP.40.20.00) form.
• Approve Bills for Payment: Navigates to the Approve Bills for Payment
(AP.50.20.00) form.
• Pay Bills: Navigates to the Prepare Payments (AP.50.30.00) form.
• Vendor Price: Navigates to the Vendor Prices (AP.20.20.00) form, where

you can view or edit prices for the selected vendor.
reports:

(AP.63.25.00) report.

report.

(AP.63.15.00) report.
• AP Document Register: Navigates to the AP Register (AP.62.15.00)

report.
• Vendor Details: Navigates to the Vendor Details (AP.65.55.00) report.
Summary Area
By using the elements in this area, you can create a new vendor account or select an existing account
for editing.
Element Description
Vendor ID The identifier of the vendor account, which is defined by the BIZACCT segmented
key (or by the VENDOR segmented key, which inherits its structure from the
BIZACCT key). You must specify a vendor ID.
: At a later time, you can change the vendor ID by clicking Change ID on the
Actions menu on the form toolbar.
Element Description
Status The status of the vendor account. Select one of the following options:
• Active: The account is still in use, and the vendor appears on all selection
lists.
• On Hold: The vendor account is temporarily on hold and cannot be used.
• Hold Payments: Payments cannot be issued for this vendor.
• Inactive: The account is not available for selection.
• One-Time: This is a one-time vendor, and the account becomes inactive

when the payments are issued.
Vendor Name The name of the vendor to appear in the system, which may be a trade name or
a doing-business-as (DBA) name. The vendor name is required.
Balance A read-only box, which appears if you select an existing vendor, that displays the
total balance of all open documents of the vendor excluding the total balance of
prepayments.
Prepayment A read-only box, appearing if you select an existing vendor, that displays the
Balance balance of prepayments in the base currency.
Retainage The unreleased retainage amount of the vendor.

Balance
This read-only box appears on the form only if the Retainage Support feature is
Locale The locale that defines the language in which this vendor prefers to receive
documents. This box is displayed if there are multiple active locales in the
system. For details, see Locales and Languages.
General Info Tab

This tab contains the vendor's main address, contact information, and account settings, such as
currency and rates used in relations with the vendor. If you are defining a new vendor, you should first
specify its vendor class on this tab; once you do, many elements are populated with the class settings.
Main Contact Section
Element Description
Business Name The legal business name of the vendor.
Email The default email address of the vendor.
Web The website address of the vendor (if any).
Phone 1 The preferred phone number of the vendor organization.
Phone 2 An additional phone number of the vendor organization.
Fax The fax number of the vendor.
Account Ref. # An optional text box that can contain a reference to your company's account
number in the vendor's system.
Element Description
Parent Record Optional. The parent vendor's account, which you can select from the list of
existing vendor accounts. For an independent vendor, make no selection. (The
value, if specified, is used solely for informational purposes.)
Main Address Section
Element Description
Validated A check box that indicates, if selected, that the address has been validated with a
third-party specialized software or service. This check box appears if the Address
Validation feature is enabled on the Enable/Disable Features (CS.10.00.00) form.
Address Line 1 The first line of the vendor address.
Address Line 2 The second line of the vendor address.
City The city of the vendor.
Country The country of the vendor.
State The state or province of the vendor.
Postal Code The postal code of the vendor. An input validation mask can be set for a country's
postal codes on the Countries/States (CS.20.40.00) form.
View on Map A button you can click to view the vendor's location on the map you have
specified on the Site Preferences (SM.20.05.05) form.
Financial Settings Section
This section contains finance-related settings and the Vendor Class box. When you select a vendor
class, many form elements are populated with the default values of the class.
Element Description
Vendor Class The class of the vendor. When you specify the vendor class (which is required),
the system fills in various values on this form automatically in accordance with
the specified class. You can override these values if needed.
Terms The type of credit terms used in operations with the vendor. Terms can be
created and viewed on the Credit Terms (CS.20.65.00) form.
Currency The currency (by its ID) that is used in operations with the vendor.
Curr. Rate Type The currency rate type used for the vendor.
Enable Currency A check box that indicates (if selected) that currency overriding is allowed for
Override individual documents.
Enable Rate A check box that indicates (if selected) that the rate type may be overridden for
Override individual documents.
Vendor Properties Section
The elements of this section cover special vendor properties, such as whether the vendor is a landed
cost vendor, a tax agency, a labor union, and a 1099 vendor.
Element Description
Landed Cost A check box that, if selected, indicates that the vendor is a landed cost vendor,
Vendor which is a vendor—such as a freight company or a customs duties office—that
provides the services associated with a landed cost.
Vendor Is Tax A check box that, if selected, indicates that this entity is a tax agency. The
Agency settings for a tax agency are configured on the Tax Agency Settings tab, which
appears once the check box is selected. For details, see Tax Agency Account
Setup.
Vendor Is Labor A check box that, if selected, indicates that this entity is a labor union. This
Union check box is available only if the Payroll feature is enabled on the Enable/Disable
Features form.
1099 Vendor A check box that, if selected, indicates that this entity is subject to 1099 tax
reporting.
This check box is available only if the 1099 Reporting feature is enabled on the
1099 Box The box on the 1099 form associated by default with this 1099 vendor.
Foreign Entity A check box that, if selected, indicates that this vendor is a foreign entity in
terms of 1099 tax reporting.
FATCA A check box that, if selected, indicates that this vendor is subject to FATCA
reporting.
In this section, you can make a the vendor a staff member in the Service Management module, and
allow to send the vendor notification emails with appointment details.
This section is available only if the Service Management feature is enabled on the Enable/Disable
Element Description
Staff Member A check box that indicates (if selected) that the vendor is enabled as a staff
in Service member in the Service Management module, and can be assigned to service
Management orders and appointments to perform services.
Allow A check box that indicates (if selected) that the vendor can receive email
Appointment notifications with the details of appointments that are associated with this vendor.
Notifications This check box is available only if the Enabled as Staff Member in Service
Management module check box is selected in this section.
Retainage Settings Section
In this section, you can specify the default settings related to retainage that will be applied to bills
of this vendor on the Bills and Adjustments (AP.30.10.00) form.
This section is available only if the Retainage Support feature is enabled on the Enable/Disable
Features form.
Element Description
Apply Retainage A check box that indicates (if selected) that by default, bills with retainage are
created for the vendor on the Bills and Adjustments form. (That is, when a bill
is created and this vendor is selected, the Apply Retainage check box in the
Summary area is selected.)
Retainage The default percent to be retained in bills for the vendor. When a bill is created
Percent and this vendor is selected, the system fills in the Default Retainage Percent
box on the Retainage tab of the Bills and Adjustments form with the value
specified in this box.
This box is available for editing only if the Apply Retainage check box is
selected in this section.
Payment Settings Tab

This tab provides the default information to be used for creating payments to the vendor. If the vendor
has more than one location, this information is that specified for the default location. Any changes to
the tab update the appropriate settings of the default location.
Element Description
Same as Main A check box that indicates (if selected) that the remittance contact information is
the same as the main contact information. If the option is selected, the elements
below display the main contact information.
Web The remittance contact person's website address (if any).
Fax The fax number for the remittance contact person.
Phone 2 An additional phone number for the remittance contact person.
Attention The attention line, if one is used in your company's business letters.
Company Name The name of the vendor's department (to receive the payments), if it is different
from the vendor name.
Element Description
Same as Main A check box that indicates (if selected) that the remittance address is the same
as the main address. If this check box is selected, the elements below are
populated with the main address information, specified on the General Info tab.
Validated A check box that indicates, if selected, that the remittance address has been
validated with a third-party specialized software or service.

Element Description
City The remittance address' city.
Country The remittance address' country.
Postal Code The location's postal code. If an input mask has been set, provide a valid postal
code that matches the input mask.
View on Map A button you can click to view the remittance location on the map.
Default Payment Settings Section
Element Description
Payment Method The default payment method to be used for the vendor. The payment methods
available for selection are those associated with the cash account and marked for
use in Accounts Payable. The Payment Instructions table (with user-defined
columns) appears below if these details were specified for the payment method.
You must select a payment method.
Cash Account The cash account to be used for operations with the vendor. You must select a
cash account.
Payment By An option that defines how to calculate the date when this vendor should be paid.
You can select one of the following options:
• Due Day: Select this option to pay a vendor bill so that a payment can
reach the vendor before the bill due date. The payment's pay date is
defined as the difference between the document due date and the number
of days specified in the Payment Lead Time box.
• Discount Day: Select this option to pay a vendor bill so that a payment can
reach the vendor when a cash discount is still available. The payment's pay
date is defined as the difference between the document discount date and
the number of days specified in the Payment Lead Time box.
Payment Lead The number of days required for the payment to be delivered to the vendor's
Time (days) location. The specified number is used in the calculation of the Pay Date of
Accounts Payable documents on the Bills and Adjustments (AP.30.10.00) form.
Pay-to Vendor The vendor that the system specifies by default in documents (such as bills
or debit adjustments) to be paid for goods or services supplied by the vendor
currently selected in the Vendor box of the Summary area.
: A vendor cannot be selected as the pay-to vendor if any of the following check
boxes is selected on the General Info tab of the current form: Vendor is Tax
Agency, Vendor is Labor Union, and 1099 Vendor.
The default pay-to vendor can be overridden directly in a document.

: This box is not available for a vendor that is specified as a pay-to vendor for
any vendor account.
This box is available only if the Vendor Relations feature is enabled on the
Pay Separately A check box that indicates (if selected) that each vendor document should be
paid by a separate payment. If this check box is not selected, documents for this
vendor may be paid jointly.
The Payment Instructions table provides the instruction details for the payment method used by the
vendor, if these details have been configured on the Payment Methods (CA.20.40.00) form.
Purchase Settings Tab

This tab provides the default information required for the processing of purchases, such as the shipping
terms, the FOB point, the expense account (to record shipping expenses), and the address and contact
information. If the vendor has more than one location, this information is the same as that specified for
the default location, and changes on this tab update the appropriate settings of the default location.
Shipper's Contact Section
Element Description
Same as Main A check box that indicates (if selected) that the shipper's information is the same
as the main company information, and the elements below display the main
company information.
Business Name The vendor's shipping department name, if it is different from vendor's business
name.
Phone 1 The primary phone number of the shipper's contact person.
Phone 2 An additional phone number for the contact person.
Fax The fax number for the contact person.
Email The contact person's email address.
Web The contact person's website address (if any).
Shipper's Address Section
Element Description
Same as Main A check box that indicates (if selected) that the shipper's address is the same as
the main address and the elements below are populated with the main address
information, which is specified on the General Info tab.
Validated A check box that indicates (if selected) that the shipper's address has been
validated with a third-party specialized software or service. This check box
appears only if the Address Validation feature is enabled on the Enable/Disable
Address Line 1 The first line of the shipper's address.
Address Line 2 The second line of the shipper's address.
Country The vendor's country (by ID).
State The state or province of the shipper's address.
Postal Code The location's postal code. If an input mask is set for the country postal codes,
provide a valid code that matches the input mask.
View on Map A button you can click to view the shipper's location on a map.
Default Location Settings Section
Element Description
Location Name The location selected (on the Locations tab) as the default one for the vendor,
by its name.
Receiving Branch The branch of your company that receives goods from this vendor.
Tax Zone The tax zone of the vendor's default location.

If the vendor has been converted from a prospect account or extended from a
customer account, the vendor's tax zone is by default set to the tax zone (if any)
of the original account. You can override the default value.
If you change the tax zone for the vendor, the tax zone of the corresponding
business account with the Vendor type is automatically set to the tax zone of the
vendor.
Tax Calculation The tax calculation mode, which defines which amounts (tax-inclusive or
Mode tax-exclusive) should be entered in the detail lines of a document for a
selected vendor on the Bills and Adjustments (AP.30.10.00) and Quick Checks
(AP.30.40.00) forms:
: This mode can be overridden at the vendor location, or document level.
Tax Registration The vendor's tax registration ID associated with the location. An input mask can
ID be set for this ID on the Tax Zones (TX.20.60.00) form.
Print Orders A check box that, if selected, indicates that an order from the vendor should be
printed once the Hold check box has been cleared (if no approval is required) or
once the order has been approved.
Send Orders by A check box that, if selected, indicates that an order from the vendor should be
Email emailed once the Hold check box has been cleared (if no approval is required) or
once the order has been approved. Emailing the order can be required along with
printing it; in this case, printing is performed first.
Shipping Instructions Section
Element Description
Warehouse The warehouse to store the goods from the vendor.

