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Payable Invoice Fields

Here is a description of the fields that make up a payable invoice.

Some of these fields may not be visible or editable at all times, or in all package combinations.

We recommend that your administrator removes any fields and sections that are inappropriate to the tax regime in which your organization runs from any assigned page layouts.

Field	Description
Payable Invoice Number	Unique Auto Number in the format PIN{autonumber}. This object can have at least 9 billion records. The actual maximum depends on your starting number. The maximum length of an Auto Number field is 30 characters, 10 of which can be the number and 20 of which can be the prefix. See the Salesforce Help for more details.

Key: R – Read-only in all contexts ; * – Mandatory field; V – Value Added Tax/Goods and Services Tax modes only; S – Sales and Use Tax mode only; E – Editable after posting (subject to some restrictions); Descriptions of checkbox settings describe the selected (true) case.; D – The Derive fields are ignored when a document is "Complete" or "Discarded". Overrides prevail over derived values.

Field			Description
Account	*		Vendor account for this payable invoice. The vendor account you specify here must have an accounts payable control account assigned to it. You can change the vendor on a payable invoice up until the time that you add your first expense or product line item. On the payable invoices home or detail page, click the account name to view the related vendor account details. If this payable invoice was created from an intercompany transfer with a sales invoice as its source, this will be the account related to the source company, not the account on the original invoice. You must have created the appropriate intercompany definitionDefines the intercompany control accounts to use when transferring costs between companies in the same organization. first.
Account Address	R		The vendor's address.
Company	R		Company that owns this record.
Copy Account Values			Indicates that you want to retrieve details from the selected account.
Derive Currency		D	In a single-currency organizationAn organization that is not enabled for multiple currencies. If you are unsure, contact your Salesforce administrator., indicates that you want to set the invoice currency to home currency. In a multi-currency organization, indicates that you want to set the invoice currency to the currency of the selected account.
Derive Due Date		D	Indicates that you want to derive the due date of this invoice. See Due Date for information on how this date is derived.
Derive Period		D	Indicates that you want to derive the period of this invoice based on the invoice date.
Dimension (1–4)		E	Names of the analysis dimensionsCustom objects that allow you to analyze the activity in your business in additional ways, such as by cost center, project, employee, or any other business entity important to you. by which you want to analyze this vendor account. In Classic EditionThe view of the application that you see when you first install the base managed package., any custom fields that have been set up for sub-analysis mappingMapping of custom fields at header and line level for the purpose of profitability reporting. are displayed immediately below the Dimension analysis fields.
Discard Reason			Reason why this invoice was discarded.
Dual Rate			The exchange rate used on this document for home to dual currency.
Due Date	*	E	Date the payable invoice is due for payment. Derived in all cases from the invoice date and the vendor account's credit termsSet of terms used to determine due dates and discounts for the goods and services bought or sold. Terms can be set at account level for vendors and/or company level for customers..
Hold Status	R		On Hold or blank. On Hold indicates that this payable invoice is not available for payment. Blank indicates that it is available for payment. You cannot amend this status directly. Use the Place on Hold and Release for Payment buttons on the list view and in Classic Edition.
Income Tax Type		S	Enabled only if the selected account is federally reportable for 1099 tax purposes. The default type is copied from the account's details, but you can change it here, even after posting. These types relate to the boxes on Form 1099-MISC. If this purchase is not reportable for 1099 tax, select "Not Reportable".
Intercompany Transfer			Lookup to the related intercompany transfer record, if applicable. Used to support the reporting of intercompany billing transactions. These reports can help you when you need to create manual elimination journals.
Invoice Currency	*		Currency in which monetary values are expressed on this payable invoice. The default is the FinancialForce account trading currency set on the account. This must be an accounting currencyThe currency in which your company does business. A company can have more than one accounting currency. owned by the current companyThe company in which you are working. This is represented by the company queue to which you, and new instances of objects you create, are assigned.. You can change this setting up until the time that you add your first expense or product line item.
Invoice Date	*		Date that appears on the sales invoice sent by the vendor.
Invoice Description		E	Description of the payable invoice that can be used to include comments.
Invoice Rate			The exchange rate used on this document for invoice to home currency.
Invoice Status	R		Current status of the invoice. See What is a Payable Invoice? for more information.
Match Type	R		This field is set to "Credited" if the payable invoice has been fully matched to a payable credit note.
Period	*		Accounting period in which this document falls. Calculated from the document date, or by default the period that contains the date of input, but you can amend it by selecting a new period. If you enter a document date for a year that does not exist in your organization, then the period is set to blank. You can only save a document or post a transaction to an open period.
Reference 1/2		E	The vendor's order number, your organization or company's order number, the buyer's name, or any other reference detail.
Registered Date			Date the payable invoice was entered, or the intercompany transfer was processed.
Tax Country Code	R	V	Code for the European Union country in which this vendor operates.
Tax Registration Number	R	V	Identifying number used for tax purposes in the European Union.There is no format validation on this field.
Transaction	R		When the payable invoice has been posted, displays the related transaction number. See What is a Transaction? for more information.
Vendor Invoice Number	*		Invoice number delivered by the vendor. The behavior of this field is controlled by custom settings. For more details, ask your administratorOne or more individuals in your organization who can configure and customize the application. Users assigned the System Administrator profile have administrator privileges..
Vendor Invoice Total	*		Total shown on the vendor's invoice. This amount must balance with the Invoice Total in the Summary section.
Year			Concatenated year and period.

