Template Entry Page

Use this page to create a new template and add payable records at the same time. You also can use the Template Entry page to add payables to an existing template.

Menu Path: Fund Accounting > Entry & Processing > Payable Entry > Standard Payables

To add a template, click Add New
To add a payable to a template, select the template, click OK, and then click Add New

Page Sections

The Template Entry page includes the following sections:

Payment Type Section	Enables you to select whether the payable references an existing purchase order or encumbrance record.
General Payable Data Section	Contains fields identifying the template and payable record. In this section, you can enter vendor and invoice information, payment and AP check settings, and the payable's total amount.
Payment Distribution Section	Allows you to distribute the payment among the open line items for a PO or encumbrance or, if you are not referencing a PO, to enter the accounting distribution for the payable.

Action Bar Item

The following item displays on the Template Entry Page's Action Bar after you reach the Payment Distribution section:

Discount

Displays the Discount Information page where you can adjust the vendor discount amount and tax rates applied to a line item payment in the payment distribution section. For details, refer to Discount Information Page.

You use the Template Entry page to create the templates containing standard payable records. For the procedure for updating a template's payable records, refer to Template Payable Page.

Creating a Template and Its Standard Payable Records

Select Fund Accounting > Entry & Processing > Payable Entry > Standard Payables to display the Payable Templates page.
Click Add New to display the Template Entry page.
In the page's Payment Type section, select a payment option for the template's first payable:
- Purchase Order Payment - The payable references a purchase order or encumbrance.
- Non-Purchase Order Payment - Creates a payable that does not reference an existing PO or encumbrance.
In the Control Number field, enter a number to identify the template you are creating. Character/8
- Using this control number, you can add more records to the template and post a group of records to Fund Accounting all at once.
- If a payable is routed for approval processing, the control number is used for storing the record in the Batch Accounts Payable option as well.
Add a payable record by completing the fields in the General Payable Data and Payment Distributions sections.
- If you are adding multiple records to the template, leave the Continuous checkbox selected.
- For information on adding EFT payments, refer to Payable Entry - Electronic Funds Transfer.
Click OK to save the template, including the new payable record.
Repeat Steps 5-6 for each additional payable.
After saving the last record to the template, click Back to return to the Payable Templates page. The template you created will now display in this page.

Adding Payable Records to an Existing Template

Select Fund Accounting > Entry & Processing > Payable Entry > Standard Payables to display the Payable Templates page.
Select the template where you want to add payables, and then click OK.
In the Template Payable page, click Add New to display the Template Entry page.
In the page's Payment Type section, select a payment option for the first payable:
- Purchase Order Payment - The payable references a purchase order or encumbrance.
- Non-Purchase Order Payment - Creates a payable that does not reference an existing PO or encumbrance.
Add a payable record by completing the fields in the General Payable Data and Payment Distributions sections.
- If you are adding multiple records to the template, leave the Continuous checkbox selected.
- For information on adding EFT payments, refer to Payable Entry - Electronic Funds Transfer.
Click OK to save the payable record. to the template.
Repeat Steps 5-6 for each additional payable.
After saving the last record to the template, click Back to return to the Template Payable page.

Fields

The Template Entry page displays the same fields as the Batch Accounts Payable page, except for the following: Period, Year (Yr), Hold, and Fixed Asset.

Payment Type Section

Field

Description

Payment Type

Displays the following radio buttons.

Select:

Purchase Order Payment - to enter a payable for a purchase order or encumbrance.
Non-Purchase Order Payment - to enter a payable that does not reference a purchase order or encumbrance.

If needed, you can change the payment type while adding payable records. In this case, the template will include records with both payment types.

