AP Invoice Inquiry

 

The AP Invoice Inquiry is found on the Accounts Payable Inquiry menu, 2-2.  The inquiry is also accessible through the AP Vendor Inquiry and the P.O. Serial Number Receipts Inquiry.  The inquiry allows viewing and printing of the full details of AP invoices, credit and debit memos, manual check invoices, and AP checks.  The General Ledger expense distributions are included.  On purchase order invoices, the items from the purchase order that were entered on the invoice are included.  The payment information of an invoice is also included.  The inquiry uses the APHist and GLHist Files to access the records and for the majority of the information on the inquiry.

 

Use of the Invoice Inquiry results in the following functions. 

 

Invoices and credit/debit memos can be accessed by invoice number, or the voucher control number.  If there are duplicate invoice numbers, or invoice and credit/debit memos with the same control number, the program displays a selection screen that lists all of the records that have the same invoice number or control number.  You may than select the record that you want to access.

 

Invoices can also be accessed by inputting a purchase order number.  The invoice that was linked to the inputted purchase order is than accessed.  If there is more than one invoice for the purchase order, all of the invoices are listed on a selection screen.  You may than select the invoice that you want.

 

Check numbers can be entered.  All of the invoices and credit/debit memos that were on the check are displayed.  From there an individual control number can be entered to access the invoice or credit/debit memo detail.

 

There are actually three inquiries within the AP Invoice Inquiry.  They are the Invoice Detail Inquiry, the Payment History Inquiry, and the Check Detail Inquiry.  All three inquiries are accessed within AP Invoice Inquiry.  All of the inquiries are accessible within each other.  Each displays different information, and with the accessing of all three inquiries for one invoice, the total picture of an invoice or credit memo is provided, the invoice detail and the payment information.  This is accomplished in one program.

 

 

 

 

 

Introduction  (Contd)

 

The Invoice Detail inquiry shows all of the G/L expense distributions, and invoice header information such as the dates, discount amount, invoice number and total invoice amount.  The current invoice balance is included.  If the invoice has been voided, this is indicated.  Purchase Order invoices include all of the items that were included on the invoice.  For each included item the quantity ordered, quantity received, and prior and current invoiced quantities display.  The P.O. Quoted and Actual Invoiced Costs are included for each item.  The original purchase order item is included, in order to reflect any items that were substituted.

 

The second inquiry, within the Invoice Inquiry, is the Payment History Inquiry.  This inquiry is accessible within the Invoice Detail Inquiry.  It includes all of the check numbers that have been issued for the individual invoice or credit memo.  The amount paid and discount taken is included.  Whether the check has been voided is included.

 

The third inquiry, within the Invoice Inquiry, is the Check Detail Inquiry.  The Check Detail Inquiry is accessible by input of a specific check number, or from the Invoice Detail and Payment History Inquiries.  The Check Detail Inquiry lists all of the invoices and credit memos included on a specific check.  The amount paid and discount taken for each record is included.  If the check has been voided that is indicated.

 

The majority of the information on the AP Invoice Inquiry is from the APHist and GLHist Files.  These are new files added to the system with LMS Revision 11.  Thus invoices and credit memos and checks created prior to loading Revision 11 will not have an APHist and GLHist File.  These records will not be accessible in the AP Invoice Inquiry.

 

Invoices, credits and checks are accessible in the Invoice Inquiry, until the APHist and GLHist Files are purged from the system.  When the purge is run is up to you.  The history files may be kept on the system as long as desired.

 

For more information on the creation of the APHist and GLHist Files see AP Invoice Entry and Manual Check Entry.

 

 

 

Enter Data

 

Selection Screen

 

The printer selection screen appears to select a printer to use if the inquiry is printed.  The ESC escape key may be entered to exit the inquiry and return to the menu.

 

Invoice #/CM #/DM #  PO #       Check #     Control #   

 

 

The cursor is under the Invoice #/CM#/DM# prompt.  Enter E to exit the inquiry.  There are four ways to access a record.  The first is to enter the invoice or credit/debit memo number, under the Invoice #/CM#/DM# prompt.  The second is to enter a purchase order number, under the PO # prompt.  The third is to enter a check number, under the Check # prompt.  The fourth is to enter the voucher control number of the invoice, under the Control # prompt.  A carriage return at each prompt accesses the next prompt.

