**Purchase liability creation

To use the invoicing function, purchase liability creation must be turned on. Select this option to have the system create a purchase liability for each purchasing transaction. Purchase liabilities are used to create invoice lines. This option is turned on by default. You might want to clear this option if your organization does not use the APM invoicing function, or if you are integrating to an external invoicing system that does not use the APM purchase liabilities.

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Voucher numbers are automatically assigned

If you use voucher numbers to track invoice hard copies, you can have the system automatically add the next available voucher number to each invoice. If necessary, users can change the default voucher number on each invoice. Each voucher number uses the format FF-NNNNN, where FF is the financial period number of the current month, and NNNNN is the next available voucher number for this financial period. For example, if you enter the 45th invoice in April, the next voucher number would be 4-45. Select this option to have the system assign voucher numbers to invoices. The system displays the next available voucher number. If necessary, you can reset the next voucher number back to 1. To do this, click the Reset button.

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Period Number

The number for this financial period. APM automatically enters a default number, which you can change if necessary. The system can use the financial period number when creating invoice voucher numbers. Note: Period numbers are only available for months.

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Next Voucher Number

If you have elected to automatically assign voucher numbers to invoices, the system displays the next available voucher number. If necessary, you can reset the next voucher number back to 1. To do this, click the Reset button.

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Financial system entries rule

By default, APM generates financial system entries to reflect the difference between the purchase receipt and the invoice line. If necessary, you can have the system generate a full set of entries to reverse the purchase receipt and to charge the full value of the invoice line to its distribution accounts. To set this for the site, clear the option Financial system entries are created for the difference between the receipt and invoice value only.

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Third-party extra charges rule

Select this option to have the system include lines for non-remitted (third-party) extra charges on invoices. These lines will appear for information only and will not be included in the balancing totals for the invoice.

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Self-assessed taxes rule

Select these options to have the system include lines for self-assessed taxes on invoices. These lines will appear for information only and will not be included in the balancing totals for the invoice.

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Regular Invoices

Select the default invoice type for regular invoices. APM will use this invoice type when new invoices are created. The user will be able to change the invoice type, if necessary.

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Credit Memos

Select the default invoice type for credit memos. APM will use this invoice type when new invoices are created. The user will be able to change the invoice type, if necessary.

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Check Price Increases

Select this option if you want the system to check for increases between the entered price for an invoice line, and the supplier’s price for the line. You can then specify the allowable percent or amount of an increase before the line must be sent for approval. You can check for increases on regular, extra charge, and tax lines.

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Allowable Increase Percentage

Enter the percentage by which an invoice line can increase before the line must be sent for approval or changed so that it is within the entered tolerance. Lines that have a percent difference that is not below this entered percentage cannot be posted until they are approved or made acceptable. You can enter different amounts for regular, extra charge, and tax lines.

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Allowable Increase Amount

Enter the total amount by which an invoice line can increase before the line must be sent for approval or changed so that it is within the entered tolerance. Lines that have a difference that is not below this entered amount cannot be posted until they are approved or made acceptable. You can enter different amounts for regular, extra charge, and tax lines.

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Check Price Decreases

Select this option if you want the system to check for decreases between the entered price for an invoice line, and the supplier’s price for the line. You can then specify the allowable percent or amount of a decrease before the line must be sent for approval. You can check for decreases on regular, extra charge, and tax lines.

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Allowable Decrease Percentage

Enter the percentage by which an invoice line can decrease before the line must be sent for approval or changed so that it is within the entered tolerance. Lines that have a percent difference that is not below this entered percentage cannot be posted until they are approved or made acceptable. You can enter different amounts for regular, extra charge, and tax lines.

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Allowable Decrease Amount

Enter the total amount by which an invoice line can decrease before the line must be sent for approval or changed so that it is within the entered tolerance. Lines that have a difference that is not below this entered amount cannot be posted until they are approved or made acceptable. You can enter different amounts for regular, extra charge, and tax lines.

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Automatic Balancing Threshold

Enter the amount of the difference below which APM will automatically balance an invoice. For example, if the calculated total of an invoice is $100.30, and the total on the supplier’s invoice is $100.60, APM will automatically balance the invoice if the threshold is $0.30 (or higher).

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Invoices

Select whether or not whole invoices require approval before they can be posted. You may also select some or all of the invoice types that require approval.

