Purchase invoices (AP301000)

This topic gives you information about the elements that you find in this window in Visma.net ERP, such as fields, field values, buttons, and check boxes.

You use this window to enter supplier documents, including landed cost invoices, adjustments, and prepayments, and to view the details of existing documents.

For each purchase invoice, adjustment, or prepayment request is created a supplier ledger document of the appropriate type; it includes information about the supplier and the supplier's original document, such as the reference number of the original purchase invoice or note.

Also, you can associate invoices with the purchase orders used to order goods and with the purchase receipts issued to confirm the receipt of ordered goods.

You can edit invoices, adjustments, and prepayments until they are released.
The default status of a newly created document is determined by the Hold documents on entry option in the Supplier ledger preferences (AP101000) window.

Button Description
Pre-book

Pre-books the invoice and records all the expenses specified in the document to the reclassification account specified for the supplier in the Suppliers (AP303000) window. You can book the pre-booked invoices after the expenses are reclassified or after specific expense accounts are selected for each detail line.

The button is available only if the Expense reclassification functionality is enabled in the Enable/disable functionalities (CS100000) window.
Release

Releases the document.

You can release pre-booked invoices as long as the financial period is open in Supplier ledger.
Actions Provides the following menu commands, which you can click to invoke actions related to the selected document:
  • AutoPay payment process:
    Opens the Process payments (AP50300S) window, where you can create payments from the selected documents.
  • Manual payments:
    Opens the Supplier payments (AP302000) window with the invoice displayed on the Documents to apply tab as a line for a new payment.
  • Reverse:
    Creates a purchase credit note with the same details as in the selected document to reverse it.
  • Add to schedule:
    Navigates to the Recurring transactions (AP203500) window, where you can assign the selected document to a schedule.
  • Recalculate prices:
    Opens the Recalculate prices dialog box, where you can specify options for updating the prices and discounts for the selected document. See the Recalculate prices dialog box section below.
  • Supplier refund:
    Opens the Supplier payments (AP302000) window, where you can create a refund for the adjustment.
  • Void prepayment:
    Voids the prepayment.
  • Reclassify general ledger batch:
    Opens the Reclassify transactions (GL506000) window, where you can initiate the reclassification process.
  • Void:
    Voids the selected invoice if the invoice has the Pre-released status and no payments are applied to the invoice.
    The action is available only if the Expense reclassification functionality is enabled in the Enable/disable functionalities (CS100000) window.
  • Update retainage
    Opens the Update retainage dialog box where you can update the retainage percent / amount.
    The action is available only if the Retainage support functionality is enabled in the Enable/disable functionalities (CS100000) window.
  • Release retainage
    Opens the Release retainage dialog box, where you specify the settings of the retainage to be released and then run the process of releasing the invoice. As a result, the retainage invoice is created in the system.
    The action is available only if the Retainage support functionality is enabled in the Enable/disable functionalities (CS100000) window.
  • Write-off
    Creates a write-off in the Supplier payments (AP302000) window when the remaining balance on the invoice is within the limit set in the Supplier ledger preferences (AP101000) window.
  • Correct invoice
    Automatically creates a copy of the original invoice that you can further edit. In the background, when releasing this new invoice, the system will automatically create a purchase credit note for the original invoice and match it against the selected invoice to be corrected. As a note, the original invoice will remain in status Open until the new corrected document is finally released, but will no further be included in the payment process.

You can only correct invoices with the status Open, not connected to a payment, and not including retainage. Remember to save the correction invoice!
Inquiries Provides the following menu command, which you can click for fast access to the inquiry window:
Reports Provides the following menu commands, which you can click for fast access to reports:
Send to Approval Sends the selected document to Visma.net Approval for approval. When the invoice is sent, you can view the workflow of approving the document on the Approval details tab.
Show files Shows the files connected with the selected document in an own window.

In the Actions drop-down you use this dialog box to specify the options of updating supplier prices and discounts for the invoice.

Column Description
Recalculate The way prices and discounts are calculated. You can select one of the following options:
  • Current line: To recalculate prices and discounts for the selected line.
  • All lines: To recalculate prices and discounts for all lines.
Set current unit prices When this check box is selected, the system will update the item prices with the current prices.
Override manual prices When this check box is selected, the system will update the prices that have been modified manually (in the Unit cost or Ext. cost columns) with the current prices. The check box is available for selection if the Set current unit prices check box is selected.
Recalculate discounts

When this check box is selected, the system will recalculate the discounts for the current line or for the selected lines.
This check box is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
Override manual line discounts

When this check box is selected, the system will cancel the manual discounts for the current line or all lines (depending in the option selected in the Recalculate field) and search for applicable automatic discounts.