 

Invoice #/CM #/DM #

 

Entering an invoice or credit/debit memo number accesses the Invoice Detail Inquiry.  If the inputted invoice number is not found in the APHist File or is entered incorrectly, the prompt No Matching Records Found In History File displays.  The cursor returns for reinput.  When there is more than one invoice or credit/debit memo number, with the inputted number, the program enters a selection screen.  All of the records assigned, with the same invoice or credit/debit number, are displayed.  This allows selection of the desired record.  The records display in the order of the index.  (20 Alphanumeric)

 

 

 

 

Enter Data  (Contd)

 

Selection Screen  (Contd)

 

Invoice #/CM #/DM #  PO #       Check #     Control #   

 

PO #

 

 

Entering a carriage return at the Invoice # prompt accesses the PO# prompt.  Entering a purchase order number accesses the Invoice Detail Inquiry.  If the inputted purchase order number is not found in the APHist File or is entered incorrectly, the prompt No Matching Records Found In History File displays.  The cursor returns to the Invoice # prompt for reinput.  When there is more than one invoice, assigned to the inputted purchase order number, the program enters the selection screen.  All of the records assigned, with the same purchase order number, display.  This allows selection of the desired record.  The invoices display in invoice number order.  (8 Numeric)

 

 

Invoice #/CM #/DM #  PO #       Check #     Control #   

 

Check #

 

Entering a carriage return at PO # accesses the Check # prompt.  Entering a check number accesses the Check Detail Inquiry.  When a check is input that is not found in the APHist File or is entered incorrectly, the prompt Check Number ## Is Not Found In History File displays.  The cursor returns to the Invoice # prompt.  Duplicate check numbers are not allowed, thus there is no selection screen.  (8 Numeric)

 

 

 

 

Enter Data  (Contd)

 

Selection Screen  (Contd)

 

Invoice #/CM #/DM #  PO #       Check #     Control #   

 

Control #

 

 

Entering a carriage return at PO# and Check # accesses the Control # prompt.  Entering a carriage return at the Control # prompt returns the cursor to the Invoice # prompt.  Entering a voucher control number accesses the Invoice Detail Inquiry.  If the inputted control number is not found in the APHist File or is entered incorrectly, the prompt No Matching Records Found In History File displays.  The cursor returns to the Invoice # prompt for reinput.  When there is more than one invoice or credit/debit memo assigned with the inputted control number, the program enters a selection screen.  This only occurs when a credit/debit memo has been directly applied to an invoice.  Both the invoice and credit/debit memo have the same control number.  All of the records assigned with the same control number are displayed.  This allows selection of the desired record.  Records display in invoice number order.  (8 Digits)

 

 

The following information is included on all of the selection screens, regardless of the type of access to the selection screen. 

 

A computer assigned line number.  This is used to select a record.

 

Vendor #  The vendor number assigned to the invoice or credit/debit memo.

 

Name  The name of the vendor.  This is from the Vendor File.  Only 23 characters of the vendor name displays.

 

 

 

Enter Data  (Contd)

 

Selection Screen  (Contd)

 

 

Control #  The assigned voucher control number.

 

PO #  The purchase order number that was entered on the invoice.  If more than one purchase order was entered on an invoice, the number assigned to the purchase order, that had the item with the smallest P.O. line number appears.  If the purchase orders had items with the same line number, the purchase order that was accessed first, when creating the invoice, appears.  Note, when the invoice is accessed by invoice number or control number, all of the purchase orders on the invoice are displayed on the Invoice Detail Inquiry.

 

Inv/DM/Cm #  The assigned invoice or credit/debit memo number.  All 20 characters display.

 

Type Of Transaction.  There are 6 possible types.  They are as follows.

 

            INV  An invoice or manual check.

            I/V   A voided invoice or manual check.

            CM  A credit memo.

            C/M A voided credit memo.

            DM  A debit memo.

            D/M A voided debit memo.

 

 

 

Enter Data  (Contd)

 

Selection Screen  (Contd)

 

When the selection screen is accessed, the cursor is at one of the two following prompts.  Operation is the same regardless of the type of access to the selection screen.

 

 

Enter Choice, Or End

Enter Choice, Next, Or End

 

The first prompt appears when there is less than 20 selections.  The second prompt appears when there is more than 19 choices.  Enter an E to return to the Invoice # prompt.  Enter the computer assigned line number of the desired choice.  The record is than accessed on the Invoice Detail screen.  Enter a N for next to go to the next screen of selections.  One of the two following prompts appear.

 

Enter Choice, Next, Or End

Enter Choice, Next, Previous, Or End

 

The first prompt appears until the last selection screen is accessed.  The second prompt appears when the last screen is reached.  Enter an E to return to the Invoice # prompt.  Enter the computer assigned line number of the desired choice.  The record is than accessed on the Invoice Detail screen.  Enter a N for next to go to the next screen of selections.  Enter a P for previous to go back one screen.  You may go back and forward as many screens as exist.

