If clicked, opens the Enter Invoice Received form for the selected Purchase Order, used to complete the invoicing process.

If clicked, marks the selected Purchase Order as "un-invoiced". The Purchase Order must be invoiced, but not paid to use this function. 

Allows for the order to be un-invoiced/un-received in one step.

• Only visible on the form when the security setting "Purchase orders -- One step un-invoice and un-receive purchase orders" is set to true.
• When clicked the selected order will be un-invoiced using the invoice date(tp_invrecv) as the un-invoice date, and the un-received using the receive(tp_recevd) date as the un-received date. If the order was not invoiced, the order will be un-received. If the order was also not received, the user will be prompted with this information.
• No posting dates and any individual checks that would prevent un-invoicing and un-receiving will be honored.

If clicked, opens the Orders to be Invoiced form, which is used to view the Purchase Orders available for invoicing.

Displays the Invoices To Submit from allowing users to select and upload files to be used for creating invoices via the AI Invoicing feature. The conditions below are enforced during this process:

• File types allowed: PNG, JPEG, WEBP, GIF, PDF
• File size limit: max 20MB per file
• File count limit: max 50 files per request

Users can select a single file of a folder full of invoices via the folder icon.

When clicked, this button opens the Unprocessed Invoice form which displays the file names and extensions for all of the files in the current AI invoice “Failed” folder.

• Double clicking any line downloads that file to the user’s “Downloads” folder in the browser.
• Clicking the “Download All” button downloads a .ZIP of all of the files in the current grid view. All of the files are zipped and put into a single folder named “Unprocessed Invoices” and appended with today’s date.

Search field used to select a specific Purchase Order to be invoiced.

Search field used to select a Vendor, which will filter for Purchase Orders entered for the selected Vendor.

Search field used to select a Facility, which will filter for Purchase Orders that were received into the selected Facility.

Search field used to select a Facility Group, which will filter for Purchase Orders that were received into Facilities within the selected group.

Option to select All, Not Entered, Not Posted.

Option to filter the list based on how the invoice(s) were entered. Options are: All, AI, User.

If clicked, opens the Enter Invoice Received form for the selected Purchase Order, used to complete the invoicing process.

If clicked, opens the selected Purchase Order in view mode.

If clicked, offers users two options.

• Filter the list of Purchase Orders between Invoiced or Not Invoiced.
• Invoice all Not Invoiced orders using the "Invoice All" button. Once clicked, the system will display the Invoices form. At this point, users can move the appropriate invoices to the right-hand side of the form, click the "Continue" button, enter the appropriate date and invoice number information, and click the "Invoice" button to complete the process. The "Invoice All" button is only available when selecting a Show Orders option of Not Invoiced.

The date specified on the invoice received from the Vendor. Defaults to today's date.

• This date affects the GL aging for this Vendor in connection with the Payment Due information specified on the Terms.
• The "No Posting Before" and "No Posting After" dates in Accounting Options do not control entries in this field.

The date payment is due as specified by the Terms, with the "Vendor Invoiced" date being day zero.

• If discounts are taken, the cash discount is automatically calculated, and the Date to Pay is set to the last day that the discount is available to be taken.
• If the Terms do not include discount options, the date is based on the “Payment Due” field as specified by the Term parameters.

Required. Indicates the Vendor for this invoice.

• If there is no difference between the Invoiced Total and Current Total, this should be the same Vendor from the invoices selected.
• If there is a difference between the Invoice Total and Current Total, users have the option of selecting a different Vendor for the difference, or they may use the original Vendor.

Display only. Indicates the total sum of all POs to be invoiced.

Indicates the amount that will be invoiced for the Vendor. Defaults to the Current Total amount.

• If a different amount than that in the Current Total field is entered, the system will use the invoice all difference feature.

Option to select an account where differences will be posted when using the invoice all difference feature mentioned above. This account will be used on the new PO created to account for the invoice difference.

Option to indicate the Facility that will be used on POs for invoice total differences.