This box appears only if the Warehouses feature is enabled on the Enable/Disable
Shipping Terms The shipping terms used by the vendor.
Ship Via The carrier used by the vendor.
FOB Point The location where title for the shipment passes from the vendor to your
company.
Element Description
Lead Time The number of days needed for the shipment to reach the specified receiving
(Days) branch when sent from the vendor.
Receipt Actions Section
Element Description
Min. Receipt (%) The minimum quantity of the items, expressed as a percentage of the ordered
quantity, that is required for the items to be accepted at the warehouse. If a
smaller quantity arrives, the items will not be accepted. Larger quantities are
accepted as long as their percentage (of the ordered quantity) is less than the
percentage specified as the Max. Receipt (%).
Max. Receipt The maximum quantity of the items, expressed as a percentage of the ordered
(%) quantity, that is required for the items to be accepted at the warehouse. If a
larger quantity arrives, the items will not be accepted. Smaller quantities are
accepted as long as their percentage (of the ordered quantity) is greater than the
percentage specified as the Min. Receipt (%).
Threshold The minimum percentage of the total purchased items that should be received
Receipt (%) to complete the purchase order. This setting is used if maximum or minimum
percentages are not specified.
Receipt Action The action to be performed on receipt of the purchased goods if the minimum,
maximum, or threshold receipt conditions are not satisfied. Select one of the
following options:
• Reject: Receipt of the applicable items will be rejected.
• Accept but Warn: Receipt of the applicable items will be accepted, but the
system will generate a warning for the line.
• Accept: Receipt of the applicable items will be accepted.
Locations Tab
This tab is available only if the Business Account Locations feature is enabled on the Enable/Disable
Features (CS.10.00.00) form. The MAIN location is always automatically created for the vendor when
you enter vendor's main address.
The tab lists the vendor locations in a tabular format. You can set a location as inactive or add a new
location. Also, you can set a particular location as the vendor's default location.
Table Toolbar
Button Description
Add Location Navigates to the Vendor Locations (AP.30.30.10) form, so you can add a new
location.
Set as Default Sets the selected location as the vendor's default location. Only one location can
be selected as the default one.
Table Columns
Column Description
Active A check box that indicates (if selected) that the location is active. If the check
box is cleared, the location will not be available for selection when users create
vendor documents.
Is Default A check box that indicates (if selected) that this has been set as the vendor's
default location. You cannot directly select or clear this check box; when you
change the default by selecting a location and using the Set as Default action,
the appropriate locations' check boxes are selected or cleared.
Location ID The identifier of the location.
Location Name A detailed description of the location.
City The city of the vendor location.
Country The country of the vendor location.
State The state or province of the vendor location.
Tax Zone The tax zone associated with the shipping location.
Expense Account The expense account to be used to record expenses incurred by the vendor.
Expense Sub. The corresponding subaccount to be used to record expenses incurred by the
vendor.
Contacts Tab
This tab displays a table showing the vendor's contact persons and their information. To add a new
contact, click Add Contact. To change any of the details of a particular contact, double-click in its row,
which opens the Contacts (CR.30.20.00) form.
Table Toolbar
Button Description
Add Contact Opens the Contacts (CR.30.20.00) form as a pop-up, so you can enter a new
contact.
Table Columns
Column Description
Active A check box that indicates (if selected) that this person is an active business
contact.
Position The position the contact person has in his or her company.
Name The contact person's name.
City The city of the contact person.
Email The contact person's email address.
Phone 1 The contact person's phone number.

Attributes Tab
This tab contains the list of vendor attributes defined in the associated vendor class. You specify the
value of the attributes from the list, if required.
Column Description
Attribute The description of the attribute.
Required A check box that indicates (if selected) that specifying the attribute value is
required.
Value The value of the attribute.
Activities Tab
This tab has a table with the list of activities associated with the vendor. You use this tab to associate
particular tasks, events, and other activities with the vendor.
Table Toolbar
Button Description
Add Task Opens the Task form so you can create a new task.
Add Event Opens the Event form so you can create a new event.
Add Email Opens the Email Activity form so you can send an email to the vendor.
Add Activity Contains a menu with options that correspond to the list of available activity
types. By clicking on a menu option, you open the Activity form, which you use to
create an activity of the corresponding type.
Table Columns
The table includes, in addition to the columns described below, columns labeled with icons, which
you can use to attach notes and files to an activity, see if an activity is completed, check the
priority level, and note whether any reminder exists for an activity; for the descriptions of these
columns, see Tasks, Events, and Activities.
Column Description
Type The type of the activity.
Summary The description provided for the activity.
Status The status of the activity.
Mail Status The status of the associated email message (if applicable).
Start Date The start date and time of the activity.
Created At The date and time when the activity was created.
Time Spent The total time spent on the activity.
Workgroup The workgroup the activity is assigned to (if any).
Owner The user name of the user to whom the activity is assigned.
Column Description
Related Entity The entity that this activity is associated with.

Description
GL Accounts Tab
This tab shows the default General Ledger accounts for this vendor. For a new vendor, the accounts and
subaccounts displayed on this tab are, by default, those specified for the vendor class that you have
selected on the General Info tab; however, you can select other accounts and subaccounts.
If the vendor has more than one location, some of these accounts are associated with the default
location, and changes on this tab update the appropriate settings of the default location.
Column Description
AP Account The liability account used to record the balance of Accounts Payable transactions
related to the vendor.
AP Sub. The corresponding subaccount used with the account to record the balance of
Accounts Payable transactions related to the vendor.
Expense Account The expense account used to record expenses incurred for the vendor.
Expense Sub. The corresponding subaccount used to record expenses incurred for the vendor.
Discount The account used to record the discount amounts for discounts received from the
Account vendor. The box is available only if the Customer & Vendor Discounts feature is
Discount Sub. The corresponding subaccount used to record the discount amounts for discounts
received from the vendor. The box is available only if the Customer & Vendor
Discounts feature is enabled on the Enable/Disable Features form.
Cash Discount Required. The account used to record the cash discount amounts received from
Account the vendor due to credit terms.
Cash Discount Required. The corresponding subaccount used to record the cash discount
Sub. amounts received from the vendor due to credit terms.
Prepayment The account used to record the prepayments paid to the vendor.
Account
Prepayment Sub. The corresponding subaccount used to record the prepayments paid to the
vendor.
PO Accrual The liability account to record transactions that are result of receipts billing.
Account
PO Accrual The corresponding subaccount to record transactions that are result of receipts
Subaccount billing.
Reclassification The account to temporarily record expenses that require reclassification.

Account
Reclassification The corresponding subaccount to temporarily record expenses that require

Subaccount reclassification.
Retainage The account used to record the retained amounts on bills for the vendor.
Payable Amount
By default, the system inserts into this box the account (if any) specified for the
vendor class of this vendor in the Retainage Payable Account box on the GL
Accounts tab of the Vendor Classes (AP.20.10.00) form. You can override this
value, if necessary.
Column Description
When you create a bill for this vendor, this account is inserted by default into the
Retainage Payable Account box on the Financial Details tab of the Bills and
Retainage The subaccount used to record the retained amounts on bills for the vendor.
Payable Sub.
By default, the system inserts into this box the subaccount (if any) specified for
the vendor class of this vendor in the Retainage Payable Sub. box on the GL
Accounts tab of the Vendor Classes (AP.20.10.00) form. You can override this
value, if necessary.
When you create a bill for this vendor, this subaccount is inserted by default into
the Retainage Payable Sub. box on the Financial Details tab of the Bills and
Adjustments form.
Tax Agency Settings Tab

You use this tab, which appears only if the vendor is specified as a tax agency (the Vendor is Tax
Agency check box is selected on the General Info tab of the current form), to provide tax agency
settings. For details on the configuration of a tax agency, see Tax Agency Account Setup.
Default Tax Accounts
Element Description
Tax Payable The account to be used as the default tax payable account for a new tax created
Account for the selected tax agency on the Taxes (TX.20.50.00) form. You can override
this account on the GL Accounts tab of the Taxes form, if needed.
Tax Payable Sub. The subaccount to be used as the default tax payable subaccount when a new tax
is created for the selected tax agency on the Taxes form.
Tax Claimable The account to be used as the default tax claimable account for a new tax
Account created for the selected tax agency on the Taxes (TX.20.50.00) form. You can
override this account on the GL Accounts tab of the Taxes form, if needed.
Tax Claimable The subaccount to be used as the default tax claimable subaccount when a new
Sub. tax is created for the selected tax agency on the Taxes form.
Tax Expense The account to be used as the default tax expense account for a new tax created
Account for the selected tax agency on the Taxes (TX.20.50.00) form. You can override
this account on the GL Accounts tab of the Taxes form, if needed.
Tax Expense The subaccount to be used as the default tax expense subaccount when you
Sub. create a tax for the selected tax agency on the Taxes form.
Pending VAT Settings
This section is available only if the VAT Reporting feature is enabled on the Enable/Disable Features
(CS.10.00.00) form.
Element Description
VAT Recognition The method that determines the way the pending taxes associated with the
Method agency are recognized. The following options are available:
• On Payments: An option that indicates (if selected) that taxes are

recognized based on payments applied to documents.
• On Documents (default): An option that indicates (if selected) that taxes

are recognized based on taxable documents. Payments are not considered
in this case.
Input Tax Entry An option that determines how the system assigns reference numbers to pending
Ref. Nbr. VAT entries generated by the VAT recognition process on the Recognize Input
VAT (TX.50.35.00) form. The following options are available:
• Document Ref. Nbr.: The system uses the reference number of the original
document as the reference number of the tax entry.
• Payment Ref. Nbr.: The system uses the reference number of the payment
as the reference number of the tax entry.
• Manually Entered (default): The user enters a number manually.
Output Tax Entry An option that determines how the system assigns reference numbers to pending
Ref. Nbr. VAT entries generated by the VAT recognition process on the Recognize Output
VAT (TX.50.30.00) form. The following options are available:
• Document Ref. Nbr.: The system uses the reference number of the original
document as the reference number of the tax entry.
• Payment Ref. Nbr.: The system uses the reference number of the payment
as the reference number of the tax entry.
• Tax Invoice Nbr.: The system generates a new number for an entry
once the VAT recognition process has completed. The system uses the
numbering sequence specified in the Tax Invoice Numbering box on this
form.
• Manually Entered (default): The user enters a number manually.
Tax Invoice The numbering sequence that the system uses for reference numbers of the VAT
Numbering recognition entries. These numbers are shown in the Tax Doc. Nbr. column on
the Recognize Output VAT form.
This box is available only if the Tax Invoice Nbr. option is selected in the Output
Tax Entry Ref. Nbr. box.
Tax Report Settings
Element Description
Default Tax The tax period type, which defines its duration. The following options are
Period Type available:
• Half a Month: A tax report is filed twice a month—on the 15th calendar
day and on the last day of a month (regardless of the number of days in a
month).
• Month (default): A tax report is filed on the last day of a month.
• Two Months: A tax report is filed once every two months.

Element Description
• Quarter: A tax report is filed once a quarter (that is, every three calendar
months).
• Half a Year: A tax report is filed twice a year (that is, every six calendar
months).
• Year: A tax report is filed once per calendar year.
• Financial Period: A tax report is filed once a financial period.
Define Tax A check box that indicates (if selected) that the taxes calculated for a taxable
Period by End document are reported to the tax period to which the end date of the document’s
Date of Financial financial period belongs. If this check box is cleared, the taxes calculated for a
Period taxable document are reported to the tax period to which the date of a document
belongs. (Note that the tax periods and the financial periods configured in the
system can differ.)
Update Closed A check box that allows (if selected) the updating of closed tax periods with data
Tax Periods from new documents associated with the tax period.
Automatically A check box that indicates (if selected) that the process of releasing a tax report
Generate Tax Bill (for details, see Tax Report Release) should generate a tax bill (or a debit
adjustment) for the amount accumulated in the report line for which the Net
Tax check box is selected on the Report Lines tab of the Reporting Settings
(TX.20.51.00) form.
By default, the check box is selected.
Tax Report The rounding rules to be used to calculate the tax amount on tax reports to this
Rounding tax agency. You can select one of the following options: Mathematical, Ceiling, or
Floor.
Tax Report The decimal precision to be used to calculate the amounts on tax reports for this
Precision tax agency.
Use Currency A check box that indicates (if selected) that the decimal precision of the currency
Precision selected as this vendor's default currency will be used for reports.
Mailing Settings Tab

The Mailing Settings tab displays the mailings that are set up for the vendor. Mailings are used to
set up sending electronic versions of specific documents to vendor contacts and company employees
specified as recipients for the vendors. By default, mailings selected for the vendor class are listed,
but you can select other mailings from the list of mailings defined on the Purchase Orders Preferences
(PO.10.10.00) and Accounts Payable Preferences forms.
For details on setting up mailings for vendors, see To Set Up Mailings for Vendors.
The tab includes the Mailings table, which has the list of mailings, and the Recipients table, with the
list of recipients.
Mailings Table Columns
Column Description
Mailing ID The identifier of this mailing.

Column Description
Branch The branch of the organization on behalf of which the emails will be sent for this
mailing.
Email Account The system email account to be used by default for sending this mailing's emails
to the vendor. If no account is specified, the system account specified for the
vendor class will be used.
Report The Purchase Orders or Accounts Payable report to be used as the email's body
for this mailing, if the mailing uses a report rather than an email template
(notification template).
Notification The notification template to be used to generate personalized emails for the
Template mailing. For each mailing, either a report or a template can be specified.
Format The format in which the document based on the report (if applicable) will be sent
by default if no other preferences have been specified for recipients. Select one of
the following options: Text, HTML, Excel, or PDF.
Active A check box that, if selected, indicates that this mailing is active for this vendor.
Overridden This check box, if cleared, indicates that the vendor class mailing is used as is.
Recipients Table Columns
Column Description
Contact Type The type of contact to receive emails for the selected mailing. Specify one of the
following options:
• Primary: The contact specified as the vendor's primary contact
• Remittance: The contact specified as the vendor's remittance contact
• Shipping: The contact specified as the vendor's shipping contact
• Employee: The employee of your company who handles the vendor's

documents or is otherwise associated with the vendor
• Contact: Any additional contact of the vendor
Contact ID The recipient of the selected type.
Email The email address of this recipient.
Format The format in which the document (if applicable) will be sent to this recipient.
Select one of the following options: Text, HTML, Excel, or PDF.
Active A check box that, if selected, indicates that this contact is active. Only active
recipients receive the emails.
BCC A check box that, if selected, indicates that this contact will receive blind carbon
copies (BCC) of the emails.
Supplied-by Vendors Tab

You use this tab, which appears only if the Vendor Relations feature is enabled on the Enable/Disable
Features (CS.10.00.00) form, to view the list of vendors for which the currently selected vendor is
specified as a pay-to vendor (that is, selected in the Pay-to Vendor box on the Payment Settings tab
of this form).
For details, see Managing Vendor Relations.
Table Columns
Element Description
Vendor The identifier of the vendor who is involved in vendor relations with the current
vendor as a vendor who supplies goods or services. This is a vendor for which the
current vendor is specified in the Pay-to Vendor box on the Payment Settings
tab of the Vendors (AP.30.30.00) form.
Vendor Name The vendor name.