 

 

 

 

Enter Data  (Contd)

 

Invoice Detail Inquiry

Purchase Order Invoices

 

When an invoice is entered or selected, the Invoice Detail Inquiry is accessed.  An invoice that is accessed by control number or invoice number, and has more than one purchase order, displays all of the included purchase orders.  The purchase order that displays first, is the purchase order that had an invoiced item with the smallest P.O. line number.  If the purchase orders had items with the same line number, the purchase order that was accessed first, when creating the invoice, appears. 

 

Following is an example of a purchase order invoice that includes more than one purchase order.  The invoice was accessed by the voucher control number.  Note, on the following sample invoice, control number 19329, there are two purchase orders included on the invoice.  The inquiry will always repeat the header information on each page of the inquiry.  The difference is in the P.O. No field.  Also when a new purchase order number is accessed, the inquiry always begins a new screen.

 

 

 

 

 

Enter Data  (Contd)

 

Invoice Detail Inquiry  (Contd)

Purchase Order Invoices  (Contd)

 

 

 

 

 

 

Enter Data  (Contd)

 

Invoice Detail Inquiry  (Contd)

Purchase Order Invoices  (Contd)

 

The following information is included in the invoice header section.

 

 

Invoice Balance  The current balance of the invoice.  The check payment records in the GLHist File are used to calculate the balance of an invoice.  A voided record always has an invoice balance of zero.

 

Vendor No.  The vendor number and full name assigned to the invoice.  This is from the APHist File.  The name is at the time of the input of the invoice.  Thus on invoices assigned to the miscellaneous vendor, the name entered on the invoice appears.  By using the APHist File, deleting a vendor from the Vendor File, has no affect on the display of the vendors name.

 

Cont No  The voucher control number.  This is from the APHistory File.

 

Invoice  The complete invoice number from the APHistory File.

 

Invoice Date  The invoice date from the APHistory File.

 

P.O. No.  The purchase order number from the APHistory File.

 

Invoice Amt  The total invoice amount, including discount, from the APHistory File.

 

Due Date  The invoice due date, from the APHistory File.

 

Disc. Amt  The discount amount entered when the invoice was created.  This is not necessarily the amount of discount taken if the invoice has been paid.  This is from the APHistory File.

 

 

 

 

Enter Data  (Contd)

 

Invoice Detail Inquiry  (Contd)

Purchase Order Invoices  (Contd)

 

 

VOID  Appears when an invoice is voided.

 

AP Contact  An AP contact name from the current Vendor File.  This is field 10 in Vendor File Maintenance.  This is not stored in the APHistory File.

 

Vendor Contact  This is the contact name from the purchase order.  This is from the APHistory File, not the Vendor File.  Thus it is the actual contact name on the purchase order at the time the invoice was created

 

Phone   

Fax  There are 4 possible phone numbers, all from the Vendor File.  The first phone and fax numbers are the AP phone and fax numbers defined in Vendor File Maintenance, fields 8 and 9.  The second phone and fax numbers are the purchase order phone and fax numbers, defined in Vendor File Maintenance, fields 5 and 6.

 

 

 

 

 

Enter Data  (Contd)

 

Invoice Detail Inquiry  (Contd)

Purchase Order Invoices  (Contd)

 

All of the items from the purchase order, that were invoiced on the displayed invoice, are included on the inquiry.  Items on the purchase order that were not included on the displayed invoice are not included.  The items appear in P.O. line number order, smallest to largest.  At the time the invoice was created the information from the Purchase Order Files was written to the APHistory Files.  Thus the information displayed in the inquiry is from the Purchase Order Files but it is at the time the AP invoice was created.  Thus changing the Purchase Order Files after the invoice is created, has no affect on the APHistory Files and thus the information displayed on this inquiry.  The following information is included for every item displayed.  All purchase order item information is from the APHistory File, unless noted. 

 

 

Line  This is the line number assigned to the item on the purchase order.

 

Item Number  This is the item number stored in the APHistory File.  All 18 characters display.  The items description also displays.  The description is from the Item File, thus if the item has been deleted from the system, the description reads Invalid Item Number.

 

UM  The unit of measure of the item on the purchase order..

 

PM  The pack multiple of the item on the purchase order.

 

Qty Ord  The total quantity ordered at the time the invoice was created.

 

Qty Recd  The total quantity received at the time the invoice was created.

 

Prior Invd  The quantity that was invoiced on other invoices at the time the invoice was created.

 

Current Invd  The quantity that was invoiced on the displayed invoice.

 

 

Enter Data  (Contd)

 

Invoice Detail Inquiry  (Contd)

Purchase Order Invoices  (Contd)

 

 

Unit Cost

Quoted  The P.O. Quoted cost of a quantity of 1, at the time the invoice was created.

