ACCOUNTS-PAYABLE

DWH Archive Name: B__ACCTS_PAYABLE

The Accounts Payable file used to store invoices and related payable data at the header level. Specific items and distribution data is retained on the Receiving-AP-Line file.

Data Element Definitions for ACCOUNTS-PAYABLE (U-96)

Type & Level		Field Name & Attributes	Format & Length		Comp Opt	Index	Field Definition
Primary identification data
	1	VENDOR-NO DB=AB CS=PP	P	6.0	N		Unique system generated identifier for a vendor.
	1	VENDOR-NAME-NO DB=AC CS=PP	P	2.0	N		A system generated number sequentially assigned to identify one of several names by which a vendor is currently known or has been previously known, or is currently doing business or has done business in the past.
	1	VENDOR-ADDR-NO DB=AD CS=PP	P	3.0	N		System generated number sequentially assigned to identify separate addresses for a particular vendor.
	1	INVOICE-NO DB=AE CS=PP	A	15.0	N		Number assigned by the vendor to uniquely identify their invoices. When there is no vendor invoice number, another value may be entered into this field as defined by AP procedures. A value is not required by the system. Travel advances have a system constructed value of the Travel Authorization number followed by 'ADV' and '1' or '2' for the first or second advance.
	1	INVOICE-SUFFIX DB=AF CS=PP	A	1.0			A suffix added to the end of the vendor's invoice number by UAF to make it unique. This is required when a vendor's invoice has to be split and processed as separate invoices due to UA/State requirements such as the invoice containing items which must be vouchered separately.
SP	1	VENDOR-INVOICE-SUFFIX-KEY DB=S0 CS=*	A	20.0	N	U	The super-descriptor composed of VENDOR-NO, INVOICE-NO, and INVOICE-SUFFIX. These fields uniquely identify invoices for which Invoice Numbers are provided.
	1	AP-ID DB=AG CS=PP	P	9.0	N	U	The system assigned number and unique identifier of an Accounts Payable (vendor's invoice or credit memo, or other direct payment). This ID is used to retrieve AP items and related lines, and to identify scanned images of related source documents within the AP imaging system.
Vendor data
	1	DATE-INVOICE DB=AS CS=PP	D		N		The date of the invoice as assigned by the vendor and appearing on the invoice. If there is no invoice date on the invoice, procedures as defined within AP dictate what value will be entered.
	1	VENDOR-INVOICE-AMT DB=CD CS=PP	P	8.2	N		The vendor's gross invoice amount including sales tax, freight, and any miscellaneous charges. This is the total amount as it appears on the vendor's invoice. It is not necessarily the amount we will pay.
	1	DATE-DISCOUNT-DUE DB=CA CS=PP	D		N		Identifies the last date on which a payment discount may be earned. This value is computed from the vendor or invoice discount terms, the date of the invoice, and the current date. It is null if no discount is permitted or if it is too late to earn a discount. This value is used in determining the payment date and thus when to take a discount.
	1	DATE-PAYMENT-DUE DB=CB CS=PP	D		N		Identifies the payment due date as established by the vendor. This value is used in determining the payment date. If no payment terms are specified, net 30 is assumed.
	1	CUSTOMER-ID DB=CI CS=PP	A	16.0	N		Vendor's customer identifier or account number used in transacting business between the vendor and the university (e.g., a credit card number). A vendor may identify different departments within the university as separate customers. When present on the Accounts-Payable record, this value will be printed on the remittance advice.
UofA classification data
	1	INVOICE-TYPE DB=AH CS=PP	A	2.0	N		Identifies the invoice as: R = Regular (references a PO) CM = Credit Memo D = Direct invoice (UPAY) OL = Other (no PO), Library OB = Other (no PO), Bookstore OE = Other (no PO), e-Invoice TA = Travel Advance TI = Travel Invoice (from claim) TR = Travel Related invoice CT = Credit Travel DP = Direct payment Payroll (deducts paid via UPAY) DA = Dir Awards (UPAY) DR = Direct personal Reimburse ES = E-Fed (SciQuest)
	1	AP-REF-ID DB=BU CS=PP	A	10.0	N		An optional departmentally assigned identifier available for tracking Accounts Payable items. Used primarily for direct payments (UPAYs) and invoices that originate in external systems and do not reference a BASIS PO (library payments).
