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What each date field in AP represents
AnswerBook: PFW/PFD Solutions
QUESTION: What are the significance of the various dates in AP?
ANSWER:
APTRAN (H) document date = APTRAN (H) age date (unless has been intentionally entered different from the document date)
APTRAN(H) age date = APDIST distribution date = APLINH receipt date = APLINH document date =APHDRH receipt date = APHDRH age date = APBB document date (checks only).
APTRAN invoice date = APHDRH invoice date.
APTRAN discount date = APHDRH discount date
APTRAN due date = APHDRH due date
APHDR: (voucher entry)
Invoice Date:
Date that the invoice was received. The invoice date is used to calculate the dates in the Receipt and Age Date, Due Date, and Discount Date fields and qualify the voucher for selection.
The invoice date posts to Current Transactions (APTRAN) and may be used as a reference for informational purposes.
Receipt and Age Date:
If an invoice date was entered, the Receipt and Age Date is calculated from the invoice date and defaults automatically. The Receipt and Age Date becomes the document date in the current transaction file (APTRAN) and the distribution date in APDIST.
APTRAN and APTRANH (current and history transactions):
Document date:
-Vouchers: Age and Receipt date in voucher entry.
-Payments, this is the Check Date recorded during Cash Disbursements.
age date: Age and receipt date from voucher entry.
due date: comes from voucher entry (doc date and terms).
discount date: comes from voucher entry.
invoice date: comes from voucher entry.
APDIST (distribution to GL):
Distribution date: age date (not invoice date) from voucher entry
APLINH (line item history):
Receipt Date:
This field displays the date that the merchandise was received. It is the same as the age date in APTRAN.
Document Date
This field displays the age date for this document from Voucher Entry.
Request Date
This field displays the date that you wish to receive the merchandise from the vendor. This date is entered in Purchase Order Entry.
Document Date in APBB (bank book interface):
This field displays the date of the paid or voided check.
Dates in APHDRH (voucher history):
Invoice Date:-
This field displays the date of the voucher or debit memo entered in the Invoice Date field during Voucher Entry.
Receipt Date:-
This field displays the date the goods were received, as entered in the Receipt Date field in Voucher Entry, Additional Cost Voucher Entry, or Debit Memo Entry.
Age Date:-
This field displays the date from which the voucher is aged. This date is entered in the Age Date field in Voucher Entry, Additional Cost Voucher Entry, or Debit Memo Entry.
Post Date
This field displays the date the voucher was posted in the system through the Post Vouchers option.
Due Date:-
This field displays the date payment in due on the voucher, as entered in the Due Date field during Voucher Entry.
Discount Date:-
This field displays the date by which payment needs to be made in order to be eligible for the discount, as entered in the Discount Date field during Voucher Entry.
Check Date:-
This field displays the date of the handwritten check entered during Voucher Entry.
NOTES:
1. Using "require posting in current period" allows you to enter an invoice date for a prior period, but the Receipt and Age date is automatically the first day of the current period (therefore distribution date in APDIST is the same)
2. APTRAN(H): transaction current/history
APDIST(H): transaction distribution to GL
APLINH: transaction line item history
APBB: transaction bank book interface
APHDRH: transaction voucher history