Actual  This is the actual cost for a quantity of 1, that was accepted on the displayed invoice.  Thus this is the invoiced cost.

 

Extended Cost:  The extended cost of the quoted and actual cost.  This is Current Invd times the unit cost.  Note, on the example the different quoted and actual costs.

 

Vendor Item:  The Vendor Item Number.  This may or may not be different than the item number.

 

P.O. Original Item:  All items received into inventory through P.O. Receipts, store the item number received, in an original item number field in the P.O. Line Item File.  When an item is substituted in P.O. Receipts, the original item number, prior to the substitution, is stored in the P.O. Line Item File.  The substitute item becomes the actual item number on the P.O.  When the items are invoiced in AP, whatever is stored as the original item number in the P.O. Line Item File is written to the APHistory File.  This than displays as the P.O. Original Item in the Invoice Detail Inquiry.  Thus even when an item is substituted upon receipt, you can still find out what the original item number was.  In the above example, item TONER was the original item number entered on the purchase order.  When the purchase order was received the item 946-181 was received as a substitute item.  Note, if the item has no receipts the original item number is the same as the item number.

 

As stated earlier, all of the above information, unless noted, is from the APHistory File.  The purchase order data reflects what it was at the time the invoice or manual check invoice was created.  Changing the purchase order, after the creation of the invoice, has no affect on the APHistory File.

 

 

 

Enter Data  (Contd)

 

Invoice Detail Inquiry  (Contd)

Purchase Order Invoices  (Contd)

 

All of the G/L expense distributions entered per item, on the displayed invoice, are listed.  The distributions are from the GLHistory File.  The GLDist File is not used.  The Chart File is only used to display the description of the G/L account.  Thus deleting a Chart of Accounts number or being in a prior fiscal year does not delete the entries from the inquiry.  Each entry includes the following information.

 

 

Account  The G/L account number.

 

Amount  The amount distributed.

 

Account Name  This is the name of the account from the current Chart File.  Account name is not stored in the GLHistory File.

 

Special Description  This is the special description entered on the invoice for the G/L distribution.

 

 

 

Enter Data  (Contd)

 

Invoice Detail Inquiry  (Contd)

Purchase Order Invoices  (Contd)

 

All of the additional charge entries, entered on the purchase order invoice, are included.  These are also from the GlHistory File.  These are the non-P.O. item expense distributions such as freight or down machine charges.  They appear after the heading Additional Charges Entries and after the items on the purchase order invoice.  When a purchase order invoice has more than one purchase order, the additional charge entries display after the items on the purchase order that they were entered on.  As an example, two purchase orders, 4682 and 4612, were included on the invoice.  The additional entries were entered when purchase order 4682 was accessed.  Thus the additional entries display after the items on purchase order 4682.

 

Each additional charge entry includes the following information.

 

 

Account  The G/L account number.

 

Amount  The amount distributed.

 

Account Name  This is the name of the account from the current Chart File.  Account name is not stored in the GLHistory File.

 

Special Description  This is the special description entered on the invoice for the G/L distribution.

 

 

Enter Data  (Contd)

 

Invoice Detail Inquiry  (Contd)

Non-Purchase Order Invoices 

 

Non-purchase order invoices and manual check invoices and credit and debit memos also display in the Invoice Detail Inquiry.  Following are examples of an invoice and a credit memo.

 

 

 

 

 

 

Enter Data  (Contd)

 

Invoice Detail Inquiry  (Contd)

Non-Purchase Order Invoices  (Contd)

 

The following information is included in the invoice or credit memo header section.

 

 

 

Invoice/CR Memo/Debit Memo Balance  The current balance of the invoice or credit/debit memo.  The check payment records in the GLHistory File are used to calculate the balance.  A voided record always has a balance of zero.  Credit and Debit memos reflect a negative balance until they are applied to a check.

 

Vendor No.  The vendor number and full name assigned to the invoice/credit.  This is from the APHistory File.  The name is at the time of the input of the invoice.  Thus on invoices/credits, assigned to the miscellaneous vendor, the name entered on the invoice appears.  By using the APHistory File, deleting a vendor from the Vendor File, has no affect on the display of the vendors name.

 

Cont No  The voucher control number.  This is from the APHistory File.

 

Invoice/CR Memo/DR Memo  The complete invoice or credit/debit memo number from the APHistory File.

 

Invoice/CR Memo/DM Date  The invoice/credit/debit memo date from the APHistory File.

 

P.O. No.  The purchase order number will always be blank.

