[AP] AP Unapproved SL Subcontract Invoice Entry

Accounts Payable>Programs>AP Unapproved Invoice Entry

Verify the correct month for invoice.

1. Enter "n" or "+" in the Seq # tab to create a new invoice entry

2. Click into Vendor and press F4 to find Vendor number

3. Take the invoice # from your invoice and enter the data into AP Reference

IF there is no invoice number use the date YYYYMMDD

4. Press F4 in the Reviewer Group Tab, select the person who will approve the coding

5. Fill your information from the invoice into the description box

6. Go into Invoice Date and fill in your invoice date

7. If you know the net pay that'll be your due date.

**Most vendors have the net terms set up in AP Vendor so this should auto populate

8. If there is a discount date notated on the invoice make sure to fill this in as well

This will let the customer know when they can get a discount on their bill if they choose to pay early

9. Enter in your invoice total

10. Select the floppy disc icon to save your work and move to the second section of AP Unapproved

Invoice Items to Line # Press n or + to create a new line number

If you have an invoice with a total and a retention amount or second line item, this is where you will break it apart.

11. Next go into Type 1-Job and change it to 7-SL.

12. Type the SL Subcontract number into the box 

The SL Subcontract number should normally be on the invoice but if only the job number is listed, you can use the SL Subcontracts by Job Report to find the SL Subcontract Number. 

Subcontract Ledger>Reports>SL Subcontracts by Job

13. F4 in the SL Item Box and find the SL Item that matches the invoice. Most of the information should autofill once an SL Item is chosen.

Some invoices will have multiple SL Items - that is when you will want to do multiple lines. One for each SL Item.

14. Enter the gross amount according to that specific SL Item. 

The retention should be automatically calculated, but you should verify it using the invoice. You can enter the discount as needed.

15. Code is where you'll input your tax code - press F4 and select the correct code

This varies by location

https://dor.wa.gov/taxes-rates/sales-use-tax-rates/local-sales-use-tax

This website is helpful as you can refer to their excel that lists codes based on locations for Washington State (other states vary)

Our Washington tax codes are input with WA first

Example 

WA-0605 is going to be what you use in Vancouver
WA-0605E is what you select if they are exempt for tax at that specified vendor

WA-0605PR is if it's Public Road

16. Go back to the Line # and type "n" or "+" and click enter to create a second line for the next SL Item. 

17. Go to the SL Item Box and type the second SL Item. Repeat steps 14-15 for this SL Item. 

18. Repeat the previous steps to create a new line item if you have more SL Items that need recorded.

19. Click Save.

20. Click into the vendor tab. 

21. Drag the invoice into the top part of AP Unapproved Invoice Entry

It's important to make sure you're in the top portion or it won't attach to the correct spot

22. Hit Close.

23. Click into the Sequence number to re-load to verify your attachment saved

24. Check the paperclip symbol to see if there is a blue circle, this shows us it attached correctly