| Accounts Payable Reports | 288
Accounts Payable Reports

With the wide variety of reports for the Accounts Payable module, you can promptly get vital
information, analyze financial data by various criteria, review transactions efficiently, and track data
edits. Some reports have both a standard version and a multi-currency (MC) version.
Because the Accounts Payable is tightly integrated with other modules, such as General Ledger and
Cash Management, you can find and analyze the exact information you need. Flexible selection options
and data links allow you to easily drill down from a financial report to any supporting details.
:
Because the Accounts Payable reports are generated by user request, they run on only accounts and
subaccounts that the user is authorized to access, based on the user's roles and membership in restriction
groups.
All Accounts Payable reports can be generated in different formats, including PDFs, and can be printed
or sent by email. Some reports generated as PDFs require digital signatures; see Security Policies in
Acumatica ERP for more details.
Before you use reports, see Reports for more information.
Accounts Payable Reports

The Accounts Payable module includes the following reports:
• Balance
• AP Balance by GL Account (AP.63.20.00): For the chosen period, displays the balances of
the Accounts Payable accounts and activities on the account.
• AP Balance by Vendor (AP.63.25.00): Displays the vendor balances for each account related
to the vendor.
• AP Balance by Vendor MC (AP.63.30.00): Displays the vendor balances in each of the

currencies used.
• AP Aged Past Due (AP.63.10.00): Lists the vendors with past due balances, breaking down
balances by days past due.
• AP Aged Past Due MC (AP.63.11.00): Lists the vendors with past due balances, breaking
down balances by days past due. The balances are shown in the currencies of the
documents and in the base currency.
• AP Aged Outstanding (AP.63.15.00): Shows the list of vendors with outstanding balances,
arranging totals by aging categories.
• AP Aged Outstanding MC (AP.63.16.00): Shows the list of vendors with outstanding balances
in all currencies used, arranging totals by aging categories.
• AP Aged Period Sensitive (AP.63.05.00): Displays the list of vendors with past-due balances.
The balances are arranged by days past due on the last day of the specified period.
• Payment Processing
• Cash Requirements (AP.61.20.00): Shows the cash requirements, grouped by pay date
and vendor. The amounts due are calculated for released documents and for documents
approved for payment.
• Bills Pending Approval (AP.61.10.00): Shows all the released documents that have yet to be
approved for payment for the selected vendor or all vendors.
• Bills Pending Payment (AP.61.15.00): Shows documents approved for payment but not paid.
You can limit these documents to those for a selected cash account, payment, or vendor.
• Payments Pending Processing (AP.65.10.00): Displays the cash requirements to the cash
account imposed by the outstanding documents of all vendors or only a selected one.
• Checks Pending Printing (AP.61.25.00): Displays the payments for which checks need to be
printed.
• Forms
• Check Form (AP.64.05.00): Prints a check.
• Check Form with Remittance (AP.64.10.00): Prints a check with remittance.
• Additional Remittance Form (AP.64.20.00): Prints check stubs.
• 1099-MISC Form (AP.65.30.00): Displays the 1099-MISC form for the chosen 1099 year.
• Audit
• Vendor Summary (AP.65.50.00): Lists all the vendors with their default currency, credit
terms, tax zone, and other related information.
• Vendor Details (AP.65.55.00): Shows all the information from the database about a specific
vendor or all vendors.
• Vendor History Summary (AP.65.21.00): Shows a summary of balance history for vendors
whose balance has been changing during the date range you specify.
• Vendor History (AP.65.20.00): Displays the vendor's balance history over the specified time
interval.
• AP Edit (AP.61.07.00): Lists the Accounts Payable documents that were entered but not
released.
• AP Edit Detailed (AP.61.05.00): Displays, with all details, the list of Accounts Payable
documents of the chosen type that were entered but not released.
• AP Register (AP.62.15.00): Lists all the documents released in Accounts Payable for the
specified financial period and for the selected vendor (or all vendors).
• AP Register Detailed (AP.62.20.00): Shows the details of documents of the selected type (or
all types) released in Accounts Payable for the specified financial period.
• AP Payment Register (AP.62.25.00): Shows the payments (of all types or a selected type)
released in Accounts Payable for the specified financial period.
• AP Batch Register (AP.62.05.00): Displays the list of all batches released in Accounts
Payable during the specified financial period.
• AP Batch Register Detailed (AP.62.10.00): Lists all batches released in Accounts Payable,
with details posted, during the specified financial period.
• Open 1099 Payments (AP.65.65.00): Displays the list of all open payment documents in the
system.
• 1099 Year Summary (AP.65.40.00): Displays the list of all 1099 vendors, with 1099 box
amounts for all the boxes defined in the system and company totals for the 1099 boxes.
• 1099 Year Details (AP.65.45.00): Displays the list of all 1099 vendors with related payment
documents.
Other Reports
• Unreleased AP Documents: Provides the list of Accounts Payable documents that are not yet
released in the specified range of financial periods. The system opens this form when you click the
Unreleased Documents button on the form toolbar of the Close Financial Periods (AP.50.60.00)
form.
1099-MISC Form
Form ID: (AP.65.30.00)
: This report is available only if the 1099 Reporting feature is enabled on the Enable/Disable Features
(CS.10.00.00) form.
This report displays the 1099-MISC (Miscellaneous) form for the chosen 1099 year.
See below for a description of each parameter on the Report Parameters tab. For more information
about using other elements on the report form, see Reports.
Report Parameters
On the Report Parameters tab, use the following parameters to select the information to be displayed
on the report:
• Branch: The branch for which you want to view information. You can select a branch or make no
selection to view information about all branches. By default, the current branch is selected. This
box is available only if the Multi-Branch Support feature is enabled in your system on the Enable/
• 1099 Year: The 1099 year for which the 1099-MISC form will be displayed. Select the year from
the list, which contains both open and closed 1099 years.
1099 Year Details

Form ID: (AP.65.45.00)
(CS.10.00.00) form.
This report displays the list of all 1099 vendors and the related payment documents for each. For each
vendor, the report shows the amounts paid for the AP bill lines that have the 1099 box specified.
: The Pay Date column of the report shows the date when the listed bill should have been paid (not the
date of the actual payment). That is, the report displays the Pay Date of the bill, which is displayed on the
Financial Details tab of the Bills and Adjustments (AP.30.10.00) form. The date when the payment was
made is displayed in the Payment Date box on the Financial Details tab on the Checks and Payments
(AP.30.20.00) form.
Report Parameters
on the report:
• Branch: The branch for which you want to view information. You can select a branch, or make no
• 1099 Year: The 1099 year for which information will be displayed. Select a year from the list,
which contains both open and closed 1099 years.
1099 Year Summary

Form ID: (AP.65.40.00)
(CS.10.00.00) form.
This report displays the list of all 1099 vendors, with amounts for all the 1099 boxes defined in the
system and company totals for the 1099 boxes.
: The report shows the amount in a 1099 box if the amount is greater than or equal to the minimum
specified for the 1099 box on the 1099 Settings tab of the Accounts Payable Preferences (AP.10.10.00)
form. Otherwise, the report shows zero in the box.
Report Parameters
on the report:
• Branch: The branch for which you want to view information. You can select a branch, or make no
• 1099 Year: The 1099 year for which information will be displayed. Select the year from the list,
Additional Remittance Form

Form ID: (AP.64.20.00)
This report can be used to print check stubs. To do this, on the Payment Methods (CA.20.40.00) form,
select the Print Remittance Report check box and select this report as the Remittance Report.
Check stubs will be printed for specified payment method and the specified cash account for all printed
checks starting the check with the selected number. For details on modifying the report, see the
Acumatica Report Designer Guide.
Report Parameters
on the report:
• Cash Account: The cash account associated with a payment method that requires printing of
checks.
• Payment Method: The payment method that requires printing of checks.
• From Check Number: The starting number of checks for which stubs should be printed.
• To Check Number: The ending number of checks for which stubs should be printed.
AP Aged Outstanding
Form ID: (AP.63.15.00)
This report displays the list of vendors with outstanding balances. The overdue balances are displayed
in the Past Due column, while the balances that are not overdue are arranged by days outstanding.
The report can be shown in summary format or in detail format with the documents that created the
balance. The amounts are shown in the base currency.
Report Parameters
on the report:
• Report Format: The format of the report. Select one of the following options:
• Detailed (default): To view outstanding documents on the selected aging date.
• Summary: To view outstanding balances on the selected aging date.
• Vendor Class: The vendor class whose vendors will be included in the report. Select a vendor
class from the list of vendor classes, or make no selection to view information about all classes.
• Vendor: The vendor the report will cover. Select a vendor from the list of active vendors, or make
no selection to view information about all vendors.
• Aging Date: The date the system will use to calculate the aging categories for the documents;
you must select a date.
: If some documents do not have a due date specified, the system sets due date for such documents
to a value of Aging Date. The balances of documents that are due on the aging date of the report
are included in the first aging period of the report.
AP Aged Outstanding MC
Form ID: (AP.63.16.00)
This form is available only if the Multi-Currency Accounting feature is enabled on the Enable/Disable
This multi-currency report displays the list of vendors with outstanding balances. The overdue balances
are displayed in the Past Due column, while the balances that are not overdue are arranged by days
outstanding. The report can be shown in summary format or in detail format with documents that
created the balance. The amounts are shown in the currency of the document and in the base currency.
Report Parameters
on the report:
• Detailed (default): To view outstanding documents on the selected aging date.
• Summary: To view outstanding balances on the selected aging date.
• Branch: The branch for which balances will be displayed. You can select a branch or make no
• Vendor Class: The vendor class whose vendors will be included in the report. Select a vendor
• Aging Date: The date the system will use to calculate the aging categories for the documents. By
default, the current business date is selected.
to a value of Aging Date. The balances of documents that are due on the aging date of the report
are included in the first aging period of the report.
AP Aged Past Due

Form ID: (AP.63.10.00)
This report lists the vendors with past due balances. The balances that are not overdue are displayed in
the Current column of the report. The overdue balances are broken down by days past due, based on
the aging periods defined on the Accounts Payable Preferences (AP.10.10.00) form. All the amounts are
shown in the base currency.
Report Parameters
on the report:
• Detailed (default): To view past due documents on the selected aging date.
• Summary: To view past due balances on the selected aging date.
• Branch: The branch for which past due balances will be displayed. You can select a branch
or make no selection to view information about all branches. By default, the current branch is
selected. This box is available only if the Multi-Branch Support feature is enabled in your system
on the Enable/Disable Features (CS.10.00.00) form.
• Vendor Class: The vendor class for which past due balances will be listed. Select a vendor class
from the list of vendor classes, or make no selection to view information about all classes.
• Aging Date: The date the system will use when calculating the aging categories for the
documents. By default, the current business date is selected.
to a value of Aging Date. The balances of these documents are included in the Current column of
the report.
AP Aged Past Due MC

Form ID: (AP.63.11.00)
This multi-currency report lists the vendors with past due balances. The balances that are not overdue
are displayed in the Current column of the report. The overdue balances are broken down by days past
due, based on the aging periods defined on the Accounts Payable Preferences (AP.10.10.00) form. The
amounts are shown in the currencies of the documents and in the base currency.
Report Parameters
on the report:
• Detailed (default): To view outstanding customer documents.
• Summary: To view outstanding customer balances.
• Branch: The branch for which past due balances will be displayed. You can select a branch
• Vendor Class: The vendor class whose balances will be included in the report. Select a vendor
• Aging Date: The date the system will use when calculating the aging categories for the
documents. By default, the current business date is selected.
to a value of Aging Date. The balances of these documents are included in the Current column of
the report.
AP Aged Period Sensitive

Form ID: (AP.63.05.00)
This report displays the list of vendors with past due balances. The balances are arranged by days past
due on the last day of the specified period. All the amounts are shown in the base currency.
Report Parameters
on the report:
• Report Format: The format of the report. Choose one of the following options:
• Detailed (Default): To view past due documents on the last day of the selected period.
• Summary: To view past due balances on the last day of the selected period.
• Branch: The branch for which information will be displayed. You can select a branch or make no
• Financial Period: The financial period the system will use to calculate the aging categories for
the documents. By default, the current business period is selected.
• Vendor Class: The vendor class for which you want to view information. Select a vendor class, or
make no selection to view information about all classes.
AP Balance by GL Account
Form ID: (AP.63.20.00)
This report displays the balances of the Accounts Payable accounts and activities on the accounts for
the selected period. Documents are grouped by account, subaccount, and vendor.
Report Parameters
On the Report Parameters tab, use the following parameters to select the information to be
displayed on the report:
• Report Format: The report format, which in this case indicates the documents to be reported on.
• Account Summary: To view documents total that are open at the end of the reporting period
grouped by Accounts Payable account and subaccount.
• Vendor Summary: To view account documents total split by documents total of the of the
vendors.
• Open Documents: To view the list of documents that are open at the end of the reporting
period grouped by Accounts Payable account, subaccount, and vendor account.
• Open + Current Period: To view documents that are open at the end of the reporting period
along with documents posted or closed during the reporting period grouped by Accounts
Payable account, subaccount, and vendor account.
• Branch: The branch for which balances will be shown. You can select a branch or make no
selection to view information about all branches.
• Financial Period: The financial period for which balances will be shown. You must select a
financial period from the list of periods, which contains all the periods (including the closed ones).
• Include Applications: A check box you select to include applied documents. That is, for each
vendor, outgoing payments that were applied against vendor bills are listed.
AP Balance by Vendor
Form ID: (AP.63.25.00)
This report displays the vendor balances for each account related to the vendor. You can control which
documents you view and whether they are matched against payments. All the amounts are shown in
the base currency.
Report Parameters
• Report Format: An indicator of the documents to be reported on. Select one of the following
options:
• Account Summary: To view documents total of a vendor account that are open at the end of
the reporting period grouped by Accounts Payable account and subaccount.
period.
along with documents posted or closed during the reporting period.
• All Documents (Vendor Required): To view all documents that have been posted before the
end of the reporting period. You must specify a vendor if you select this option.
• Branch: The branch whose balances will be included in the report. You can select a branch
• Financial Period: The financial period for which information will be displayed. You must select a
By default, the current financial period is used.
• Vendor: The vendor whose balances will be included in the report. Either select a vendor from
the list of active vendors or make no selection to view information about all vendors.
• Include Applications: A check box that you select to include payment application in the report.
AP Balance by Vendor MC
Form ID: (AP.63.30.00)
This multi-currency report displays the vendor balances in each of the currencies used. You can control
which documents you view and whether they are matched against payments. Total amounts are also
shown in the base currency.
Report Parameters
on the report:
• Report Format: An indicator of the documents to be reported on. Select one of the following
options:
• Account Summary: To view documents total of a vendor account that are open at the end of
the reporting period grouped by Accounts Payable account and subaccount.
period.
along with documents posted or closed during the reporting period.
• All Documents (Vendor Required): To view all documents that have been posted before the
end of the reporting period. You must specify a vendor if you select this option.
• Branch: The branch for which balances will be displayed. You can select a branch or make no
• Financial Period: The financial period for which information will be displayed. You must select a
By default, the current financial period is used.
• Vendor: The vendor to be reported on. Either select a vendor from the list of active vendors or
make no selection to view information about all vendors.
• Include Applications: A check box that you select to include payment application to the report.
AP Batch Register
Form ID: (AP.62.05.00)
This report lists all the batches released in Accounts Payable for the specified financial period.
Transactions are listed by their date and shown with batch control totals in the base currency.
Report Parameters
on the report:
• Ledger: The ledger to be reported on. You must select a ledger.
• From Period: The first financial period of the period range the report will cover. You must select a
period. By default, the current financial period is used.
• To Period: The last financial period of the period range the report will cover. You must select a
• Created By: The user who created a batch which information you want to view.
• Last Modified By: The user who last modified a batch which information you want to view.
• Include Unposted Transactions: A check box that you select to include into report transactions
that are not posted.
AP Batch Register Detailed