This check box is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
OK (button) Closes the dialog box and applies the selected options.

Here you can enter a new supplier document or select an existing document for modification.

Element Description
Type The type of the document. The following types are available:
  • Purchase invoice:
    For an invoice issued by the supplier (or service provider) for goods sold or services provided.
    For details, see: About supplier ledger payment processing
  • Credit adjustment:
    For a document that adjusts the credit amount in a previous document (or multiple documents).

    For details, see: About credit adjustment processing
  • Purchase credit note:
    For a document that adjusts the debit amount in a previous document (or multiple documents).
    For details, see: About purchase credit note processing
  • Prepayment:
    For a supplier request for prepayment.
    For details, see: About prepayment processing.
    A prepayment also can be created for a purchase order if the order should be paid for in the delivery of goods.
Invoice no.

The number that identifies the document in the system, as generated by the system according to the number series assigned to documents of this type in the Supplier ledger preferences (AP101000) window.
For a new document, this field contains an alphanumeric string that indicates that a new number will be generated.
Approval status The status of the document in Visma.net Approval. Pressing the status opens the Approval document line history (AP40105S) window.
Document status A read-only field that shows the status of the supplier ledger document:
  • On hold:
    Indicates that the document is a draft. You can edit it but not release.
  • Balanced:
    Indicates that the credit and debit totals are equal for the newly created document. The document is assigned with this status when it is taken off hold.
  • Pre-released:
    Indicates that the entered and released document requires expense reclassification.
    This status is assigned only if the Expense reclassification functionality is enabled in the Enable/disable functionalities (CS100000) window.
  • Scheduled:
    Indicates that the document was attached to a schedule.
    Scheduled documents are used as templates for generating similar documents, with the dates calculated according to the schedule settings. You can schedule a document if its status is Balanced.
  • Voided:
    Indicates that the document is no longer used for generating recurring transactions.
    The system changes the document status from Scheduled to Voided, when you have removed the document from the table on the Document list tab of the Recurring transactions (GL203500) window.

    Also, the system changes the document status from Pre-released to Voided, when you have voided a document.

  • Pending Approval:
    Indicates that the document needs to be approved by responsible approvers.
  • Open:
    Indicates that the document has been released and cannot be edited.
    As payments are applied to the document, its balance decreases.
  • Closed:
    Indicates that the balance of the document is equal to 0.
Hold

When this check box is selected, the status of the document is On hold.
Clear the check box to enable the release of the document.

This option is selected by default if you have selected the Hold documents on entry option in the General ledger preferences (GL102000) window.

Date

The date of the original document; by default, it is the current date, which can be changed.
The date is used by the system to determine a posting period.

Bookkeeping and VAT reporting are based on this date.
Post period

The period to which the document should be posted; by default, it is the current period.
The default period can be changed.
The ability to post to closed periods is controlled by the option in the General ledger preferences (GL102000) window.

Supplier ref.

The document's original reference number as assigned by the supplier (for informational purposes).

The reference to the document is required if the Require supplier reference option is selected in the Supplier ledger preferences (AP101000) window. This reference should be unique if the Raise an error on duplicate supplier reference number option is selected in the same window.

Description Any user-provided description for the document.
Buyer's order no. The buyer's order number connected with the document.
Supplier

The supplier referred to in the document.

You are able to change supplier on a document with order lines if the document

- has the status On hold and is not created from a purchase order.

- has the status Balanced and is not on Approval flow.

- has the status Balanced and is not created from a purchase order.
Location

The supplier location associated with the purchase.

This field appears only if the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window.
Currency

The currency of the document.
You can change the default currency of the supplier if the Enable currency override option is selected in the Supplier classes (AP201000) window for the supplier class of the supplier.
To change the currency rate, click the Rate selection button.

Exchange rate

The amount corresponding to the Currency field, and the name of the field is only visible if you hover over the field.

By clicking the field, the Rate selection dialog box opens. See description below.
View base/View currency (button)

When you click View base the following happens:

  • In the Balance column, the amounts will be converted to your base currency.
  • In the Currency column, the text will be displayed as your base currency.
  • The text on the button changes to View currency

Click View currency again to return to the original view.
Terms The payment terms associated with the supplier (unavailable for prepayments and purchase credit notes).
Payment ref. no The payment reference number of the document.
Orig. invoice date

The original invoice date or the date when the supplier created the invoice.

If the Use orig. invoice date on payment terms option is selected in the Supplier ledger preferences (AP101000) window:

  • If you change the date in the Date field, the date in the Orig. invoice date, Due date, Cash discount date, and Pay date fields will change accordingly.

