Use the Generate A/P Transactions form to enter a vendor's invoice into the accounts payable system or to make an adjustment to a voucher previously entered into the system. The records you work with on the form are received purchase order lines (processed in the Purchase Order Receiving form) and tax information related to the purchase orders. The activity generates accounts payable vouchers, which you can edit, to a limited extent, in the A/P Vouchers and Adjustments form before posting and printing. No journal entries are made by generating vouchers (for more information, see Printing and Posting Vouchers).
For instructions on using the Generate A/P Transactions activity, see Creating Vouchers and Adjustments Automatically.
For instructions on using the Voucher Builder activity instead of this form, see Creating Multi-Site Vouchers and Adjustments with the Voucher Builder.
In the Additional Material tab, you set criteria to select the purchase orders and goods receiving notes (GRNs) referred to in the vendor's invoice.
The grid on the PO Selections tab contains all possible records for a vendor regardless of the Fixed Rate and Exchange Rate specifications, including non-inventory items. When a record is selected in this grid, any records that do not match the Fixed Rate and Exchange Rate specifications of the selected record are disabled. Any disabled records are re-enabled when either all records have been deselected, or when the collection gets refreshed.
Note: The G/L Acct grid field is informational only, and does not apply to the current transaction.
The Taxes tab is enabled only when the field Active for Purchasing is selected in the Tax Systems form for at least one tax system.
The Generate A/P Transactions activity supports consolidated vouchers. A consolidated voucher covers multiple purchase orders referred to in a vendor's invoice. The voucher can also cover goods receiving notes (GRNs) for shipments invoiced by a vendor.
Terms Code. A consolidated voucher has one Terms Code, though the purchase orders covered in the voucher may have various codes. You can set the Terms Code for the voucher on the General tab. Otherwise, when the activity creates material distribution lines, the Terms Code of the first purchase order is used as the code for the voucher.
Fixed Rate. If any purchase order referred to in the vendor's invoice has a Fixed Rate, that rate determines what purchase orders can be included in the voucher. Only purchase order lines with the same fixed exchange rate can be included in the voucher. The activity selects such lines when it creates pending material distribution lines. A voucher can include multiple variable-rate purchase orders.
Authorizer. A consolidated voucher has one Authorizer, though the purchase orders covered in the voucher may be associated with more than one. You can specify the Authorizer to associate with the voucher on the General tab. Otherwise, when the activity creates material distribution lines, the Buyer for the first purchase order is used as the Authorizer for the voucher.
Freight and Misc Charges. During generation of a voucher, the activity assigns any amounts entered in the Freight field and the Misc Charges field to the first purchase order in the voucher.
Status. Only purchase orders with the status Ordered and GRNs with the status Approved are considered when the activity generates pending material transaction lines.
Landed Costs. Landed costs must be vouched with the Generate Landed Cost Vouchers activity.
If you are generating vouchers or adjustments for a vendor with a Vendor Category defined, the A/P account number defaults from the Vendor Categories form. If you are using Advanced Terms, the European algorithm is used to calculate the due date bucket for purchase orders and customer orders.
Creating Vouchers or Adjustments Automatically
Creating Vouchers or Adjustments Manually
Using Utilities and Activities
Creating Multi-Site Vouchers and Adjustments with the Voucher Builder