Supplier

The supplier that sent the invoice. This can be the same supplier as on the purchase order or a parent supplier in the supplier hierarchy.

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Street or Office/area

Street name and number or the office area.

City	The city where the address is located. You can enter up to 50 characters.

State or province

The state or province where the address is located. Once you have selected the country, only states or provinces located in that country appear in the list.

Postal code

The postal code or zip code for this address. If a mask has been created for the postal code or zip code, you do not need to format the code. APM automatically enters any spaces or hyphens necessary. As well, APM warns you if you enter a code that does not match the format for the country where the address is located.

Invoice Number

The supplier’s invoice number. An invoice number must be provided, and it must be unique by supplier and site. You cannot enter multiple invoices with the same invoice numbers from the same supplier. This helps to ensure the same invoice is not entered twice.

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Invoice Amount

The total amount of the invoice in the supplier’s currency. The system compares this amount to the total of all of the invoice lines to determine if the invoice is balanced or not. For credit memos, you must enter a negative amount (for example, -$250). If you do not enter the invoice amount, the system sets this amount to the total value of the created lines.

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Site

The site where the invoice was created. Invoices can be entered at the site that issued the purchase order or a higher-level site. The site setting also controls the invoice supplier (supplier must be from the invoice site or above). APM sets the site based on where the invoice was created. You cannot change the site setting.

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Purchase Order

The invoice’s purchase order. If the invoice includes lines for multiple purchase orders, this is the first purchase order that was entered on the invoice.

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Invoice Type

Select the type of invoice that you are creating. The invoice type: • Can be used to group and order invoices • Controls whether the invoice is a regular type of invoice or a credit memo • Controls the types of invoice lines that can be added to the invoice • Controls if the invoice requires approval Invoice type is not mandatory. If an invoice type is not selected, the invoice does not require approval.

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Invoice Date

The date on the invoice.

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Title

The name or short description of this item. You can enter up to 250 characters.

Invoice Received

The date that the invoice was received.

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Source

Shows how the invoice was created: manual entry, evaluated receipt settlement (ERS), or evaluated consignment settlement (ECS).

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Voucher Number

If you use voucher numbers to track invoice hard copies, enter the invoice’s voucher number. The system can automatically enter the next available voucher number if this setting is turned on for the site.

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Batch

The batch that this invoice belongs to. You can add the invoice to a batch by selecting or changing the batch number in this box.

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Template created from

The invoice number and title of the invoice template from which this invoice was created.

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Payment Terms

The payment terms for the invoice.

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Most Recent Expense

The date that the most recent expense included on the invoice was posted.

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Discount Date

The date that payment for the invoice is due if the discount is to be applied. If you selected a payment term and invoice date, the system fills in the appropriate due date. You can change the prompted date, if necessary.

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Discountable amount

The amount of the invoice that is eligible for the discount. The amount is calculated as follows: Total invoice amount - Non-discountable amount = Discountable amount Discount calculation is Discount = Discount% * Discountable amount Note: When you add extra charge lines to an invoice, be sure to review the invoice discount amounts (in the Invoice window, select the Properties view, General tab, Terms and Discounts tab). APM automatically updates the non-discountable and discountable amounts, but might not update the invoice total with the new charges. In that case, you will need to adjust the total amount to ensure that the discount is correct. You will then need to balance the invoice.

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Non discountable

The amount of the invoice that is not eligible for the discount. The discountable amount is calculated as follows: Total invoice amount - Non-discountable amount = Discountable amount Discount calculation is Discount = Discount% * Discountable amount

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Discount Percent

The percentage discount applied to the invoice.

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Discount Amount

The amount of any discount applied to the invoice. If you filled in the invoice amount and discount percent, the system fills in the amount automatically.

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Payment Due Date

The date that payment for the invoice is due. If you selected a payment term, the system fills in the appropriate due date. You can change the prompted date, if necessary.

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Payment supplier

The supplier that you send the payment to. For example, a supplier that provides resources might require that its invoices be paid to its parent organization. If the supplier’s record identifies more than one payment supplier, you can select a payment supplier for the invoice. Click Browse to select a payment supplier.

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Name	The name of the supplier. You can enter up to 50 characters. If this box is left blank, an error message appears.

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State or Province

The name of the state or province within this country. You can enter up to 50 characters.

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Is a reversal

If this option is selected, this invoice reverses another invoice.

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Invoice reversed

Number of the original invoice that this invoice reversed.

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Invoice Amount (Site)

The total invoice amount in the site’s base currency. The system calculates this based on the entered invoice amount and the exchange rate.

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Exchange Rate

The exchange rate that is being used to calculate the invoice values from the supplier’s currency to the site’s base currency.

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Invoice Status

The current status of the invoice. An invoice can have any of the following statuses:

Status	Set When:
New	Initial default value
Out of balance	Set when the invoice amount does not match the total of the invoice lines above the site’s balancing threshold
Balanced	Set when the invoice amount matches the total of the invoice lines within the site’s balancing threshold
Sent for approval	Set when the invoice is sent for approval
Ready to post	If approval is required, the invoice status is set to “ready to post” when the invoice is approved. If approval is not required, the invoice status is set to “ready to post” when all of the lines have a status of “approval not required” or “approved”
Posted	Set when the invoice has been posted
Partially Paid	Set when an invoice payment memo is created for the invoice and the payment is not in full
Paid in Full	Set when an invoice payment memo is created for the invoice and the payment is in full
Rejected	Set when an invoice is rejected by an approver

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Number of Lines

The total number of invoice lines on the invoice, including tax and extra charge lines.

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Lines Total

The total of all of the invoice’s lines in the supplier’s currency.

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Lines Total (Site)

The total of all of the invoice’s lines in the site’s base currency.

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Difference

The difference between the entered invoice total amount and the total of all of the invoice lines.

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Difference (Site)

The difference between the entered invoice total amount and the total of all of the invoice lines in the site’s base currency.

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Description

The description of the item. You can use this box to include any additional details.