Accounts Payable - Invoice Series Codes

Pgm: APINVSER – Invoice Series Codes; standard Treeview path: Accounts Payable > Setup > Local Tables > Invoice Series Codes

Invoice series codes are user-defined codes that can be attached to vouchers as a means to generate pre-defined GL distributions, or as an alternate grouping method for vouchers.

To use this feature, check the ‘Use Invoice Series Code’ checkbox on the Voucher tab of the AP Control File. Once checked, the Series (Invoice Series Code) field becomes enabled in the Enter Vouchers screen.

In their simplest form, invoice series codes can be set up to group and sort vouchers entered through the Enter Vouchers screen. Simply create a series code for each type of voucher to process, and during voucher entry, select the series code that applies to the voucher. Report processing and payment selection will allow entries to be sorted by invoice series codes so that you can get report totals and print checks by invoice series codes.

When used to generate pre-defined GL distributions, invoice series codes can be used to establish General Ledger account distributions. These distributions can include both the expense and the balance sheet accounts. Partial distributions of the expense accounts is allowed and would require that only a portion of the debit distribution remain constant for each invoice assigned to that series code. Complete auto-distributions would maintain the full details of the debit distribution. In both cases, distribution proportions are maintained based on a percentage allocation where allocations can be made across companies, departments and accounts. Once defined using this screen, the entry of the series code within the voucher entry screen would automatically generate the debit portion of the General Ledger distribution established for that code using the voucher amount and the allocation established.

To enforce the use of invoice series codes to define the AP control and retainage accounts, set the Default AP Accounts field on the Voucher tab of the AP Control File to “Invoice Series”.

In addition, invoice series codes are used in conjunction with the Register Invoices screen. Although invoice series codes are optional for the entry of vouchers through the Enter Vouchers screen, they are mandatory when entering vouchers using the Register Invoices screens. The Register Invoices screen allows invoices to be posted into Accounts Payable without entering and posting their allocation to the General Ledger. These invoices are held in suspense until the allocation can be established and then are retrieved for allocation processing. Invoice series codes provide a means of sorting and sequencing the ‘registered invoices’ as well, allowing for the automatic distributions (whether partial or whole) of those invoices based on their series codes.

Series Code and Description

Enter the code and description.

Accounts Payable Control Dept. and Account

The Accounts Payable control account and department can be tied to the invoice series code if required. This means that the whenever this series code is used, the system will override the vendor defaults for these fields.

Retainage Account and Dept.

The retainage department and account can also be tied to the invoice series code. If entered, the system will use this dept. and account whenever the series code is used.

Next Invoice Sequence Number

This number is a system-generated number used as a sequential reference for registered invoices entered through the Register Invoices screens.

Invoice Series Code Distribution

Move to the distribution section and enter the distribution detail for the series code being defined. The auto-distribution allows the user to enter complete as well as partial distributions. As long as 100 percent of the distribution is allocated, the user can pre-define as much or as little of the other detail as desired. For example, to create a ‘Job’ series code to keep track of all vouchers that pertain to jobs, set the distribution type to ‘J’, the allocation to 100%, and leave all the other fields blank.

Distribution Type Code

There are four different distribution type codes available on the system:

  • “G” to distribute dollars to a specific General Ledger department and account TAC allocations are available under this distribution type.

  • “J” to distribute dollars to a specific job, phase, and category.

  • “E” to distribute dollars to a specific piece of equipment and cost category.

  • “W” to distribute dollars to a job, general ledger account or equipment depending on the work order allocation.

Company Code

Enter the company code for the company whose distribution being defined.

Enter The Appropriate Distribution

Depending on the code in the previous field, the type of data entered within the next fields will change. Enter as much or as little detail into the subsequent fields as you require for automatic debit distribution. Any distribution detail not entered at this point will be prompted for during the distribution allocation of vouchers assigned this series code in voucher entry.

Percentage

Enter the percent distribution that will apply to the company, department, and account defined in the previous fields.

The total of the percentages entered for all the allocations specified in this block must be equal to 100%.