APFlow™ Module > Setup > Manage APFlow™ > Configure Invoice Entry Fields

Important: There are two levels of Invoice Entry setting modifications based upon Administrator or Processor access.
The Processor settings build on the Administrator settings; however, not all Administrator settings are visible to Processors.
While Administrator settings are company-wide, Processor settings are limited to the individual who sets them up. Processor settings will override Administrator settings and are generally limited to the appearance of the form.

When configuring the Invoice Entry Fields, whether in Admin or User mode, Invoice Entry form changes are being made for the current vault only.

Note: To read about the User level Invoice Entry settings, click here.

Administrator Access

1.From the ribbon toolbar, click APFlow™.

2.Click Manage APFlow™, ManageAPFlowicon-mh .

The Manage APFlow™ screen similar to the following displays with the General tab active:

ManageAPFlowscreenGeneraltab-mh

3.Click Manage Entry Fields.

The Configure Invoice Entry Fields [Admin Mode] window displays:

ConfigureInvoiceEntryFieldsadmin-mh

4.In the Field Type field, use the dropdown to select the section of the invoice to configure.

Notes: The Field Type dropdown will consist of Header, Line Types (based on the accounting system) and Detail sections.
The Line Types and Detail sections are only applicable to accounting systems that are not header only.

Each labeled field is configurable.

Reset Default

The Reset Default field returns all fields to their original default properties only for the Field Type that is displaying.
It does not reset the fields in any of the other Field Types that are not currently displaying.

Warning: If a custom field for the current Field Type was used in invoice routing rules, and Reset Default was clicked, the Administrator must remove the custom field from the routing rules first and then return to the Configure Invoice Entry Fields screen to remove that custom field. As a precaution, if Reset Default is clicked and a custom field was used in invoice routing rules, a dialog box will display advising that the custom field was used in invoice routing rules and that the custom field must be removed from invoice routing rules before being removed.

5.Click on a field.

Note: A red border will display around the field to identify it as the selected field.

6.While on a field in the top pane, refer to the Field Properties grid to see how the field can be modified.

Note: If a function is not available for a highlighted field, the particular function will not display.

Field Properties

Field	Function
Display Text	This is the field label displaying to the left of each field. This is where the field name can be changed. Note: This option is only available in Admin mode.
Is Tab Stop (Yes/No)	This is where to determine if the cursor should stop at this field when tabbing through the Invoice Entry screen fields. Yes indicates that the cursor will stop at this field. No indicates this field will be skipped.
Display Description (Yes/No)	This is where to decide if the field description should display. If it is visible, the italicized text displays below the field. If the highlighted field does not have an applicable description, the Display Description field will not display. Yes indicates that a description for this field will display. No turns off the display.
Description Field	For this field to display for a custom field, a field lookup must be configured using the Field Lookup option listed in the Custom Field Options list. No Description indicates that for the custom field selected, a description will not display beneath this field on Invoice Entry. The description is based on the Return Column label you added when you configured the lookup.
Description Expands	Administrators can make mandatory changes to the appearance of field descriptions. This is the text that displays below an Invoice Entry field. Horizontal indicates that the field description will display under the corresponding field and beyond. Vertical indicates that the field description will display under the corresponding field but will wrap in a "column". This keeps entire fields from shifting to the next line. If the highlighted field does not have an applicable description or if the Display Description indicator is No, the Description Expands field will not display.
Hide (Yes/No)	This is where to decide if the field should not be visible on the Invoice Entry screen. Yes indicates that the field will be "hidden" on the Invoice Entry screen. No makes the field visible to the Processor/Reviewer. Notes: This option is only available in Admin mode. This property is available for custom fields, but these are not the only fields that can be hidden. Some "regular" fields are able to be hidden as well, but which ones will depend on the accounting system.
Input Width	This field determines the length or size of the field. Move the slider forward (to lengthen) or backward (to shorten) the field. Note: If the field is a check box, the Input Width field will not display.
Format Text To	No Formatting is the default. Use this field to identify how the text in the selected field should be formatted. The field dropdown lists the formats from which to choose.
Allow Processor Edit (Yes/No)	This is where to decide if Processors should have either write or read-only access. Yes indicates that the field can be edited by Processors. No means this field is read-only.
Allow Reviewer Edit (Yes/No)	This is where to decide if Reviewers should have either write or read-only access. Yes indicates that the field can be edited by Reviewers on the Approve Invoices screen. This grants Reviewers the ability to view and edit the full invoice the same as Processors would. No means this field is read-only on the Approve Invoices screen. Note: This option is only available in Admin mode. Important: A field may be set to allow modification; however, there may be instances when logic within the form will not allow for modification. For example, a tax code must be entered in the Tax Code field before the Tax Amount field is enabled, even if the Tax Amount field is set to Allow Reviewer Edit.
Invoice Index Type	This field is a drop-down menu to map the selected field with an index type contained on the AP Invoice or AP Invoice Confidential document types. It reflects the index type of the highlighted field. If a custom field is added, use the Invoice Index Type field dropdown to select the appropriate index type for the new field. For custom fields, tying the field to an index allows users to configure a look-up to the custom field. (This presumes the underlying index type is configured to a bridge, query or Sage Paperless Construction list type.) The Invoice Index Type field describes where the current field's value will ultimately end up on the underlying indexed invoice document before any back fills take place. Note: This option is only available in Admin mode.
When to Require	Beginning with the Description field, the Administrator can determine which fields are not required, which fields are required and if required, when. Not Required is the default for most fields; Before Routing is the default for some of the date fields. A third status is Before Approving. Any field that the Administrator has determined to be required will display in the Validations Results dialog box if it is left blank. Note: Vendor and Invoice # fields are not configurable. These fields are programmatically pre-defined as required.
Allow Calculation Override	This is where to decide if custom fields with calculations are allowed to be overridden. No is the default and the custom field with a calculation cannot be overridden. Yes allows the custom field with a calculation to be overridden.

All Field Options

Field	Function
Move Previous	Every field can be moved to change its position to facilitate order entry. With the field highlighted, click Move Previous to move the field backwards through the previous fields.
Move Next	Every field can be moved to change its position to facilitate order entry. With the field highlighted, click Move Next to move the field forwards through the subsequent fields.
Manage Calculations	Go here to manage existing field calculations. You can also create new field calculations here. Note: Field Calculations are only for custom fields.

Custom Field Options

Field	Function
Add Field	Click Add Field to generate a new field to the Invoice Entry screen. All available configurable settings will display in the Properties pane. Custom fields can be used in the construction of invoice routing rules. Click here for details.
Remove Field	The Remove Field option only displays when a custom field is added and currently selected. Note: This option is only available in Admin mode.
Field Defaults	Custom field defaulting allows values to be pre-populated within custom fields using the data in Bridge Lists or Query Lists. Click here for details.
Field Lookup	The Lookup Info grid allows you to see at a glance the Index Type, List Type, List Name and Return Column of a selected Invoice Entry field without having to look elsewhere within Sage Paperless Construction. This includes custom fields. Click here for details.
Field Calculations	Click here for details.