 

 

Enter Data  (Contd)

 

Invoice Detail Inquiry  (Contd)

Non-Purchase Order Invoices  (Contd)

 

 

 

Invoice/CR Memo/DM Amt  The total invoice or credit and debit amount, from the APHistory File.  Any discounts on invoices are included in the total invoice amount. 

 

Due Date  The invoice/credit/debit memo due date, from the APHistory File.

 

Disc. Amt  The discount amount entered when the invoice was created.  This is not necessarily the amount of discount taken if the invoice has been paid.  This is from the APHistory File.  Discounts are not available on credit and debit memos.

 

VOID  Appears when an invoice credit/debit memo is voided.

 

AP Contact  An AP contact name from the current Vendor File.  This is field 10 in Vendor File Maintenance.  This is not stored in the APHistory File.

 

Phone   

Fax  There are 2 possible phone numbers, all from the Vendor File.  The phone and fax numbers are the AP phone and fax numbers defined in Vendor File Maintenance, fields 8 and 9. 

 

 

 

Enter Data  (Contd)

 

Invoice Detail Inquiry  (Contd)

Non-Purchase Order Invoices  (Contd)

 

All of the G/L expense distributions, entered on the displayed invoice/credit/debit memo, are listed.  The distributions are from the GLHistory File.  The GLDist File is not used.  The Chart File is only used to display the description of the G/L account.  Thus deleting a Chart of Accounts number or being in a prior fiscal year does not delete the entries from the inquiry.  Each entry includes the following information.

 

 

 

Account  The G/L account number.

 

Amount  The amount distributed.  A credit or debit memo displays with a negative sign.  Note, entering a negative sign when creating an invoice displays the entry with a negative sign.  Entering a negative sign when creating a credit or debit memo displays the entry with no negative sign.

 

Account Name  This is the name of the account from the current Chart File.  Account name is not stored in the GLHistory File.

 

Special Description  This is the special description entered on the invoice/credit/debit memo for the G/L distribution.

 

 

 

Enter Data  (Contd)

 

Invoice Detail Inquiry  (Contd)

 

When the Invoice Detail Inquiry is accessed, one of the two following prompts appears.

 

PR'int, PA'yment History, C'heck Detail Or E'nd                 

PR'int, N'ext, PA'yment History, C'heck Detail Or E'nd     

 

The first prompt appears when there is only one screen of data.  The second prompt appears when there is more than one screen.  Enter an E to return to the Invoice #/CM/DM # prompt.  Enter PR to print the Invoice Detail Inquiry.  All of the screens of the invoice are printed.  The same information that is included on the screen is printed.  Enter PA to access the Payment History Inquiry.  Enter C to enter the Check Detail Inquiry.  Enter a N for next to go to the next screen of data.  When a N for next is input, one of the two following prompts appear.

 

PR'int, N'ext, Previous, PA'yment History, C'heck Detail Or E'nd     

PR'int, Previous, PA'yment History, C'heck Detail Or E'nd     

 

The first prompt appears until the last screen of the invoice detail is accessed.  The second prompt appears when the last screen is reached.  Enter an E to return to the Invoice # prompt.  Enter PR to print the Invoice Detail Inquiry.  All of the screens of the invoice are printed.  The same information that is included on the screen is printed.  Enter PA to access the Payment History Inquiry.  Enter C to enter the Check Detail Inquiry.  Enter a N for next to go to the next screen of data.  Enter a P for previous to go back one screen.  You may go back and forward as many screens as exist.

 

 

 

 

Enter Data  (Contd)

 

Payment History Inquiry

 

PR'int, PA'yment History, C'heck Detail Or E'nd                 

PR'int, N'ext, PA'yment History, C'heck Detail Or E'nd     

PR'int, N'ext, Previous, PA'yment History, C'heck Detail Or E'nd     

PR'int, Previous, PA'yment History, C'heck Detail Or E'nd     

 

Entering PA accesses the Payment History Inquiry. 

 

 

 

 

 

Enter Data  (Contd)

 

Payment History Inquiry  (Contd)

 

The Payment History Inquiry, which can only be accessed from within the Invoice Detail Inquiry, displays all of the check numbers that the accessed invoice/credit/debit memo has been applied to.  Thus if there have been partial payments on an invoice, more than one check is displayed.  Since the Payment History Inquiry has been accessed from the Invoice Detail Inquiry, the header information remains on the screen.  See pages 478 and 485 for details on the header information. 

 

When a regular or manual check is entered into the system, a Check type GLHistory File is created for every voucher included on the check.  All of the check information, displayed on the Payment History Inquiry, is from the GLHistory File.  Thus clearing the check and purging the check from the Check File has no affect on this inquiry.  The following information is included per check.

 

 

Check No.  The check number that the invoice or credit/debit memo was applied to.

 

Check Date  The check date.

