This step will be used for entering invoices without a purchase order.
Go to Accounts Payable > Invoices > Enter Invoices. The Accounts Payable Invoice Entry Batch grid will appear. Select the Add button to create a new batch.
Figure 1: Adding a new Batch/Invoice
The Add Invoice Batch screen will appear.
Ensure the Fiscal Period is correct, if not, change it to the correct one.
Transaction Date will automatically default to the current day's date. Change if necessary.
Click the Transaction Type drop down menu, for this example choose APIN-AP Invoice without PO.
Write a Description for the batch.
Click on the Save icon toward the bottom right of the screen.
Figure 2: Create a Batch
The Invoice Grid will appear. Click the Add button.
Figure 3: Create an Invoice
This will bring up the APIN-AP Invoice Entry screen.
Figure 4: Enter Invoice Details
Enter in or search the Supplier Account.
Enter in an Invoice Number
Optional: Enter the Supplier Reference.
Choose which Analysis to charge, Job, Department, Asset or Workshop. After entering the type, you can enter in or search in the box to the right for the specific item – in this case we have chosen a Job.
Optional: Enter Description of Invoice.
Enter in or search the Invoice Date, Due Date and Discount Date.
For the Description Type, If you can cost the invoice (Match the invoice to the PO Lines), leave distribution type as C-Costed. If you cannot cost the invoice, change distribution type to R-Registered. Costed will allow you to charge the invoice lines to a job (job.costcode.category) or GL account. Registered invoices will post to a temporary holding GL account that is defined in the AP configuration page. They must be correctly costed to a job.costcode.category or to a GL account using the “cost invoices” function before they can be paid.
Enter the Merchandise or Fixed Default amount and the Sales Tax amount. If the invoice does not have sales tax, leave as 0.00. The system will automatically calculate the accrual based on the Sales Tax Jurisdiction that is associated with the invoice. Verify the sales tax jurisdiction is correct, and change it to the correct one if incorrect. The system will automatically generate the Net and Gross Amounts based on those numbers.
Once you have entered the invoice amounts, click on the Save icon located toward the bottom right of the screen.
Figure 5: Entered Invoice Details
In this case, as we are costing the invoice, the Distribution Tab will appear after you click on save. If you have chosen to Register the Invoice, it will go back to the Invoice Entry Grid, and you can add another invoice. Type will already be set to contract. For this type of transaction (APIN-AP Invoice without PO), Job (or Contract) is the type of costing to be used.
Enter the appropriate Analysis.
Type = Department is used for costing the invoice directly to a GL account.
The Analysis field must be set to a GL account number, if the Type drop-down is set to Department.
Type = Job (Also labeled Contract) is used for costing invoices to a job.
The Analysis field must be set to a “job.cost” code, if the Type drop-down is set Job (or Contract).
Enter a Description for the line if needed.
Effective Date will pull from the date of the Invoice entered on the Invoice Header screen.
Enter Quantities if there are any. In cases of the APIN-AP you might or might not have quantities.
Click the Save Icon to the LEFT of the line once the line is completed.
Enter your next line if there is one.
Figure 6: Costing the Invoice
Once entry is complete, verify your Costed Amount to the Distributed Amount located above the invoice line entry grid. If amounts match, click Next.
Figure 7: Costed Invoice
Click Next to exit out of the batch. This will take you back to the Invoice Batch Grid, and completes this entry. You may continue to add another Invoice at this screen, as necessary.
After returning to the Enter Invoice screen, you will need to Post the invoice. Click the checkbox and Post the completed Invoice.
Figure 8: Post the Invoice