  • If you change the date in the Orig. invoice date field, the date in the Due date, Cash discount date, and Pay date fields will change accordingly.

This date does not affect bookkeeping and VAT reporting.
Apply retainage

When this is selected, retainage will be applied on the invoices.

This functionality is available if the Retainage support functionality is enabled in the Enable/disable functionalities (CS100000) window.
Due date The date when payment for the document is due in accordance with the supplier's payment terms.
Cash discount date The end date of the cash discount period, which the system calculates by using the supplier's payment terms.
AutoPay status The status of the document in AutoPay.
Detail total The document total as specified on the Document details tab.
Discount total

The discount total calculated for the document.
This total includes discounts of the Group and Document levels.
The discounts of the Group and Document levels are listed on the Discount details tab; the Line discounts are shown on the Document details tab.

This field is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
VAT taxable total

The document total that is subjected to VAT. The VAT taxable amount will be displayed in this field only if the Include in VAT taxable total check box is selected for the applicable VAT in the VAT (TX205000) window. If the check box is cleared, this field will be empty.

This field is available only if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window

If the document contains multiple transactions with different taxes applied and each of the applied taxes has this check box selected, the taxable amount calculated for each line of the document will be added to the VAT taxable total field of the document.

VAT exempt total

The document total that is exempt from VAT.
This total is calculated as the taxable amount for the tax with the Include in VAT exempt total check box selected in the window.

This field is available only if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window.
VAT total

The total amount of VAT paid in the document.

With. tax The amount of withholding tax calculated for the document, if applicable.
Balance The balance of the document after VAT (if inclusive) and the discount as specified on the tabs below.
Rounding diff.

The difference between the original invoice amount (including the VAT amount calculated by the system) and rounded invoice amount (including the VAT amount modified by a user for VAT-inclusive items).

This field is available only if the Invoice rounding functionality is enabled in the Enable/disable functionalities (CS100000) window or if the VAT amount was edited for the VAT-inclusive item or items.

If the Invoice rounding functionality is not enabled, this field shows only the VAT amount discrepancy (that is, the difference between the VAT amount calculated by the system and the tax amounts entered by a user manually for the VAT-inclusive items).
Amount

The amount to be paid for the document. You enter this amount manually.

This field is available only if the Validate document totals on entry check box is selected in the Supplier ledger preferences (AP101000) window. If it is not selected, this amount is calculated by the system and displayed only for released documents.
VAT amount

The VAT amount to be paid for the document. You enter this amount manually according to the tax amount specified in the original document.

This field is available only if the Validate document totals on entry check box is selected in the Supplier ledger preferences (AP101000) window.

To use the validation function, the Net/gross entry mode functionality has to be enabled in the Enable/disable functionalities (CS100000) window.

Cash discount

The cash discount amount that has been or will be taken in the document, which the system calculates based in the specified payment terms. If a document has the On hold or Balanced status, you can change the amount of the calculated cash discount.

If you change the cash discount amount, the system recalculates the taxable and VAT amounts of the document if the applied taxes have Calculate on set to Calc. on item amount or Calc. on document amount and Cash discount set to Reduces taxable amount in the VAT (TX205000) window.

Changes you make to the cash discount amount do not affect the taxable and VAT amounts of the document if the applied taxes have Calculate on set to Extract from item amount and Cash discount set to Reduces taxable amount in the window.

Element Description
Currency rate type ID

The currency rate type specified for the selected currency pair.
Effective date

The date on which the currency rate in this row becomes effective.
Currency unit equivalents

View the currency conversion.

It is possible to change the currency rate for an individual invoice here without changing the currency rate type, but the currency rate will restore back to original if this invoice is corrected. Therefore, it is recommended to create a new currency rate instead, which can then be applied to the individual invoice (See also: Add a currency rate).

OK (button)

 Closes the dialog box.

The information on this tab summarises details about the document.
The original purchase invoice can be a multi-line document, including multiple types of goods sold, services provided, or multiple transactions.
A document may contain line items or one summary line; follow your company's internal agreements on entering documents.
If taxes are calculated per item, the document should have all the details available in the original document.

To each document line, you can attach a file with a supporting document.

