1

Batch Number

Req

I 9

Must match Batch Id in the Header Record.

2

Invoice Number

Req

C! 15

The Invoice Number from the DOC record.

3

Record Type

Req

C! 5

The value should be ACCT.

4

OU Id

Req

X

This must be an active general ledger account. The default is the AP OU Id from the DOC record.

The User Id must have authorization for this OU.

If System Option 107 is Y, this OU must be the AP OU Id from the DOC record.

5

GL Account Number

Req

X

This must be an active account with an edit rule of AR, Cash, or no edit rule.

If the account’s edit rule is AR or Cash:

• The account’s OU Id must match the AP OU Id from the DOC record.

• The account’s currency must match the Source Currency from the DOC record.

If System Option 44 is Y and the account’s currency is not equal to the Source Currency Id from the DOC record, an exchange rate must exist for the two currencies.

6

Distribution Description

Req

C 30

If System Option 104 is Y, the default is the vendor name of the Vendor Id from the DOC record.

7

Distribution Amount

Req

F 15.2

Enter a value other than zero.

8

Exchange Rate

Opt

F 12.6

Must be greater than zero.

Required if System Option 44 is Y; otherwise, do not enter a value.

The default is the exchange rate between the Source Currency Id and the GL Account Number’s currency. If that rate does not exist, the default is 1.0.

If the GL Account Number’s currency is the same as the Source Currency Id, this field must be 1.0.

9

Customer Id

Opt

X

This must be an active customer.

Required if the GL Account Number has an edit rule of AR; otherwise, do not enter a value.

10

Week Ending Date

Opt

D

Required if the GL Account Number has an edit rule of AR, the Customer Id is an employee, and System Option 105 is Y; otherwise, do not enter a value.

11

Check Form Id

Opt

C! 8

The default is the Form Id of the following:

• DOC record

• AP OU Id

System Option notes:

• If System Option 44 is Y, the currency of the Check Form must be the same as Source Currency Id.

• Required if System Option 75 is 2; otherwise, do not enter a value.

• If System Option 89 is Y and the user type is not H (home office), do not enter a value.

• If System Option 155 is Y, the Check Form type may be AP or GN. If System Option 155 is N, the Check Form type must be AP.

12

AP Account Number

Opt

X

This must be an active account with an edit rule of AP.

System Option notes:

• If System Option 44 is Y, the currency assigned to the account must equal the Source Currency from the DOC record. If the account does not have a currency, then the currency of the job’s OU must equal the Source Currency from the DOC record. The default is the AP account of the Source Currency Id.

• If System Option 89 is Y and the user type is not H (home office), this field must be blank or null.

• If System Option 109 is Y, the default is the:

• Vendor/OU inter-company AP account number.

• OU’s inter-company AP account number.

• If System Option 109 and 44 are set to N, the default is the Job Type’s AP account number.

13

Reference Job Id

Opt

X

A job related to the Job Id. This does not have to be a parent, child, or active job.

14

Tax Exempt Reason Code

Opt

C! 3

The defaults are:

• GL Account Number tax exempt reason code.

• Job’s tax-exempt reason code.

If System Option 152 is N, this must be blank or null.

PENTA stores the default, but the document reason code overrides the distribution reason code. You cannot manually override it.

If Tax Exempt Reason Code in the DOC record has a value, this field must use the default.

15

Tax Exempt Certificate Id

Opt

C 15

The default is the GL Account Number tax certificate.

If System Option 152 is N, this field must be blank or null.

PENTA stores the default, but the document certificate overrides the distribution certificate. You cannot manually override it.

If the Tax Exempt Certificate Id in the DOC record has a value, this field must use the default.

16

Earnings Code

Opt

C 3

The 1099 Earnings Code PENTA associates with the invoice detail distribution.

17

State Code

Opt

C 4

The 1099 State Code PENTA associates with the invoice detail distribution.

