ACCOUNTS PAYABLE - Details

View, manage and create AP Transactions and balances

• Navigation takes you through AP Accounts one by one from the list, filtered or unfiltered

• Save / Save and Close   after any changes made to the Accounts Payable record
• Open Vendor to access or edit any details (see Vendors - Add / Edit / Delete)
• Open Items tab

• • Refresh to load any AP Accounts that may have been created since last refresh and that may not be displaying on this list
  • Open Items Column Customization - see Accounts Payable - Access / List Functionality
  • Print from the selection of available reports (see Accounts Payable - Reports)
  • New Entry - see Accounts Payable - New Transaction
  • Apply / Unapply
    • if you flag items in the list, the Apply icon appears for you to link those items together, which results in a group ‘Balance’
    • to Unapply items that have been previously applied:
      • click Show: Open to view these closed transactions, with option to only show All Since Last Fiscal Year
      • flag the transaction you wish to Unapply from the parent transaction
      • click the down arrow beside   Apply and select Unapply
    • note the Unapplied transactions now display their own ‘Balance’
    •  Payment - see Accounts Payable - New Payment
    • Void Transaction - see Accounts Payable - Void Payment / Transaction  
    • option to place any transaction(s) on Hold so that no other transaction can be linked to it, including a payment- Hold can be overridden only by Users whose settings allow
    • click Show: Open to view All (closed) transactions, with option to only show All Since Last Fiscal Year

• • • Show Debits will toggle the view to show Debits (Payments / Vendor Credits) and then all linked Credits (Invoices / Vendor Debits) beneath them
    • Expand All / Collapse All will display parent transactions then show all linked transactions underneath it
    • View History displays a linking history of all records Applied (linked) or Unapplied to the transaction selected
    • View Transaction for transaction selected
    • View Purchase Order for the selected invoice transaction
      • if the transaction originated from a Purchase Order that is still open, this view gives full Purchase Order functionality, User Settings permitting (see Purchase Orders - Add / Change )

                         

• • • • if the transaction originated from a Purchase Order that is closed

                       

• • • • • Reprint Purchase Order
        • Copy this purchase into a new order (see Purchase Orders - Add Using Copy / Credit)
        • Credit this invoice by creating a credit purchase order (see Purchase Orders - Add Using Copy / Credit)

• • Column Customization - see Accounts Payable - Access / List Functionality

• Communications tab - see Accounts Payable - Communications

• User Defined Tab (UDF) allows you to add unlimited information fields that are not included in the default Spire program, for use in list Filters, Excel exports, and for setting into forms and reports
  • see User Defined Fields