Field number
Record type
Field name
Type and length
Description
1
Header,
Detail,
AP Distribution,
Misc. Header AOC
Rec Type
Alpha 1
Record type. Indicates the type of audit record.
2
Company
Numeric 4
Company number.
3
Vendor
Alpha 9
Vendor ID.
4
EDI Nbr
Alpha 15
The Electronic Data Interchange (EDI) number assigned to the vendor. Used to obtain the vendor ID.
Note Either the EDI number or the vendor ID is required.
5
Invoice
Alpha 22
Invoice number.
6
Suffix
Numeric 3
Suffix for the invoice. Represents the occurrence value of the invoice.
7
Detail
Seq Nbr
Sequence number. Used to keep the detail record unique.
8
AP Distribution
Tax Code
Alpha 10
A code that represents specific tax information. Used to calculate the tax amount for the invoice based on the tax rate defined for the tax code and to automatically create distribution lines.
9
Location
Alpha 5
The location code that represents a valid stocking location within the company inventory application. Note: Required if pool option for vendor or company equals 3.
10
Header
PO Code
Alpha 4
The purchase order code used to keep purchase orders unique. This code can be used for reporting purposes.
11
PO Number
AlphaRight 14
This field contains the number representing the purchase order. This field is required if the PO Required flag is set to "Yes" on the assigned invoice handling code.
12
PO Release
The number that identifies a specific release of a purchase order.
13
Batch Num
Numeric 6
Batch number of entered invoices, debit memos, and credit memos.
14
Voucher Nbr
Voucher number assigned to the invoice.
15
Auth Code
Alpha 3
Authority code representing a person or department responsible for approving a registered invoice.
16
Proc Level
The process level represents a reporting level below company.
17
Invoice Type
Invoice type: blank = Invoice D = Debit memo
18
Inv Currency
Currency of the invoice.
19
Invoice Dte
Date 8
Date assigned to the invoice. Used when updating the vendor's purchase balance. Format = YYYYMMDD.
20
Distrib Date
The general ledger posting date assigned to the batch. Used to default a post date to all invoices entered for the batch.
Format = YYYYMMDD
21
Purch Fr Loc
Purchase from location code associated with the invoice.
22
Alpha Lower 30
Invoice description.
23
Tran Inv Amt
Numeric 18, 16 whole 2 decimal
Transaction invoice amount in the company base currency.
24
Tran Alow Amt
Amount of the invoice available for discount in the currency of the invoice.
25
Tran Txbl Amt
Transaction taxable amount of the invoice in the currency of the invoice.
26
Tran Tax Amt
Numeric 18, 16 whole. 2 decimal
Total transaction tax amount on the approval record.
27
Tran Disc Amt
Transaction discount amount. The discount amount of the invoice in the currency of the invoice.
28
Orig Cnv Rate
Numeric 14, 7 whole. 7 decimal
Currency exchange rate used to convert the invoice amount to the company base currency.
29
Discount Rt
Numeric 5, 0 whole. 5 decimal
Discount rate used to calculate the discount amount of the invoice.
30
Disc Date
The discount date assigned to the invoice. Format = YYYYMMDD.
31
Due Date
Invoice due date. Format = YYYYMMDD.
32
Remit To Code
Remit-to location code associated with the invoice.
33
Retail Amt
Numeric 18,
16 whole,
2 decimal
Retail amount. The retail amount of the invoice.
34
Rcpt Inv Date
Invoice receipt date. The date the invoice was received. If left blank, invoice date will default.
35
Reason Code
Reason code. This field contains the reason code, which indicates the reason for the document.
36
Match Ref Nbr
Matching reference number. Required if the vendor is defined as Match Reference processing.
37
Handling Code
Handling code. Invoice handling code. This code contains processing rules for invoice entry and invoice matching. If left blank, the handling code defaults from the vendor, process level, or match company.
38
Operator
Operator code. This field is used to store the login ID of the person who entered the record. If left blank, "MA540" defaults.
39
Term Code
Terms code. A user-defined code representing a method of determining invoice due and discount dates. Either a due date or a terms code is required.
40
Tax Code Cntl
Tax adjustment code. This control field defines the tax code usage in invoicing and approving taxes.
For PO invoices:
If set to 1 (Override), all lines approved for payment will use the tax code defined for the whole invoice.
If set to 2 (Ignore), no PO lines approved for payment will be taxed.
If set to 3 (Calculate), the tax amount will be calculated and a miscellaneous distribution will be created.
41
CBPRINT Fl
Print chargebacks. Indicates whether to print the chargeback.
42
Inv Usr Fld 01
Invoice user field 1. The data type of the field is defined during company setup and edited at invoice entry date.
Valid data types: Alphanumeric, Date, Amount, Numeric
43
Inv Usr Fld 02
Invoice user field 2. The data type of the field is defined during company setup and edited at invoice entry date.