Form ID: (AP.62.10.00)
This report displays all the Accounts Payable batches, listed by date, posted during the specified
financial period. Batch details include accounts, subaccounts, document reference numbers, and debit
and credit amounts.
Report Parameters
on the report:
• Ledger: The ledger to be reported on. You must select a ledger.
• From Period: The first financial period of the period range the report will cover. You must select a
• To Period: The last financial period of the period range the report will cover. You must select a
• Created By: The user who created a batch which information you want to view.
• Last Modified By: The user who last modified a batch which information you want to view.
• Include Unposted Transactions: A check box that you select to include into report transactions
that are not posted.
AP Edit
Form ID: (AP.61.07.00)
This report lists the Accounts Payable documents that were entered but not released. You can narrow
the information by vendor, branch, or both criteria. Documents are listed by document type, financial
period, and document date.
: If the Vendor Relations feature is enabled on the Enable/Disable Features (CS.10.00.00) form, the
additional Supplied-by Vendor and Supplied-by Vendor Name columns are displayed in the report.
Those supplied-by vendors are grouped by the vendors (Vendor) that are defined as pay-to vendors in the
system.
Report Parameters
on the report:
• From Period: The first financial period of the period range the report will cover. By default, the
current financial period is used.
• To Period: The last financial period of the period range the report will cover. By default, the
• Vendor: The vendor whose documents you want to view. Select a specific vendor or make no
selection to view all vendor documents.
• Created By: A user who created a batch which information you want to view.
• Last Modified By: A user who last modified a batch which information you want to view.
• Include Transactions on Hold: A check box that you select to include into report transactions
that have the Hold status.
AP Edit Detailed
Form ID: (AP.61.05.00)
This report displays the list of Accounts Payable documents, shown with all details, that were entered
but not released. Documents are listed by the financial period, the document date, and the vendor on
the document.
system.
Report Parameters
on the report:
• Document Type: The document type the report should cover. Select a document type to view
only checks, debit adjustments, credit adjustments, bills, or prepayments. Make no selection to
view information on documents of all types.
• Reference Number: The reference number of a particular document. Select a document by its
reference number, or make no selection to view all documents.
• Created By: A user who created a document which information you want to view.
• Last Modified By: A user who last modified a document which information you want to view.
• Include Transactions on Hold: A check box that you select to include in report transactions
that have the Hold status.
AP Payment Register
Form ID: (AP.62.25.00)
This report shows the details of payments (of all types or the selected type) released in Accounts
Payable for the specified financial period, including prepayments with the Reserved status. Payment
documents are arranged by type, date, and vendor, to make it easier for you to comprehend larger
amounts of data. Document amounts are shown in the original currencies.
Report Parameters
on the report:
• From Period: The financial period that starts the range of periods for which you want to view
information. The list of periods contains all the periods, including the closed ones. By default, the
• To Period: The financial period that ends the range of periods for which you want to view
information. By default, the current financial period is used.
• Document Type: The document type to be viewed. Select one of the available types, or make no
selection to view payments of all types.
• Reference Number: The reference number of the payment. Select a specific payment by its
reference number, or make no selection to view all payments of the chosen type.
AP Register
Form ID: (AP.62.15.00)
This report lists all the documents released in Accounts Payable for the specified financial period and
for the selected vendor (or all vendors). Documents are arranged by type, date, and vendor. Document
amounts are shown in the original currency and in the base currency.
Report Parameters
on the report:
• From Period: The financial period that starts the range of periods for which you want to view
information. The list of periods contains all the periods, including the closed ones. By default, the
• To Period: The financial period that ends the range of periods for which you want to view
information. By default, the current financial period is used.
• Document Type: The type of documents to be viewed. Select a type, or make no selection to
view documents of all types.
• Vendor: The vendor the report will cover. Select a vendor, or make no selection to view
documents of all vendors.
• Created By: A user who created the documents.
• Last Modified By: A user who last modified the documents.
AP Register Detailed
Form ID: (AP.62.20.00)
This report shows the details of documents released in Accounts Payable for the specified financial
period, including prepayments with the Reserved status. Documents are arranged by type, date, and
vendor. The details include the batch number and batch transactions. Document amounts are shown in
the original currencies.
Report Parameters
on the report:
• Document Type: The document type for which you want to display information. Select one of
the available types, or make no selection to view documents of all types.
• Reference Number: The reference number of the particular document you want to view. Select
a document by its reference number, or make no selection to view all documents of the chosen
type.
• Created By: A user who created a batch which information you want to view.
• Last Modified By: A user who last modified a batch which information you want to view.
Bills Pending Approval

Form ID: (AP.61.10.00)
This report shows released documents that have yet to be approved for payment. Documents matching
the parameters you specify are listed by the document type and date.
system.
Report Parameters
on the report:
• Cash Account: The cash account to be displayed. Select a cash account, or make no selection to
view information for all cash accounts.
• Payment Method: The payment method for which you want to view information. Select a
payment method, or make no selection to view documents of all payment methods.
• Vendor: The vendor whose bills you want to view. You can select a vendor or make no selection
to view documents of all vendors.
• Report Date: The date used for this report. By default, the current business date is used.
Bills Pending Payment

Form ID: (AP.61.15.00)
This report shows documents that have been approved for payment but not paid. Documents are listed
by cash account, document date, and vendor.
system.
Report Parameters
on the report:
• Cash Account: The cash account for which you want to view information. Select an account, or
make no selection to request information for all cash accounts.
• Payment Method: The payment method whose documents you want to view. Select a payment
method, or make no selection to view documents of all payment methods.
• Vendor: The vendor whose documents you want to view. You can select a vendor or make no
selection to view information about all vendors.
• Report Date: The date used for this report. By default, the current business date is used.
Cash Requirements
Form ID: (AP.61.20.00)
This report shows the cash requirements grouped by pay date and by vendor. The amounts due are
calculated for released documents and for documents approved for payment.
Report Parameters
on the report:
• Report Format: The format of the report. Choose one of the following options:
• Detailed: To view the list of documents itemized by reference numbers, pay date, due date,
vendor and other details.
• Summary: To view the account balances divided by the pay date.
• Branch: The branch for which you want to view cash requirements. You can select a branch
• Cash Account: The cash account for which you want to view cash requirements. Select the cash
account, or make no selection to display the cash requirements for all cash accounts.
• Payment Method: The payment method for which you want to view information. You can select
a payment method or make no selection to display all payment methods.
• Vendor: The vendor for which you want to view cash requirements. Select a vendor from the list
of active vendors, or make no selection to view information about all vendors.
Check Form
Form ID: (AP.64.05.00)
This report is used to print checks by using the Process Payments / Print Checks (AP.50.50.00) form.
Checks will be printed for all the payment documents selected on the form. For more information on
modifying the check form used for printing, see the Acumatica Report Designer Guide.
The report has no report-specific elements. For more information about using other elements on the
report form, see Reports.
Check Form with Remittance

Form ID: (AP.64.10.00)
You can use this report to print checks with remittance by using the Process Payments / Print Checks
(AP.50.50.00) form. Checks will be printed for all the payment documents selected on the form. For
details on modifying the check form used for printing, see the Acumatica Report Designer Guide.
Checks Pending Printing

Form ID: (AP.61.25.00)
This report displays the checks pending printing for a particular cash account or for all cash accounts.
Report Parameters
on the report:
• Cash Account: The cash account for which you want to view checks. Make no selection to view
checks pending printing for all cash accounts.
Open 1099 Payments

Form ID: (AP.65.45.00)
This report displays the list of the open payment documents for the specified 1099 year. Payment
documents are arranged by type, date, and vendor, to make it easier for you to comprehend larger
amounts of data.
See below for a description of each parameter on the Report Parameters tab. For details about using
other elements on the report form, see Reports.
Report Parameters
on the report:
• Company: The company for which information will be displayed. By default, the company of the
current branch is specified. If the box is empty, the report will be generated for all companies
within the tenant.
• 1099 Year: The 1099 year for which information will be displayed. Select a year from the list,
Payments Pending Processing

Form ID: (AP.65.10.00)
This report displays the payments pending processing, which you can filter by cash account, payment
method, vendor, and date.
Report Parameters
on the report:
• Cash Account: The cash account for which information will be displayed. Make no selection to
view cash requirements to all accounts.
• Payment Method: The payment method for which cash requirements will be displayed. If you
make no selection, you will view cash requirements for all payment methods.
• Vendor: The vendor to be reported on. Select a vendor to view cash requirements for the
vendor's outstanding documents to be paid with the selected method (if specified). Make no
selection to view cash requirements for all vendors.
• Pay Date: The date of payment, which must be selected. By default, this is the current date.
Unreleased AP Documents
Form ID: (AP.65.60.00)
By using this report, you can view and print the list of Accounts Payable documents that are not yet
released in the specified range of financial periods.
Report Parameters
• From Period: The financial period starting which you want to view information.
• To Period: The financial period ending which you want to view information.
Vendor Details
Form ID: (AP.65.55.00)
This report shows all the details (from the database) of a selected vendor account or all vendor
accounts.
Report Parameters
on the report:
• Vendor: The vendor whose details will be reported on, by its ID. Select a vendor, or make no
selection to view details of all the vendors.
Vendor History
Form ID: (AP.65.20.00)
This report displays the vendor's balance history during the date range you specify.
Report Parameters
on the report:
• From Period: The start period for the date range of the vendor history.
• To Period: The end period for the date range of the vendor history.
no selection to view historical information about all vendors.
• Include Prepayments into YTD Balance: A check box that you select to include balance of
prepayments to a vendor's YTD balance.
Vendor History Summary

Form ID: (AP.65.21.00)
This report displays a summary of balance history for vendors whose balance has been changing during
the date range you specify.
Report Parameters
Use the following parameters to select the information to be displayed on the report:
• From Period: The first financial period for the date range the report will cover.
• To Period: The last period for the date range the report will cover.
• Include Prepayments into YTD Balance: A check box that you select to include balance of
prepayments to a vendor's YTD balance.
• Show vendors with no changes: A check box that you select to include vendor accounts with
no changes in balance history for the selected period.
Vendor Summary
Form ID: (AP.65.50.00)
This report lists all vendors with their default currency, credit terms, tax zone, and other basic
information.
| Appendix | 307
Appendix
The appendix provides some reference information relevant for this document. The additional
information in this section is a useful source for readers who need some reference material that is
related to system forms and tables, as well as running reports.
In this section:
• Reports
• Form Toolbar
• Table Toolbar
• Glossary
Reports
In addition to offering a comprehensive collection of reports for each module, Acumatica ERP gives you
a high degree of control over each report.
A typical report form, described in Report Form, lets you adjust the report settings to meet your specific
informational needs. You can specify sorting and filtering options and select the data by using report-
specific settings—such as financial period, ledger, and account—and configure additional processing
settings for each report. The settings can be saved as a report template for later use. For details, see
To Run a Report and To Create a Report Template.
After you run a report, the prepared report appears on your screen. You can print the report, export the
report to a file, or send the report by email.
This chapter describes a typical report form and the main tasks related to using reports.
In This Chapter
• Report Form
• To Run a Report
• To Configure a Filter on a Report Form
• To Modify a Filter on a Report Form
• To Create a Report Template
Report Form
Before you run a report, you set a variety of parameters on the report form. You can select a template
or manually make selections that affect the information collected. Also, you can specify appropriate
settings to print or email the finished report.
The following screenshot shows a typical report form.
| Appendix | 308
Figure: Parameters View of Report Form
1. Report Form Toolbar
2. Parameters Toolbar
3. Template Area
4. Details Area
Report Form Toolbar

The following table lists the buttons of the report form toolbar when you are configuring a report.
Button Description
Cancel Clears any changes you have made and restores default settings.
Run Report Initiates data collection for the report and displays the generated report.
Save Template Gives you the ability to save the currently selected report as a template with all the
selected settings.
Remove Removes the previously saved template.

