This process will be used for entering an invoice that has a purchase order. A prerequisite to this process is the presence of a committed purchase order.
Go to Accounts Payable > Invoices > Enter Invoices. The Accounts Payable Invoice Entry Batch grid will appear. Click on the Add button to create a new batch.
Figure 1: Adding a new Batch/Invoice
2. The batch creation 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 APPO-AP Invoice with PO.
Write a description for the batch.
Click on the Save icon toward the bottom right of the screen.
Figure 2: Create a Batch
3. The Invoice Grid will appear. Click the Add button.
Figure 3: Create an Invoice
4. This will bring up the Invoice Entry screen. A committed PO is needed to proceed here.
Figure 4: Enter Invoice Details
To begin, start to enter or look up the PO Number associated with the invoice. The header screen on the right side will then populate automatically, along with the Supplier Account.
Enter in Supplier Reference (Invoice) Number:
Analysis and Description will also auto-populate from the PO Number entered.
Enter or choose Invoice Date, Due Date and Discount Date.
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. Registered will allow you to enter the invoice in as a total amount and post it. Registering will create and track the accruals for end of month. Therefore, it is imperative that all invoices get entered in the system when they come in the door.
Enter the Merchandise or the net amount and the Sales/Use Tax amount. A Gross Amount will auto-populate based on entered values in the Merchandise net amount, Sales Tax and Discount % fields if applicable. 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.
5. Once the invoice amounts have been entered, click the Save icon located toward the bottom right of the screen.
Figure 5: Save Invoice
If registering the invoice, it will go back to the invoice entry grid, where another invoice can be added.
While costing the invoice, and after clicking save, the Matching tab will appear. There are 2 ways to match.
First if the quantity invoiced and the quantity outstanding match (and the dollars associated match), you can put a Check mark in the check box besides the line.
Once you have the line checked and it is highlighted, Click on the action arrow icon just to the right of the Match icon.
This will match the total quantity for that line and mark it complete.
Figure 6: Match
The other way to Match invoice lines is to open the line by clicking on the Open folder icon.
This will open the line for you to adjust the quantity.
If the amount is incorrect, click the Override Value Check Box, then enter the new invoice value in the Invoice Value box. This will update the unit per amount for the total quantity invoiced for.
Once complete with the line, click on the save icon for the line.
Figure 7: Open Matching
If a mistake is made, you can always click on the undo icon. Continue this process until you have matched all the lines. Once complete, verify your totals at the bottom of the matching screen.
If there is a difference amount, go back through and double check the amounts of what was matched.
Figure 8: Verify Totals
Once complete and difference = 0.00, click on the Next Action Icon located at the bottom right of the screen. This will bring you back to the batch invoice entry add grid. Repeat the above or move on by clicking the Next Icon.
To complete this tutorial, select the checkbox next the Invoice Batch and hit the Post action icon on the bottom of the page.
Figure 9: Post Batch
