Show TOC

Object documentationA/P Invoice: General Area Locate this document in the navigation structure


Use this part of an A/P invoice to enter general information relevant to all items in the document.

To access this area, choose   Purchasing – A/P   A/P Invoice  .

Note Note

This topic documents fields and other elements in this window that either are not self-explanatory or require additional information.

End of the note.
A/P Invoice General Area Fields
Contact Person

Name of the default contact person defined in the business partner master data.

Vendor Ref. No.

Specify the vendor reference number, if available.


Field on the left: name of the numbering series. Specify a series.

Field on the right: number of the A/P invoice.


Status of the A/P invoice:


You can draw the document completely or partially to a higher level document.

Open – Printed

You printed the document and left it open.


You canceled the document manually.


SAP Business One closed the document automatically when you drew it to another document.


The document is still a draft.

Posting Date

Specify the posting date.

Due Date

The date by which you must pay the vendor. This date is calculated according to the payment term defined for the vendor, or the one specified on the Accounting tab of the document. You can change this value manually or by choosing a different option in the Payment Terms field.

Document Date

Date of the document for tax reporting purposes. By default, it is the same as the posting date. You can change it manually, if required.


Specify the display currency for the amounts in the A/P invoice.


Specify the buyer who initiated the A/P invoice.


Specify the employee who owns the A/P invoice.


Enter additional information regarding the document.

Total Before Discount

Total amount of the A/P invoice before the discount for the document is calculated.

If the discount has been defined in the item or service row, the amount displayed in this field considers that discount.

% Discount

In the field on the left, specify the percentage of the discount for the whole A/P invoice. The field on the right displays the amount of the discount.

Total Down Payment

Amount drawn from the paid down payment invoices or down payment requests. This amount is subtracted from the total amount of the invoice. Choose to open the Down Payment to Draw window, which displays the details of the amount displayed in this field.


This field appears if the Manage Freight in Documents checkbox is selected on the General tab in the Document Settings window. You can define freight for the A/P invoice. To open the Freight Charges window and to view the corresponding freight, click Link Arrow (Link Arrow).


This field appears if the rounding method is defined as By Currency on the General tab in the Document Settings window .

When the total amount of the document is rounded according to the rounding method determined by the currency, the difference between the original amount and the rounded amount appears in this field.


Tax amount for the A/P invoice calculated according to the tax definitions.

WT Amount

Amount of the withholding tax involved in the A/P invoice, if defined.

Total Payment Due

Total amount of the A/P invoice including tax, freight, and discounts.

Applied Amount

Amount paid or credited by an outgoing payment or credit memo.

Balance Due

Open amount of the A/P invoice. This amount has not been paid or credited yet.

Copy From

A list of base documents from which to create a target document.

Copy To

Choose the target document to be created based on the current one. The Copy To function lets you copy only one document to the target document.

Payment Order Run

If the checkbox is selected, it indicates that this document, or at least one of its installments, is included in a payment order run. The checkbox is deselected in the following situations:

  • The payment order row that includes this document or its installment(s) is removed from the payment order run.

    To remove a payment order row, in Payment Wizard: Step 6 - Recommendation Report, right-click the payment order row and choose Remove. The checkbox for this payment order row is deselected in the selection column.

  • The payment order row that includes this document or its installment(s) is closed in the payment order run.

    To close payment order rows in which all the documents are fully paid, in Payment Wizard: Step 6 - Recommendation Report, choose the Close Payment Order Rows button. The Payment Order Status column displays C for the closed payment order rows.

  • The payment order run that includes this document or its installment(s) is executed into a payment run.

    To execute a payment run, in Payment Wizard: Step 6 - Recommendation Report, choose the Next button. In Payment Wizard: Step 7 - Save Options, choose the Next button and choose Yes in the system message.

Note Note

When this checkbox is selected, the Copy From and the Copy To functions are disabled.

End of the note.

Note Note

When this checkbox is selected, you cannot change values in the Due Date field in the general area and in the Payment Block field on the Accounting tab.

End of the note.
Country-Specific Field: Belgium
Payment Ref. No

Additional key for the A/P invoice, which you use later to match a payment with the A/P invoice. There is no validation on the field.

Country-Specific Field: Mexico
Folio Number

Specify the Folio number for the document.

Country-Specific Fields: Brazil

Select a branch for which you want to create the document.

Note Note

This field is available only if you have enabled multiple branches.

End of the note.
WT Amount (Inv.)

The total amount of the WT Amount column. To display the Withholding Tax table, click Link Arrow (Link Arrow).

Country-Specific Fields: India
Sequence Name

Select a sequence from the dropdown list. The system generates the sequence automatically.

Note Note

This field appears only for documents that are assigned a sequence.

End of the note.
WTax Liable

Select the Yes option from the drop down list if this transaction applies to TDS.

WTax Amount

Displays the amount of TDS deducted in the transaction. To edit the TDS tax, click Link Arrow (Link Arrow) to edit the tax information in the opening Withholding Tax Table window.

More Information

A/P Invoice