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.

22

Tax Exempt Reason Code

Opt

C! 3

Must be a valid reason code.

Required if System Option 152 is Y and no tax jurisdictions exist for Vendor Id and the postal code associated with that vendor’s remit-to address number; otherwise, do not enter a value.

23

Tax Exempt Certificate Id

Opt

C 15

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

24

Payment Cycle #

Opt

I 3

Id of the cycle you want to pay the invoice with. This helps in selecting items for payment.

D_DUE_DATE

D

DUE_DATE=YYYY/MM/DD

Note: YYYY = Year, MM = Month, DD = Day.

This field must be entered as Field Name =Date.

Example: DUE_DATE=2004/01/30

D_DSCNT_DATE

D

DSCNT_DATE=YYYY/MM/DD

Note: YYYY = Year, MM = Month, DD = Day.

This field must be entered as Field Name =Date.

Example: DSCNT_DATE=2004/01/30.

Must have a discount date if the Vendor has no payment terms set up and you enter a discount %.

ST_WH_PCT

F 8.5

The percent to withhold for the state. Must be non-zero or null. You can only enter this field if the FORM_1099_ST_CD has a valid value.

ST_WH_VEN_ID

X

The vendor that receives the state withholding.

Required if a State Withholding Percent exists; otherwise, do not enter a value.

ST_WH_ACCT_NUM

X

The accrual account for the state withholding.

Required if a State Withholding Percent exists; otherwise, do not enter a value..

FED_WH_PCT

F 8.5

The percent to withhold for Federal withholding.

Entries must be non-zero or null.

FED_WH_VEN_ID

X

The vendor that receives the federal withholding.

Required if a Federal Withholding Percent exists; otherwise, do not enter a value..

FED_WH_ACCT_NUM

X

The accrual account for the federal withholding.

Required if a Federal Withholding Percent exists; otherwise, do not enter a value..

FREIGHT_AMT

F 15.2

FREIGHT_AMT=xxxxx

PENTA only uses Freight Amount to determine the Invoice Basis Amount.

TRANX_REF_ID

C! 15

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

WH_ST_CD

C 4

Id of the Withholding State.

MISC_VEN_ADDR_

NAME

C! 30

MISC_VEN_ADDR_NAME=XXXX, where XXXX is the Vendor Name in the address block.

Enter this as Field Name =Name. Example: VEN_ADDR_NAME =Acme Supply

You can enter this for any type vendor.

MISC_VEN_ADDR_1

C! 30

MISC_VEN_ADDR_1=XXXX, where XXXX is the Address in line 1 of the address block.

Enter this as Field Name =Address 1. Example: MISC_VEN_ADDR_1=123 Any Street

MISC_VEN_ADDR_2

C! 30

MISC_VEN_ADDR_2=XXXX, where XXXX is the Address in line 2 of the address block.

Enter this as Field Name =Address 2. Example: MISC_VEN_ADDR_2=PO Box 1234

MISC_VEN_ADDR_3

C! 30

MISC_VEN_ADDR_3=XXXX, where XXXX is the Address in line 3 of the address block.

Enter this as Field Name =Address 3. Example: MISC_VEN_ADDR_3=C/O Accounts Payable Department

MISC_VEN_CITY

C! 20

MISC_VEN_CITY=XXXX, where XXXX is the City in the address block.

Enter this as Field Name =City. Example: MISC_VEN_CITY =Brookfield

Required if you entered a vendor address name; otherwise, do not enter a value.

MISC_VEN_ST_CD

C! 4

MISC_VEN_ST_CD=XX, where XX is the State in the address block.

Enter this as Field Name =State. Example: MISC_VEN_ST_CD =WI

MISC_VEN_POSTAL_CD

C! 10

MISC_VEN_POSTAL_CD=XXXX(-XXX), where XXXX(-XXX) is the Postal Code in the address block.

Enter this as Field Name =Postal Code. Example: MISC_VEN_POSTAL_CD =53188

Required if a vendor address name exists; otherwise, do not enter a value.

MISC_VEN_COUNTRY_CD

C! 3

MISC_VEN_COUNTRY_CD=XXXX, where XXXX is the Country in the address block.

Enter this as Field Name =Country. Example: MISC_VEN_COUNTRY_CD =USA

MISC_VEN_PHONE_AREA_CD

C! 3

MISC_VEN_PHONE_AREA_CD=XXX, where XXX is the 3 digit phone number Area Code in the address block.

Enter this as Field Name =Area Code. Example: MISC_VEN_PHONE_AREA_CD =262

MISC_VEN_PHONE_NUM

C! 11

MISC_VEN_PHONE_NUM=XXXXXXX, where XXXXXXX is the 7 digit Phone number in the address block.