SP	1	INVOICE-TYPE-BU-AP-REF-KEY DB=S6 CS=*	A	16.0	N	D	The super-descriptor composed of Invoice-Type, AP-Budgetary- Unit-No, and AP-Ref-ID. This index is used to find and list Accounts Payable entries with an AP reference ID.
	1	DATE-INVOICE-RECEIVED DB=AT CS=PP	D		N		The date that a vendor invoice or other Accounts Payable item was entered to BASIS. Generally this is the same day an invoice is received by Accounts Payable.
	1	DATE-INVOICE-RECEIVED-INV DB=AU CS=PP	P	5.0	N		This is an inverted value of the date an invoice is received used to access invoice log entries in inverse chronological order. This field is calculated by subtracting DATE-INVOICE- RECEIVED from 12/31/2099, and therefore represents the num- ber of days between the date received and 12/31/2099. This provides an 'inverted' sequence value for the date so that later dates have smaller values.
SP	1	VENDOR-DATE-RECEIVED-INV-KEY DB=S1 CS=*	B	7.0	N	D	The super-descriptor composed of VENDOR-NO and DATE-INVOICE-RECEIVED-INV. This index is used to list invoices and credit memos from a vendor in inverse chronological sequence (most recent to least recent).
MU	1	AP-PO-NO DB=AN CS=PP Max Occ=1 HD=__AP_PO_NO	P	7.0	N		DWH Archive Name: B__ACCTS_PAYABLE__AP_PO_NO The referenced Purchase Order number for an Accounts Payable entry. Null for invoice types D and O. Multiple values were permitted and maintained up until 7/1/97.
SP	1	PO-DATE-RECEIVED-INV-KEY DB=S2 CS=*	B	7.0	N	D	The super-descriptor composed of AP-PO-NO and DATE-INVOICE-RECEIVED-INV. This index is used to list invoices for a PO in inverse chronological sequence (most recent to least recent).
	1	AP-BUDGETARY-UNIT-NO DB=AR CS=PP	N	4.0	N		The standard UAF budgetary unit number which identifies the organizational entity that is to be associated with an Accounts Payable entry.
	1	AP-PROBLEM-CD DB=AL CS=PP	A	1.0	N		Identifies type of problem. = No problem exists S = Stopped by Disbursing B = Bid PO; requires pre-audit D = Appears to be a Duplicate F = Forwarded to department T = Forwarded to Tax area V = Returned to Vendor C = Problem Credit Memo M = Miscellaneous problem U = Unknown problem A = SciQuest Invoice stopped P = Direct payment stopped E = Problem travel invoice W = W-9 form not provided.
SP	1	AP-PROBLEM-DATE-RECEIVED-KEY DB=S3 CS=*	A	5.0	N	D	The super-descriptor composed of the AP-PROBLEM-CD and DATE-INVOICE-RECEIVED. This index is used to retrieve all problem invoices for follow-up by AP.
	1	INVOICE-REJECT-CD DB=AM CS=PP	A	1.0	N		Code identifying the basic reason that an invoice has been rejected for payment. D = Duplicate invoice X = Item not received, order closed or cancelled V = Item returned to Vendor, order closed or cancelled O = Other.
	1	INVOICE-STATUS DB=AI CS=PP	A	1.0	N		Identifies the invoice status: = Problem invoice for which followup is being performed R = Rejected (non-payable) E = Entry is pending in AP I = Data entry of the invoice is In-process within AP H = Held due to lack of receiving or pmt approval P = awaiting imaging and PLOG W = aWaiting disbursing approval L = awaiting LR approval A = Approved for payment X = Cancelled after expensed
	1	TIME-INVOICE-STATUS DB=AJ CS=PP	T		N		A system assigned time based upon the status of the AP item (invoice). The value is null when the status is blank or 'R' and the time the status is set for all other status values with an exception for 'W'. Status 'W' invoices that are for construction have a value of midnight 01/01/1900 so that these can be presented for review by the Disbursing Officer first.
SP	1	STATUS-TYPE-TIME-STATUS-KEY DB=S4 CS=*	A	10.0	N	D	The super-descriptor composed of Invoice-Status, Invoice-Type, and Time-Invoice-Status. This index is used to 'pull' approved/cancelled invoices for expense processing, and to list invoices with a given status or a given type in time sequence. The list is primarily for disbursing to pull 'W' status invoices for review and approval.
