About Processing Invoices, Credit Notes, Debit Notes, and Interest

You can use the A/P Invoice Entry screen to create new batches for invoices, credit notes, debit notes, and interest charges.

You use the A/P Invoice Entry screen to add these documents to invoice batches. You can add all four document types to a single batch, or use separate batches for each type.

You can also add retainage invoices, retainage debit notes, and retainage credit notes manually, if you do not want to use the A/P Create Retainage Batch screen to generate these documents automatically.

Information Entered with Documents on the Invoice Entry Screen

For each invoice, debit note, credit note, or interest invoice you enter on the A/P Invoice screen, you enter:

• Header information for the document (transaction).

  Header information includes the vendor number, document type and date, remit-to address, tax group, payment terms, and other data that are the same for the entire document.

• Tax information.
• Detail information to distribute the document and tax amounts to general ledger accounts.

With each document, you can also enter:

• Payment amounts, dates, and discount information for payment schedules (installment payments).
• Information in optional fields, if you use Sage 300 ERP Transaction Analysis and Optional Field Creator and you have set up optional fields for use with invoices.

Quick Mode

You can use Invoice Entry’s Quick Mode setting to save time during data entry. When you use this setting, Accounts Payable copies selected fields from the previous transaction or detail to the new transaction or detail, so you do not have to re‐enter them. For more information, see Menu Commands.

Multicurrency Ledgers

If you use multicurrency accounting, the vendor's currency code and the exchange rate appear on the Document tab when you enter the vendor number. You enter all amounts in the vendor's currency, which you cannot change.

Tip: Batches in multicurrency ledgers can contain documents in more than one currency. However, you may want to group documents into separate batches by the vendor’s source currency.

If the vendor does not use the functional currency, a Rates tab appears. You use the Rates tab to change the exchange rate, rate type, and rate date for an invoice, if necessary.

When you enter a credit note or debit note for a specific invoice, the original exchange rate used for the invoice appears on the Rates tab.

Note: If you need to change the tax group for a multicurrency vendor, you must select another tax group that also uses the vendor's currency.

Editing Unposted Invoices, Credit Notes, and Debit Notes

You can change or correct open invoice batches, including error batches created during posting.

If you want to edit batches that were created by other Sage 300 ERP programs or non-Sage 300 ERP programs, you must select the Allow Edit Of Imported Batches option on the A/P Options screen.

Job‑related Invoices, Credit Notes, and Debit Notes

If you use Sage 300 ERP Project and Job Costing, you can enter invoices, debit notes, and credit notes that update projects in that program when you post the documents in Accounts Payable.

When you enter a job‑related document, you must:

• Select the Project and Job Costing option.
• Identify the contract, project, and category for each detail you enter.

Note: Invoice details can either be job‑related or not job‑related—you cannot enter an invoice with both types of details.

When you post job‑related invoices, Accounts Payable:

• Updates the project in Sage 300 ERP.
• Creates journal entries to update the Work-In-Progress and Payables Control accounts in General Ledger.

Related Topics