TRANX_REF_ID

C! 15

PENTA marks job cost and billing transactions within the interface files with this Transaction Reference Id. This enables your external application to perform functions (e.g., billing and profit analysis) by whatever grouping this Id represents.

CASH_ACCT_NUM

Opt

Account # of the Cash Account.

Required if the GL Account # has an edit rule of Cash; otherwise, do not enter a value.

Cash Account must have the same GL account as entered in the GL Account # field.

The cash account’s OU Id must have the same BS OU as the account on the OU ID field.

1

Batch Number

Req

I 9

Must match the Batch Id in the Header Record.

2

Invoice Number

Req

C! 15

The Invoice Number from the DOC record.

3

Record Type

Req

C! 5

The value should be CREF.

4

Customer Reference Code

Req

C 15

Code referring to Customer specific information.

5

Customer Reference Format

Opt

C 30

The value for the associated Reference Code.

1

Batch Number

Req

I 9

Must match the Batch Id in the Header Record

2

Invoice Number

Req

C! 15

The invoice number must be unique. If the Invoice Number and Vendor Id match an invoice with a void status of Y, PENTA rejects this invoice (DOC and all associated ACCT, FA, JOB, PO, WO, CREF and TAX records).

3

Record Type

Req

C! 5

The value should be DOC.

4

AP OU Id

Req

X

This must be an active balance sheet OU.

The User Id in the Header Record must have authorization for this OU. PENTA will not verify OU authorization until a user tries viewing the batch in the Accounts Payable windows.

The default is the OU of the user (User Id).

5

Vendor Id

Opt

X

The Vendor Id associated with the invoice. This must be a vendor with an “Active” or “Hold” status. The Vendor Type cannot be Miscellaneous* and the Vendor Class must be set up as a supplier. The default is the vendor associated with the user (User Id).

Either enter this value or an Employee Id, not both. A value in either field is required.

If System Option 109 is Y, the Vendor Id cannot be the same as the Vendor Id assigned to the AP OU.

*This is a limitation specific to the interface and you can eliminate once you add the ability to specify new vendor addresses.

6

Employee Id

Opt

X

Default is the employee associated with the Vendor Id.

Either enter this value or a Vendor Id, not both. A value in either field is required.

7

Invoice Amount

Req

F 15.2

Amount on the invoice.

8

Invoice Date

Req

D

The invoice date must be less than or equal to a year from the current processing date (a year in the future).

If this field is null and System Option 20 is Y, PENTA uses the system date.

9

Posting Date

Opt

D

The date must be less than or equal to a year from the current processing date (a year in the future). The default is the invoice date.

The date must be within an open accounting period for the Accounts Payable OU.

10

Payment Terms

Opt

I 3

The default is the vendor’s payment terms. Optionally, enter a Proximo date for the following conditions:

• Due date and payment date are in the month following the invoice date.

• The invoice date, discount date, and due date can be either in the same month, or in two different months.

PENTA compares the invoice date to the cutoff day to determine which discount date and due date apply to the invoice.

The payment month indicator tells PENTA whether the discount and/or due dates are in the same month as the invoice date, or in the month following the invoice date.

11

Discount Percent

Opt

F 6.3

Must be between 0.001 and 100.000 percent. The default is the discount percent associated with the Payment Terms.

If this field has a value, the Discount Amount must be blank.

12

Discount Amount

Opt

F 15.2

Must be the same sign (+ or –) as Invoice Amount and less than the Invoice Amount.

If this field has a value, the Discount Percent field must be blank.

13

Retention Percent

Opt

F 6.3

Must be between 0.001 and 100.000 percent.

If this field has a value, the Retention Amount field must be blank.

14

Retention Amount

Opt

F 15.2

Must be the same sign (+ or –) as the Invoice Amount and less than the Invoice Amount.

If this field has a value, the Retention Percent field must be blank.

15

Units

Opt

F 12.3

The total units on the invoice.

16

Pay Request Number

Opt

C 15

If System Option 148 is Y, the Pay Request Number must be in digits (rather than characters).