44
Inv Usr Fld 03
Invoice user field 3. The data type of the field is defined during company setup and edited at invoice entry date.
45
Inv Usr Fld 04
Invoice user field 4. The data type of the field is defined during company setup and edited at invoice entry date.
46
Inv Usr Fld 05
Invoice user field 5. The data type of the field is defined during company setup and edited at invoice entry date.
47
Return Number
Numeric 10
If the goods associated with the invoice were returned, this field contains the optional return number assigned to the return.
48
Sequence number. Used to keep the detail record unique. Required if you have more than one line of item detail for an invoice.
49
Match Prepay Flag
Match prepay flag.
50
Match Prepay Mt
Numeric 1
Match prepay.
51
Prepay Date
Prepay date.
52
Prepay Discount Code
Prepay discount code.
53
Prepay Reference Number
Prepay reference number.
54
Prepay Retail Amount
Whole 16,
Decimal 2
Prepay retail amount.
55
Prepay Amount
Prepay amount.
56
Prepay AOC Amount
Prepay AOC amount.
57
Prepay Tax Amount
Prepay tax amount.
58
Prepay Serv Amount
Prepay service amount.
59
Line Nbr
Line number of the purchase order.
60
Item
Alpha 32
Item identifier. If left blank, the element defined as the "item" in the match class will default.
61
Ven Item
Vendor's item identifier.
62
Entered Qty
Numeric 13,
Whole 9,
Decimal 4
Required. Entered quantity. The quantity of goods being invoiced on the detail line.
63
Ent UOM
Entered unit of measure. The unit of measure of the Entered Quantity. If left blank, the unit of measure will default from the item or vendor definition. If no item or vendor definition exists, the default vendor buy unit of measure is used. The unit of measure must be valid for the item.
64
Unit Cost
Whole 13,
Decimal 5
Required. The unit cost of the line item detail.
65
Extended Amt
Extended amount. The total value of the line item details received on a given invoice detail line.
66
AOC Code
Alpha 2
Add-on charge code. This field contains the identifier for the add-on charge associated with this line item detail.
67
Total AOC
Total add-on charge. The total add-on charge amount. Required if an AOC code is defined.
68
Rtl Unit Cost
Retail unit cost. The retail unit cost of the line item detail.
69
Element
Alpha 32 (occurs 10 times)
Required. Matching element. Used to determine the match detail that the line will be matched against. The match elements are part of the match class structure. A match class contains a hierarchy of line item details, which are the elements used in matching. The element defined as the "item" in the match class structure is required.
70
Dtl Dist Company
Distribution company.
71
Acct Unit
Accounting unit. The accounting unit is a shorthand notation representing the variable level number. When used in the General Ledger Account Master file, the accounting unit must be defined in the General Ledger Names file as a posting accounting unit.
Only valid for item types X (special) and N (non-stock).
72
Account
Account. This field, along with the accounting unit and subaccount, make up the location (account) where amounts and other account information are stored. Only valid for item types X (special) and N (non-stock).
73
Sub Acct
Subaccount. This field contains the subaccount from your general ledger chart of accounts that was charged with the amount carried on this record.
74
Tax Indicator
Tax indicator.
75
No Tax Flag
Indicates if the detail line is taxable or tax exempt.
Valid values are:
Yes = Detail line is tax exempt.
No = Detail line may be taxable (default).
76
Line
Prepay Quantity
Prepay quantity.
77
Prepay Unit Cost
Prepay unit cost.
78
Prepay Tax Code
Prepay tax code.
79
Prepay Tax Amount 1
80
Prepay Retail Unit Cost
Prepay retail unit cost.
81
Prepay Date 1
82
Terms Flag
Terms flag.
83
Catch Weight Cost
Catch weight cost.
84
Terms Code
Terms code.
85
Dist Seq Nbr
Distribution sequence number. A unique sequence number. Required if you have more than one line of distributions for an invoice.
86
Taxable Amt
Taxable amount. The taxable amount of the invoice distribution.
87
Orig Tran Amt
Distribution amount. The amount of the invoice distribution in the currency of the invoice.
88
Dist Company
Distribution company. The company number used for posting the transaction. A valid intercompany relationship must be defined in the General Ledger application. If left blank, the company number defaults.
89
Dis Acct Unit
Required (except for an unreleased distribution with a tax code).
The general ledger distribution accounting unit. A transaction will be created to this account and an offset transaction to the Accounts Payable liability account will occur.
90
Dis Account
Distribution account. This is the general ledger distribution account. Required (except for an unreleased distribution with a tax code).
91
Dis Sub Acct
Subaccount number. The general ledger distribution subaccount. If you are using subaccounts, this field is required except for an unreleased distribution with a tax code.
92
AP Dtl Description
AlphaLower 30
Accounts Payable detail description.