Template
This button is available only when you select a template.
Schedule Opens the Select Schedule Name dialog box, which you can use to schedule report
Template processing.
This button is available only when you select a template.
Select Schedule Name Dialog Box
Element Description
Schedule The schedule for report processing. Select an existing schedule, or leave the
box blank and click OK to open the Automation Schedules (SM.20.50.20)
form to create a new schedule for running the report. For more information on
scheduling, see Scheduled Processing in the Acumatica ERP User Guide.
Merge Reports A check box that indicates (if selected) that this report will be merged with the
other reports selected for merging into one net report when processed.
| Appendix | 309
Element Description
: You can check the reports that will be merged when processed on the Send
Reports (SM.20.50.60) form.
Merging Order The number of the report in the net report.
Report Toolbar
The following table lists the buttons of the toolbar after you run the configured report.
Buttons Icon Description
Parameters Navigates back to the report form to let you change the report parameters.
Refresh Refreshes the information displayed in the report (if any data changes were
made).
Groups Adds to the report a left pane where the report structure is shown. Click a
report node to highlight the pertinent data in the right pane.
View PDF / Displays the report as a PDF, or displays the report in HTML format. The
View HTML available button depends on the current report view; if you're viewing a PDF,
for instance, you will see the View HTML button.
First Displays the first page of the report.
Previous Displays the previous page.
Next Displays the next page.
Last Displays the last page of the report.
Print Opens the browser dialog box so you can print the report.
Send Opens the Email Activity dialog box, which you use to send the report file (in
the chosen format) to the specified email address.
Export Enables you to export the data in the chosen format (Excel or PDF).
Template Area
Use the elements in this area to select an existing template and then use the template, share it with
other users, or use it as your default report settings.
The Template area elements, which are available for all reports, are described in the following table.
Template Area Elements
Element Description
Template The template to be used for the report. If any templates were created and saved,
you can select a template to use its settings for the report.
| Appendix | 310
Element Description
Default A check box that indicates (if selected) that the selected template is marked as the
default one for you. A default template cannot be shared.
Shared A check box that indicates (if selected) that the selected template is shared with
other users. A shared template cannot be marked as the default.
Locale A locale that you select to indicate to the system that the report should be
prepared with the data translated to the language associated with this locale. This
box is displayed if there are multiple active locales in the system. For details, see
Locales and Languages.
Report Parameters Tab

The Report Parameters tab includes sections where you can specify the contents of the report
depending on the current report and vary in the following regards:
• How many elements and which elements are available on a particular report
• Whether elements contain default values
• Whether specific elements require values to be selected
• Whether elements may be left blank to let you display a broader range of data
Additional Sort and Filters Tab

The Additional Sort and Filter tab contains additional sorting and filtering conditions:
• Additional sorting conditions: Defines the sorting order. You can add a line, select one of the
report-specific properties, and select the Descending or Ascending sort order for the column.
• Additional filtering conditions: Defines the report filter. You can add a line, select one of the
report-specific properties, and define a condition and its value. The list of conditions include
one-operand and two-operand conditions. To create a more complicated logical expression, you
can use brackets and logical operations between brackets. For more information on creating
filters, see Creation of Advanced and Ad Hoc Filters in Acumatica ERP User Guide. For detailed
procedures on using ad hoc filters, see To Configure a Filter on a Report Form and To Modify a
Filter on a Report Form.
Print and Email Settings Tab

If you plan to print the report or save the report as a PDF, select the appropriate settings in the Print
Settings area.
Print Settings Section
Element Description
Deleted Records Selects the visibility of the data deleted from the database.
Print All Pages Causes all pages of the report to be printed.
Print in PDF format Displays the report in PDF format.
Compress PDF file Indicates that the system will generate a compressed PDF.
Embed fonts in PDF Indicates that the system will generate the PDF with fonts embedded.
file
| Appendix | 311
If you plan to send the report as an email, in the Email Settings area, specify the format in which the
report will be sent, as well as the email subject, the recipients of copies of the report, and the email
account of the recipient.
Email Settings Section
Field Description
Format The format (HTML, PDF, or Excel) in which the report will be emailed.
: Merge function for reports in Excel format is not supported. If you want to merge
a report with other reports and send an aggregated report by email, you should
select either the HTML or PDF format for the report.
Email Account The email address of the recipient.
CC An additional addressee to receive a carbon copy (CC) of the email.
BCC The email address of a person to receive a blind carbon copy (BCC) of the email;
an address entered in this box will be hidden from other recipients.
Subject The subject of the email.
Report Versions Tab

If the report has multiple versions, you can select one of them.
Report Versions Tab Toolbar
Button Description
Refresh Refreshes the list of report versions.
Select Temporarily activates the selected report version.
Report
Once you click Run Report, the prepared report appears on your screen. You can print the report,
export the report to a file, or send the report by email.
The prepared report is displayed in the report view of the report form. For more information about
setting up the report parameters and the parameters view of the report form, see Report Form.
Report Toolbar
The following table lists report toolbar buttons.
Parameters Navigates back to the report form to let you change the report parameters.
Refresh Refreshes the information displayed in the report (if any data changes were
made).
Groups Adds to the report a left pane where the report structure is shown. Click a
report node to highlight the pertinent data in the right pane.
| Appendix | 312
View PDF / Displays the report as a PDF, or displays the report in HTML format. The
View HTML available button depends on the current report view; if you're viewing a PDF,
for instance, you will see the View HTML button.
First Displays the first page of the report.
Previous Displays the previous page.
Next Displays the next page.
Last Displays the last page of the report.
Print Opens the browser dialog box so you can print the report.
Send Opens the Email Activity dialog box, which you use to send the report file (in
the chosen format) to the specified email address.
Export Enables you to export the data in the chosen format (Excel or PDF).
Form Toolbar
The form toolbar, available on most forms, is located near the top of the form, under the form title bar
(see the screenshot below). The form toolbar may include standard and form-specific buttons.
Figure: Form toolbar
You use the standard buttons on the form toolbar to navigate through objects and entities that were
created by using the current form, insert or delete an object or entity, use the clipboard, save the data
you have entered, or cancel your work on the form.
In addition to standard buttons, a form toolbar on a particular form may include form-specific
buttons. These buttons usually provide navigation to other forms, take specific actions, and perform
modifications or processing related to the functionality of the form.
| Appendix | 313
Standard Form Toolbar Buttons

The following table lists the standard buttons of the form toolbar. A form toolbar may include some or
all of these buttons.
Standard Form Toolbar Buttons
Button Icon Description
Save Saves the changes made to the object or entity.
Cancel Depending on the context, does one of the following:
• Discards any unsaved changes you have made to objects or

entities and retrieves the last saved version.
• Clears all changes and restores the default settings.
Add New Record Clears any values you've specified on the form, restores any default
values, and initiates the creation of a new object or entity.
Clipboard Provides menu commands to do the following:
• Copy: Copy the selected object or entity to the clipboard.
• Paste: Paste an object, entity, or template from the clipboard.
• Save as Template: Create a template based on the selected

object or entity.
• Reset to Default: Discard all changes that have been made

to the settings of the predefined generic inquiry and reset the
settings of the generic inquiry to the default settings (which are
stored in the System tenant). This menu command appears only
on the Generic Inquiry (SM.20.80.00) form.
• Import from XML: Import an object, entity, or template from

an .xml file.
• Export to XML: Export the selected object or entity to an .xml

file.
For more information on templates and copy-and-paste operations in

Acumatica ERP, see Using Forms. For more information on importing
and exporting .xml files, see System-Wide Actions in Acumatica ERP in
the Acumatica ERP User Guide.
Delete Deletes the currently selected object or entity, clears any values you've
specified on the form, and restores default values.
: You can delete a document that is not linked with another document.
Go to First Displays the first object or entity (in the list of objects or entities of the
Record specific type) and its details.
Go to Previous Displays the previous object or entity and its details.

Record
Go to Next Displays the next object or entity and its details.

Record
| Appendix | 314
Go to Last Displays the last object or entity (in the list of objects or entities of the
Record specific type) and its details.
Schedules Gives you the ability to schedule the processing. For more information,
see To Schedule Processing topic in the Acumatica ERP User Guide.
Inquiry Form Toolbar Buttons

Acumatica ERP inquiry forms present the data in a tabular format. These forms can be designed by
a user with the appropriate access rights by using the Generic Inquiry tool (for details, see Managing
Generic Inquiries in the Acumatica ERP User Guide), or can be initially configured in your system. A
toolbar of an inquiry form contains both the standard form toolbar buttons (described in the table
above) and additional buttons described below.
Fit to Screen Expands the form to fit on the screen and adjusts the column widths
proportionally.
Export to Excel Exports the data to an Excel file. For more information, see Integration
with Excel in the Acumatica ERP User Guide.
Filter Settings Opens the Filter Settings dialog box, which you can use to
define a new filter. After the filter has been created and saved, the
corresponding tab appears on the table. For more information about
filtering, see Filters.
Table Toolbar
Each table on an Acumatica ERP form, tab, or dialog box has a table toolbar, which contains the
buttons you can use to work with the details or objects of the table. A toolbar, shown in the following
screenshot, includes buttons that are specific to the table, standard buttons that most table toolbars
have, and the search box (for some tables; for others, the search box is displayed in the filtering area).
Figure: Table toolbar

| Appendix | 315
Standard Table Toolbar Buttons

The following table describes the standard table toolbar buttons. A table toolbar may include some or
all of those buttons. If a table toolbar includes table-specific buttons, they are described in the form
reference help topic.
Refresh Refreshes the data in the table.
Switch Between Controls how the elements are displayed on the form: in a table (grid) with
Grid and Form rows and columns; or as separately arranged elements for one table row on
a form, with navigation tools you use to move between row data.
Add Row Appends a new row to the table so you can define a new detail or object.
The new row may contain some default values.
Delete Row Deletes the selected row.
Fit to Screen Adjusts the table to the screen width and makes the column width
proportional.
Export to Excel Exports the data in the table to an Excel file. For more information, see
Integration with Excel in the Acumatica ERP User Guide.
Filter Settings Opens the Filter Settings dialog box, which you can use to define a new
advanced filter. After you create and save the filter, the corresponding tab
appears on the table.
For more information about filtering, see Filters. For details on the Filter
Settings dialog box, see Filter Settings Dialog Box.
Load Records Opens the File Upload dialog box, described in detail below, so you can
from File locate and upload a local file for import. You can use this option to import
data from an Excel spreadsheet (.xlsx) or .csv file. For the detailed
procedure, see To Import Data from a Local File to a Table.
Search A box in which you can type a word, part of a word, or multiple words. As
you type, the system filters the contents of the table to display only rows
that contain the string you have typed in any column.
File Upload Dialog Box

With the File Upload dialog box, you select a file of one of the supported formats (.csv or .xlsx) to
import data from the file.
Element Description
File Path The path to the file you want to upload.

To select the file, click Browse, and then find and select the file you want to
upload.
The dialog box has the following button.
Upload Closes the dialog box and opens the Common Settings dialog box, where you
specify the import settings.
| Appendix | 316
Common Settings Dialog Box

In the Common Settings dialog box, which opens if you click Upload in the File Upload dialog box,
you specify the import settings for a file that you has selected in the File Upload dialog box.
Element Description
Separator Chars The character that is used as the separator in the imported file.
By default, the comma is used as the separator. You specify the separator
character if the imported file uses any other separator.
This box appears only if you import data from a .csv file.
Null Value Optional. The value that is used to mark an empty column in the imported file.
You specify the null value if the value in the imported file differs from the empty
string.
Encoding The encoding that is used in the imported file.

This box appears only if you import data from a .csv file.
Culture The regional format that has been used to display the time, currency, and other
measurements in the imported file.
Mode The mode defining which rows of the uploaded file will be imported into the table.
The following options are available:
• Update Existing: The rows already present in the table will be updated, and
the rows not present in the table will be added.
• Bypass Existing: Only the new rows that are not present in the table will
be imported. The rows that are already present in the table will not be
updated.
• Insert All Records: All the rows from the file will be imported into the table.
: If you select this option, you may get duplicated rows because the
system won't check for duplicates when importing rows from the file.
OK Closes the dialog box and opens the Columns dialog box.
Cancel Closes the dialog box without importing the data from the file.
Columns Dialog Box

In the Columns dialog box, which opens if you click OK in the Common Settings dialog box, you
match the columns in the imported file that you have selected in the File Upload dialog box to the
columns in the Acumatica ERP table to which you are importing data.
Element Description
Column Name The name of the column in the uploaded file.
Property Name The name of the corresponding column in the table in Acumatica ERP.
OK Closes the dialog box and imports the selected file.
Cancel Closes the dialog box without importing the data from the file.
| Appendix | 317
Glossary
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account A General Ledger entity that holds a detailed record of similar

transactions involving a particular item, such as a source of cash
or a recipient of income. supports several account types: Asset,
Liability, Income, and Expense. All of a company's accounts are listed
on its chart of accounts. In Acumatica ERP, accounts are used with
subaccounts, and at system setup, you choose whether account
identifiers should be composed of segments. See also General Ledger,
chart of accounts, subaccount, segment.
account class A user-defined class that is used to group related accounts of the
same type and that can be used in reports and inquiries for convenient
grouping, sorting, and filtering of information associated with accounts.
For example, you can create a class for long-term liabilities and another
for middle-term liabilities.
Accounts Payable (AP) An Acumatica ERP module that provides functionality for efficient
management of your company’s vendors, primarily for goods and
services purchased by your company. See also module, vendor.
Accounts Receivable (AR) An Acumatica ERP module that provides functionality for efficient
management of your company’s customers, primarily for goods and
services sold by your company. See also module, customer.
home page The first page a user sees upon signing in to the web site. By default,
the home page displays the documentation list, but it can be configured
to display the home page dashboard. See also dashboard.
adjustment period A financial period with the same start and end dates (and, thus, a
duration of zero days) that is the last period in the financial year. An
adjustment period can be added only at initial setup. On data entry
forms, an adjustment period is available only when you directly type it
in the Fin. Period box. See also financial period, financial year.
aging period One of a group of time intervals used for sorting a company's open AR
documents by age or its open AP documents by days outstanding. For
example, aging periods may be defined as follows: -999 to 0 days past
due, 1 to 30 days past due, 31 to 60 days past due, and 61 to 91 days
past due.
aggregating value A special value of a segment of a subaccount that indicates the sum of
appropriate budget articles whose subaccounts have other values in this
segment. Aggregating values let you build a hierarchical structure of
budget articles. See also segment, subaccount.
allocation template A group of settings, saved as a whole, used in to help you automate
allocations; allocation templates can be defined using the Allocations
(GL.20.45.00) form. You can create an allocation source by using input
masks to specify multiple accounts and subaccounts at once, and
you can set up rules for distributing the source amount over multiple
accounts. See also input mask, account, subaccount.
AP bill A document created for each vendor invoice that includes information
about the vendor, location, and currency used for the transaction. A bill
| Appendix | 318
may contain either line items or one summary line with a tax category
specified. Some taxes are calculated for the entire document, and some
are calculated for each line item, depending on each tax's Calculate On
setting on the Taxes (TX.20.50.00) form. See also vendor, location, tax
category, tax.
AP check A payment document created for a vendor. A separate AP check