	1	DATE-CANCEL-EFFECTIVE DB=AQ CS=PP	D		N		The effective date for accounting purposes of a cancellation.
	1	CONSTRUCTION-CD DB=BI CS=PP	A	1.0	N		Indicates that a purchase is for construction purposes. Requisitions for construction must be reviewed by a buyer. Possible values are: Y = Yes, requisition is for construction N = No, not for construction (stored on the data base as blank)
	1	SALES-TAX-EXCEPTION-CD DB=CM CS=PP	A	1.0	N		Identifies exceptions, based upon the goods or services purchased, where sales tax is calculated other than via the normal method. Possible values are: X = The local sales tax cap does not apply (i.e. hotel, lease, some rental, construction, ...), S = The cap applies but there is an additional tax sur-charge (i.e. short term rental), or = Normal tax calculation applies.
	1	LOCAL-TAX-CD DB=CC CS=PP	A	2.0	N		Identifies a locality in Arkansas and the effective tax rate, including any tax caps. Values are defined on the SALES-USE-TAX-TABLE with associated tax calculation parameters. This code may be entered directly on an invoice or may be carried from the ADDRESS-CODE-TABLE, to the requisition, to the PO, and on to the invoice. The system uses this value to calculate 'use' tax.
	1	LOG-TEXT-ID DB=CE CS=PP	A	16.0	N		Key for accessing Invoice Log text maintained on the UAF-TEXT file. Because of infrequent use and maintenance via a generalized facility, this text is stored on a common shared file.
	1	COMMON-VENDOR-NO DB=CF CS=PP	N	6.0	N		Identifies the existence of a legal relationship between two or more vendors (parent/sub- sidiaries, receiverships, assignments, franchise dealers, etc.). Payment is allowed when the invoice vendor is different from the PO vendor if the two vendors share the same COMMON-VENDOR- NO. This field is optional, but when used, it must contain an existing VENDOR-NO and that vendor must have the same COMMON-VENDOR-NO.
	1	PRE-PAID-EXPENSE-CD DB=CL CS=PP	A	1.0	N		A code used to identify expenses paid in one year for services that are to be provided in later years. The possible values are: Y = Yes, this is a pre-paid expense = This is not a pre-paid expense
	1	DATE-PRE-PAID-EXPENSE-BEGIN DB=AP CS=PP	D		N		The begining date of the period of service covered by a pre-paid expense. This and the ending period date are used to prorate the expense amount between fiscal years.
	1	DATE-PRE-PAID-EXPENSE-END DB=CO CS=PP	D		N		The ending date of the period of service covered by a pre-paid expense. This and the begining period date are used to prorate the expense amount between fiscal years.
	1	PSC-CD DB=BH CS=PP	A	1.0	N		A code identifying the existence of a line that contains a specific Object Cd requiring specific information be printed on the voucher sent to Little Rock.
Amount we'll pay & the breakdown
	1	INVOICE-AMT DB=AV CS=PP	P	8.2	N		The gross invoice amount which we will pay including sales tax, freight, and any miscellaneous charges, exclusive of any discount which may be earned. The actual amount paid is determined by the Discount Taken code and the Discount Amt. The amount is not necessarily the amount that appears on the vendor's invoice.
	1	INVOICE-TAX-EXEMPT-AMT DB=AW CS=PP	P	8.2	N		The amount or portion of an invoice which is tax exempt, excluding freight and miscellaneous charges. This value is required for the system to correctly calculate sales or use tax by excluding amounts exempt from tax.
	1	INVOICE-FREIGHT-AMT DB=AX CS=PP	P	5.2	N		The amount of freight or shipping charges included on an invoice at the header level (not itemized as a line on the original PO).
	1	INVOICE-TAX-AMT DB=AY CS=PP	P	6.2	N		The amount of sales tax actually due the state based upon local sales tax caps. This plus the Excess-Tax-Amt is what we will pay the vendor (this combined amount may differ from what the vendor charged in cases where their calculations were incorrect). This Invoice-Tax-Amt is the tax charged to the cost centers since the excess tax paid is recovered centrally.
	1	EXCESS-TAX-AMT DB=CV CS=PP	P	5.2	N		The amount of sales tax paid to the vendor but not due to the state because of local sales tax caps and the SSTP. This amount is not charged to cost centers, but is instead recorded as an Accounts Receivable and is refunded by the state via a rebate process. It only applies to invoices that exceed a local tax cap after 01/01/08 and Sales-Tax-Exception-Cd not X. It is the difference between the amount of sales tax paid the vendor & the correct amt.