• If all PO's selected have the same facility, that facility displays in this field.
• If all PO's do not all have the same facility, the system default facility will be used.
• If a user tries to process a transaction from this form where the totals don't match, causing a PO to be created, the system will use the facility specified here. 
• If the facility is empty and the totals do not match, the user will be prompted with "Please select a facility before proceeding."

Memo field used to enter additional notes, which may be printed on the check sent to the Vendor.

If clicked, the invoice will be posted.

If clicked, the invoice will be save and may be posted later.

Allows users to attach files or pictures directly to the selected Grid Layout as well as email the attachments. Once users click the "Add" button they are presented with the Edit Document Entry form which allows users to select the specific document to attach, enter a description of the document and select the appropriate Document Category. 

Displays the Vendor associated with the selected Purchase Order.

Displays the selected Purchase Order number.

The number that will be listed on the check when printed. Defaults to the value listed in the "Default Invoice" field on the Order Defaults tab of the Vendor record. If the "Require Unique Invoice Number" flag is marked as true on the General tab of the Vendor record, the value in this field must be unique from other Invoice Numbers entered for this Vendor. Attempting to enter a duplicate Invoice Number will result in the user receiving a prompt and being unable to proceed.

The amount to be invoiced calculated as the sum of the "Balance" field plus any values listed in the "Freight Charges" and "Adjustment" fields.Defaults to "Total Order" amount. If modified, the amount entered less the "Total Order Amount" less the "Freight Charges" amount will populate in the "Adjustment" field.

Displays the Currency associated with the selected Purchase Order.

Displays the total order amount of the selected Purchase Order.

Displays the invoice amount that will be considered for the transaction.

Displays the balance on the purchase order at the time it was received.

Net amount to be paid calculated as the "Invoice Amount" less the "Cash Discount".

Displays the Ordered date listed on the Dates tab of the selected Purchase Order.

Displays the Received date listed on the Dates tab of the selected Purchase Order.

Displays the Terms associated with the selected Purchase Order that will be applied to this invoice.

The date specified on the invoice received from the Vendor. This date affects the GL aging for this Vendor in connection with the Payment Due information specified on the Terms. The "No Posting Before" and "No Posting After" dates in Accounting Options do not control entries in this field.

The date the system will post the invoicing transaction to the General Ledger. Defaults to the current date and should be left unchanged. Postings may be restricted to certain dates via the "No Posting Before" and "No Posting After" fields in Accounting Options.

The date payment is due as specified by the Terms, with the "Vendor Invoiced" date being day zero. If discounts are taken, the cash discount is automatically calculated, and the Date to Pay is set to the last day that the discount is available to be taken. If the Terms do not include discount options, the date is based on the “Payment Due” field as specified by the Term parameters.

• Date Calculation Details: If the vendor invoice has both an invoice date and a due date specified, then Deacom will take the invoice date and use the terms on the PO in the system to calculate the date in this field.

Displays the Deacom system calculated Date To Pay.

• If the vendor due date and the Deacom system Date To Pay field match, then the date in this field will be the same as the date in the field above.
• if they don't match then the vendor due date will be displayed in the Date To Pay field above and the Terms calculated Date to Pay will be displayed here.

Indicates the date the purchase order has arrived for domestic orders or the date the purchase order left the country for international orders. If this date is filled in, the system will use it, and not the vendor invoice date, to calculate the date to pay based on the payment terms. The security setting "Purchasing -- allow invoice date to precede receipt date" also applies to this field so that users cannot set the Possession Date to a date before the receipt date.

Used to enter any freight charges as indicated on the invoice supplied by the Vendor.

Account to which Freight Charges will be applied. Defaults to the account listed in the "Freight In" field in Accounting Options. Users with access to the security setting "Purchasing -- change freight account" may override this value.

Displays the amount to be discounted from the Invoice Amount based on the value listed in the "Discount %" field of the Terms assigned to the selected Purchase Order.

Memo field used to enter additional notes, which may be printed on the check sent to the Vendor.