Button Description
View schedule Navigates to the Deferral schedule (DR201500) window and displays the details of the schedule for the selected line of the document (if any different deferral codes were assigned to different lines of the document in the Deferral code column).
Add purchase order receipt Opens the Add purchase order receipt dialog box where you can associate this document with a purchase receipt.
Add purchase order receipt line Opens the Add receipt line dialog box where you can add a line of a purchase receipt.
Add purchase order

By clicking this button you can add purchase order items that do not require receipts. These are often non-stock items. In most cases the stock items require receipts and therefore the Add purchase order button is not used to add those items.
Link line

Opens the Link line dialog box where you can link the line selected in the invoice to a same-item line in a released purchase receipt or in a purchase order in the Balanced status, depending on the item settings.
The documents whose lines are being linked to the invoice should have the same currency, the same supplier, and the same supplier location. You can link a line to the invoice line which has the same item ID and UoM.

The button is enabled only if the VAT settings option is selected in the VAT calculation mode field on the Financial details tab for the invoice.

Split line

If you want to distribute the costs of a purchase invoice across several accounts or subaccounts in your supplier ledger, you can split the purchase invoice lines.

You can split a parent line and a child line. A parent line is always the first line in a split, and it is also a line that is above a child line in the split hierarchy. When you split a child line, it automatically becomes the parent of the new line.You cannot split a line that has a discount related to it.

Undo split line Press this to undo all actions done by pressing the Split line button. The child line that was created will be deleted and the external cost will be added to the original row.

By using the Add purchase order receipt dialog box, you can select a receipt or multiple receipts to add to the invoice.
The dialog box includes the following elements. You can narrow the selection of receipts by selecting a specific purchase order.

Element Description
Order no. The ID of a purchase order that you can select to narrow the selection of receipts associated with this order.
Receipt no. The reference number of a purchase receipt that has not yet invoiced items.
Type The type of the receipt.
Supplier The supplier that delivered the goods listed in the receipt.
Location The supplier location from which the goods were delivered.
The field is available only if the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window.
Currency The currency of the document on which the goods are invoiced.
Date The date of the receipt.
Total qty. The total quantity of the items received as listed in the receipt.
Total amt. The amount of the receipt.
Quantity not yet invoiced The quantity of the items received that has not been invoiced yet.
Balance not yet invoiced The amount of the receipt that has not been invoiced yet.
Add and close (button) Adds the selected receipts to the invoice and closes the dialog box.
Cancel (button) Closes the dialog box without adding the data to the invoice.

By using the Add receipt line dialog box, you can select a line or lines of available receipts that you want to add to the invoice.
You can narrow the selection of lines by selecting a specific purchase order.

Element Description
Order no. The ID of the purchase order that you can select to narrow the selection of not yet invoiced lines of the receipts associated with this order.
Order type The type of the order.
Receipt no. The ID of the receipt associated with the selected purchase order.
Line no. The number of the purchase receipt line.
Item ID The item ID of the item.
Warehouse The warehouse to which the item was received.
UoM

The unit of measure used for the item.

For items requiring serial or lot numbers, this is the base unit; for other items, it is the purchase unit.
Currency The currency in which the goods were invoiced.
Supplier ref. The reference number of the document on which this document is based.
Receipt qty. The quantity of the item received, in the specified unit of measure.
Amount The amount of the line, calculated as the unit cost multiplied by the receipt quantity.
Quantity not yet invoiced The quantity of the line that has not yet been invoiced.
Amount not yet invoiced The amount of the line that has not yet been invoiced.
Line descr. The description of the line as provided in the receipt.
Add purchase order receipt line (button) Adds the selected line to the invoice.
Add and close (button) Adds the selected line to the invoice and closes the dialog box.
Cancel (button) Closes the dialog box without adding the data to the invoice.

By using the Add purchase order dialog box, you can add to the current invoice lines that contain non-stock items from an existing purchase order of the selected supplier.
You can select only purchase orders (not completed or cancelled) that list not yet invoiced lines with non-stock items which have the Require receipt check box cleared in the Non-stock items (IN202000) window.

Element Description
Order no. The order number of the purchase order.
Type The type of the purchase order.
Supplier The supplier of non-stock goods or services.
Location

The supplier location.

The field is available only if the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window.
Date The date when the purchase order was created.
Currency The currency of the purchase order.
Order total The total of the purchase order.
Quantity not yet invoiced The quantity of the items received that has not been invoiced yet.
Amount not yet invoiced The amount of the purchase order that has not been invoiced yet.
Add purchase order (button) Adds the selected purchase orders to the invoice.
Add and close (button) Adds the selected purchase orders to the invoice and closes the dialog box.
Cancel (button) Closes the dialog box without making additions to the invoice.