Enter this as Field Name =Phone Number. Example: MISC_VEN_PHONE_AREA_CD =5740505.

MISC_VEN_FAX_AREA_CD

C! 3

MISC_VEN_FAX_AREA_CD=XXX, where XXX is the 3 digit Fax number Area Code in the address block.

Enter this as Field Name =Area Code. Example: MISC_VEN_PHONE_AREA_CD =262

MISC_VEN_FAX_NUM

C! 11

MISC_VEN_FAX_NUM=XXXXXXX, where XXXXXXX is the 7 digit Fax number in the address block.

Enter this as Field Name =Phone Number. Example: MISC_VEN_FAX_AREA_CD =5741212.

MISC_VEN_WWW_ADDR

C! 100

MISC_VEN_WWW_ADDR=XXXX, where XXXX is the web address.

Enter this as Field Name = web address. Example: MISC_VEN_WWW_ADDR=www.supplier.com.

MISC_VEN_ADDL_CHECK_LINE_1

C! 50

MISC_VEN_ADDL_CHECK_LINE_1=XXXX, where XXXX is the line that prints below the vendor address on the AP check.

Enter this as Field Name =Line 1 Information. Example: MISC_VEN_ADDL_CHECK_LINE_1=Attention: Ms. M. Berkly.

MISC_VEN_ADDL_CHECK_LINE_2

C! 50

MISC_VEN_ADDL_CHECK_LINE_2=XXXX, where XXXX is the line that prints below the vendor address on the AP check.

Enter this as Field Name =Line 2 Information. Example: MISC_VEN_ADDL_CHECK_LINE_2=Account #1234567.

AP_STAT_CD

C! 1

AP_STAT_CD=A or H.

Indicates the Pay Status of the Invoice. Valid values are: A (Active & available for payment) and H (Hold upon distribution, not available for payment).

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 match the Invoice Number in the Document Record.

3

Record Type

Req

C! 5

The value should be HOLD.

4

Hold Code

Req

C! 3

Id of the Hold Reason currently against the Invoice.

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 EAR.

4

Amount Applied to Advance

Req

F 15.2

Amount of the expense applied to an open employee advance.

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 FA.

4

Fixed Asset Id

Req

X

If Fixed Asset Id is not null, Fixed Asset Expense Category cannot be null. PENTA checks to insure the following are true:

• The Fixed Asset is active.

• You have access to post charges to the OU associated with this asset.

• The Fixed Asset belongs to the same parent OU as the OU on the INTR_AP_DOC record.

5

Expense Category

Req

I 3

PENTA checks to insure that the expense category is active and associated with the asset’s class in the Classes window.

6

Distribution Description

Req

C 30

If System Option 104 is Y, the default is the vendor name of the Vendor Id from the INTR_AP_DOC record. If System Option 104 is N, there is no default.

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

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

The default is:

• The job’s exchange rate (from the INTR_AP_DOC record).

• The rate necessary to change between the Source Currency Id and the job’s currency.

• A rate of 1.0.

9

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.

Required if System Option 75 is 3; otherwise, 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.

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.

10

AP Account Number

Opt

X

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

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 44 is Y, the currency assigned to the account must equal the Source Currency from the INTR_AP_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 INTR_AP_DOC record. The default is the AP account of the Source Currency Id.

If System Options 109 and 44 are N, the default is the Job Type’s AP account number.

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

11

Tax Exempt Reason Code

Opt

C! 3

The defaults are:

• Costcode tax exempt reason code.

• Job’s tax-exempt reason code.

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

If Tax Exempt Reason Code on the INTR_AP_DOC record has a value, this field must be one of the defaults.

The default is stored in PENTA, but the document reason code overrides the distribution reason code; you cannot manually override it.

12

Tax Exempt Certificate Id

Opt

C 15

The defaults are:

• Costcode tax certificate.

• Job’s tax certificate.

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

If the Tax Exempt Certificate Id on the INTR_AP_DOC record has a value, this field must be one of the defaults.

The default is stored in PENTA, but the Document certificate overrides the distribution certificate. You cannot manually override it.

13

Earnings Code

Opt

C 3

The 1099 Earnings Code.

14

State Code

Opt

C 4

The 1099 State Code.

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.

1

Identifier

Req

C! 3

Request Type code assigned to the AP (Accounts Payable) Interface Type.

2

Record Count

Req

I 6

Each batch includes a count of the records (header and detail) within the file. This must be greater than zero.

