Field descriptions: AP Adjustments

Date

The date defaults to the current date. You can choose to enter a different date.

GL posting date

This field only appears if your company configured Accounts Payable to Enable override of General Ledger posting date during entry.

The GL posting date is the date when the transaction actually posts to the General Ledger.

Supplier

Select a supplier from the dropdown to associate with the adjustment.

The Pay to and Return to fields automatically populate based on what's entered on the supplier record. You can override these fields if necessary.

Pay to

This field determines the supplier contact to be paid. Intacct automatically defaults this field from the Pay-to contact field in the supplier record or, if none, from the supplier you selected in this page. You can override the default as required, for example, if the supplier has multiple offices and requests you to send the cheque to an office other than the one on record.

Return to

This field determines the supplier contact for return of the purchase. Intacct automatically defaults the Return-to contact from the purchasing transaction, which itself defaults from the supplier record. If neither exists, Intacct defaults this field to the supplier you selected on this page.

In most cases, you won't need to override the default. For example, if you’re returning a defective product and the supplier wants you to return it to a location other than the one on record.

If you have an AvaTax integration, this field is mandatory in determining the tax to be paid on the purchase.

Type

Determines whether the adjustment increases or decreases the overall amount owed to the supplier.

• Credit Memo: Increases the amount owed
• Debit Memo: Decreases the amount owed

After you post the adjustment, the type cannot be edited. To change an adjustment from a debit memo to credit memo, or vice versa, delete or reverse the adjustment and create a new one.

Adjustment number

The number that Intacct uses to track the adjustment.

If Accounts Payable is configured for document sequencing, "New" appears in this field. After you post the adjustment, Intacct assigns an adjustment number automatically.

Reference AP supplier invoice number

This number can be useful in searches or reports on the adjustment. This number appears on the General Ledger Details report, but is not printed on the cheque or remittance stub for the adjustment.

Description

Enter any note that you want to store with the adjustment. This information appears on the Supplier Ledger report, but does not print on the cheque or remittance stub for the adjustment.

Contact tax group

This field only applies to companies subscribed to the Taxes application.

A read-only field that displays the contact tax group to which the Pay-to contact belongs. If the Pay-to contact hasn't been associated with a contact tax group, the field is blank.

Learn more about entering taxable transactions.

VAT Reg No

This field only applies to companies subscribed to the Taxes application.

A read-only field that displays the VAT registration number for the Pay-to contact. If the Pay-to contact doesn't have a tax number specified, the field is blank.

Learn more about entering taxable transactions.

Transaction has tax implications

This field only appears for companies that are enabled for multiple tax jurisdictions in the Taxes application. It appears at the top-level only.

Select this checkbox to add taxes for this transaction. Then select your Tax solution.

Learn more about entering taxable transactions.

Tax solution

This field only appears if Transaction has tax implications is selected.

Select the tax solution you want to use to calculate and capture taxes on this transaction.

Learn more about entering taxable transactions.

Inclusive taxes

This field only applies to companies subscribed to the Taxes application.

Select the checkbox if the amount you'll enter for each line item already includes tax.

The Amount field will be read-only, and you'll enter the amount for each line item in the Transaction total field.

Learn more about entering taxable transactions.

Attachment

Add any supporting documents in the Attachment field. Select an existing attachment from the dropdown or select Add to upload a new document. Learn more about who can add attachments.

Summary

This field appears if you've configured the summary frequency adjustments to be user-defined. For new adjustments, you must select a summary before you submit or post the payment.

You can edit the summary if the adjustment is not paid or in a closed period.

Transaction currency

If your company uses multi-currency transactions, select the currency to use for this adjustment. If this isn't the same currency as your base currency, enter information about the Exchange rate.

Base currency

The base currency of your company.

Exchange rate type

If your company uses custom exchange rate types, the Exchange rate type dropdown list contains choices for them, where one can also be a default. For example, your company could have Monthly, Weekly and Spot rate types along with their various exchange rates. Alternatively, if your company has not defined any custom exchange rate types, you can use the Intacct daily rate.

Exchange rate date

Intacct sets the date of the exchange rate to today by default; however, you can override this date. For example, if you’re making the transaction date something other than today, you might want to match the exchange rate to that date.

Exchange rate

You can override the default exchange rate. For example, if the system administrator has not yet entered the rate for today, rather than letting Intacct default to the last rate entered, you can enter it directly into this field.

Show/Hide defaults

Optional. You can select default values to autofill each line item. Intacct displays these default values for every existing and new line item. You can manually override the default values on line items, as needed.

For example, you can set dimension values for tracking and reporting purposes. After you select the general ledger account in the Items area, any dimension value that you set as a default is automatically reflected for each line item.

Select Apply Defaults to save your selections.

See Setting default line items for more information.

Account/Account label

Select the appropriate account to which Intacct assigns the expense. This field is only available if your company has enabled account labels for Accounts Payable.

1099

Select 1099 to add the line item amount to the supplier Form 1099.

Amount

Enter the actual amount of the transaction for this item in a single-currency company.

To change the amount of the adjustment after you apply it to a AP supplier invoice, create a new debit memo or credit memo to adjust the amount owed to the supplier as required.

Base Amount / Transaction Amount (multi-currency)

If you've enabled multi-currency, Intacct displays Transaction amount and Base amount instead of Amount.

• Transaction amount is the actual amount of the item that you enter in the currency you set for the AP supplier invoice.
• Base amount is a read-only field. It’s automatically calculated by multiplying the item amount (in the base currency of your company) by the exchange rate in the header.

For example, if your base currency is ZAR and you enter a line item for 100 Euro in Transaction amount, then you see 2062 ZAR as the Base amount (assuming a 20.57 exchange rate from Euro to ZAR).