 

Amount Paid  The net amount paid on the check for that invoice/credit memo.  This is the amount that was credited to the cash account.

 

Discount Taken  This is the actual discount amount that was taken on the check for the invoice.  This is the amount that was credited to the discount account. 

 

Check Type  If the check was issued as a manual check, Manual appears.  If the check was issued through AP Check Writing and Check Writing Conversion, Regular appears.

 

 

Enter Data  (Contd)

 

Payment History Inquiry  (Contd)

 

 

Void  If the check has been voided, Void appears. 

 

When the Payment History Inquiry is accessed on an invoice/credit or debit memo that has not been applied to a check, thus there is no payment record,  the message No Payment History Found appears.  The cursor is at the following prompt.

 

Return To Invoice Detail Or End

 

 

Enter E to exit the invoice record and return to the Invoice #/CM #/DM # prompt.  Enter R to return to the Invoice Detail screen.  The detail of the invoice that was being accessed is redisplayed.

 

 

 

Enter Data  (Contd)

 

Payment History Inquiry  (Contd)

 

When there is a payment record and the Payment History Inquiry is accessed, one of the two following prompts appear.

 

PR'int, C'heck Detail, Return To Invoice Detail Or E'nd                 

Next, PR'int, C'heck Detail, Return To Invoice Detail Or E'nd                  

 

The first prompt appears when there is only one screen of data.  The second prompt appears when there is more than one screen.  Enter an E to return to the Invoice #/CM/DM # prompt.  Enter PR to print the Payment History Inquiry.  The entire payment history is printed.  The same information that is included on the screen is printed.  Enter C to enter the Check Detail Inquiry.  Enter R to return to the Invoice Detail screen.  The detail of the invoice that was being accessed is redisplayed.  Enter a N for next to go to the next screen of data.  One of the two following prompts appear.

 

Next, Previous, PR'int, C'heck Detail, Return To Invoice Detail Or E'nd                 

Previous, PR'int, C'heck Detail, Return To Invoice Detail Or E'nd                 

 

The first prompt appears until the last screen of the Payment History is accessed.  The second prompt appears when the last screen is reached.  Enter an E to return to the Invoice # prompt.  Enter PR to print the Payment History Inquiry.  The entire payment history is printed.  The same information that is included on the screen is printed.  Enter C to enter the Check Detail Inquiry.  Enter R to return to the Invoice Detail screen.  The detail of the invoice that was being accessed is redisplayed.  Enter a N for next to go to the next screen of data.  Enter a P for previous to go back one screen.  You may go back and forward as many screens as exist.

 

To recap, the Payment History Inquiry can only be accessed for a specific invoice or credit/debit memo record from within the Invoice Detail Inquiry.  Once in the Payment History Inquiry, the invoice detail of the record, that was being accessed in the Payment History Inquiry, can be returned to.  The Check Detail Inquiry can also be accessed from the Payment History Inquiry.

 

 

 

Enter Data  (Contd)

 

Check Detail Inquiry

 

The Check Detail Inquiry can be accessed from within the Invoice Detail Inquiry and the Payment History Inquiry.  The Check Detail Inquiry provides all of the vouchers or invoices that were included on the check.  The amount paid and discount taken per voucher is included.  Thus the Payment History Inquiry provides all of the checks issued to a specific invoice.  The Check Detail Inquiry takes it one step further and lists all of the invoices that were included on the check, not just the invoice that was being viewed in the Invoice Detail Inquiry.  If you know the check number that has been applied to an invoice, having the option within the Invoice Detail Inquiry is handy.  Enter the specific check number and see all of the vouchers included on the check.  However, often times the check number is unknown, thus while viewing an invoice detail, accessing the Payment History Inquiry provides all of the check numbers for the invoice.  From there, enter a specific check number and see all of the vouchers included on the check.

 

PR'int, PA'yment History, C'heck Detail Or E'nd                 

PR'int, N'ext, PA'yment History, C'heck Detail Or E'nd     

PR'int, N'ext, Previous, PA'yment History, C'heck Detail Or E'nd     

PR'int, Previous, PA'yment History, C'heck Detail Or E'nd     

PR'int, C'heck Detail, Return To Invoice Detail Or E'nd                 

Next, PR'int, C'heck Detail, Return To Invoice Detail Or E'nd                 

Next, Previous, PR'int, C'heck Detail, Return To Invoice Detail Or E'nd                 

Previous, PR'int, C'heck Detail, Return To Invoice Detail Or E'nd                 

 

Entering C at all of the above prompts accesses the Check Detail Inquiry.  These are the prompts found within the Invoice Detail and Payment History Inquiries.  Once a C is input, the following prompt appears.