may be required for each AP document, depending on your selected
configuration options. AP checks should always have zero unapplied
balance; that is, the amount of a check should be exactly the amount of
the bill or bills it pays for. See also vendor.
AP credit adjustment A clearing document created to correct errors on an existing bill, or in

response to a vendor's overdue charges or a debit memo. Posting a
credit adjustment increases the balance of Accounts Payable.
AP debit adjustment An AP document created on the Bills and Adjustments (AP.30.10.00)

form for a vendor refund. It may be applied to any bills of the same
vendor. Discounts cannot be taken on debit adjustments. See also
vendor.
approval The act of formally giving permission for a document to proceed to the
next step in its workflow. An organization may require documents, such
as purchase orders or expense claims, to be approved by authorized
persons before they may be paid. Also, you can require that wiki
articles be approved before they may be published. In Acumatica ERP,
you can configure approvals by assigning documents to specific persons
for approvals and by giving only authorized persons access to certain
processing forms. See also form.
AR credit memo A clearing document created for damaged goods or a previous

overcharging invoice. A credit memo may have one summary line or
multiple line items. A credit memo may be applied against invoices,
debit memos, and overdue charges. See also overdue charges.
AR debit memo A document that adjusts the amount in one or several previous
undercharging invoices. It doesn't contain a direct reference to any
original invoices; if needed, you can reference the original invoice in
the Description box. Debit memos may be numbered differently from
invoices.
AR invoice An itemized request for payment for goods sold or services rendered.
An invoice includes the customer information, location, currency, and
any reference number in the original customer document. The due date
of the document is calculated based on the credit terms associated
with the customer. An AR invoice may have a single summary line or
multiple line items. For each line, a tax category may be specified. See
also customer, location, credit terms, tax category.
assignment map A structure representing the hierarchy of workgroups involved in

processing or approval. See also approval.
assignment rules A set of rules you can configure—based on the properties of an entity
(such as a lead or case) or a document (such as an expense claim,
sales order, or purchase order)—to enable automatic assignment to
appropriate employees for processing or approval. For the selected
entity type, you facilitate automatic assignment of entities to
workgroups and to particular users by creating an assignment map and
rules based on properties of the entity or document. See also approval,
assignment map.
| Appendix | 319
attribute A custom element that your company can add to forms to keep
additional information about products, leads, customers, inventory
items, and other entities. Attributes—which are used by the Inventory,
Customer Management, and Common Settings modules—allow you to
gather details that are meaningful for your business. See also form,
customer, inventory item, Inventory, module.
attribute class A grouping of your company's leads, opportunities, customers, or cases

by a specific set of attributes. For more information, see Attribute
Classes. See also attribute, attribute class.
authentication The process by which establishes a potential user as valid and grants
access to the system. A user must use a valid user name and password
pair for successful authentication. See also user.
authorization The process by which verifies whether a user has sufficient access
rights to particular forms, elements, and actions. The system makes
this determination for a user who has successfully signed in, based on
the roles assigned to the user and the restriction groups that include
the user as a member. See also user, form, role, restriction group.
auto-reversing batch A batch for which the General Ledger module automatically creates
another batch that reverses debit and credit entries into the next
financial period; the debit entry is reversed as a credit entry and vice
versa. Auto-reversing entries are used to reverse some period-end
adjustments. See also batch, General Ledger, module, financial period.
automation definition A complete set of all automation steps defined for all forms created
using the Automation Definitions (SM.20.50.10) form. You can use
definitions created before system upgrades (or before major changes in
automation steps) as backups of various states of automation in your
system. See also automation steps, automation definition.
automation schedule A schedule defined for an processing form to direct the system to
perform specific processing periodically. You can create automation
schedules using the Automation Schedules (SM.20.50.20) form. See
also automation schedule
automation steps Steps to be executed for specific records or objects on a particular

form, depending on the record or object properties. Automation steps
allow you to extend the functionality of data entry and processing
forms. You can add new object statuses, associate statuses with certain
actions, and enable or disable actions, depending on object properties.
See also form.
bank account A cash account associated with a specific bank (which in is defined
as a vendor) and with one or more linked clearing accounts. Bank
charges can be configured as entry types associated with the bank
account. Bank accounts generally require periodic reconciliations
to be performed. See also vendor, clearing account, entry type,
reconciliation.
base currency The currency of the environment in which the company generates and
expends cash. A base currency can be the only currency used in the
system or one of multiple currencies used. The base currency is the
default currency for recording transactions, budgets, and other GL
data, and it is used for reporting, income statement, and balance sheet
calculations. For General Ledger accounts denominated to a foreign
| Appendix | 320
currency, maintains the history of transactions and balances in both

the currency of denomination and the base currency. See also General
Ledger, account.
base price A price for an item set with respect to the base unit, expressed in the
base currency and offered to customers of the base price class (those
not associated with any specific price class by default). Base prices can
be defined and maintained directly, following your company's pricing
policy, via the Inventory or Sales Orders module. See also base unit,
base currency, customer, Inventory.
base unit The unit of measure in which a particular item is tracked from the
moment it is received at a warehouse or produced at one of your
facilities until it is picked for shipping. Generally, the base unit is the
smallest unit defined in the system for a particular item. Also, the base
unit is the unit of measure used for calculating item costs. See also
warehouse.
batch A set of related transactions or journal entries that are in the same
currency, refer to the same ledger, and occur in the same financial
period. A batch's debit total and credit total are calculated over all the
transactions. Some batches are generated by the system automatically,
such as those implementing revaluations. Only balanced batches (those
for which the credit total equals the debit total) can be released and
posted to the specified ledger. See also journal entry, financial period,
revaluation
batch control total A user-entered total that is used for batch status validation if it is
enforced in your system—that is, if the Validate Batch Control Totals
on Entry check box on the General Ledger Preferences (GL.10.20.00)
is selected. A batch can be saved with the Balanced status only if the
user types into this box a value that is equal to the batch's debit total
and credit total amounts. We recommend that you use batch control
total validation to reduce data input errors. See also batch.
budget article An account-subaccount pair recorded in a budget ledger with a budget

amount. A budget article has subarticles if its subaccount has at least
one aggregating value in any segment. See also account, subaccount,
aggregating value, segment.
business account A set of information about one of your company's vendors or

customers, including its locations, contacts, and payment and shipping
options. Acumatica ERP uses this information, which is specified on data
entry forms, in a variety of modules. Your company also has a business
account to record its own locations, contacts, and shipping settings. See
also vendor, customer, location, module.
cash account A special type of General Ledger account used to record various
monetary transactions in a specific currency. You can specify entry
types and payment methods with which the cash account is associated.
Each cash account is assigned to a specific branch. See also General
Ledger, account, entry type, payment method.
cash-in-transit account An account used for cash that is being moved from one currency to
another. Because cross-rates are not used in Acumatica ERP, currency
conversion is performed via the base currency with the use of the cash-
| Appendix | 321
in-transit account and subaccount. See also account, base currency,

subaccount.
cash discount A deduction from the total payable amount, allowed if the amount owed
is paid within a specified time period on or before a due date. Cash
discounts available for your organization are defined by credit terms
assigned to vendors, and cash discounts available for customers are
defined by credit terms assigned to customers. See also credit terms,
vendor, customer
Cash Management An Acumatica ERP module that manages cash and bank accounts,
cash transactions (including funds transfer), and bank statement
reconciliations. The module is integrated with the Accounts Payable and
Accounts Receivable modules for smooth payment processing. See also
module, cash account, bank account, funds transfer, reconciliation.
chart of accounts A listing of the accounts in the system to which you will record
accounting transactions. The chart of accounts, which you maintain in
Acumatica ERP via the Chart of Accounts (GL.20.25.00) form, consists
of balance sheet accounts (assets and liabilities) and income statement
accounts (income and expenses). The chart of accounts should follow
national and industry standards while also reflecting the operations of
your company. See also account.
clearing account A cash account that temporarily holds customer payments included in
a deposit. Once the money is actually deposited to the bank and the
deposit is released, a batch of transactions will be generated to move
the payment amounts from clearing accounts to the bank account and
to record the charges incurred as expenses. See also cash account,
customer, deposit, batch, bank account.
combined subaccount A subaccount that can be combined from multiple involved

subaccounts, based on rules you create, for certain transactions; use
elements with labels such as Combine Subaccount From to set up
such rules. A box for a combined subaccount displays a subaccount
mask, such as ––––.––.–––.––––, in accordance with the segmented
structure of subaccounts defined for your company. For each segment,
you can specify one of the involved subaccounts as the source of
the segment value. See the Combined Subaccounts article for more
information. See also subaccount, combined subaccount.
commission A payment made to a salesperson for goods and services sold.

Commission is calculated once in a commission period based on total
invoice amounts or payments received, depending on your configuration
choice. For each document, calculates the commission amount as
a percentage. For an invoice, the commission may be split among
multiple salespersons.
Common Settings A module used to control global system settings. Some configuration
settings—such as company information, segmented keys, and
numbering sequences—must be provided during initial system setup
and cannot be modified later. Other information, such as credit terms
and logistics settings, can be added at any time. See also module,
segmented key, numbering sequence, credit terms.
consolidation The process of combining separate accounting data into one set of
data by importing data from subsidiaries to the parent company.
Whether your organization is a parent company or a subsidiary of a
larger company, the General Ledger module enables you to prepare
| Appendix | 322
and consolidate the data into one consolidation ledger in the parent
company. See also General Ledger, module.
consolidation data The data imported to the parent company (as GL batches with system-
generated descriptions) to enable consolidation. Consolidation data
prepared by consolidation units is available via the SOAP gateway
as a set of GLConsolRead instances. See also General Ledger, batch,
consolidation.
consolidation mapping The process of matching accounts and subaccounts in a subsidiary

against those of the parent company for consolidation. Mapping of
subaccounts can be performed across subaccount segments. See also
account, subaccount, segment.
credit terms Conditions and stipulations used by vendors in their relations with your
company and by your company in its relations with customers when
any outstanding balance is paid. Credit terms include an installment
option (one payment or multiple installments), a payment schedule,
and terms for cash discount (for only the single-installment option).
Also, credit terms can be used as a schedule for overdue charges. For
more information about setting up credit terms in Acumatica ERP, see
Credit Terms. See also vendor, customer, cash discount, credit terms.
Currency Management An Acumatica ERP module that lets you define multiple currencies,
enabling foreign currency transactions throughout other modules. You
can maintain the lists of currencies, track exchange rate fluctuations,
and perform periodical revaluations. See also module, revaluation.
currency rate The rating of one currency valued against another. You use the
Currency Rates (CM.30.10.00) form to enter foreign currencies'
exchange rates and the base currency rates. Rates for each rate type
are specified with respect to the base currency and are recorded to
the database with the type of arithmetic operation required to apply
the rate. Each record contains the rate and the date when it becomes
effective. The rate is used for currency conversions for documents that
have later dates until a new rate is recorded. See also currency rate,
base currency.
customer One of your company’s trade debtors. Acumatica ERP lets you set
up default values for individual customers, customer classes, and
customer documents to help make data entry easier and less error-
prone. When you enter a new invoice for a customer, calculates the
due date, discount date, and amount automatically, based on its credit
terms. Tax settings are by default those of the tax zone associated with
the customer location. See also customer class, credit terms, tax, tax
zone.
customer class A group of settings that provides default values when users create new
customer accounts, thus saving them time. You divide customers into
classes based on the types of goods or services they purchase from
you. For more details, see Customer Defaults and Overrides. See also
customer.
Customer Management An Acumatica ERP module that helps your company set up customer
service based on contracts and effectively track service issues reported
by customers. Also, the module provides tools to help salespeople
generate quality leads, track and analyze sales opportunities, and
manage marketing campaigns by sending personalized emails in bulk.
See also module, customer.
| Appendix | 323
customer price class A group of customers that may be offered special prices because of
their buying habits. All customers of the same customer price class are
charged the same price for the same item, and you can set different
prices for the same item for different customer price classes. See also
customer.
customer statement A complete record of the customer's invoices, debit and credit memos,
payments, prepayments, and overdue charges for a specific period.
A statement includes all new activity for a statement cycle, from the
previous statement date to the current statement date. Any open debit
items from prior periods are included in the statement, grouped by days
outstanding. See also statement cycle, prepayment.
dashboard An interface that organizes and presents key information in a format

that users can interpret easily. A dashboard can be configured for the
home page and for each module web page. System administrators
can design a set of company-specific template dashboards. A user
can modify any of them or create from scratch a set of personalized
dashboards that display information tailored to job and information
needs. For details, see Dashboards. See also user, module, dashboard.
deferral code A code used in Acumatica ERP to configure how revenues and expenses
are recognized. If a line amount in an invoice or a bill should be
recognized over several periods, a deferral code (of the revenue or
expense type, respectively) is assigned to this line.
deferral schedule A number of related transactions automatically generated for the

documents whose lines have deferral codes assigned. See also deferral
code.
Deferred Revenue An Acumatica ERP module that stores definitions of deferral codes,
while allowing you to view and edit deferral schedules generated for AP
and AR documents and recognize parts of deferred amount according to
these schedules. See also module.
deposit 1. An instance of physically placing money in a bank.
2. In Acumatica ERP, an internal document created using the Bank