General Payable Data Section

Field	Description
Control Number	Number or code identifying the template. Character/8 To create a batch, enter a unique (unused) number. To identify an existing template, enter its control number. In either case, you can add payables to the template and reference them later using the assigned control number.
*PO Or Encumber*	Number for the purchase order or encumbrance you are paying. Purchase Order Payment option only. Character/8 The system lets you distribute the payable amount among the line items for the PO or encumbrance in the payment distribution section. The field's name is defined in the Fund Accounting Profile. Important You can enter payables for current fiscal year encumbrances, or you can work with encumbrances from the previous year if it is not closed. To do so, you would reset the fiscal year period to Period 13 of the prior year. The Approval field displays based on settings in the Fund Accounting Profile and the Payment Type you select. Your site might use an approval process for non-purchase order payments but not for PO payments or vice-versa. This is all based on the record-keeping practices where you work.
*Approval*	Code identifying the payables approval group. The field's title is defined in the Fund Accounting Profile. The accounts payable approval process can be set up in the Profile for approval by either key organization (from the Organization Chart) or user-defined groups. For an explanation of how approval groups affect accounts payable approval, refer to Accounts Payable Approval.
Vendor	Code identifying the vendor you are paying. Following are a few points to consider when working with vendor codes: If you have vendor codes with leading zeros, such as 000005, you must enter the full code. If the Default No PO Payment Info field in the Fund Accounting Profile is selected and you are making multiple entries using the Non-Purchase Order Payment option, the vendor code defaults from the previous entry. When you enter a code, the Vendor Address displays for you to verify the Accounts Payable address. To associate a different address with the vendor, use the Post Accounts Payable page's Alternate Vendor item. For details, refer to the Alternate Vendor Information Page. After you select a vendor or alternate vendor address, the system displays the corresponding EFT indicator next to the Cash Account field. For a complete explanation, refer to the Electronic Funds Transfer section of Accounts Payable Processing.
Invoice	Invoice number or other reference information for the bill you are paying. Character/30 If the Duplicate Invoice Checking field in your Fund Accounting Profile is set to F - Fatal, the system checks the invoice number/vendor combination and prevents the transaction if it finds a match. If the flag is set to W - Warning, the system issues a warning if a duplicate exists. If the Default No PO Payment Info field in the Fund Accounting Profile is selected and you are making multiple entries using the Non-Purchase Order Payment option, the Invoice field value defaults from the previous entry.
Invoice Date	Issue date that appears on your vendor invoice. If you are using the Non-Purchase Order Payment option and the Fund Accounting Profiles Default No PO Payment Info field is selected, then the system defaults the invoice date from your previous entry.
Due Date	Due date for the invoice. This date is used to determine whether to apply a discount from the vendor record. The system defaults a date as determined by the Discount field in the vendor record. If the Discount field is A - Always or N - Never, then the system defaults the current system date. If the Discount field is T - Discount Period, then the system defaults a date by adding the vendor's discount days to the current system date. If you change the default, then you need to enter a date that is earlier than the system-calculated date if you want the vendor discount applied. The due date must be greater than the system date for the system to calculate the discount for vendors with the T - Discount Period setting.
Bank Account	If the Print Checks by Bank Account option is selected in the Fund Accounting profile, you must select the relevant bank account from the drop-down list. The Cash Account will be determined based on the configurations present for the selected bank account for transaction processing. The Print Checks by Bank Account option is available in release 22.4 and higher.
Cash Account	Cash account code for this transaction. You must enter an asset account number. The system defaults the account defined in the Fund Accounting Profile.
Payment Type	Setting indicating whether payment is partial or final. Purchase Order Payment option only. P - Partial Payment - Allows you to post partial payments for the PO or encumbrances line items. You can make additional payments for the encumbrance at a later time. F - Final Payment - Makes the payable record the final one you can create for the encumbrance, whether or not you pay the entire remaining balance.
Single Check	Checkbox indicating whether the system should print the check for this invoice independently from any other payments made to this vendor. The Single Check field is available for payables with one of the following EFT settings: No EFT, Prenote-Savings, and Prenote-Checking. To combine several invoices from the same vendor into one check, leave the checkbox blank. Up to 21 payables for the same vendor can appear on a single check stub. If, during a vendor check run, there are more than 21 payables grouped together for the same vendor, then the system lists the first 21 payables on one check stub, and the attached check is marked as void. The next check stub lists the remaining payables. This stub is attached to the valid check. To issue separate checks for each invoice from the same vendor, select this field for all payables pertaining to the vendor. A payable must have a unique invoice number if you want to process it as a single check; the Invoice field must contain an invoice number. The Print Check field replaces the Single Check field if the EFT - Checking or EFT - Savings indicator displays next to the Invoice Date field.
Auto Display	Setting determining how you enter payment distribution for a PO or encumbrances line items. This field only displays for the Purchase Order Payment option. Also, you cannot use Auto Display if the encumbrance has been liquidated or if there is a change order pending approval. If you select this checkbox, then all items display in the Payment Distribution section, and the Net Payable amount is distributed proportionately for the existing encumbered accounts. If you leave the checkbox blank, then you must enter the line item number in the Payment Distribution section for each line item you want to pay. When the Auto Display field is selected, your entries in the following payment-related fields determine the amount to distribute when you access line items in the Payment Distribution section. Changes made to the discount, sales tax, or use tax are reflected in the payment distribution.
Total Entry	Cumulative total of payables having the same control number as the payable record you are currently entering.
Payment Amount	Amount due for the purchase order before discounts and tax rates are assessed. Decimal/12,2 If the Auto Display checkbox is selected, the system defaults the remaining balance for the PO or encumbrance. If the Auto Display checkbox is blank, an amount of 0.00 defaults. The system tracks the amount based on your entries in the payment distribution section. If the Auto Display checkbox is selected, the system distributes this amount when you access the payment distribution section. If the total of your entries in the payment distribution section is different from the payment amount, the system recalculates this value.
Discount	Amount of the discount taken. If the payable is not eligible for a vendor-based discount, the system skips this field. Decimal/12,2 You can use the Discount item to adjust the vendor discount amounts and tax rates. For details, refer to the Discount Information Page.
Sales Tax	Total sales tax for the encumbrance, based on the rate from the Vendor List. Decimal/12,2
Use Tax	Total use tax for the encumbrance, based on the rate from the Vendor List. Decimal/12,2 Use tax is not included in the check amount; it is tracked by the system until you are ready to submit the tax to your taxing agency. It is not disbursed to the vendor.
Net Payable	Net amount for the payable, calculated as follows: Payment Amount - Discounts + (Sales and Use Taxes) = Net Payment

Payment Distribution Section

Following are the definitions for the fields you use to distribute payment amounts for the payable record.