17

Invoice Type

Opt

C! 3

The value should be REG. The default is REG.

18

Remit To Address Number

Opt

I 5

Default is the Vendor’s remit-to address.

Note: The vendor type cannot be Miscellaneous. PENTA does not support Miscellaneous vendor types with the accounts payable interface.

Required if System Option 77 is Y; otherwise, do not enter a value.

19

Source Currency Id

Opt

C! 3

Default is the Vendor’s currency. If the vendor does not have an assigned currency, PENTA uses the currency of the AP OU Id.

Required if System Option 44 is Y; otherwise, do not enter a value.

20

Check Form Id

Opt

C! 8

Default is the Source Currency’s Form Id. The User Id must have authorization to use this Check Form.

Entry is required if System Option 75 is 3; otherwise, do not enter a value.

If System Option 155 is Y, the Check Form type can be AP or GN. If System Option 155 is N, the Check Form type must be AP.

If System Option 44 is Y, the currency of the Check Form must be the same as Source Currency Id.

If System Option 89 is Y and the user type is not H (home office), do not enter a value.

21

Tax Amount

Opt

F 15.2

The amount of taxes for the invoice.

If System Option 152 is N, do not enter a value.

If System Option 271 is Y, PENTA records the sales tax amounts you enter on an AP invoice as sales tax for jurisdictions associated with the AP invoice distribution.

Individual AP Invoice distributions are determined to be taxable or non-taxable (based on a purchase order’s set up, based on the Job an invoice is charged to, based on the OU/Account, etc.). PENTA will require that at least one AP invoice distribution is taxable; otherwise, PENTA issues an error message and prevents the user from entering the vendor’s invoice with a sales tax amount.

You record sales tax charged by a vendor as a lump sum amount, PENTA does not require that you break down the sales tax amount by taxing jurisdiction when recording the vendor’s invoice. Therefore, PENTA must allocate the sales tax amount across the tax jurisdictions that are associated with distributions entered on the AP document (State, City, etc.):

• When the entered tax amount equals the PENTA calculated tax amount PENTA records the sales tax amount as “sales tax paid” for each jurisdiction.

• When the entered tax amount does not equal the PENTA calculated tax amount, and the absolute value of the difference between the entered tax amount and the PENTA calculated tax amount is less than the “Sales & Use Tax Variance Limit,” PENTA adjusts its calculated tax amount for the tax jurisdiction with the largest sales tax percent until the total calculated sales tax value equals the entered sales tax value. In a situation where the entered sales tax is less than the calculated sales tax, and the reduction of the calculated sales tax exceeds the amount of tax calculated for that jurisdiction, PENTA adjusts the remaining amount for the jurisdiction with the next largest tax percentage. PENTA records the adjusted amounts as “sales tax paid” for those jurisdictions. Note: PENTA assumes you will set the Sales & Use Tax Variance Limit to a small amount, $0.10 for example. Therefore if there are rounding differences between the calculated tax amounts, PENTA calculates vs. what the vendor calculated, PENTA will adjust its calculated value rather than post penny adjustments (accruals) in the sales tax liability accounts.

• When the entered tax amount does not equal the PENTA calculated tax amount, and the absolute value of the difference between the entered tax amount and the PENTA calculated tax amount is greater than the “Sales & Use Tax Variance Limit,” PENTA allocates the entered sales tax amounts to the applicable tax jurisdictions, beginning with the jurisdiction with the smallest sales tax percent until the entered tax amount is fully allocated. PENTA records these amounts as “sales tax paid,” then accrues and records “use tax” as the difference between its tax calculation and the allocation to each jurisdiction.

PENTA sales & use tax reporting will provide detail reporting by sales tax jurisdiction those amounts paid as sales tax plus accruals made where a vendor did not charge tax in a taxable situation or where the amount of tax charged by the vendor does not agree with the sales tax rules defined for each jurisdiction.