Deposits (CA.30.50.00) form. Batch deposits are used to group
customer payments deposited to the bank in bulk. When you
enter payments intended for such deposits into Acumatica ERP,
they are recorded to special clearing accounts, which temporarily
hold payments drawn from customers' AR accounts. Before you
make a deposit to the bank, you create a deposit in Acumatica
ERP, list the payments and cash to be deposited, and print a
deposit slip. After the money was actually deposited, the deposit
can be corrected to contain only payments accepted by the bank
and released. On the deposit's release, a batch of transactions
will be generated to move the payment amounts from clearing
accounts to the bank account and to record the charges incurred
as expenses.
See also deposit, batch, customer, clearing account, bank account.
discount A means of reducing sales prices. Acumatica ERP allows your company
to configure various types of discounts applicable to sales orders and
intended to attract customers: document-level discounts that are
| Appendix | 324
subtracted from the document total, item-level discounts that apply to

a document line, and flat-price discounts, which are special discounted
prices that depend on the quantities of goods purchased. See also
customer.
entry type A user-defined type of transaction (which can be a cash receipt or

cash disbursement) entered by using the Cash Management module.
Entry types are used to categorize cash transactions. See also Cash
Management, module.
event An activity that has a specific start time and duration. You create
events for all or several users and invite users, leads, contacts, and
customers as attendees. You can send invitation or rescheduling emails
to attendees.
Favorites Links to the forms the particular user accesses most frequently. Any
user can create his or her own list of favorites for personal use.
financial period A part of a financial year defined by its start date and end date. A
financial year can be divided into monthly, bimonthly, quarterly, or
custom-defined periods. For each next new year, generates financial
periods in accordance with initial system settings. We recommend that
you not change financial settings in once transactions have been posted
to any of the periods. See also financial year.
financial year A time interval used for calculating annual financial statements. The
year is defined by its start date, which you determine, and lasts 12
months. For example, the U.S. government's financial year begins on
October 1 of the previous calendar year and ends on September 30
of the year that gives the financial year its number. A financial year
consists of a number of financial periods and may include an additional
adjustment period. See also financial period, adjustment period.
FOB point A destination at which the vendor delivers the goods to be loaded to
the transportation provided by the carrier. The customer covers the
freight and other expenses for the cargo from a FOB (meaning freight
on board) point. See also vendor, customer.
foreign currency The process of restating the account balances in a reporting

translation currency. For accounts denominated to currencies other than the
reporting currency, the balances expressed in the base currency are
recalculated to the reporting currency. For more details, see Overview
of Translations. See also account, base currency.
form A screen in Acumatica ERP that lets you, using various actions and
elements, enter needed data and perform functions that are key to the
capabilities of the module. In most modules, forms are grouped into the
following categories: Data Entry, Processing, Inquiries, Maintenance,
and Setup. See also module.
form toolbar A toolbar present on most forms with data navigation and processing
actions that apply to the entire form. For example, its actions allow you
to cancel or save changes you've made, to insert or delete objects, or
to navigate through the objects created via the form. See also form.
| Appendix | 325
funds transfer A transaction that moves an amount from one cash account to another,
with related service charges. Funds can be transferred between
accounts denominated to different foreign currencies in two steps, using
the cash in transit account for currency conversion to the base currency
and from the base currency. See also cash account, cash-in-transit
account, base currency.
General Ledger (GL) An Acumatica ERP module that serves as the central application where
all financial information is collected for analyzing, summarizing, and
reporting. You use the module to set up your company's financial
structure through the chart of accounts and subaccounts, collect
information through transactions entered by users and imported from
other modules, and prepare data for generating various financial
statements. See also module, chart of accounts, subaccount.
historical rate An exchange rate for the foreign currency with respect to the base
currency that was effective during a certain past period. The General
Ledger module uses historical rates for foreign currency translations
and "past-date" transactions. See also base currency, General Ledger,
module.
inline editor An editing tool you can use to edit a section of a Wiki article or its full
text. The inline editor contains both a text box (which contains the text
of the applicable section) and a Formatting toolbar.
input mask A mask implemented to govern what a user may enter into a box, so
that the required format is used on data entry forms. Masks are used,
for example, for phone numbers, postal codes, and tax registration
IDs. Moreover, input masks can be created using regular expressions to
validate entered values, since the values for some elements must follow
not only input format requirements but also specific rules. For more
details, see Input Validation Options.
integration services The powerful capabilities, provided as part of the Integration module,
that allow you to filter and import data from external sources,
converting it into internal format, and configure data synchronization
between and third-party applications to be performed on schedule.
Also, you can configure data export with conversion to required
formats. See also module.
inventory item A stock or non-stock item defined and tracked in Acumatica ERP. The
record's unique identifier, Inventory ID, as with other identifiers in
Acumatica ERP, can be segmented, with special meaning assigned to
each segment. (The INVENTORY key is used to configure inventory
IDs.) Well-designed inventory IDs can help you sort and group items in
operational and management reports. See also stock item, non-stock
item.
Inventory An Acumatica ERP module that provides real-time access to item

availability data configured in accordance with your company's policies.
The Inventory module lets you maintain a perpetual inventory system
as well as performing physical inventories, which can be performed
as full inventory and by cycles. You can use subitems as an additional
| Appendix | 326
means of tracking special types of inventory items, and you can track
inventory items by either lot or serial numbers and expiration dates.
(See lot serial numbers for more details.) Advanced functionality of
the module includes flexible posting settings, multiple warehouses with
multiple specialized locations, and automatic replenishments. See also
module, subitems, inventory item, lot or serial numbers.
inventory price class A class used to group inventory items by the method of their price
calculation. An inventory price class may include items of one or more
item classes. See also inventory item, item class.
item class A class used to group stock or non-stock items with similar properties
and to provide default settings for new items. See also stock item, non-
stock item.
journal entry A record of debit or credit to any account in General Ledger. Journal
entries (or transactions), which are added in batches, must follow the
generalized double-entry rule: The debits total must be equal to the
credits total through all the entries in a batch. The batch contains the
date, the accounts and subaccounts to be debited, the accounts and
subaccounts to be credited, and the debit or credit amounts for each
transaction. A batch of journal entries can be marked as recurring or
auto-reversing. See also account, General Ledger, batch, subaccount,
auto-reversing batch.
kit An inventory item that consists of other stock or non-stock items as

components and requires assembling (or packaging) to become a
salable good. You enter a kit as a stock or non-stock item using either
the Stock Items (IN.20.25.00) or Non-Stock Items (IN.20.20.00) form
and select the Is a Kit option. You can specify the kit's components
(with their quantities) using the Kit Specifications (IN.20.95.00) form. A
kit may include a number of stock and non-stock components. See also
inventory item, non-stock item, stock item.
landed costs All extra costs—beyond the prices at which the goods are purchased
from vendors—associated with acquiring products and “landing” them
at one of your company's locations. These costs might include customs
duties, handling fees, freight charges, value-added taxes, and other
costs for a particular product. In Acumatica ERP, you can define these
costs via the Landed Cost Codes (PO.20.20.00) form. See also vendor,
tax.
location 1. One of multiple places of business for a particular company.

Each location is assigned to a tax zone and, as a business entity,
may have a separate tax registration ID from that of the main
location of the company.
2. A warehouse location.
See also tax zone, warehouse location.
location table The list of a particular warehouse's locations and their properties.
Use the location table to configure your warehouse to fit the logistical
processes established in your company. For each location table,
| Appendix | 327
you can specify whether to include the quantities of stock items

stored at this location in the quantity of available items calculated
for the warehouse, whether to cost the inventory on this location
separately, what inventory operations are allowed for the location,
and what the location's pick priority is. Users can consult this table for
reference when they’re creating receipts, issues, or transfers. See also
warehouse, stock items.
lot or serial numbers Identifying numbers through which you track goods in your inventory.
Serial numbers are used when you need to trace each item of the same
inventory ID, while lot numbers are used to trace items (of the same
ID) that were purchased or produced together and have the same
expiration dates (if applicable). You can segment lot and serial numbers
via the Lot/Serial Classes (IN.20.70.00) form. Acumatica ERP supports
the following types of segments for lot/serial numbers: constant, date,
and auto-incrementing. See also segment.
low seasons Time intervals in which the decreasing factors (used to divide the
standard replenishment quantity to get lower replenishment quantities
during low seasons) should be applied to quantities on purchase
orders generated to replenish the stock. Each inventory item may have
multiple low seasons, each with different decreasing factors. See also
inventory item.
main menu A menu, that fits across the top on each page, containing functions that
are not specific to the form or wiki article. The toolbar allows you to
navigate to a Help article for the form (if available), add the form to
Favorites and dashboards, among other capabilities. For details, see
Main Menu. See also form, Favorites, dashboard
Management An Acumatica ERP module that lets you define users, roles, and
restriction groups for security management. It also provides site
management, Wiki management, task management, customization
management, and file management capabilities, as well as integration
services. See also module, user, role, restriction group, integration
services.
module A software component of Acumatica ERP that consists of a variety of

forms. While each module provides specialized functionality, it is tightly
integrated with other modules. See also form.
multi-currency A mode in which Acumatica ERP can function to support multiple

currencies. If you have activated multi-currency support, you can
manage transactions in various foreign currencies, record exchange
rates for multiple rate types as needed, report in a specific foreign
currency, and revalue GL, AP, and AR accounts in the base currency.
The base currency is used for reporting and income statement
calculation. See also base currency, Currency Management, module.
navigation pane A pane, located on the left side of any page, that allows you to select
the form, or article you wish to display in the right pane. The navigation
pane contains the tree structure of a module or wiki, which shows the
hierarchy of its forms or articles and contains links to those items.
When you click a link, the requested form or article opens in the right
pane. See also form, dashboard, module.
| Appendix | 328
negative inventory An option, offered in Acumatica ERP, allowing a negative inventory

balance for an inventory item or a group of items. This can occur
when the inventory issue is made before the necessary quantity of the
item arrives at the warehouse. To calculate the balance of over-issued
inventory items, the most recent historical cost will be used until the
item is received. When the inventory is received, the system will match
the receipt cost with the issue cost, and generate a cost adjustment
for the difference. Appropriate warnings are issued on transactions
that will result in negative inventory balances. See also inventory item,
warehouse.
non-stock item An inventory item that is not stored in a warehouse. Such items can be
of different types: labor, service (such as product assembly, installation,
or personalization), charge, expense, and actual non-stock items, such
as goods used only for drop-shipments. For a non-stock item, you can
specify the following information in Acumatica ERP: base, sales, and
purchase units; conversion coefficients; price and cost information; and
the default GL accounts and subaccounts to be used for transactions
with the items. See also inventory item, warehouse, General Ledger,
account.
notification template An article in the Notification Templates Wiki that is an email template
with variables denoting values in an employee or contact record.
When the email is sent, the system replaces variables with values
from the database record associated with each addressee for email
personalization.
numbering sequence A set of rules the system uses to generate the next unique identifier
when you create a new object of certain type (such as a batch).
provides a number of predefined numbering sequences you can use.
A numbering sequence may have subsequences. If one numbering
sequence is used for multiple object types, all the objects get numbers
according to the order in which they were created, so successive
numbers can be assigned to objects of different types. See also batch.
overdue charges Charges calculated on open Accounts Receivable items that are past
due. Acumatica ERP calculates overdue charges and displays them on
customer statements. You can configure these charges to be compound
charges (charges calculated on charges) or not. Overdue charges are
based on terms that provide a schedule for payment. See also Accounts
Receivable, customer statement.
payment method A way in which customers pay for goods they purchase from your
organization. For each payment method, you can use a number of
predefined elements: define the element names as you want them to
appear on the interface, and set up input validation for these elements
(input masks or regular expressions). Payment methods are based on
the following general means of payment: credit cards, gift certificates,
purchase orders, cash cards, and custom methods. See also customer,
input mask.
PI cycle The physical inventory cycle assigned to the stock item. PI cycles are
used to arrange the items into groups for periodic counting. For more
| Appendix | 329
details on using PI cycles, see Planning for Physical Inventory. See also
stock item.
posting class A group of items in the Inventory module that defines the default
account to be used and the rules for composing the default subaccount
for transactions with the applicable inventory items. Accounts and
subaccounts for transactions can be obtained from the following
sources: inventory item, warehouse, or posting class. See also
combined subaccount, Inventory, module, account, subaccount,
combined subaccount, warehouse, inventory item.
prepayment A document that represents amounts paid in advance for future

purchases. In the Accounts Payable module, a vendor's request for
prepayment is processed as follows: You use the Checks and Payments
(AP.30.20.00) form to enter the prepayment. Then the prepayment
is paid in full by an AP check in the same currency as the default
cash account. If the payment method associated with the default
cash account requires printing a check, print it and release the AP
check, which changes its status to Closed and creates a payment
of the Prepayment type with the reference number of the original
prepayment request. After that, you can apply the prepayment to bills
and adjustments. See also Accounts Payable, module.
price list A list of sales prices that is set for goods sold in a specific currency,
offered to customers of a particular customer price class, and specified
with respect to various units of measure available for the items. In
Acumatica ERP, you can maintain multiple price lists. See also sales
price, customer, customer price class.
Purchase Orders An Acumatica ERP module that provides functionality for efficient
management of your company’s supply chain and optimization of the
cost of acquiring materials or services. See also module.
Purchase Requisitions An Acumatica ERP module that allows you to streamline and customize
the process of requesting needed items. You can request goods and
services, approve requests, and prevent cost overruns. See also
module.
reason code A code used to provide additional information regarding transactions

in the system. When you configure a reason code via the Reason
Codes (CS.21.10.00) form, you can specify whether this code is used
in the Inventory module and, if so, how it is used. Inventory-related
reason codes allow you to post transactions related to direct inventory
operations (such as receipts, issues, transfers, adjustments, and
physical inventory counts) to specific accounts and assign particular
subaccounts to them to allow for more detailed reporting. See also
reason code, Inventory, module, account, subaccount.
reconciliation The process of matching the cash transactions recorded in Acumatica