If the number in the Header Record differs from the number read by PENTA, no update occurs and PENTA rejects the entire file.

3

Batch Number

Req

I 9

The filename of the AP interface data file. PENTA will not process the batch if another batch exists with the same number and User Id.

4

Total Invoice Amount

Req

F 15.2

The total amount of all invoices in this batch (file). PENTA uses this amount to determine if the batch is in balance when viewed in the Accounts Payable windows.

5

Total Units

Opt

F 12.3

The total number of units of all invoices in this batch (file). PENTA uses this number to determine if the batch is in balance when viewed in the Accounts Payable windows.

6

User Id

Req

C! 6

The user who views, edits, and distributes the batch. This does not have to be the same as the user who loads the interface file.

If no User Id exists, PENTA rejects the entire file.

DEF_CHK_FORM_ID

C! 8

Document tab’s default Check Form. You establish the overriding default in the Organizational Unit or Currency Information window. Default Check Forms entered in the Vendor Information window override this default.

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.

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 JOB.

4

Job Id

Req

X

Enter an active job.

If System Option 69 is Y, the job cannot be closed as of the Posting Date.

If System Option 44 is Y and the job’s currency is not the same as the Source Currency Id, there must be an exchange rate between the two currencies.

If System Option 107 is Y and the job OU Id is the same as the balance sheet OU Id, the balance sheet OU Id must be the same as the AP OU Id in the DOC Detail Record.

5

Cost Type Code

Req

C! 4

Must be an active Cost Type associated with the job, and the Cost Type’s All OU code must be A, or the OU associated with the Cost Type is the same as the job’s OU.

6

Costcode

Req

X

Must be an active Costcode. If Costcode validation for the Job Id is Y, this must be a valid Costcode for the job.

7

Item Number

Opt

I 15

If System Option 22 is 2, PENTA refers to the Item Number as Tag Number in error messages.

If System Option 122 is Y, the Item Number must be associated with the job.

8

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. If System Option 104 is N, there is no default.

9

Distribution Amount

Req

F 15.2

Enter a value other than zero.

10

Units

Opt

F 12.3

The number of units used on the job.

Enter a value greater than zero.

11

Pay Request Number

Opt

C 15

The default is the DOC record’s Pay Request Number.

Required if System Option 87 is Y, and System Option 124 is 16, 20, 24, or 28; otherwise, do not enter a value.

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

12

Exchange Rate

Opt

F 12.6

Must be greater than zero. If the job’s currency is the same as the Source Currency Id, this field must be 1.0.

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

The default is:

• The job’s exchange rate (from the DOC record).

• The rate necessary to change between the Source Currency Id and the job’s currency.

• A rate of 1.0.

13

Check Form Id

Opt

C! 8

The default is the Form Id of the following:

• DOC record

• Job

• AP OU Id

Required if System Option 75 is 2; otherwise, 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.

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.

14

AP Account Number

Opt

X

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

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 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 Options 109 and 44 are set to N, the default is the Job Type’s AP account number.

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

15

Tax Exempt Reason Code

Opt

C! 3

The defaults are:

• Costcode tax exempt reason code.

• Job’s tax-exempt reason code.

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

If Tax Exempt Reason Code on the DOC record has a value, this field must be one of the defaults.

The default is stored in PENTA, but the document reason code overrides the distribution reason code; you cannot manually override it.

16

Tax Exempt Certificate Id

Opt

C 15

The defaults are:

• Costcode tax certificate.

• Job’s tax certificate.

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

If the Tax Exempt Certificate Id on the DOC record has a value, this field must be one of the defaults.

The default is stored in PENTA, but the document certificate overrides the distribution certificate. You cannot manually override it.

17

Earnings Code

Opt

C 3

1099 Earnings Code

18

State Code

Opt

C 4

1099 State Code

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.

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 PO.

4

OU Id

Req

X

The OU assigned to the purchase order

5

Purchase Order Number

Req

X

Id of the purchase order.

6

Vendor Product Id

Opt

C 26

Id of the vendor’s product.

7

Line Number

Req

I 9

The line number of the purchase order. PENTA allows the Purchase Order and Line Number to be Work Order related.

8

Job Id

Opt

X

Enter an active job.

If System Option 69 is Y, the job cannot be closed as of the Posting Date.

If System Option 44 is Y and the job’s currency is not the same as the Source Currency Id, there must be an exchange rate between the two currencies.

If System Option 107 is Y and the job OU Id is the same as the balance sheet OU Id, the balance sheet OU Id must be the same as the AP OU Id in the DOC Detail Record.