The following field may have been installed as part of the optional FinancialForce OneTouch package:

Field	Description
Approved	Indicates this document is ready and approved for posting.

Invoice Summary

Key: R – Read-only in all contexts ; V – Value Added Tax/Goods and Services Tax modes only; C - Combined Tax mode only

Field			Description
Expenses Net Total	R		Total value of expense items on the invoice, before tax.
Expenses Tax 1 Total	R	V, C	Sum of tax posted to expense lines.
Expenses Tax 2 Total	R	C	Sum of tax 2 posted to expense lines.
Invoice Total	R		Total invoice value, including the tax. This amount must balance with the Vendor Invoice Total in the Payable Invoice Detail section.
Items Tax 1 Total	R	V, C	Sum of tax posted to product lines.
Items Tax 2 Total	R	C	Sum of tax 2 posted to product lines.
Items Net Total	R		Total value of product items on the invoice, before tax.
Net Total	R	V, C	Total value of items on the invoice, before tax.
Tax Total	R	V, C	Total value of tax on this invoice.

Matched Payments

This section lists other documents involved in matches with the current document. It is blank if the current document has not been matched. If you are working in Extended EditionThe view of the application that you see when you install one of the extension packages (such as the Cash Entry Extension package). For invoices, credit notes, and journals Extended Edition is integrated into the main package, but must be configured., this panel is only available on sales invoices and sales credit notes.

Payment Details

Payment information is displayed once the document has been posted.

Key: All fields are read-only.

Field	Description
Outstanding Value	Amount still owed on this document in document currency.
Payment Status	Is this document unpaid, part-paid, or paid in full?

Expense Lines

Each payable invoice expense line begins with a line number to act as a unique reference.

Key: R – Read-only in all contexts ; * – Mandatory field; V – Value Added Tax/Goods and Services Tax modes only; C - Combined Tax mode only; E – Editable after posting (subject to some restrictions); D – Overrides prevail over derived values

