Open Item Application (AP) in Lightning

Overview

Managing outstanding invoices and debits in Financials is about more than just making payments. Sometimes, the user may want to offset the Vendor Invoices and Vendor Debits against open Vendor Credits. Open Item Application (AP) allows users to offset these Vendor Invoices or Vendor Debits against available Vendor Credits. This process seamlessly nets credit balance (Vendor Invoices or Vendor Debits) and debit balance (Vendor Credits) together.

Benefits over existing VF Page

This Open Item Application (AP) Lightning page is a more streamlined version of the existing VF Open Item Application page.

• This page uses fewer search criteria fields yet provides equivalent search flexibility as VF.

• Better performance when compared to VF, as this page only displays the Vendor Credits and Vendor Invoices / Vendor Debits associated with the selected Vendor.

• All the open Vendor Credits and Vendor Invoices / Vendor Debits will be displayed on this same page, allowing more flexibility for the user in selecting the desired transactions. Whereas in VF, the user can only see the Vendor Credits initially, the Vendor Invoices / Vendor Debits are displayed via another screen after clicking 'Apply Vendor Credit' on the desired Vendor Credit.

• The user can apply a Vendor Credit to multiple Vendor Invoices / Vendor Debits from this page. In VF, a Vendor Credit can be applied only to a single Vendor Invoice / Vendor Debit.

• This page calculates and displays the Total Credits, Total Debits, and Amount Remaining to be applied in real-time as the Vendor Credits and Vendor Invoices / Vendor Debits are selected.

• The 'Auto Select' feature initially selects the Vendor Invoices / Vendor Debits to apply against the specified Vendor Credit(s) and also allows the user to review and adjust the records as needed before formalizing the application submission. In VF, the 'Auto-Apply Selected Vendor Credits' button selects the Vendor Invoices / Vendor Debits and applies them automatically without the user's review or visibility into what has been applied.

• The Application Transactions tab allows the user to view the transactions applied in the current session and allows them to reverse the application if needed. In VF, users must locate the applied records via other programs, go through several screens to locate what has been submitted, and reverse it as needed.

Navigation

App Launcher > Accounts Payable App > Open Item Application (AP) tab

Processing

Header Section

Fields
 

Company:  This defaults to the user's Current Financial Company. It can be changed using the Change Company button at the top right to process applications for a different company.

Actions
 

Change Company:  Click this action to change the user's current Financial Company.

Search Section

This Search section lets the user search for a specific Vendor or set of Vendors by filtering them using the fields below.

Fields
 

Vendor:  Optionally specify a single vendor in this field when processing for a single vendor. Leave this field blank to search for Vendor Credit records across all vendors.

Vendor Class:  Optionally filter the search for Vendor Credits related to a specific Vendor Class.

AP Responsible User:  Optionally filter the search for Vendors assigned to a specific user.

Include Documents On Hold:  Any records (Vendor Credits, Debits, Invoices) on hold are left off of the search by default. Set this field to true if you wish to include open records currently on hold.

From Transaction Date:  Limit records returned to a Transaction date equal to or later than this date.

To Transaction Date:  Limit records returned to a Transaction date equal to or prior to this date.

Due Date Cutoff:  Optionally filter the search to show results for Vendor Credits due on or before this date.

After entering the values, click the Search button to query and display the Vendor(s) based on the search criteria. Next follows the 'Vendor', 'Unapplied Documents' tab, and 'Application Transactions' tab sections.

Click the Reset button to clear the selection filter values and reset the screen for a new search.

Vendors Section

This Vendor Section displays the Vendors in a grid that matches the search criteria.

When a single 'Vendor' is specified in the Search section, only that vendor is displayed in the Vendor grid and is selected by default.

Fields
 

Name:  This displays the link to the Vendor.

Currency:  This is the link to the Currency associated with this Vendor.

Payment Terms:  This is the link to the Terms Code associated with this Vendor.

AP Responsible User:  This is the link to the AP User associated with this Vendor.