To change the amount of the adjustment after you apply it to a AP supplier invoice, create a new debit memo or credit memo to adjust the amount owed to the supplier as required.

Multiple taxes on line

This field only applies to companies subscribed to the Taxes application.

Select to enter a line item where you need to apply multiple taxes, such as to partially reclaim input tax or enter a reverse charge. Learn more about entering a reverse charge.

This checkbox appears in the following circumstances:

• The tax solution is United Kingdom VAT.
• The tax solution is Australia GST or custom VAT, and the option for Multiple taxes per line is selected for the tax solution (Tax solution information page). Additional setup of tax details, tax schedules, and tax schedule maps may also be required.

Tax detail

This field only applies to companies subscribed to the Taxes application.

Select the appropriate tax category for the line item. The system applies the percent rate that is defined for the tax detail to calculate the amount of tax. If you assigned a default tax schedule to the contact, the applicable tax details fill in automatically after you enter the transaction amount.

Learn more about entering taxable transactions.

Rate

This field only applies to companies subscribed to the Taxes application.

A read-only field that displays the percent tax to apply for the line item. The percent tax is based on the selected tax detail.

Transaction tax

This field only applies to companies subscribed to the Taxes application.

The amount of tax calculated for the line item, which is based on the tax detail you select.

• If Inclusive taxes isn't selected in the header, the calculation is: Amount * Rate
• If Inclusive taxes is selected in the header, the calculation is: (Transaction total/(1 + Rate)) * Rate

If your company is enabled for multi-currency, the amount is in the transaction currency you set for the transaction.

Transaction total

This field only applies to companies subscribed to the Taxes application.

The total amount of the transaction for the line item, including tax:

• If Inclusive taxes isn't selected in the header, the field is read-only and its calculation is: Amount + Transaction tax
• If Inclusive taxes is selected in the header, enter the amount of the transaction for the line, including tax, in this field. The system calculates the Transaction tax and Amount, based on the tax detail you select.

If your company is enabled for multi-currency, the amount is in the transaction currency you set for the transaction.

Base total and Base tax amount

This field only applies to companies subscribed to the Taxes application.

If your company is enabled for multi-currency, these read-only fields appear:

• Base total: the Transaction total in the base currency of your company.
• Base tax amount: the Transaction tax in the base currency of your company.

Memo

The memo stores information regarding this adjustment with the general ledger entry.

Dimension values

To assign this payment to a Project, Department, Location, or any other dimension value in the line item or line-item detail, select the respective dimension value using the dropdown list beside the dimension.

Show summary

Select this button to display a summary of the total tax for all the line items in the transaction, grouped by tax detail.

Description

The description of each tax detail selected for the line items in the Entries section.

Percent

The percent tax that is defined for the tax detail.

Transaction tax total

The total amount of tax applied to the transaction for this tax detail.

If your company is enabled for multi-currency, the amount is the currency you set for the transaction.

Base tax total

If your company is enabled for multi-currency, the Transaction tax total field in the base currency of your company.

Book ID

Indicates the reporting book the journal posts into. This book can be either Accrual or Cash, depending on the reporting method set up in the General Ledger.

Journal

The journal into which the transaction posts.

Journal no.

Select to drill down to the Journal Entries page.

Date

The GL posting date.

Type

The type of posting.

Line no.

The line number represents the line in the journal entry that corresponds to the posting entry of the transaction.

Account no.

The account number of the account to which the transaction posted.

Account name

The GL account to which the transaction posted.

Location

The location assigned to the transaction.

Debit amount

The amount debited from the account.

Credit amount

The amount credited to the account.

Txn currency, Debit txn amount, and Credit txn amount

If the company is enabled for multi-currency, these fields show the currency for the transaction and the debit and credit amounts in the transaction currency.

Base currency, Debit base amount, and Credit base amount

If the company is enabled for multi-currency, these fields show the base currency for the entity and the debit and credit amounts in the base currency.

Memo

The memo for the transaction. This memo could be something that clarifies the reason for the transaction.

Supplier name

The supplier who is the source of the adjustment.

Adjustment number

The number the system uses to track the adjustment. If your company uses document sequencing, "New" appears in this field when you create an adjustment. After you post the adjustment, the system assigns an adjustment number automatically.

Date

The transaction date for the adjustment.

Amount

Actual amount of the adjustment in a single-currency company.

Base Amount and Transaction Amount

If your company is multi-currency, the fields Base Amount and Transaction Amount appear instead of Amount.

• Base Amount: the amount of the adjustment in the base currency of your company.
• Transaction amount: the amount of the adjustment in the currency you set for the transaction.

For example, if your base currency is USD and you create a 100 Euro adjustment, for the adjustment line item, you see the adjustment with 100 Euro as the Trans. Amount and 110 USD as the Base Amount (assuming a 1.1 exchange rate from Euro to USD).

State

The current part of the processing cycle for the adjustment:

• Draft: the adjustment is created, but not posted. It can be changed without consequence.
• Posted: The adjustment is posted to the general ledger.
• Selected: The adjustment is now selected for payment.
  For a debit memo, Selected means that the credit has been applied fully or partially to an AP supplier invoice that is selected for payment. For a credit memo, Selected means that the credit memo was selected for payment on the Pay AP supplier invoices page and the payment process is not yet complete.
• Paid:
  For a debit memo, Paid means that the credit has been fully applied to one or more AP supplier invoices that have been paid. For a credit memo, Paid means that you have completed payment on this adjustment.
• Partially Paid:
  For a debit memo, Partially Paid means that part of the credit has been applied to one or more AP supplier invoices and a remaining credit is still available. For a credit memo, Partially paid means that a balance remains to be paid.
• Reversal: The adjustment was reversed.

Summary title

The name of the collection of the same type of transactions, grouped together for same-time processing.