If you are using the Purchase Order Payment option and the Auto Display field is selected, the system displays all of the encumbrance's line items.
If you are using the Purchase Order Payment option and the Auto Display field is not selected, then you need to enter an item number to display the associated line item information.
If you are using the Non-Purchase Order Payment option, then use this section to distribute payment to expenditure budget accounts, and there are no line items to reference.
If the Full Account Window page displays, refer to Payable Entry for the steps to select an Expenditure Ledger account.

Field	Description
Item	Encumbrance line item number. Purchase Order Payment option only. If the Auto Display checkbox is blank, enter a line number to display the associated accounting and cost information. Character/2 If the Auto Display field is selected, then this is a display-only field that shows the PO line item for each accounting distribution row.
*Budget Unit*	Low organization where the expense is charged. Character/16 This is a display-only field when using the Purchase Order Payment option. With Non-Purchase Order Payment option, you need to enter the budget unit for the expenditure budget account where you are distributing the expense. The field's title is defined in the Fund Accounting Profile. If your Fund Accounting Profile is set up for full expensing, the Full Account Window page will display for entering the budget unit. For the procedure, refer to Full Account Window Page.
Account Number	Account number for the budget unit-account where the payment is distributed. Charges can be distributed to multiple accounts as long as you distribute the entire cost, or the entire amount can be charged to a single account. This is a display-only field when using the Purchase Order Payment option. When you use the Non-Purchase Order Payment option, you need to enter the account number. When you save the payable, the system checks each distribution item's expenditure account to see if it falls in any of the ranges from the Account Approval table. An approval record is created for each range that applies.
Paid To Date	Amount paid to date for this purchase order or encumbrance line item. Purchase Order Payment option only.
Amount	Amount of the payment you are applying to the line item. The field works differently depending on the payment type you are using: Non-Purchase Order Payment - Enter the amount for the line item. Purchase Order Payment - The system uses the Auto Display field to determine whether an amount defaults in this field. If the Auto Display field is selected, then the system defaults an amount. If the Auto Display checkbox is blank, you need to enter the amount. Some added considerations for this field are as follows: To adjust the discount and tax rates for a purchase order payment line item amount, use the Discount item. For details, refer to the Discount Information Page. If the system applies a discount to a purchase order payment, you can only update the Amount field by using the Discount item. The system uses the payables vendor to determine whether a discount applies. To apply discount and/or tax rates for a non-purchase order payment line item amount, click Discount. Again, refer to the Discount Information Page. If the Payment Type field is F - Final, the amount you enter pays off the line item, whether or not you enter an amount covering the item's balance. If the Pay Prior To Receive field in the Fund Accounting Profile is set to W - Warning or F - Fatal, a message appears if you try to make final payment for an item that is not fully received. If you have the required security resource, you can use the Quantity item to display the Quantities Received page and enter receipt of the PO item. For details, refer to the Quantities Received Page. When you save the payable, the system checks each distribution line item's amount to see whether it falls within the amount range for each required approval level from the payables approval group. Approval records are created accordingly. Decimal/12,2
*Project*	Code for the project where the payment's expense is distributed, if you use project accounting. Character/8
Account	Account code for the project budget account where the item's expense is distributed, if you use project accounting. This field is display-only if you are using the Purchase Order Payment option. Chraracter/8
1099	Code for the type of 1099 payment associated with this line item. M - 1099-Misc - Rents, royalties, other income, fishing boat proceeds, medical/health care payments, non-employee compensation, substitute payments, crop insurance proceeds, and attorney fees. G - 1099-G - Unemployment compensation, state/local income tax, qualified state tuition earnings, taxable grants, and agriculture payments. I - 1099-Int - Interest income, early withdrawal penalty, interest on US savings bonds and treasury obligations, investment expenses, and foreign tax paid. N - No 1099 - Payments are not reported as 1099 income.
Description	Description of the line item payment. Use of this field enables you to easily identify transactions on reports, and the description prints on the remittance voucher. When you use the Purchase Order Payment option, the system defaults the description from the PO or encumbrance line item. Character/25
Balance	Current balance amount for this line item. Purchase Order Payment option only.