9

Cost Type Code

Opt

C! 4

Must be an active Cost Type associated with the job, and the Cost Type’s All OU code must be A, or the OU associated with the Cost Type is the same as the job’s OU.

10

Costcode

X

Enter an active Costcode. If Costcode validation for the Job Id is Y, this must be a valid Costcode for the job.

11

Debit OU Id

Opt

X

Id of the organizational unit where the expense was charged.

12

Debit Account Number

Opt

X

Id of the account debited for the transaction.

13

Fixed Asset Id

Opt

X

If Fixed Asset Id is not null, Fixed Asset Expense Category cannot be null. PENTA checks to ensure:

• The Fixed Asset is active.

• You have access to post charges to the OU associated with this asset.

• The Fixed Asset belongs to the same parent OU as the OU on the INTR_AP_DOC record.

14

Expense Category

Opt

I 3

PENTA checks to insure that the expense category is active and associated with the asset’s class in the Classes window.

15

Distribution

Description

Req

C 30

The default is the description from the Purchase Order Line Number.

16

Units

Opt

F 12.3

The total units for the purchase order line.

17

Unit Price

Opt

F 12.3

The per-unit billing rate for the Product.

18

Distribution Amount

Req

F 15.2

Enter a value other than zero.

19

Pay Request Number

Opt

C 15

The default is the Pay Request Number from the DOC record.

Required if System Option 87 is Y, and System Option 124 is 4, 12, 20, or 28; otherwise, do not enter a value.

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

20

Exchange Rate

Opt

F 12.6

Enter a value greater than zero. If the job’s currency is the same as the Source Currency Id, this field must be 1.0.

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

The default is:

• The job’s exchange rate (from the DOC record).

• The rate necessary to change between the Source Currency Id and the job’s currency.

• A rate of 1.0.

21

Check Form Id

Opt

C! 8

The default is the Form Id of the following:

• DOC record

• Job

• AP OU Id

Required if System Option 75 is 2; otherwise, 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.

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.

22

AP Account Number

Req

X

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

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 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 Options 109 and 44 are set to N, the default is the Job Type’s AP account number.

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

23

Tax Exempt Reason Code

Opt

C! 3

The defaults are:

• Costcode tax exempt reason code.

• Job’s tax-exempt reason code.

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

If Tax Exempt Reason Code on the INTR_AP_DOC record has a value, this field must be one of the defaults.

The default is stored in PENTA, but the document reason code overrides the distribution reason code; you cannot manually override it.

24

Tax Exempt Certificate Id

Opt

C 15

The defaults are:

• Costcode tax certificate.

• Job’s tax certificate.

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

If the Tax Exempt Certificate Id on the INTR_AP_DOC record has a value, this field must be one of the defaults.

The default is stored in PENTA, but the Document certificate overrides the distribution certificate. You cannot manually override it.

25

Earnings Code

Opt

C 3

1099 Earnings Code

26

State Code

Opt

C 4

1099 State Code

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.

WO_ID

C! 25

Id of the Work Order.

WO_OU_ID

X

Id of the Work Order Organizational Unit.

WO_COST_TYPE_CD

C! 4

Id of the Work Order Cost Type.

WO_CUS_LOC_CD

C 8

Id of the Work Order Customer Location.

WO_CUS_EQ_ID

C! 15

Id of the Work Order Customer Equipment.

WO_TASK_ID

C! 10

Id of the Work Order Task.

WO_FA_ID

X

Id of the Work Order Fixed Asset.

WO_FA_EXP_CAT_

NUM

I 3

Id of the Work Order Fixed Asset Expense Category.

WO_MAINT_SCHD_

NUM

I 6

Id of the Work Order Maintenance Schedule.

WO_MAINT_

CONTRACT_ID

C! 15

Id of the Work Order Maintenance Contract.

RET_AMT

F 15.2

The Retention Amount.

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 SC.

4

Job Id

Req

X

The Job Id.

5

SC Number

Req

X

The Subcontract Number.

6

SC Line Number

Req

I 9

The Subcontract Line Number.

7

Distribution Description

Req

C 30

The default is the description from the Subcontract Line Number.

8

Distribution Amount

Req

F 15.2

The Distribution Amount.

9

Units

Opt

F 12.3

The number of Units for the line item.

10

Unit Price

Opt

F 12.3

The Unit Price for the line item.

11

Retention Amount

Opt

F 15.2

The Retention applied against all invoices entered for the Subcontract and line item.

12

Pay Request Number

Opt

C 15

The default is the Pay Request Number from the DOC record.

Required if System Option 87 is Y, and System Option 124 is 8, 12, 24, or 28; otherwise, do not enter a value.

