Add an AP Template

Use the AP Template Maintenance (NSM) program to add invoice distribution templates for a variety of transaction types that can be selected in Vendor Maintenance (VM) and used as defaults for AP Invoice Entry (NE). See Background and Road Map for more information.

Click Add.
Enter data in these fields:

Field Name	Type / Max Length	Action / Description
Template name	Required 10 alphanumeric	Enter a reference code (10 alphanumeric characters maximum) that your company uses to identify the AP invoice template.
Description	Required 25 alphanumeric	Enter a description for this template.
Trans number	Required 5 numeric	Accept the displayed transaction number.
GL org code	Required 2 alphanumeric	Select a general ledger organization code.
GL account no	Required 10 alphanumeric	Enter an account number or click the Lookup icon and use the standard lookup options to select the account from a list. The default is from the GL account no field for the vendor in the Vendor Maintenance (VM) program.
Description	Display only	The description you entered for this journal. This description displays or prints for this transaction in the AP Distribution Report (NRA), Vendor Invoice Inquiry (NDI), and other programs.
Trans amount	Optional 14 numeric in the format 999999999999.99	Enter a transaction amount or leave blank if you want to enter the transaction amount in AP Invoice Entry. Enter an amount if: The posting is for a fixed dollar amount (for example, a rent payment that does not vary from month to month). In this case, the journal is similar to a fixed expense, but it may not have a pre-defined payment schedule. You want to establish an estimate or average amount for the transaction when the invoice is entered. For example, if you are using the creating a template for an electric bill and the amount is approximately the same each month, you can enter the average amount in this field. You can use the Percent field in conjunction with this field to provide a variance check.
Percent	Conditional 3 numeric in the format 99.9	Enter a variance or distribution percent. Variance Percent If you entered a dollar amount in the Trans amount field, the percent is a variance. The amount that you enter during AP Invoice Entry program should not vary from the transaction amount by more than this percent. For example, suppose that you enter 500.00 in the Trans amount field and 10 in the Percent field. If the invoice amount you enter in AP Invoice Entry exceeds this percent either below $450.00 (500.00 - (500.00 x 0.10)) or above $550.00 (500.00 + (500.00 x 0.10)), the program warns that the amount is outside of the acceptable range. You can enter an amount outside the variance range, but this feature alerts you to either a possible entry error or an incorrect invoice. Distribution Percent If you left the Trans amount field blank, the percent specifies the portion of the invoice amount to be distributed. In this case, the distribution that is done when the invoice is posted is similar to an allocating journal. The percent is the portion of the invoice amount to post to this account. You can use this feature to allocate portions of an invoice to multiple departments based on based on square footage, based on the number of employees per department, etc. When you enter the invoice amount in AP Invoice Entry the AP account is credited for the entire invoice amount and calculated debit amounts are displayed for each department in the distribution entry.
Help message	Conditional 55 alphanumeric	If you selected Allow override?, enter a message that indicates the type of account the user should enter. When the user's cursor is in the GL acct no field in the AP Invoice Entry (NE) program, this message displays at the bottom of the screen.

Choose the appropriate options:

To	Do This
Accept the data	Click OK. The program displays the next transaction number. Enter another template or clear the field and press F10 to exit. When you press F10, the program displays the transaction listing.
Exit without completing this transaction	Click Cancel.
Update the record	Click Apply.
Delete a saved record	Click Delete. See Delete.
Change the Trans number field	Click Change no.

Choose the appropriate options when you click OK or Cancel:

To	Do This
Add another transaction	Click Add.
Delete the selected transaction	Click Delete. See Delete.
Copy the selected transaction	Click Copy.
Display the selected transaction	Click Select.
Display transaction from a specific sequence	Click Restart. The program prompts Trans number. Enter the first sequence number you want to display or leave blank to begin with the first sequence in the file.
Display the previous set of records in the file	Click Page up.
Display the next set of records in the file	Click Page down.
Exit the listing	Click Exit. The program prompts Journal name. Enter another journal name or leave blank to exit.

Choose the appropriate options when you exit:

To	Do This
Add another journal name	Click Add.
Delete the selected journal	Click Delete. See Delete.
Display the selected journal	Click Select.
Display journals from a specific invoice	Click Restart. The program prompts Journal name. Enter the first journal name you want to display or leave all fields blank to begin with the first journal in the file.
Display the previous set of records in the file	Click Page up.
Display the next set of records in the file	Click Page down.
Exit the program	Click Exit.