	1	INVOICE-MISC-AMT DB=AZ CS=PP	P	4.2	N		Any miscellaneous amount charged on an invoice, not itemized on the original PO, but normal and customary for the goods or services provided (i.e., valve stems). These may be itemized on the invoice, but must be entered at the header level since there is no corresponding PO line.
	1	USE-TAX-AMT DB=BA CS=PP	P	5.2	N		The amount of use tax due the state as calculated based upon parameters associated with the specific use tax code.
	1	DISCOUNT-AMT DB=BB CS=PP	P	4.2	N		The discount amount offered by the vendor and computed according to the vendor's terms. This amount may or may not be earned and taken. This is determined by the Discount-Taken-Cd.
Line distribution/force bal data
	1	AP-LINE-SUM DB=BC CS=PP	P	8.2	N		The sum of the extended prices (Receiving-Inv-Entry-Amt) of the invoice lines that have been entered. The status of the Invoice cannot be changed from 'in process' unless this amount equals the Invoice-Amt less freight, sales tax, and miscellaneous charges.
	1	AP-LINE-FREIGHT-SUM DB=BD CS=PP	P	5.2	N		The sum of the Invoice-Item- Freight-Amt for the associated AP lines, which is calculated by the system as lines are entered. This value is used to force balance the freight amount distributed on the last line such that the line amounts equal the header amount.
	1	AP-LINE-TAX-SUM DB=BE CS=PP	P	6.2	N		The sum of the Invoice-Item-Tax-Amt for the associated AP lines, which is calculated by the system as lines are entered. This value is used to force balance the sales tax amount (less any excess tax) distributed on the last line such that the sum of the line amounts equal the header amount.
	1	AP-LINE-EXCESS-TAX-SUM DB=DW CS=PP	P	5.2	N		The sum of the Invoice-Item-Excess-Tax-Amt for the associated AP lines, which is calculated by the system as lines are entered. This value is used to force balance the excess tax amount distributed on the last line such that the sum of the line amounts equal the header amount.
	1	AP-LINE-MISC-SUM DB=BF CS=PP	P	4.2	N		The sum of the Invoice-Item- Misc-Amt for the associated AP lines, which is calculated by the system as lines are entered. This value is used to force balance the misc. amount distributed on the last line such that the sum of the line amounts equal the header amount.
	1	AP-LINE-DISCOUNT-SUM DB=BG CS=PP	P	4.2	N		The sum of the Invoice-Item- Discount-Amt for associated AP lines, which is calculated by the system as lines are entered. This value is used to force balance the discount amount distributed on the last line such that the sum of the line amounts equal the header amount.
	1	AP-LINE-TAX-EXEMPT-SUM DB=CN CS=PP	P	8.2	N		The sum of the Receiving-Inv- Entry-Amt for the associated AP lines that have a value in the Tax-Exemption-Cd for said line. It is calculated by the system as lines are entered. This value is used to validate that all tax- exempt lines have been entered by comparing this sum to the amount entered on the header in the Invoice-Tax-Exempt-Amt field
Payment data
MU	1	REMITTANCE-ADVICE-COMMENT DB=CK CS=PP Max Occ=1 HD=__REMIT_ADV_COMM	A	72.0	N		DWH Archive Name: B__ACCTS_PAYABLE__REMIT_ADV_COMM A comment displayed on the vendor's remittance advice. Used to relay additional payment information not otherwise included with the payment.
MU	1	PAYMENT-HANDLING-CD DB=CG CS=PP Max Occ=4 HD=__PYMT_HAND_CD	A	1.0	N		DWH Archive Name: B__ACCTS_PAYABLE__PYMT_HAND_CD Identifies special handling requirements for payment. Each is independent & more than one permitted per payment. Values: H = Hold check for pick-up by the authorized person, I = Invoice prior to PO issue, C = Invoice Copy with payment, P = PO attachment required with payment, S = Generate a separate check, do not combine with other invoices, W = Generate Wire Transfer = Normal payment processing.
	1	PAYMENT-HANDLING-AUTH DB=CH CS=PP	A	25.0	N		The name of an individual who is authorized to pick-up a held check. This designation must be made in conjunction with the PAYMENT-HANDLING-CD.