By using the Link line dialog box, you can link the line selected in the invoice to a line in a released purchase receipt or in a purchase order in the Balanced status.
For an invoice line with a stock item or non-stock item requiring receipt (for which the Require receipt check box is selected in the Non-stock items (IN202000) window), you can select only the lines of released purchase receipts that include the same item with the same item ID and with the same or smaller quantity received in the same currency from the same location of the same supplier.

For an invoice line with a non-stock item (for which the Require receipt check box is cleared in the window), the dialog box by default displays the lines of open purchase orders that include the same item with the same (or less) quantity of the item received from the same location of the same supplier.

Element Description
Purchase order no. The number of the purchase order or purchase receipt which includes a line with a specific item.
Leave the field blank to view more documents.
Warehouse The warehouse to receive the item.
Leave the field blank to view more documents.
Item ID The item ID of the item in the selected line of the invoice.
UoM The unit of measure used for the item.
Element Description
Purchase order This selection mode is enabled for non-stock items that do not require receipts.
Purchase receipt This selection mode is enabled for stock items and non-stock items that require receipts.
Also, you can select this mode if the item is a non-stock item that does not require receipt.
Element Description
Order no. The order number of the purchase order.
Type The type of the order.
Receipt no. The receipt number of the purchase receipt.
Supplier ref. The reference number of the original supplier's document.
Warehouse The warehouse to receive the item.
Currency The currency of the document.
Order qty. The ordered quantity of the item.
Cost The cost of the document line item.
Quantity not yet invoiced The quantity of the item from the purchase order or purchase receipt that has not yet been invoiced.
Amount not yet invoiced The amount of the purchase order line that has not yet been invoiced.
Transaction descr. The description of the document line.
Save (button) Links the selected document to the invoice and closes the dialog box.
Cancel (button) Cancels all selections and closes the dialog box without making changes to the invoice.
Column Description
Item ID

The unique ID of the particular item or service delivered by the supplier.
Supplier item ID The supplier's item ID, if it is different from the item ID.
Transaction descr. Any description relevant to the transaction. An alphanumeric string of up to 30 characters.
Quantity

The quantity of the items or services of a particular type delivered by the supplier.
UoM

The unit of measure for the items.
Unit cost

The unit cost of the item or service received from the supplier.

If you have modified the unit cost once and saved the document, the value will not be updated by the system when you change the document date. To update the unit cost automatically to the current supplier's price, you can use the Recalculate prices action.

Cost

The extended cost of the item or service, which is the unit price multiplied by the quantity.

If you have modified the extended cost once and saved the document, the value will not be updated by the system when you change the document date. T o recalculate the extended cost automatically (supplier's price specified for the stock item and multiplied by the quantity), you can use the Recalculate prices action.
Discount percent

The percent of the line-level discount that has been applied manually or automatically.

If the Manual discount check box is selected, you can enter the percent manually and the discount amount will be calculated automatically.

The column is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
Discount amount

The amount of the line-level discount that has been applied manually or automatically to this line.

If the Manual discount check box is selected, you can enter the discount amount manually and the discount percent will be calculated automatically.
The column is available only if the Customer and suppler discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
Manual discount

When this check box is selected, the discount has been applied manually.

With this check box selected, you can enter either the discount percent or the discount amount, or you can select a discount code of one of the discounts intended for manual application.
The column is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
Discount code

The code of the line discount that has been applied to this line automatically.

The column is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
Discount series

The ID of a discount series that has been applied to this line.

The column is hidden by default and available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

Amount Read-only. The total amount for the specified quantity of items or services of this type (after the discount has been taken).
Account The expense account to be updated by this transaction. By default, it is the account associated with the supplier class. When costs are added it takes account from supplier settings. If you use an item, an expense account from the item will be used.
Description Any description of the account that has been provided.
Subaccount

The corresponding subaccount to be used for invoices and adjustments.

By default, it is composed for a particular item in accordance with the rules defined by the posting class of the item.
If the item has not been assigned to any posting class, the subaccount on an invoice is generated in accordance with the rule defined in the Combine the expense sub. from field in the Supplier ledger preferences (AP101000) window.

Project The project with which the item is associated, or the non-project code if the item is not intended for any project.
This column appears only if the Projects module has been enabled in your system and integrated with this workspace.
Project task The particular task of the selected project. You can select only a task associated with the selected project.
This column appears only if the Projects module has been enabled and integrated with this workspace.
Non-invoiceable When this check box is selected, this document line is non-invoiceable in the project.
This column appears only if the Projects module has been enabled and integrated with this workspace.
Split hierarchy The order on which the lines have been split.
Deferral code

The deferral code assigned to the stock item or non-stock item specified in this document line.
Upon release of the document, the system generates a deferral schedule (or schedules) based in the settings defined in this deferral code.