93
Dst Reference
Reference. The distribution reference. If left blank, the default reference value defined in Accounts Payable Company defaults.
94
Activity
The activity assigned to the distribution. If left blank, defaults from the vendor.
95
Acct Category
The account category assigned to the distribution. If left blank, defaults from the vendor.
96
Bill Category
Billing category.
97
Unit Amount
Numeric 15,
Unit amount. The total units allocated to the distribution.
98
Asset Desc
Asset description. A description of the asset if an asset is assigned to the distribution.
99
Tag Nbr
Alpha 12
Tag number. If the distribution contains asset information, this field contains the tag number assigned to the asset. Represents a short name for a part of an asset.
100
Item Nbr
Item number. If the distribution contains asset information, this field contains the item number of an asset that is composed of different elements, but depreciated as a common asset unit.
101
Item Quantity
Numeric 8
The item quantity.
102
Item Desc
Alpha 30
Item description. If the distribution contains asset information, this field contains the description for stock and non-stock items.
103
Asset Template
A user-defined asset template identifies general asset creation parameters that you can use to quickly add assets with minimal keying. Using a template lets you default many data items associated with a new asset.
104
Insrv Date
In-service date. The book in-service date for the asset.
Note The in-service date can be different for each depreciation book used.
105
Purchase Date
The date the asset was purchased. This purchased date can be different from the in-service dates for the depreciation books used.
106
Model Number
The model number assigned to the distribution. Used in conjunction with the Asset Template field. If assigned, an asset template must also be assigned to the distribution.
107
Serial Number
This optional field is used for the serial number of the asset.
108
Hold AM
Hold Asset. This field indicates whether to hold the asset in the Asset interface file. Being held keeps item from becoming assets until they are released from hold.
109
Asset
Asset number. The asset number contains up to ten numeric characters that uniquely identify an asset. Assets are automatically numbered application-wide.
110
Item Tax Tran
Tax amount. This field contains the tax amount associated with the asset distribution in the currency of the transaction.
111
Asset Group
This field contains the asset group assigned to the distribution.
112
Combine
Combine assets. This field indicates whether to combine items as one asset.
113
AU Group
Accounting unit group.
114
Dep Exp Actvty
The default activity assigned to the depreciation.
115
Dep Acct Cat
The default account category assigned to the depreciation.
116
PO AOC Code
Purchase Order add-on charge codes assigned to a distribution line. Add-on charges can be extra costs such as freight costs or other miscellaneous costs, or can be allowances, such as credits and returns.
117
Tax Usage Cd
The tax usage code for the vendor.
This field is required if the Accounts Payable company indicates that VAT reporting is required.
118
Dst Usr Fld 01
Alpha 20
Distribution user-defined field number one. This field can only be used for an Accounts Payable invoice, or invoices where the Match Flag equals No.
The data type of the field is defined during company setup and edited at invoice entry.
119
Dst Usr Fld 02
Distribution user-defined field number two. This field can only be used for an Accounts Payable invoice, or invoices where the Match Flag equals No.
120
Dst Usr Fld 03
Distribution user-defined field number three. This field can only be used for an Accounts Payable invoice, or invoices where the Match Flag equals No.
121
Dst Usr Fld 04
Distribution user-defined field number four. This field can only be used for an Accounts Payable invoice, or invoices where the Match Flag equals No.
122
Dst Usr Fld 05
Distribution user-defined field number five. This field can only be used for an Accounts Payable invoice, or invoices where the Match Flag equals No.
123
Misc AOC Code
Add-on charge code.
124
Misc AOC Amount
Add-on charge amount.
125
Misc Acct Unit
Accounting unit.
126
Misc Account
Account.
127
Misc Sub Acct
Sub account.
128
AOC
AOC Rate
Numeric 7,
Whole 2,
Add-on cost percentage rate.
129
Entry
130
AP Distribution, Misc. Header AOC
Segment Block
Alpha 103
131
Landed Flag
Landed flag.
132
Landed Unit Cost
Landed unit cost.
133
Zero Cost Flag
Zero cost flag.
134
AOC On PO
Add-on charge on the purchase order.
135
Summary Flag
Summary flag.
136
Invoice Sprd Cret
Invoice spread.
137
Invoice Tax Amount
Invoice tax amount.
138
Accr Tax Amount
Accrued tax amount.
139
Ext Tax Amount
Extended tax amount.
140
BL Invoice Amount
Billing invoice amount.
141
Jrnl Book Nbr
Journal book number.
142
Diverse Code
Diversity code.
143
Pay Imm Flag
Pay Immediately flag.
144
Flex Flag
145
AOC Detail
Add-on charge detail.
146
Rule Group
Rule group.
147
Comment Seq Number
Comment sequence number.
148
Comment Name
Alpha 50
Comment name.
149
Comment Text
Alpha 40
Comment text.