Using the Expense Payables Screen

The Expense Payables screen lists open (payment due) expense payables for the vendor you select. Initially, this screen does not show any vendors until you add one or more expense payables for a vendor. You can use this screen to:

Add expense payables – See Adding Expense Payables.
Edit expense payables or clone them for future periods – See Editing or Cloning Expense Payables.
Delete expense payables – See Deleting Expense Payables.

Accessing the Expense Payables Screen

To access the Expense Payables screen, on the A/P submenu, click Expense Payables.

The Expense Payables screen appears.

Note: Information is limited to the branches to which the employee has access.

The Details grid lists the open expense payables for the vendor selected in the Vendor box. Expense payables highlighted in green are partially paid or have checks waiting in the check queue to be printed. You cannot edit, clone, or delete them.

Field and button descriptions

The following table describes the fields on the Expense Payables screen. All fields in the Details grid are view only.

Field	Description
Name Contains	To refine the list of vendors listed in the Vendor box, type a full or partial vendor name in this field. As you type, vendors are immediately listed in order of search relevance. For example, if you type "am", name results starting with "am" appear first, and then other results containing "am" follow (for example, "AMRSVC" and "CENTAM"). Case sensitivity does not apply.
Vendor box	List of vendors with open expense payables. Select a vendor to view the expense payables in the Details grid.
Ref 1	First reference used to identify the expense payable in the general ledger. GlobalWare's default setting for this field is the expense payable posting date preceded with a zero (0) using the format 0YYYYMMDD. Because each expense payable must have a unique combination of references 1, 2, and 3, this reference might have an alphabetic character instead of a zero (0) preceding the date (for example, A20120630 or B20120630) if it was cloned and you chose not to change the posting date on which it was cloned. This reference also could be set to something else if you changed it from GlobalWare's default setting at the time you added the expense payable.
Ref 2	Second reference used to identify the expense payable in the general ledger. This is the identifier of the vendor account to which the expense payable applies.
Ref 3	Third reference used to identify the expense payable in the general ledger.
Group ID	Identifier of the group to which the expense payable is associated.
Comment	Comment associated with the expense payable.
Amount	Amount due for the expense payable.

The following table describes the buttons on the Expense Payables screen.

Button	Description
ADD	Opens the Add Expense Payables screen. Use this screen to create an expense payable for a vendor. See Adding Expense Payables.
EDIT	Opens the Edit Expense Payables screen. Use this screen to modify an expense payable. See Editing or Cloning Expense Payables.
CLONE	Opens the Clone Expense Payables screen. Use this screen to clone an expense payable for a future period. See Editing or Cloning Expense Payables.
DELETE	Deletes the selected expense payable if it is in an open period. See Deleting Expense Payables.