  IMPORTANT  The user can only select one Vendor at a time. If the user selects one Vendor and then another Vendor, the previously selected Vendor will be deselected. Data related to the currently selected vendor appears in the Unapplied Documents tab.

Unapplied Documents Tab

When a vendor record is selected in the 'Vendors' section, the 'Vendor Credits' and 'Vendor Invoices / Vendor Debits' sections display records associated with that vendor and are further filtered by the other search criteria.

Vendor Credits

Fields

The value of these summary fields will be updated in real-time based on the selected Vendor Credits and Vendor Invoices / Vendor Debits.
 

Credit Amount:  This displays the total sum of the 'Applied Amount' field values on the selected Vendor Credits.

Debit Amount:  This displays the total sum of the 'Applied Amount' field values on the selected Vendor Invoices / Vendor Debits.

Amount Remaining:  This displays the difference between the 'Credit Amount' and 'Debit Amount' fields. Note that the system will allow you to Apply (Submit) with an Amount Remaining balance, provided that a portion of the selected Vendor Credits have been applied to Vendor Invoices / Vendor Debits.

Vendor Credits Grid

This grid only displays posted Vendor Credits that have not yet been fully applied (Open Amount is not 0).
 

Fields

Name:  This is the link to the Vendor Credit transaction.

Transaction Date:  This displays the transaction date of the Vendor Credit transaction.

Currency:  This displays the transaction currency of the Vendor Credit transaction.

Total Amount:  This displays the full amount of the Vendor Credit in the transaction currency.

Open Amount:  This displays the transaction currency value of the Vendor Credit total amount currently available to apply.

Applied Amount:  This displays the transaction currency value of the Vendor Credit amount applied onscreen by the user.

  NOTE  The user can adjust this 'Applied Amount' as needed, up through the current 'Open Amount'. The 'Open Amount' is adjusted by the system based on the 'Applied Amount' value.

Net Due Date:  This displays the net due date of the Vendor Credit transaction.

Hold:  This displays whether this Vendor Credit transaction is on hold.

Transaction ID:  This displays the transaction ID of the Vendor Credit transaction.

Vendor Invoices / Vendor Debits

Fields

The value of these summary fields will be updated in real-time based on the selected Vendor Credits and Vendor Invoices / Vendor Debits.
 

Credit Amount:  This displays the total sum of the 'Applied Amount' field values on the selected Vendor Credits.

Debit Amount:  This displays the total sum of the 'Applied Amount' field values on the selected Vendor Invoices / Vendor Debits.

Amount Remaining:  This displays the difference between the 'Credit Amount' and 'Debit Amount' fields.

Vendor Invoices / Vendor Debits Grid

This grid only displays posted Vendor Invoices / Vendor Debits that have not yet been fully applied (Open Amount is not 0).
 

Fields
 

Document Number:  This displays the link with the document number of the Vendor Invoice / Vendor Debit transaction.

Transaction Type:  This displays the Vendor Invoice / Vendor Debit transaction type.

Transaction Date:  This displays the transaction date of the Vendor Invoice / Vendor Debit transaction.

Currency:  This displays the transaction currency of the Vendor Invoice / Vendor Debit transaction.

Total Amount:  This displays the full amount of the Vendor Invoice / Vendor Debit in the transaction currency.

Open Amount:  This displays the transaction currency value of the Vendor Invoice / Vendor Debit total amount currently available to apply.

Applied Amount:  This displays the transaction currency value of the Vendor Invoice / Vendor Debit amount applied onscreen by the user.

  NOTE  The user can adjust this 'Applied Amount' as needed, up through the current 'Open Amount'. The 'Open Amount' is adjusted by the system based on the 'Applied Amount' value.

Hold:  This displays whether this Vendor Invoice / Vendor Debit transaction is on hold.

First Purchase Order:  This displays the Purchase Order associated with the Vendor Invoice / Vendor Debit transaction.

