Accounts Payable - Invoice Query

Screenshot of AP Invoice Query screen.

Pgm: APINMQRY – AP Invoice Query; standard Treeview path: Accounts Payable > Queries > Invoices

The Accounts Payable Invoice Query screen is used to examine the vouchers entered in the system. Use the horizontal scrollbar to bring any hidden columns into view, such as tax codes, holdback amount, description, discrete flag, etc.

Selection Criteria

This section’s fields are used to filter the list of vouchers in the Voucher Details section.

Company

Enter/select a company code.

Vendor

Enter/select a vendor code.

Job

Enter/select job by which to filter vouchers.

From/To Date

Enter a date range for which vouchers with an invoice date on or within this range will be listed under the Voucher Details section.

Outstanding Only

If checked, voided vouchers will also be listed.

Query Data

Press this button to run the query. If one of the parameters is changed, click this button again to refresh the list.

Voucher Details

This section lists the details of vouchers filtered via the Selection Criteria section.

Reasons for hold on a voucher are detailed via checkboxes identifying the types of various holds. These include:

  • On Hold: Identifies a hold applied by either AP or SC Control File to hold all vouchers.

  • Exceed Hold: Identifies that the SC/AP RFP voucher is on hold for exceeding the subcontract amount.

  • PwP Hold: Identifies that pay when paid functionality is applicable.

  • Status: This value (N or C) identifies compliance code status for the voucher.

Participant percentages and amounts can be changed for a posted subcontract request for payment in this query screen. The voucher description will show the material receipts paid.

NOTE: The values displayed in the Category and Cost Code columns in the AP Invoice Query are populated from values entered in the Invoice (Voucher) header for a “Job” distribution type. If a “Multi” distribution type is chosen in the Invoice (Voucher) header and the invoice has J-lines, the values for Category and Cost Code will not be displayed in the AP Invoice Query.

Paid Sales Orders

This button’s pop-up displays sales orders from the Material Sales module associated with the selected voucher.

Participation

Participant percentages for second tier vendors can be changed for a posted subcontract request for payment via this button’s pop-up.

These participant percentages would have been initially entered for the subcontract via the Original Participation button on the Subcontract Maintenance screen in the Subcontract Management module (standard Treeview path: Subcontract Management > Contracts > Enter Subcontract/Change Order).

GL Dist.

This button’s pop-up displays the selected voucher’s GL distribution.

Attached Memo

This button becomes enabled if the selected voucher has a debit or credit memo entered against it, allowing you to view the memo’s details.

Payments

This button’s pop-up displays payment details, including details about voided checks.

NOTE The close status of “Partially Paid” can also mean that the partial payment was voided, as when a check is voided, the close status of the associated voucher is not switched back to “Open”, because there is still a link between the voided check and the voucher. Details about the close status of a voucher can be viewed in the Payments pop-up launched via the Payments button on the Voucher Query screen.

Compliance

This button becomes enabled if the selected voucher has associated vendor compliance codes, in order to view the compliance status details.

Via the pop-up, the history of changes to a compliance code can also be viewed by selecting it and clicking the History Of Updates button. Also, the Documents button can be used to maintain reference details (doc number, date, description, and amount) about documents associated with the selected compliance code.