Field			Description
Calculate Tax Value from Rate		V, C	Calculates the relevant tax value from the associated tax rate. In Combined Tax mode, this checkbox applies to both Tax Value and Tax Value 2 so you must clear the values in both fields before saving the page to have the values calculated from their associated tax rate.
Combined Tax Code		C	Combined tax code to use, along with the invoice date, to derive the tax rate for this invoice expense line. This will default from the account, product or company if appropriate. Upon saving the line item, the Tax 1 and Tax 2 fields (Input Tax Code, Rate, Value) are populated according to the tax model specified on the combined tax code. See What is Combined Tax? for more information.
Company	R		Company that owns this record.
Date From/To			The period covered by the expense line.
Derive Line Number		D	Derives the line number on save. This is the highest existing line number +1. If deselected, the value in the Line Number field is used.
Derive Tax Rate from Code		D, V, C	Derives the relevant tax rate from the associated tax code. In Combined Tax mode, this checkbox applies to both Tax Rate and Tax Rate 2 so you must clear the values in both fields before saving the page to have the rates calculated from their associated tax code.
Dimension (1–4)		E	Names of the analysis dimensionsCustom objects that allow you to analyze the activity in your business in additional ways, such as by cost center, project, employee, or any other business entity important to you. by which you want to analyze this expense line item. See What are Analysis Dimensions? for more information. In Classic Edition, any custom fields that have been set up for sub-analysis mappingMapping of custom fields at header and line level for the purpose of profitability reporting. at expense line level are displayed immediately below the Dimension analysis fields.
Edit Tax Value			Enables manual editing of tax values.
General Ledger Account			The default expense account for this vendor or another appropriate general ledger account. See Payable Invoice Line Items for a full explanation of how the general ledger account is selected for expense line items.
GLA Code			The GLA code, for information or reporting purposes.
Input Tax Code		V	Defaults to the Input VAT/GST Code for this vendor, but can be amended. The tax code is used along with the invoice date, to derive the tax rate for this expense line.
Input Tax Code/Input Tax Code 2		C	The child tax codes derived from the Combined Tax Code. You can select different tax codes for this invoice expense line but the parent tax code will not be affected.
Line Description		E	Description of the payable invoice line item.
Net Value		V	Manually entered value not including discount or tax.
Payable Invoice Number			Master-Detail to the related payable invoice.
Reporting Code	R		The reporting code of the general ledger account for this expense line item.
Set GLA to Default			Indicates that you want to set the general ledger account to the default.
Set Tax Code to Default		V, C	Indicates that you want to set the tax code to the default defined by the tax mode. See About Tax for more information about the effect of tax modes. In Combined Tax mode, this checkbox applies to the Combined Tax Code, Input Tax Code and Input Tax Code 2 fields.
Tax Rate		V	Applicable rate of tax.
Tax Value	*	V	Total value of tax relating to this expense line, to two decimal places. See Payable Invoice Line Items for a full explanation of how the tax value can be recalculated or amended.
Tax Value/Tax Value 2		C	The tax value for a child tax code when using combined tax.

Product Lines

Each payable invoice product line begins with a line number to act as a unique reference.

Key: R – Read-only in all contexts ; * – Mandatory field; V – Value Added Tax/Goods and Services Tax modes only; C - Combined Tax mode only; S – Sales and Use Tax mode only; E – Editable after posting (subject to some restrictions); D – Overrides prevail over derived values

Field			Description
Calculate Tax Value from Rate		V, C	Calculates the relevant tax value from the associated tax rate. In Combined Tax mode, this checkbox applies to both Tax Value and Tax Value 2 so you must clear the values in both fields before saving the page to have the values calculated from their associated tax rate.
Combined Tax Code		C	Combined tax code to use, along with the invoice date, to derive the tax rate for this invoice product line. This will default from the account, product or company if appropriate. Upon saving the line item, the Tax 1 and Tax 2 fields (Input Tax Code, Rate, Value) are populated according to the tax model specified on the combined tax code. See What is Combined Tax? for more information.
Company	R		Company that owns this record.
Date From/To			The period covered by the product line.
Derive Line Number		D	Derives the line number on save. This is the highest existing line number +1. If deselected, the value in the Line Number field is used.
Derive Tax Rate from Code		D, V, C	Derives the relevant tax rate from the associated tax code. In Combined Tax mode, this checkbox applies to both Tax Rate and Tax Rate 2 so you must clear the values in both fields before saving the page to have the rates calculated from their associated tax code.
Derive Unit Price from Product		D	Retrieves the unit price from the selected product.
Dimension (1–4)			Names of the analysis dimensions by which you want to analyze this product line item . See What are Analysis Dimensions? for more information. In Classic Edition, any custom fields that have been set up for sub-analysis mappingMapping of custom fields at header and line level for the purpose of profitability reporting. at product line level are displayed immediately below the Dimension analysis fields.
Edit Tax Value			Enables manual editing of tax values.
Input Tax Code		V	Tax code to use, along with the invoice date, to derive the tax rate for this invoice line. See Payable Invoice Line Items for a full explanation of how the tax code is designated for a product line.
Input Tax Code/Input Tax Code 2		C	The child tax codes derived from the Combined Tax Code. You can select different tax codes for this invoice product line but the parent tax code will not be affected.
Line Description		E	Description of the payable invoice line item.
Net Value	R	V	Quantity x Unit Price.
Payable Invoice Number			Master-Detail to the related payable invoice.
Product	*		Lookup to the related product record.
Product Code	R		Internal code or product number used to identify the product.
Quantity	*		Quantity of product purchased, to six decimal places.
Set Tax Code to Default		V, C	Sets tax code to the default defined by the tax mode. See About Tax for more information about the effect of tax modes. In Combined Tax mode, this checkbox applies to the Combined Tax Code, Input Tax Code and Input Tax Code 2 fields.
Tax Rate
Tax Value	*	V	Total value of tax relating to this product line, to two decimal places. See Payable Invoice Line Items for a full explanation of how the tax value can be recalculated or amended.
Total Value	R	S	Quantity x Unit Price.
Tax Value/Tax Value 2		C	The tax value for a child tax code when using combined tax.
Unit Price	*		Unit price of this product, to nine decimal places.

