Entering Document Header Information

Invoices, credit notes, and debit notes contain two types of information:

• Header information
• Detail information

Header information

Certain information, such as the vendor number, document number, and document type, is the same for all details in a single invoice, credit note, or debit note. This is the header information for the document and you enter it on the first tab of the Invoice Entry form.

Header information for all three types of documents includes:

• Entry Number. A sequence number that is assigned by Accounts Payable to indicate the order in which a document was added to a batch. Entry numbers let you select documents for editing and identify documents on Accounts Payable reports.
• Vendor Number. Identifies the vendor, sets the default tax group and payment terms (for invoices), and specifies the currency of the document in multicurrency systems.
• Remit To Address. Optional field. Specifies the address to which the payment is sent.
• 1099/CPRS Code and Amount.
• Document Type. Invoice, Credit Note, Debit Note, or Interest Charge.
• Apply To. Invoice to which this document applies, if you are entering a credit note, debit note, or interest charge.
• Document Number. Assigned by the vendor. You can use each document number only once.
• Document Date. Sets the date from which the document is aged on reports. You can choose whether to age credit notes and debit notes by document date or treat them as current transactions. Invoices are always aged by due date.
• Fiscal Year and Period. From the fiscal calendar defined for the company in Common Services. Identifies the period to which the document will be posted.
• Document Description. Appears on the Invoice Batch Listing and the Invoice Posting Journal.
• Tax Group. Specifies the tax authorities and tax classes assigned with goods you buy from the vendor. Used to calculate tax amounts for the document.
• Purchase Order Number. Optional field. You can sort documents by purchase order number in Finders and for payment application, and you can use the number as the reference or description in G/L transaction batches.
• Sales Order Number. You can sort documents by sales order number in Finders and for payment application, and you can use the number as the reference or description in G/L transaction batches.
• Terms Code. This field appears for invoices only. If the terms code is for a multiple payment schedule, Accounts Payable adds an additional Schedule tab to the form. Otherwise, the code sets the information in the Due Date, Discount Date, Discount %, and Discount Amount fields.

Changing document header information

You can change most of the header information after you save an invoice. You can change:

• Document date.
• Description.
• Payment terms and discount information.
• Purchase order number.
• Sales order number.
• Remit-to location.
• Tax group.
• You cannot change:

• Vendor number
• Document type

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