You can change the deferral code in this field manually, if needed.

If you change the MDA deferral code (the deferral code that indicates that an item is a package) to any non-MDA deferral code, the system will consider the item not to be a package and will ignore its components while generating a deferral schedule.
That is, the system will generate the deferral schedule for the item based in the settings of the specified non-MDA deferral code.

Only active deferral codes are shown in the lookup. If you manually enter an inactive code, you will get an error message.

Original deferral schedule

A read-only column filled in by the system in the purchase credit note documents created by the reversing process.
It shows the ID of the deferral schedule associated with the original document (such as a purchase invoice).

If a purchase credit note document is created manually, you can select a deferral schedule to be reversed.

In the original documents, this column remains empty.
VAT category

The VAT category (if applied) for the transaction.

Unless you specify otherwise, it is the default VAT category of the supplier location's VAT zone.
If you select an item from the inventory list, it changes to the VAT category of the item.

If you change the VAT category on a split purchase invoice line, you can only select a category connected with the same VAT % as the parent line.
Purchase order type The type of the purchase order linked to to the invoice line.
Purchase order number The order number of the purchase order linked to this line of the invoice.
Purchase order line The number of the purchase order line linked to the invoice line.
Purchase order receipt no. The number of the purchase receipt linked to the invoice line.
Purchase order receipt line The line number of the purchase receipt's line that is linked to this invoice line.
PPV ref. no

The reference number of the inventory adjustment document that has been generated for the line item upon the release of the invoice.

PPV doc. type

The type of the adjustment document that has been generated for the line item upon the release of the invoice.

Sort order Select the sort order of the table lines.
Status message reply The reply status from an integrated service when sending the document to it (such as AutoPay). The status can be Approved or Rejected.
Retainage % The percent that is applied to the amount in the Ext. cost column minus the amount in the Discount amount column to calculate the amount to be retained for the line. By default, the system fills in this column with the value specified in the Default retainage percent field on the Retainage tab of the window; you can override this value.
This column appears only if the Apply retainage check box is selected in the Summary area of the window.
Retainage amount The amount to be retained for the line. The system calculates the amount by applying the retainage percent to the amount in the Ext. cost column minus the amount in the Discount amount column. You can override this value if required; if you do, the system recalculates the retainage percent accordingly.
This column appears only if the Apply retainage check box is selected in the Summary area of the window.

This tab contains information about the supplier ledger account and subaccount used in the document and the supplier VAT zone.
For a released document, the tab also contains a reference to the batch that implements the transactions.
If the Expense reclassification functionality is enabled in the Enable/disable functionalities (CS100000) window, the tab provides information about the reclassification account and subaccount that were used for the document (if it was subjected to expense reclassification).

Element Description
Pre-releasing batch

The reference number of the batch that adjusts the appropriate account balances for the document with the Pre-released status.

This field appears only if the Expense reclassification functionality is enabled in the Enable/disable functionalities (CS100000) window and the document has or has had the Pre-released status.
Batches of this type use the number series assigned to batches that originated in the Supplier ledger module.

Batch no. The number of the batch that adjusts the appropriate account balances for the released document.
Branch The branch associated with the document.
Supplier account The liability account specified in the document.
Supplier subaccount The subaccount used in the document.
Reclassification account

The expense account used to record the expenses pending reclassification.

This field appears only if the Expense reclassification functionality is enabled in the Enable/disable functionalities (CS100000) window and the document has or has had the Pre-released status.
Reclassification subaccount

The subaccount used to record the expenses pending reclassification.

This field appears only if the Expense reclassification functionality is enabled in the Enable/disable functionalities (CS100000) window and the document has or has had the Pre-released status.

Retainage payable account

The account used to record retained amounts on the invoice.

This column appears only if the Apply retainage check box is selected in the Summary area of the window.
Retainage payable sub

The subaccount used to record retained amounts on the invoice.

This column appears only if the Apply retainage check box is selected in the Summary area of the window.
Element Description
Pay separately

When this check box is selected, the document should be paid by a separate payment.

This option appears only if the Pay separately option is selected for the supplier in the Suppliers (AP303000) window and the Activate Pay separately from Purchase invoices and Suppliers check box is selected in the Supplier ledger preferences (AP101000) window.
Approved for payment When this check box is selected, the document has been approved for payment. You can enable option Require approval of invoice before paying in the Supplier ledger preferences (AP101000) window. The purchase invoice will then not be available in the Process payments (AP50300S)window, if Approved for payment is not checked for the invoice. You can enable manual approval of purchase invoices the Enable/disable functionalities (CS100000) window to showcase the option Require approval of invoice before paying.
Charge bearer The party that will pay possible expenses connected with the payment.
Priority The priority of the payment.
Payment reporting code The code used to report the payment (Sweden).
Payment message The message connected with the payment.
Pay date

The date when the invoice should be paid.