ERP against those presented on a bank statement. Theoretically,
the balance of the cash account associated with the bank should
reconcile to the balance of the bank statement, but there may be some
discrepancy between account balances. The goal of reconciliation is
to find discrepancies and determine whether each is due to error or
timing. In Acumatica ERP, you mark documents as cleared as you
receive preliminary information from the bank. Later, when you have
| Appendix | 330
received the bank statement, you reconcile transactions with the bank
statement.
recurring GL transactions GL transactions that repeat regularly. To automate the entering of

recurring transactions, such as depreciation transactions, allows you
to create schedules for them. A schedule defines how many times and
how often specific batches should be repeated. One or several batches
can be assigned to a schedule, but only batches with the Balanced
status can be scheduled. Once a batch is assigned to a schedule, its
status changes to Scheduled. To create schedules, use the Recurring
Transactions (GL.20.35.00) form. See also schedule, batch.
replenishment policy Settings that define how automatic replenishment for the inventory
item is initiated, as well as its source, quantity, and time intervals,
including low seasons, during which replenishment is initiated in smaller
quantities. See also inventory item.
restriction group A set of objects (such as users, accounts, and subaccounts) of two
or more types created to, if the group includes users, restrict users'
access to only objects in the same group; if the group doesn't include
users, the restriction group relates its objects in a way that limits their
use. For instance, one restriction group may include two users and a
number of special-use accounts that only these two users can update,
and another restriction group may include several GL expense accounts
and a subaccount that should be used only with these particular
accounts. If a restriction group is defined as inverse, the objects in the
group instead cannot be used with one another. To learn more about
restriction groups, see the Overview of Restriction Groups section in
User Guide.
Retained Earnings A special system-maintained accounts that is of the Liability type

account and must be created before any actual data is entered. The Retained
Earnings account accumulates the company’s net income (or loss)
after the dividends have been paid. Retained earnings are summarized
over the years since the first year of company operations. During
the financial year closing, this account is updated by the amount
accumulated on the YTD Net Income account. See also YTD Net
Income.
revaluation The process of revising the value of AP, AR, or GL accounts that are
maintained in a foreign currency. For more information, see Overview of
Revaluations.
role A set of access rights to certain system objects—such as specific

Wiki articles, forms, form elements, and toolbar actions—to which
you assign users. When you define roles, give only the access rights
necessary to perform typical tasks. Sets of access rights by different
roles should not intersect. We recommend that you assign to a user
several roles rather than creating a more complicated role with the
same privileges as multiple already-defined roles. Acumatica ERP has
several preconfigured roles. For more information about roles, see Role-
Based Security.
Sales Orders An Acumatica ERP module with the functionality required to manage
sales-related activities, such as maintaining multiple price lists,
configuring the system to calculate discounts, entering quotes, fulfilling
| Appendix | 331
sales orders, generating pick lists, creating shipments, and adding

landed costs. See also module.
sales price A price you set for a particular item that you sell in a specific currency,
offer to customers of a particular customer price class, and specify
with respect to an appropriate unit of measure. Sales prices can be
maintained with regard to items' sales units or base units. See also
customer, customer price class, sales unit, base unit.
sales unit The unit of measure in which a particular item is sold to a customer.
See also customer.
schedule A definition in Acumatica ERP of how many times and how often
specific AP batches, AR documents should be generated for recurring
transactions. Once a batch or a document is assigned to a schedule, its
status changes to Scheduled. The system uses the original documents
or batches as templates to generate similar documents or batches with
only transaction dates being changed as dictated by the schedule. See
also batch.
Search text box A text box, located on the top of the navigation pane on any page,
that allows you to perform a quick search in the entities. You can click
the Search icon to open the Search form, which offers more extensive
capabilities to search the wikis, files, or entities in the system. See also
navigation pane.
segment 1. In Acumatica ERP, one of the parts of an identifier of an entity

—such as account, subaccount, inventory item, subitem,
warehouse or location reserved to carry special meaning.
Segments should be populated with values before entities are
created. Segment values are alphanumeric strings of the fixed
length, and one of the segments may be assigned a numbering
sequence. Several input validation options can be used to verify
the segment values when users create new entities of the type.
2. To break the identifier into segments (as described above).
See also account, subaccount, inventory item, location, warehouse.
segmented key A system entity that lets you define the structure of identifiers for
a certain type of object and then serves as a template when a user
creates an identifier for a new object. The current version of Acumatica
ERP provides the following segmented keys: ACCOUNT, for GL
accounts; SUBACCOUNT, for GL subaccounts; BIZACCT, for vendor and
customer accounts in the Accounts Payable and Accounts Receivable
modules; INVENTORY, for inventory items; and SALESPER, for
salesperson accounts. For more detailed information, see Segmented
Identifiers in the Acumatica ERP User Guide. See also General Ledger,
account, subaccount, vendor.
standard cost method A method for inventory item valuation in which standard cost is
calculated outside the system using company-specific policies. With this
method, the currently effective standard costs are assigned to inventory
items on their receipt, issue, adjustment or transfer, regardless of their
actual costs. When items assigned to this method are received at the
warehouses, any differences between the actual and standard costs are
recorded to the specified standard cost variance accounts and posted
to the General Ledger. Standard costs can be updated as often as is
needed. See also inventory item, warehouse.
| Appendix | 332
stock item An inventory item stored and maintained in steady volumes at some
warehouse. For each stock item, Acumatica ERP tracks a basic set of
item properties, such as the item's identifier, description, price, cost,
units of measure, and default warehouse and vendor information.
Stock items can have many additional properties, known as attributes
in Acumatica ERP, that do not affect item processing but may be
important for analyzing the stock movements or item sales. See also
inventory item, attribute.
statement cycle The schedule for customer statements. You can also set up four aging
periods that sort open documents by days past due. You can use the
aging periods to prepare an AR aging schedule at the end of each
month, which you can analyze to identify potential cash flow problems.
Statement cycles can be assigned to customer classes and to individual
customers. See also customer statement, aging period, customer class,
customer.
subaccount A subcategory of the account that carries identifying information;

in Acumatica ERP, you use subaccounts with accounts to virtually
split accounts into smaller, more specific ones. This gives you finer
classification within the account for reporting and internal management
purposes. While account identifiers carry the information about the
account type along with the actual account number, subaccount
identifiers can provide such information as the division, department,
and cost center. Each journal entry is recorded with the appropriate
account and subaccount combination. See the Hierarchy of Accounts
and Subaccounts article for more details. See also account, journal
entry.
subitems Codes that allow further categorization of an inventory items. Subitems

are used in the system if you have otherwise-identical products with
different colors, sizes, or other properties tracked because of their
importance to customers. Thus, under the same inventory ID, there
may be a number of subitems—records about products that share all
settings of the inventory item record but have additional properties
that differ. If your site uses subitems, they should be specified for each
inventory ID related to a stock item. See also inventory item, customer,
stock item.
table An arrangement of similar objects or details, each displayed with the

same number of properties, on many forms. In a details table, each row
represents an object or detail (for example, an account, subaccount,
document line, or journal entry) and its properties; elements specifying
properties are grouped into columns.
table toolbar A toolbar on most forms, located above (and sometimes above and
below) the Details table, that allows you to perform detail-related
actions, including the following: add, edit, or delete details; filter
details; perform custom actions; and rearrange details by changing the
order of values in any column.
task An activity that you have to complete before a due date but that
doesn’t have a specific time or duration. By default, you create tasks
for yourself, but you also can create tasks and assign them to other
employees.
| Appendix | 333
tax A compulsory financial contribution imposed by a government. In

Acumatica ERP, you can configure taxes of the following major
types: Sales, Use, VAT, and Withholding. The definition of each tax
includes the tax rate (used to calculate the tax amount), the method
of calculation, the effective date, and the accounts to which the tax
amounts are posted. Each tax is reported to a specific tax agency and is
paid to or claimed from the agency. See also account, tax agency.
tax agency A tax authority, defined in as a vendor, that requires tax reports to be
filed regularly. For your convenience, you can create a vendor class for
tax agencies (local and federal). Each tax agency requires tax reports to
be filed regularly. See also vendor, vendor class.
tax category A list of taxes associated with a product or a service when it is

purchased or sold. See also Taxes.
Taxes An Acumatica ERP module that stores definitions of taxes, tax

categories, and tax zones that are used across Acumatica ERP for
automatic tax calculation for every document and transaction. See also
module, Taxes, tax category, tax zone.
tax reporting group An entity used to accrue taxable amounts and tax amounts charged on
GL, AP, and AR transactions for tax reporting purposes. For example,
a VAT requires two groups (input and output): one for tax amounts
charged on sales, and another for tax amounts charged on purchases.
A sales tax requires one output group for taxes on sales. Tax reporting
groups are used to calculate the report lines for a report to a tax
authority. For more information, see Tax Report Configuration in the
Acumatica ERP User Guide.
tax report lines Lines configured for a tax agency as a combination of output and input
reporting groups for various taxes associated with the same tax agency.
See also tax agency, Taxes.
tax zone An area or tax jurisdiction where the same taxes are enforced. In
Acumatica ERP, a tax zone includes a list of taxes to be applied to a
customer's invoice or a vendor's bill depending on the location. Tax
zones are used in other modules, such as General Ledger, Accounts
Payable and Accounts Receivable.
user A person who uses the ERP system. Once a user has been
authenticated, the system checks the user's membership in roles. Users
can view only the forms, articles, and elements authorized by their
roles, and can perform only the actions permitted by these roles. Users
may be members of restriction groups, which let them access specific
entities included in the groups. See also role, form, restriction group.
vendor One of your company’s trade creditors. For ease of use, you can set
up default values for vendor classes, individual vendors, and vendor
documents. When users enter new bills, they must specify a vendor for
each bill. Once they choose the vendor, certain elements on the form
will be automatically populated with the vendor’s default values. The
due date and available discount are calculated automatically, based on
the vendor’s credit terms. See also vendor class, credit terms.
| Appendix | 334
vendor class A group of settings that provides default values when users create
new vendor accounts. Divide vendors into classes based on the types
of goods they sell or services they provide. For details, see Vendor
Defaults and Overrides. See also vendor.
warehouse A place where goods are stored. A warehouse in Acumatica ERP does
not necessarily represent one physical building where your inventory
is stocked; you can divide a large physical storage space into several
areas and define each as a warehouse in Acumatica ERP. A warehouse
can even be virtual: For example, all goods that are on the way to you
from the supplier can be considered as located in the virtual goods-in-
transit warehouse.
warehouse location An actual or virtual place in a warehouse that can be used to receive,
store, or issue specific goods or all goods. Each warehouse can
include several locations. Warehouse location IDs are defined with the
INLOCATION segmented key. See also warehouse.
wiki article An entity that consists of digital content on a particular topic and, along
with other articles, makes up a wiki. Articles can be organized in folders
in ways that best fit your needs.
wiki editor The form, invoked when you click Edit for an open wiki article, that lets
you edit both the article text and its properties.
wiki markup 1. The syntax used to create wiki articles. Using wiki markup, you
can create articles, add headings, tables of contents, hint boxes,
and warning boxes.
2. A mode in which you can edit wiki articles, which lets you view
the wiki markup.
Wiki toolbar A toolbar, appearing below the main menu when you open a wiki article,
that provides a variety of actions you can use as you browse the wiki
and work with articles. These actions include creating a new article,
moving to the previous or next article in the wiki tree, and printing or
deleting the current article.
YTD (Year-to-Date) Net A special account, automatically maintained by the system, that records
Income account the net income (the difference between the amounts posted on income
and expense GL accounts) accumulated since the beginning of the
financial year. This difference is updated by every transaction posted.
During closing of the financial year, the balance of the YTD Net Income
account is transferred to the Retained Earnings Account and is reset
to zero for a new financial year. The YTD Net Income account should
be of the Liability type and must be created before any actual data is
entered. See also account, financial year.

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ACCOUNTS PAYABLE

Procedures: Setup and Maintenance.......................................................... 53

Processing Bills with Retainage................................................................. 57

Approving Financial Documents................................................................. 69

Accounts Payable Document Approval...............................................................................71

Filing the 1099-MISC Form........................................................................ 74

Maintaining Vendor Discounts....................................................................79

To Enter a Prepayment................................................................................................. 120

Accounts Payable Form Reference........................................................... 133

Accounts Payable Reports........................................................................ 288

©2018 Acumatica, Inc.

11235 SE 6th Street, Suite 140

Software Version: 2018 R1

Vendor Defaults and Overrides

Flexible Workflow Options

Multiple Document Types

• Credit Adjustment Processing

• Debit Adjustment Processing

• Accounts Payable Check Processing

• Quick Check Processing

Rounding of Bill Totals

• To Set Up Document Amount Rounding

• Rounding of Document Amounts

Configurable Approval of Bills

Support for Recurring Bills

ACH Payment Support

Accounts Payable Inquiries

Support for United States 1099-MISC Form

Accounts Payable Security Options

Sending Documents Electronically

Other Features and Options

• Define three aging periods for outstanding bills

• Pay each vendor's bills by printing one check or separate checks

• Process prepayments and multiple installments.

• Track available and missed discounts

Vendor Defaults and Overrides

Vendor Classes and the Default Vendor Class

Default Values Provided by a Vendor Class

• Accounts Payable and expense accounts and appropriate subaccounts

• Payment settings and remittance information

• Purchasing and shipping-related information

Use of Location Defaults

Rule for Generating Expense Subaccounts

Visibility of Vendors by User

3. You add to the group the ABComputers vendor.

Forms for Vendor Security

Forms for Vendor Security

To initially configure the visibility of a vendor to Vendor Access (AP.10.20.00)

To change the visibility of a vendor in multiple Restriction Groups by Vendor (AP.10.20.10)

To change the visibility of vendors to a user in Restriction Groups by User (SM.20.10.35)

Bill Amount Rounding

Bill Approval for Payment

Error Correction on Bills

Credit Adjustment Processing

Data Entry of Credit Adjustments

Credit Adjustment Statuses

• Open: The document has been released (and approved, if required).

• Closed: The document has been paid.

Release of Credit Adjustments

Account Debit Credit

Accounts Payable Account 0.0 Amount

Expense Account Amount 0.0

Approval for Payment