About Document Headers

Certain information, such as the vendor number, document number, and document type, is the same for all details on a single invoice, credit note, or debit note. This is the header information for the document and you enter it on the Document tab on the A/P Invoice Entry screen.

Header information for invoices, credit notes, and debit notes includes:

• Entry Number. This is a sequence number that Accounts Payable assigns. It indicates 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. This 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. You can use this field to specify the address to which the payment should be sent.
• 1099/CPRS Code and Amount.
• Document Type. You can select Invoice, Credit Note, Debit Note, or Interest Charge.
• Apply To. If you are entering a credit note, debit note, or interest charge, identify the invoice to which the document applies.
• Document Number. The vendor assigns this number. You can use each document number only once.
• Document Date. This is 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. The fiscal calendar defined for the company in Common Services identifies the period to which the document will be posted.
• Document Description. You enter a description that will appear on the Invoice Batch Listing and the Invoice Posting Journal.
• Tax Group. The tax group determines the tax authorities and tax classes that apply to goods you buy from the vendor. It is also 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 screen. Otherwise, the code sets the information in the Due Date, Discount Date, Discount %, and Discount Amount fields.

Changing Document Header Information

After you save an invoice, you can change most of the header information, including the following:

• Document date
• Description
• Payment terms and discount information
• Purchase order number
• Sales order number
• Remit-to location
• Tax group

You cannot change the following header information:

• Vendor number
• Document type

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