This field is used to set which date will be recorded for the adjustment in the general ledger. Options are "Today", "Received Date" and "Invoice Date". The security setting "Accounting -- change purchase order adjustment date" allows access to change the default setting for this field.

Displays invoice data when the AI invoice process returns a PO to invoice match. When there is a match the invoice document will also be attached to the PO.

• Only enabled (and visible) if AI Invoicing is enabled in the system by creating an AI Invoice API Profile in the system.

Example of data that will be displayed in this field:

Line mi_1 (Raw1 apart): Unit price discrepancy. Invoice price is 12.00, candidate price is 11.50. Total mismatch (1200.00 vs 1035.00)

Only available when using the "Invoice/Pre-Pay" flag during Purchase Order entry. If checked, the Purchase Order is saved but not marked as paid even though a payment is applied, whether partial or full. This allows a pre-paid or credited amount to be applied against a Purchase Order. Also disables all fields except "Vendor Invoiced", "Freight Account", "Adjustment Account", "Net to Pay", and "Remarks" and sets the "Print Check Now" flag to true. If not checked, the system immediately receives, invoices, and pays the Purchase Order.

Determines if discounts as specified on the Terms assigned to the selected Purchase Order will be taken during the invoicing process. If checked, (1) the "Discount %" listed on the Terms assigned to the Purchase Order will be applied to the "Balance" amount on this form, regardless of the invoiced versus paid date range, (2) the resulting value will be displayed in the "Cash Discount" field, and (3) the "Date to Pay" on this form will update based on the "Discount Type" and associated cut-off specified on the Terms. If not checked, the "Cash Discount" field defaults to 0 and the "Date to Pay" will calculate based on the "Due Type" and associated due date values specified on the Terms. Defaults based on the "Take Discounts" flag on the General tab of the Vendor record. If the "Take Discounts On Freight" flag is set to true on the General tab of the Vendor record, the discount will be applied to the "Invoice Amount" as opposed to the "Balance" amount. If the value in the "Cash Discount" field is manually adjusted then this flag is checked, the value in the "Cash Discount" field will revert to the original value, but may be overridden.

Search field used to select the Part being purchased.

• When modifying the Facility on a Purchase Order, the system checks to make sure all lines have a Facility item specified, if the part is flagged to "Require Facility Entry" on its Item Master Properties tab.
• This field will be disabled when using the "Manufacturing Vendor" field below.

Displays the system-generated line number.

Displays the Description of the Part selected.

Account to be charged for this order line.

The amount of the Part/Service being invoiced. This may be different than the part or service amount in Deacom.

The price for a single unit of the selected Part/Service based on the invoice price supplied. This may be different than the part or service price in Deacom.

Displays the extended price of the line, calculated as "Quantity" multiplied by "Quantity Per" multiplied by "Invoice Price".

The Units in which the Part is purchased.

• Item Master records contain a restricted purchase unit option on the Units tab which may be used in connection with this field.

The Units in which the Part is priced.

• Defaults to the "Stock Pricing Unit" as defined on the Part's Item Master header.
• Users with the security setting "Purchase Orders -- change pricing unit" set to yes may change this value.
• If changed, this will be the unit used for calculating the line's "Extension".

Displays the amount of the Part or service being invoiced.

Displays the price for a single unit of the selected part/service.

Displays the extended price of the line, calculated as "Quantity" multiplied by "Quantity Per" multiplied by "Stock Unit Price".

Memo field used to store notes regarding this line.

Search field used to link the line to a Bill-to Company. Used in situations where companies wish to allocate expenses to their customers. Upon receipt of an order with a "Bill-to Company" selected: The order lines will be displayed in the Sales "Profit Detail" report, when run with a "Status" of "Shipped", with a value of "ap" in the "Order Type" column (A value of "ar" indicates it is a Sales Order line). The Shipped date indicates the Received date of the Purchase Order. Revenue and Profit are represented as a negative extension of the PO line and Cost is 0.

Option to select form a list of active sales Project to which the invoice line is associated. Value defaults from the Project on the main Invoice Entry from but can be changed.

If checked, this line is taxable.