Tax Summary

This section, in Classic EditionThe view of the application that you see when you first install the base managed package., is only available if your company operates in Value Added Tax mode. One tax summary line is displayed for each tax code entered on the invoice. If the invoice contains lines to which no tax code has been assigned, a line labeled <blank> summarizes the net value of these untaxed items.

Key: R – Read-only in all contexts ; V – Value Added Tax/Goods and Services Tax modes only

Field			Description
Tax Code	R	V	Tax code being summarized, or <blank>.
Tax Rate	R	V	Tax rate for this tax code.
Net Value	R	V	Total value of items posted to this tax code, before tax.
Tax Value	R	V	Total value of tax posted to this tax code.

Buttons

The following buttons may be displayed. The availability or validity of these buttons will vary according to many factors, including org configuration.

Key: Ex – Extended EditionThe view of the application that you see when you install one of the extension packages (such as the Cash Entry Extension package). For invoices, credit notes, and journals Extended Edition is integrated into the main package, but must be configured. only

Button		Description
Amend Document		Prepares a limited set of fields for editing on a "Complete" document.
Cancel		Cancels the current session without saving.
Classic Edit	Ex	Switches to Classic EditionThe view of the application that you see when you first install the base managed package. in Edit mode. Once the document is "Complete", it opens in Amend Document mode.
Classic View	Ex	Switches to Classic EditionThe view of the application that you see when you first install the base managed package. in View mode.
Convert to Credit Note		Creates the template for a credit note, using the details on the posted invoice.
Discard		Discards the "In Progress" document. Sets the document's status to "Discarded".
Edit		Prepares the "In Progress" document for editing.
Manage Expense Lines	Ex	Displays the Manage Expense Lines page.
Manage Product Lines	Ex	Displays the Manage Product Lines page.
Place on Hold		Selects the On Hold checkbox on associated transaction line items. See Transaction Fields for more information.
Post		Posts the "In Progress" documents and creates transactions. The resulting documents are "Complete".
Release for Payment		Deselects the On Hold checkbox on associated transaction line items.
Save		Saves the record and returns you to the detail page. Sets the record's status to "In Progress".
Save & New		Saves the record and gives you the chance to add another.
Save & Post		Saves the document, posts the "In Progress" document and creates a transaction. Sets the document's status to "Complete". (Available in Classic EditionThe view of the application that you see when you first install the base managed package. only.)

The following buttons may be available in the Payable Invoice Detail section in some organizations:

Button		Description
Change Currency		Helps you choose an appropriate currency.
Apply		Applies the selected currency to this session.
Cancel		Cancels the change of currency.

The following buttons may be available in the Expense Lines section in some organizations:

Key: V – Value Added Tax/Goods and Services Tax modes only

Button		Description
Default Line		Adds a new expense line using the vendor's default expense account.
New Line		Adds a new expense line. You must click the lookup first to select the relevant general ledger account.
		Removes the current line.
	V	Edits the tax value for the expense line and prevents any future recalculation.

The following buttons may be available in the Product Lines section in some organizations:

Key: V – Value Added Tax/Goods and Services Tax modes only

Button		Description
New Line		Adds a new line with a default quantity of 1.00. You must click the lookup first to select the relevant product.
		Removes the current line.
	V	Edits the tax value for the product line and prevents any future recalculation.

The following expander icons may be available on some fields:

Button	Description
	Displays an expander panelPanels that are initially hidden when the page is loaded. They allow you to enter, and subsequently view, additional attributes of the related field or line item, such as further analysis or a line description. that is hidden and closes any other panels that are open. Blue indicates existing content.
	Hides the selected panel.
	Indicates an error on the related expander panel. If hidden, click to show the item in error.

Related Concepts

What is a Payable Invoice?

About Credit Terms

Related Tasks

Creating Payable Invoices

Displaying Payable Invoice Details

Editing Payable Invoices

Discarding Payable Invoices

Posting Payable Invoices

Posting Multiple Documents with OneTouch

Payable Invoice Line Items

Overriding Exchange Rates When Creating Payable Invoices

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