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

13

Exchange Rate

Opt

F 12.6

Must be greater than zero. If the job’s currency is the same as the Source Currency Id, this field must be 1.0.

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

The default is:

• The job’s exchange rate (from the DOC record).

• The rate necessary to change between the Source Currency Id and the job’s currency.

• A rate of 1.0.

14

Check Form Id

Opt

C! 8

The default is the Form Id of the following:

• DOC record

• Job

• AP OU Id

Entry is required if System Option 75 is 2; otherwise, 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.

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.

15

AP Account Number

Req

X

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

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 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 Options 109 and 44 are N, the default is the Job Type’s AP account number.

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

16

1099 Earnings Code

Opt

C 3

1099 Earnings Code

17

1099 State Code

Opt

C 4

1099 State Code

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.

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 TAX.

4

Tax Jurisdiction Id

Req

C 10

Id of the Tax Jurisdiction.

5

Consol Tax Rate

Opt

F 6.3

Consolidated rate for sales and use tax.

6

Sales Tax Rate

Opt

F 6.3

Rate for sales tax.

7

Use Tax Rate

Opt

F 6.3

Rate for use tax.

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 WO.

4

Work Order Id

Req

C 25

Id of the Work Order.

5

OU Id

Req

X

• You have access to post charges to the OU associated with this WO, and

• The WO belongs to the same OU as the OU on the INTR_AP_DOC record.

6

Cost Type Code

Req

C! 4

Must be an active Cost Type associated with the WO, and the Cost Type’s All OU code must be A, or the OU associated with the Cost Type is the same as the WO’s OU.

7

Customer Location Code

Opt

C 8

Id of the Customer Location.

8

Customer Equipment Id

Opt

C! 15

Id of the Customer Equipment associated with the Work Order.

9

Task Id

Opt

C! 10

Id of the Task associated with the Work Order.

10

Fixed Asset Id

Opt

X

PENTA checks to insure the following:

• The Fixed Asset is active,

• You have access to post charges to the OU associated with this asset, and

• The Fixed Asset belongs to the same parent OU as the OU on the INTR_AP_DOC record.

11

FA Expense Category

Opt

I 3

PENTA checks to insure that the expense category is active and associated with the asset’s class in the Classes window. If there is a fixed asset value, you must enter an expense category.

12

Maintenance Schedule Number

Opt

I 6

Id of the Maintenance Schedule.

13

Maintenance Contract Id

Opt

C! 15

Id of the Maintenance Contract.

14

Distribution Description

Req

C 30

If System Option 104 is Y, the default is the vendor name of the Vendor Id from the INTR_AP_DOC record. If System Option 104 is N, there is no default.

15

Distribution Amount

Req

F 15.2

Enter a value other than zero.

16

Exchange Rate

Opt

F 12.6

Must be greater than zero. If the job’s currency is the same as the Source Currency Id, this field must be 1.0.

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

The default is:

• The WO’s exchange rate (from the DOC record).

• The rate necessary to change between the Source Currency Id and the WO’s currency.

• A rate of 1.0.

17

Check Form Id

Opt

C! 8

The default is the Form Id of the following:

• DOC record

• Job

• AP OU Id

Entry is required if System Option 75 is 2; otherwise, 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.

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.

18

AP Account Number

Opt

X

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

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 44 is Y, the currency assigned to the account must equal the Source Currency from the INTR_AP_DOC record. If the account does not have a currency, then the currency of the WO’s OU must equal the Source Currency from the INTR_AP_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.

19

Tax Exempt Reason Code

Opt

C! 3

The defaults are:

• Costcode tax exempt reason code.

• Job’s tax-exempt reason code.

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

If Tax Exempt Reason Code on the INTR_AP_DOC record has a value, this field must be one of the defaults.

The default is stored in PENTA, but the document reason code overrides the distribution reason code; you cannot manually override it.

20

Tax Exempt Certificate Id

Opt

C 15

The defaults are:

• Costcode tax certificate.

• Job’s tax certificate.

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

If the Tax Exempt Certificate Id on the INTR_AP_DOC record has a value, this field must be one of the defaults.

The default is stored in PENTA, but the Document certificate overrides the distribution certificate. You cannot manually override it.

The tax Certificate should default as follows:

• From the Tax Exemption window.

• From the Document tab.

• From the WO.

• From the WO OU.

21

Earnings Code

Opt

C 3

1099 Earnings Code

22

State Code

Opt

C 4

1099 State Code

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.

UNITS

F 12.3

Quantifies the work order units associated with this purchase.