The date is the difference between the document due date or discount date (depending in the option selected in the Payment by field in the Suppliers (AP303000) window) and the number of days specified in the Payment lead time field in the Suppliers (AP303000) window.
If the difference is greater than or equal to the document date, then the document date is set as the pay date.

Payment location The supplier location. This field appears only if the Business account locations functionality is enabled in your system.
Payment method The payment method used for the payment.
Cash account The cash account used for the payment.
Element Description
Supplier VAT zone The VAT zone of the supplier, which is specified in the Suppliers (AP303000) window.
VAT calculation mode The VAT calculation mode, which defines which amounts (VAT-inclusive or VAT-exclusive) should be entered in the detail lines of a document. Select one of the following options:
  • VAT settings: The VAT amount for the document is calculated according to the settings of the applicable tax or taxes.
  • Gross: The amount in the document detail line includes VAT.
  • Net: The amount in the document detail line does not include VAT.
The default value is taken from the settings of the supplier selected in the Supplier field.
Element Description
Work group ID A work group from which you can select the employee responsible for the document. By default, this field is empty.
Owner

The employee responsible for the document.
By default, the employee linked to a currently logged in user is specified. You can override the default value .

This value defines the expense subaccount to be debited if the EE subaccount mask is specified in the Combine expense sub. from field in the Supplier ledger preferences (AP101000) .
Element Description
Account used for payment The account that is used whey paying the document.
Payment instructions

The details of the account that is used for payment.

This tab, whose elements are filled out automatically when you click , contains information about all VAT applied to the document.

If automatic calculation of VAT is configured in your system, the system calculates the applicable VAT for each invoice and adjustment (based in the VAT codes of line items and the supplier VAT zone) and records the VAT amounts to the document.

Column Description
VAT ID The ID of the specific VAT applied to the document.
Description The description of the VAT ID.
VAT rate The VAT rate used for the VAT.
Taxable amount The taxable amount for a specific VAT calculated through the document.
VAT amount The VAT amount for the specific VAT.
Deductible VAT rate The percent of deduction that applies to the VAT amount paid to the supplier for specific purchases.
Expense amount The amount that is deducted from the VAT amount paid to the supplier for specific purchases.
Include in VAT exempt total If this check box is selected, the amount of the line is included in the VAT exempt total amount of the document.
Reverse VAT If this check box is selected, there is reverse VAT on the line.
Statistical VAT If this check box is selected, there is statistical VAT on the line.
VAT type The description of the VAT type on the line.
Pending VAT If this check box is selected, there is pending VAT on the line.

On this tab, you can view information related the retainage applied to the invoice and the list of the retainage invoices related to this invoice.

This tab appears only if the Apply retainage check box is selected in the Summary area of the window.

Column Description
Default retainage (%) The default percent of the amount that is retained for each document line. By default, the system fills in this field with the value specified for the supplier in the Retainage (%) field in the Suppliers (AP303000) window. You can override this value.
Total amount The total amount of the invoice, including the retainage amount.
Original retainage The amount to be retained in all lines of the invoice. The original retainage amount is posted by the invoice to the Retainage payable account.
Unreleased retainage The amount that has been retained from the invoice and has not yet been released.
Released retainage The difference between the original (total) retainage and the unreleased retainage for the invoice.
Unpaid retainage The amount that has been retained from the invoice and has not yet been paid.
Paid retainage The total amount paid for the retainage documents related to the invoice.
VAT on retainage The total amount of retained VAT for all lines.
Discount on retainage The total amount for all lines in the Retained discount column on the Discounts tab.
Column Description
Type The type of the document related to the invoice with retainage.
Ref. no The reference number of the retainage invoice or purchase credit note.
Date The date of the retainage invoice or purchase credit note.
Post period The financial period to which the retainage invoice or purchase credit note has been posted.
Status The status of the retainage invoice or purchase credit note.
Amount The amount of the retainage invoice or purchase credit note.
Balance The balance of the retainage invoice or purchase credit note which calculates as the document amount minus payments (or adjustments) applied.
Payment method The default payment method selected in the retainage invoice or purchase credit note.
Supplier ref. The reference number that the supplier has assigned to the retainage invoice or purchase credit notet.
Description A description of the retainage invoice or purchase credit note.

This tab, which appears for open documents, reflects the history of payment applications.