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Invoice resource lines

Select whether or not invoice lines require approval. When this option is selected, invoice lines that are outside of the site’s defined price tolerances need to be approved before they can be posted.

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Invoice extra charge lines

Select whether or not extra charge invoice lines require approval. When this option is selected, extra charge lines that are outside of the site’s defined price tolerances need to be approved before they can be posted.

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Invoice tax lines

Select whether or not tax invoice lines require approval. When this option is selected, tax lines that are outside of the site’s defined price tolerances need to be approved before they can be posted.

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Invoice line approval is based on

Indicates the value for which approval is required. The options are: • Value on the price difference – approval is based on the total value of the line • Change since previous approval – approval is based on the net change in the value of the line. For example, if the line was approved for $1000 and then redrafted and changed to $1,150, re-approval is required for the $150 difference.

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Extra charge line approval is based on

Indicates the value for which approval is required. The options are: • Value of the price difference – approval is based on the total value of the line • Change since previous approval – approval is based on the net change in the value of the line. For example, if the line was approved for $1000 and then redrafted and changed to $1,150, re-approval is required for the $150 difference.

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Tax line approval is based on

Indicates the value for which approval is required. The options are: • Value of the price difference – approval is based on the total value of the line • Change since previous approval – approval is based on the net change in the value of the line. For example, if the line was approved for $1000 and then redrafted and changed to $1,150, re-approval is required for the $150 difference.

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Extra charge for services additional costs

The type of extra charge that the system should use when creating extra charge lines on invoices for the additional costs associated with a service acknowledgment.

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Federal tax

The default federal tax for this site. This setting allows users to quickly add or remove this tax on purchase order or invoice lines. Note: Default taxes are not prompted on supplier resources, purchase order lines, or invoice lines. Prompting is determined by the policy settings on each tax.

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Federal tax rate for service acknowledgments

The rate used for federal taxes on services additional costs. You can select any tax rate included in the site’s default federal tax. When you acknowledge a purchased service, you can enter that there were charges in addition to the hourly rate for the service (such as for additional materials). The tax rate selected here is applied when an invoice is created for the service. Note: Taxes can have multiple tax rates. This setting does not affect the default tax rate for the site’s default federal tax.

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State or provincial tax

The default state or provincial tax for this site. This setting allows users to quickly add or remove this tax on purchase order or invoice lines. Note: Default taxes are not prompted on supplier resources, purchase order lines, or invoice lines. Prompting is determined by the policy settings on each tax.

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State or provincial tax rate for service acknowledgments

The rate used for state or provincial taxes on services additional costs. You can select any tax rate included in the site’s default state or provincial tax. When you acknowledge a purchased service, you can enter that there were charges in addition to the hourly rate for the service (such as for additional materials). The tax rate selected here is applied when an invoice is created for the service. Note: Taxes can have multiple tax rates. This setting does not affect the default tax rate for the site’s default state or provincial tax.

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Local tax

The default local tax for this site. This setting allows users to quickly add or remove this tax on purchase order or invoice lines. Note: Default taxes are not prompted on supplier resources, purchase order lines, or invoice lines. Prompting is determined by the policy settings on each tax.

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Local tax rate for service acknowledgments

The rate used for local taxes on services additional costs. You can select any tax rate included in the site’s default local tax. When you acknowledge a purchased service, you can enter that there were charges additional to the hourly rate for the service (e.g. for additional materials). The tax rate selected here is applied when an invoice is created for the service. Note: Taxes can have multiple tax rates. This setting does not affect the default tax rate for the site’s default local tax.

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AP Account

The Accounts Payable (AP) account is the offsetting account for invoicing entries. A financial system entry is generated to the AP account for each invoice posted in APM. The entry is for the full amount of the invoice. This entry offsets the values charged to the invoice line distribution accounts and the purchasing accrual accounts. This account must be a valid whole GL account number.

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Invoice Debit/Credit Balancing Account

The system uses this account to correct small differences in an invoice’s debit and credit entries due to rounding or currency exchange rates. Normally, this account will not be used. This account is not used when the system automatically balances an invoice using the automatic balancing threshold. Automatic balance differences are entered in the distribution accounts for the invoice lines. This account must be a valid whole GL account number.

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