 

 

 

Enter Data  (Contd)

 

Check Detail Inquiry  (Contd)

 

Enter Check Number Or E'nd   

 

 

Enter the number of the check that you want to access.  If a check number is entered that is not found in the GLHistory File, the prompt Check Number ##### Is Not Found In History File appears.  The cursor returns for reinput.  Enter an E or an up arrow ^ or / slash to cancel to return to the original access prompt and inquiry.  In the above example, entering E at the Enter Check Number prompt returns the cursor to the PRint, Check Detail, Return To Invoice Detail Or End prompt within the Payment History Inquiry.  (9 Digits Or E)

 

The Check Detail Inquiry can also be accessed upon entry to the inquiry.  This is at the Check # prompt within the Invoice #/CM #/DM #  PO #  Check #  Control # prompt.  Entering a check number at this prompt directly accesses the Check Detail Inquiry.  From there, access to the Invoice Detail Inquiry is available or a return to the Invoice #/CM#/DM# prompt. 

 

The Check Detail Inquiry, displays all of the invoices or vouchers that are included on the check.  What displays in the header area of the Check Detail Inquiry depends upon where the inquiry was accessed from and what check number is entered.  When the Check Detail Inquiry is accessed from within the Invoice Detail Inquiry or the Payment History Inquiry and the check number that was input is assigned to the invoice or credit/debit memo that was being accessed, the header information is the same as what was displayed in the Invoice Detail and Payment History Inquiries.  Following is an example of this.  See pages 478 and 485 for information on the header data displayed.

 

 

 

Enter Data  (Contd)

 

Check Detail Inquiry  (Contd)

 

 

 

Thus because the invoice, control number 19590 is accessed in the Invoice Detail Inquiry, the Check Detail Inquiry displays the header information for invoice 19590, even though other vouchers are included on the check.

 

 

 

Enter Data  (Contd)

 

Check Detail Inquiry  (Contd)

 

When the Check Detail Inquiry is accessed from within the  Invoice #/CM #/DM #  PO #  Check #  Control # prompt at the Check # prompt, a specific invoice is not accessed.  Thus the header information can not be for a specific invoice.  This also occurs when the Check Detail Inquiry is accessed within the Invoice Detail or Payment History Inquiry and the check number that is entered is not assigned to the accessed invoice.  Following is an example. 

 

 

 

The following header information is then displayed.  All information is from the APHistory and GLHistory Files, unless noted.

 

Vendor #  The vendor number and name assigned to the check, from the APHistory File.  If no APHistory File is found, the Check File is used.

 

Check #  The check number, from the GLHistory File.

 

Check Amt  The total check amount for all of the vouchers included on the check.

 

Disc.  The total discount taken on the check for all of the vouchers included on the check.  Discount and check amount are from the GLHistory File.

 

 

 

Enter Data  (Contd)

 

Check Detail Inquiry  (Contd)

 

 

Check Date  The check date from the GLHistory File.

 

Check Type  If the check was issued as a manual check, Manual appears.  If the check was issued through AP Check Writing and Check Writing Conversion, Regular appears.

 

The above check information is also included on the Check Detail Inquiry when accessing from a specific invoice in the Invoice Detail Inquiry or Payment History Inquiry.

 

 

 

 

 

Enter Data  (Contd)

 

Check Detail Inquiry  (Contd)

 

Each individual invoice, credit or debit memo that was included on the selected check is displayed.  For each individual voucher the following is included.  All of the information is from the Check type GLHistory Files that are created in the Manual Check Entry, AP Check Writing and Check Writing Conversion programs.  Thus clearing the check and purging the check from the Check File has no affect on this inquiry.

 

 

Invoice No.  The full 20 character invoice or credit/debit memo number of the record that was included on the check.

 

Control No.  The voucher control number of the record that was included on the check.

 

Amount Paid  The net amount paid on the check for that individual invoice/credit/debit memo.  This is the amount that was credited to the cash account.

 

Discount Taken  This is the actual discount amount that was taken on the check for the individual invoice/credit/debit memo.  This is the amount that was credited to the discount account. 

 

Message  Messages that were entered during AP Check Writing.  Checks issued through Manual Check Entry and Check Writing Conversion will never have messages.

 

 

 

Enter Data  (Contd)

 

Check Detail Inquiry  (Contd)

 

Void  If the check has been voided, Void appears. 

 

 

 

The first example is the Check Detail Inquiry when accessed from the Check #. prompt.  The second example is the Check Detail Inquiry when accessed from within the Invoice Inquiry or Payment Detail Inquiry.