Button Description
Apply automatically Initiates the process of applying available payments to this document.
Column Description
Doc. type The type of payment document that was applied to the document.
Invoice no. The number of the document.
Amount paid The amount that was actually paid, which is displayed in the currency of the document that is selected in the window.
Date The date when the payment was applied to the document.
Balance The current balance of the document.
Description A description provided for the payment.
Currency The currency of the payment.
Post period The post period of the payment document.
Payment ref. The payment reference number, which can be a system-generated number or an external reference number (such as a wire transfer number) entered manually on payment creation.
Status The status of the payment document.

This tab appears only if the supplier selected in the Document summary area has the Landed cost supplier check box selected in the Suppliers (AP303000) window.

Button Description
View purchase order document Navigates to the Purchase receipts (PO302000) window, which displays the details of the purchase receipt document (of the Receipt or Transfer type) for which these landed costs were added.
View inventory document Navigates to the Adjustments (IN303000) window, which displays the details of the Inventory adjustment document generated for this document. If such an adjustment was not generated for the document, process it by using the Close financial periods (AP506000) window.
Add postponed landed cost Opens the Add postponed landed cost dialog box, which lists landed costs with the Postpone purchase invoice creation check box selected. In the dialog box, you can select a postponed landed cost (if any) and include it in the invoice.
Landed cost split Opens the Landed cost splits dialog box, where you can add purchase or transfer receipts among which the system should split the amount of the landed cost. Splitting of the amount of a landed cost is not available for the postponed landed costs.
Column Description
Landed cost code

The landed cost code used to describe the specific landed costs incurred for the purchase receipt document of the Receipt or Transfer type. This code is one of the codes associated with the landed cost supplier.

Landed costs can be added by using the Landed cost codes (PO202000) window.
Description The description provided for the landed cost code.
Amount The amount of landed costs incurred for the goods specified in the purchase receipt.
The amount must be greater than zero.
Purchase receipt type The type of the receipt this document is associated with.
Purchase order receipt no. The reference number of the receipt this document is associated with.
You can add a purchase or transfer receipt or a receipt line by using the respective (Add purchase order receipt or Add purchase order receipt line) button on the Document details tab.
Item ID The item ID of the item in the receipt line for which the landed costs are specified.
Warehouse The warehouse into which the receipt was done.
Location The location into which the receipt was done.

This tab is available only if the Customer and supplier discounts functionality is enabled in your system.
The Discount details tab has a table that shows the details of the Group and Document level discounts that were applied to the document.

Column Description
Skip discount When this check box is selected, a Group or Document level discount for the document is cancelled.
Selecting the check box updates the total and the line amounts for the document, but does not remove the record of the cancelled discount from the Discount details table.
Discount code The discount code of the supplier discount applied to the document automatically or manually.
Series ID The ID of the discount series applied to the document.
Type The type of discount applied to the document (Group or Document).
Manual discount A check box that indicates (if selected) that the supplier discount shown in this row has been applied manually (from the Group or Document level discounts marked as manual in the Supplier discount codes (AP204000) window).
Discountable amt. The amount used as a base for discount calculation if the discount is defined to be based on the amount.
Discountable qty. The quantity used as a base for discount calculation if the discount is defined to be based on the item quantity.
Discount amt. The amount of the discount.
Retained discount The retained discount if retainage is applied on the document.
Discount percent The discount percent if the discount is calculated as a percentage.
Purchase order no. The order number of the purchase order.
Purchase order receipt no. The receipt number of the purchase order.

This tab is available only if the Visma.net Approval license is in use. The tab holds information on approvals of the supplier ledger documents.

Column Description
Default document The default document to be shown in approval.
Initial approver The person to first approve the document when sent to approval, disregarding configured workflow.
Update lines Click to update the lines to be approved.
Comment The comment connected with the approval of the payments.
Add attachment Click to open the Upload dialog box. Click Choose file and select the file you want to upload.

This tab is available for invoices that come from the Invoice Inbox (AP50604S).

Column Description
Detail total The total amount of the invoice excluding VAT.
Total VAT taxable The total amount of the invoice including VAT.
Total VAT exempt The total amount of the invoice excluding VAT.
VAT total The total amount of VAT on the invoice.
With. tax The amount of withholding tax on the invoice.
Rounding diff. The rounding difference on the invoice.
Balance The total amount of the invoice including VAT.

View details

button

 This button opens the Invoice details window where you can preview the invoice and its more specific details.

Related tasks

Create a purchase document

Create a purchase document with Approval

Check activation of Approval license

Preview purchase invoice attachments