	1	DISCOUNT-TAKEN-CD DB=CJ CS=PP	A	1.0	N		Identifies whether an associated vendor discount was taken (payment was reduced by the discount amount) or not. Possible values are: T = The discount was taken = The discount was not taken or no discount was offerred
MU	1	PAYMENT-ID DB=AO CS=PP Max Occ=5 HD=__PYMT_ID	P	9.0	N	D	DWH Archive Name: B__ACCTS_PAYABLE__PYMT_ID The system assigned number and unique identifier of a U of A payment. Used to link Accounts Payable records with Payment records, which is required prior to the assignment of check numbers and in cases where there is no check number (direct deposits). On the AP file, multiple occurrences are used for association with payments that have been cancelled. The first occurrence is always the 'current' payment.
	1	VOUCHER-YEAR DB=BJ CS=PP	N	4.0	N		The year an AP is paid. Used in constructing the Voucher ID
PE	1	VOUCHER-GROUP DB=BK CS=* Max Occ=3 HD=__VOUCHER_GRP					DWH Archive Name: B__ACCTS_PAYABLE__VOUCHER_GRP The periodic repeating group which identifies the voucher IDs and corresponding amounts for an invoice. Multiple values will exist whenever separate lines of the invoice mandate separate voucher types.
	2	VOUCHER-TYPE DB=BL CS=PP PE=VOUCHER-GROUP	A	4.0	N		A code which identifies the state Fund, Character Code, and Appropriation Code of a University of Arkansas expenditure (required for state reporting and reconciliation), and is used to identify the next voucher number to be assigned for each of these for both current and old year vouchers. The first character is C (Cash) or S (State).
	2	VOUCHER-NO DB=BM CS=PP PE=VOUCHER-GROUP	A	5.0	N		A system generated number for a Voucher Type and Voucher Year which uniquely identifys a state expenditure. The first character is a 'Y' for old year vouchers (vouchers paid in a different fiscal year than the Date-Invoice).
	2	VOUCHER-AMT DB=BN CS=PP PE=VOUCHER-GROUP	P	8.2	N		The amount of an associated voucher. Generally this is the same as the invoice amount paid. However, some invoices have to be split into two vouchers to abid by state vouchering regulations.
	2	VOUCHER-DISCOUNT-AMT DB=BO CS=PP PE=VOUCHER-GROUP	P	4.2	N		The Discount Amount attributed to a voucher. Required when an invoice is split into two vouchers.
	1	TA-LODGING-VENDOR-ID DB=CP CS=*	A	13.0	N
	1	TA-DATE-RETURN DB=CQ CS=*	D		N
	1	TA-DATE-DEPARTURE DB=CR CS=*	D		N
	1	TA-LODGING-DAYS DB=CS CS=PP	P	3.0	N		The number of days for which lodging reimbursement is being requested for a Travel Authorization.
	1	TA-MEALS-DAYS DB=CT CS=PP	P	3.0	N		The number of days for which meal reimbursement is being requested for a Travel Authorization.
	1	TA-REIMBURSABLE-MILES DB=CU CS=*	P	4.0	N
Audit and tracking data
	1	INVOICE-CMD-ID DB=AK CS=PP	A	4.0	N		The UPS command that initially created an INVOICE, or the command most appropriate for viewing the invoice. This value is used within lists as the command automatically selected.
PE	1	UPDATE-HISTORY-GROUP DB=BV CS=* Max Occ=6 HD=__HIST_GRP					DWH Archive Name: B__ACCTS_PAYABLE__HIST_GRP The periodic repeating group which identifies the time and user performing AP header updates. PE occurrences are defined for: 1 - Initial entry 2 - Update other than disbursing approval or cancelation 3 - Disbursing approval 4 - Cancelation 5 - Printed for LR by batch voucher program 6 - Direct Invoice rejected by DISBursing.
	2	TIME-OF-UPDATE DB=BW CS=UA PE=UPDATE-HISTORY-GROUP	T		N		Date and time that a record or associated item was last updated on the data base.
	2	UPDATED-BY-USER DB=BX CS=UA PE=UPDATE-HISTORY-GROUP	A	8.0	N		The Natural user ID (USER-ID) of the last user to update a record or associated item.
	1	TIME-STAMP DB=AA CS=UA	B	8.0	F		This field is used to uniquely identify each update to a record. Each time a record is updated, this field should be assigned the value of the Natural function *TIMESTMP. Programs should check to see if this field has changed from the time they first read a record until the time they read the record with hold. This will determine if someone else has altered the record.