First PO Line:  This displays the Purchase Order Line associated with the Vendor Invoice / Vendor Debit transaction.

First PO Receipt:  This displays the Purchase Order Receipt associated with the Vendor Invoice / Vendor Debit transaction.

Buttons
 

Auto Select:  Click this button to have the system auto-select the Vendor Invoice(s) / Vendor Debit(s) for the selected Vendor Credit(s) specified. The system auto-selects the Vendor Invoice(s) / Vendor Debit(s) as follows:

• The system sequences from the first transaction displayed in the grid and selects that transaction.

• If still there is any 'Amount Remaining' on the selected Vendor Credit(s), the system selects the next transaction and applies the amount.

• And goes on till the 'Amount Remaining' becomes zero.

The user can change the selected Vendor Invoice(s) / Vendor Debit(s) and adjust the amount applied to the desired Vendor Invoice(s) / Vendor Debit(s).

  IMPORTANT  At least one Vendor Credit must be selected before clicking this Auto Select button.

The user can also manually select the desired Vendor Invoice(s) / Vendor Debit(s) instead of the Auto Select button.

  NOTE  The user can partially apply an open amount of a Vendor Credit to a Vendor Invoice / Vendor Debit record.

Once the selections are done, the user can click the Apply button on the bottom of the page to start the application of the selected Vendor Credit(s) to the selected Vendor Invoice(s) / Vendor Debit(s). This opens a pop-up with the below fields:

  IMPORTANT  At least one Vendor Credit and Vendor Invoice / Vendor Debit must be selected before clicking this Apply button.

Fields

Credit Amount:  This displays the total sum of the 'Applied Amount' field values on the selected Vendor Credits.

Debit Amount:  This displays the total sum of the 'Applied Amount' field values on the selected Vendor Invoices / Vendor Debits.

Amount Remaining:  This displays the difference between the 'Credit Amount' and 'Debit Amount' fields. Note that the system will allow you to Apply (Submit) with an Amount Remaining balance, provided that a portion of the selected Vendor Credits have been applied to Vendor Invoices / Vendor Debits.

Application Date:  This is the date this application is being recorded. This defaults to the date performing this application, but it can be overridden to set a past date.

  NOTE  When overriding the 'Application Date' to earlier than the system (current date), the user needs to select the date as follows:

• The Application Date selected must be the latter of either:

  • The Vendor Credit transaction date AND

  • Vendor Invoice / Vendor Debit transaction date.

• Where the Payable Transaction is recorded in a currency other than (different to) the Company's Home currency, then:

  • If the application date falls into a closed period, the application date so entered will not be permitted.

  • If the application date falls into an open period, the application date so entered will be permitted, and a General Ledger transaction for any foreign exchange gain or loss resulting from the application will be processed.

After adjusting the Application Date, click the Apply button on the pop-up to apply the selected Vendor Credit(s) to the selected Vendor Invoice(s) / Vendor Debit(s).

Click the Cancel button to close the pop-up without processing the application.

Application Transactions Tab

This tab displays the Payable Application Transaction records created in the current open session for the Vendor Credits successfully applied to the Vendor Invoices / Vendor Debits.

Fields
 

Transaction:  This is the link to the Payable Application Transaction record.

Vendor:  This is the Vendor associated with the Payable Application Transaction record.

Vendor Credit:  This is the Vendor Credit referenced by the Payable Application Transaction record.

Vendor Invoice / Vendor Debit:  This is the Vendor Invoice / Vendor Debit referenced by the Payable Application Transaction record.

Amount Applied:  This displays the transaction currency value of the amount applied by the Payable Application Transaction record.

Currency:  This displays the currency represented by the value of the amount applied by the Payable Application Transaction record.

Actions
 

Unapply:  Click this action to un-apply the Vendor Credit and Vendor Invoice / Vendor Debit applied in the selected Payable Application Transaction(s).

SEE ALSO
 

Open Item Application
Payable Session
Payable Transaction
Payable Application Transaction