 

 

 

Enter Data  (Contd)

 

Check Detail Inquiry  (Contd)

 

There is always only one voucher control number assigned per entry of a manual check.  However, when a manual check is voided, and re-entered, the check number is normally re-used.  Thus viewing a voided manual check in the Check Detail Inquiry, that has been re-entered with the same check number, may list more than one voucher.  The vouchers that are voided are marked as voids.  The total check amount only reflects the vouchers that are not voided.  Note, if a manual check is voided and is not re-entered, with the same check number, the total check amount is zero.  Following is an example of a manual check that has been voided and re-entered using the same check number. 

 

 

 

Note, that the word Void displays under message.  Control number 19241 is the re-entered manual check that was assigned to check number 105.

 

 

 

Enter Data  (Contd)

 

Check Detail Inquiry  (Contd)

 

The cursor is at one of the two following prompts when accessing the Check Detail Inquiry. 

 

PR'int, Enter Invoice/CM/Control Number Or E'nd:  

Next, PR'int, Enter Invoice/CM/Control Number Or E'nd:  

 

The first prompt appears when there is only one screen of data.  The second prompt appears when there is more than one screen.  Entering an E exits the Check Detail Inquiry.  If you entered the Check Detail Inquiry from the Payment History Inquiry, an E returns to the Payment History Inquiry and accesses the invoice that was originally displayed.  If you entered the Check Detail Inquiry from the Check # prompt, within the Invoice #/CM #/DM # prompt, entering an E returns to the  Invoice #/CM/DM # prompt.  If you entered the Check Detail Inquiry from the Invoice Detail Inquiry, entering an E returns to the  Invoice #/CM/DM # prompt.  Enter PR to print the Check Detail Inquiry.  The entire check detail is printed.  The same information that is included on the screen is printed.  You may also enter an invoice/credit or debit memo number or a voucher control number.  This is using the Enter Invoice/CM/Control Number part of the prompt.  If the record is found in the APHistory File, the Invoice Detail Inquiry is accessed.  If the record is not found, the prompt Invoice/CM #/Control Number Not Found appears.  The cursor returns for reinput.  If there is more than one record found in the APHistory File, with the same invoice number or control number, the selection screen appears.  Operation within the selection screen, is described beginning on page 471.  This is very useful when viewing the Check Detail Inquiry and seeing an invoice that has been paid.  You can enter that specific record and go directly to the Invoice Detail Inquiry to view the details of the invoice.  Note, the invoice does not have to be displayed on the Check Detail Inquiry to be accessed.  Enter a N for next to go to the next screen of data.  One of the two following prompts appear.

 

 

 

Enter Data  (Contd)

 

Check Detail Inquiry  (Contd)

 

Next, Previous, PR'int, Enter Invoice/CM/Control Number Or E'nd:  

Previous, PR'int, Enter Invoice/CM/Control Number Or E'nd:  

 

The first prompt appears until the last screen of data displays.  The second prompt appears when the last screen is reached.  Entering an E exits the Check Detail Inquiry.  If you entered the Check Detail Inquiry from the Payment History Inquiry, an E returns to the Payment History Inquiry and accesses the invoice that was originally displayed.  If you entered the Check Detail Inquiry from the Check # prompt, within the Invoice #/CM #/DM # prompt, entering an E returns to the  Invoice #/CM/DM # prompt.  If you entered the Check Detail Inquiry from the Invoice Detail Inquiry, entering an E returns to the  Invoice #/CM/DM # prompt.  Enter PR to print the Check Detail Inquiry.  The entire check detail is printed.  The same information that is included on the screen is printed.  You may also enter an invoice/credit or debit memo number or a voucher control number.  This is using the Enter Invoice/CM/Control Number part of the prompt.  If the record is found in the APHistory File, the Invoice Detail Inquiry is accessed.  If the record is not found, the prompt Invoice/CM #/Control Number Not Found appears.  The cursor returns for reinput.  If there is more than one record found in the APHistory File, with the same invoice number or control number, the selection screen appears.  Operation within the selection screen, is described beginning on page 471.  This is very useful when viewing the Check Detail Inquiry and seeing an invoice that has been paid.  You can enter that specific record and go directly to the Invoice Detail Inquiry to view the details of the invoice.  Note, the invoice does not have to be displayed on the Check Detail Inquiry to be accessed.  Enter a N for next to go to the next screen of data.  Enter a P for previous to go back one screen.  You may go back and forward as many screens as exist.

 

To recap, the Check Detail Inquiry can be accessed from within the Invoice Detail Inquiry, and the Payment History Inquiry.  It can also be accessed from the initial prompt when entering the inquiry.  From within the Check Detail Inquiry a specific invoice/credit/debit memo number or voucher control number can be entered to access the Invoice Detail of that record.