Entering an Invoice

You use the Invoice Entry screen to add invoices and interest invoices to invoice batches.

For an overview of invoice entry, see About Processing Invoices, Credit Notes, Debit Notes, and Interest.

For an overview of tax calculation on invoices, see About Calculating Tax.

Important! If you use Sage 300 ERP Project and Job Costing, note that a document can either be job‐related or not. You cannot mix job‐related and non‐job‐related details on the same document.

Before you start

• Make sure you have complete information for each document you want to enter, including the vendor number, document number, date, and purchase order number, if any.
• Determine the distribution code or general ledger account number, item number, unit of measure, quantity, and price for each detail.

• In multicurrency ledgers:

  • Find out the rate type, rate date, and exchange rate to use for each invoice, credit note, debit note, prepayment, and interest charge.
  • Update currency information and exchange rates in the Currency screens in Common Services, if necessary.
• If retainage applies to the document, find out the retainage percentage or retainage amount, retention period, retainage due date, retainage terms, and whether to use the exchange rate from the original document or the current exchange rate when you process the outstanding retainage.

To add an invoice:

1. Open Accounts Payable > A/P Transactions > Invoice Entry.

2. Select an existing batch using the Batch Number field, or create a new batch. More...

   To create a new batch:

   1. Click the New button beside the Batch Number field.

   2. In the field beside the Batch Number field, type a description for the batch.

   3. In the Batch Date field, enter a date for the new batch, or accept the session date.
3. Click the New button beside the Entry Number field to start a new document, and then enter a description for the entry.

4. Enter header information for the document on the Document tab. More...

   You enter the following information for the header:

   • Originator. This field appears only for Intercompany Transactions (ICT) companies. Specify the code for the ICT company that is originating the transaction.

   • Vendor Number. Type or use the Finder to select the vendor who issued the invoice, debit note, or credit note.

   • Remit-to Location. Type the code for the location where you send payments for this vendor.

     Click the Zoom button beside the field if you want to check the address information for the location.

   • 1099/CPRS Code and 1099/CPRS Amount. You enter a 1099 or CPRS code and amount only if the vendor is subject to 1099/CPRS reporting.
   • Document Type. Specify Invoice, Debit Note, Credit Note, Interest, Retainage Invoice,Retainage Debit Note, or Retainage Credit Note.
   • Apply To Document. This field appears only for credit notes and debit notes, and is optional.
   • Document Number. Enter the number from the vendor's invoice, debit note, credit note, or interest charge.
   • Document Date. Enter the date of the vendor's document. This date is used for aging and statistical purposes.

   • Posting Date. Enter the date to which to post the document.

     This date determines the year and period to which the document is posted..

   • Document Total. Type the invoice total, including taxes.

     If you know only the amount net of taxes, you must perform some additional steps. More...

     1. In the Document Total field, enter the amount net of taxes.
     2. Distribute the amount of the document excluding taxes in the detail-entry table on the Document tab.

     3. Note: On the Taxes tab:

        1. Select Calculate as the tax entry method.
        2. In the Tax Included field, select No for each tax authority if it is not already selected.

        3. Click Distribute Taxes.

           Accounts Payable displays the total tax amount on the Taxes tab.

     4. On the Document tab:

        1. In the Document Total field, add the total tax amount to the amount shown.

        2. Check the Undistributed Amount field at the bottom of the tab to ensure that the amount displayed is zero.

           If it is not zero, the amount you entered in the Document Total field is not correct. Check your addition, then enter the correct total in the Document Total field.

   • PO Number and Order Number. Optionally, enter the purchase order number and sales order number.

   • Job Related. If this is a job‑related invoice, select this option so that you can enter job‑related information for each detail.

     See Entering a job‑related Invoice for more information.

5. Enter distribution details in the detail entry table. More...

   1. If this is an ICT company, select destinations and route numbers. (For more information about ICT entries, see the Intercompany Transactions online help.)
   2. If this is a job‑related document, enter the contract and project, and (as applicable) the category and resource.
   3. If this is not a job‑related document, and you want to distribute the document total by distribution set, enter the following distribution information:

      Distribution Set. Accept or change a displayed code, as needed, or enter a code if none appears, and you want to use a distribution set.

      Distribution Amount. Type the total amount to be distributed in the details created by the distribution set.

      This total does not have to be the full amount you have to distribute. For example, after creating distribution details from a distribution set, you may need to add distribution lines for general ledger accounts that are not included in the distribution set.

   4. Click Create Distribution to create distribution details for the distribution set you selected. You can then edit the distributions.

      Tip: If you need to redo the distribution, you can delete all the lines created by the distribution set.

      If you are not using a distribution set, skip this step.

   5. Add or edit distribution lines as follows:

      Dist. Code. Accept or change a displayed code, as needed. You can also enter a distribution code if none appears, or leave the field blank, then enter the general ledger account number.

      A distribution code is displayed if the vendor record is set up to distribute by distribution code or if you use the Create Dist. button to create distributions from a distribution set.

      Description. Type a description for the distribution detail.

      G/L Account. Accept or change a displayed account number, as needed.

   6. In the Amount column, enter or edit the amount of each distribution detail.

      The portion of the document total that you distribute in this step depends on how you specify taxes.

      You distribute the document total net of taxes (not including tax amounts) if:

      • You will enter tax amounts manually on the Taxes tab. (Enter or Distribute is the tax entry method.)
      • Accounts Payable will calculate tax automatically and tax is not included in distribution amounts. (Calculate is the tax entry method, and No is the Tax Included option on the Taxes tab).

      You distribute the document total, including taxes, if:

      • Accounts Payable will calculate tax automatically and taxes are included in the document total you want to distribute. (Calculate is the tax entry method and Yes appears in the Tax Included column on the Taxes tab.)
      • More than one tax applies to the document, and one tax is included while another is not included. You distribute the document total net only of the tax amount that is not included.
   7. Enter retainage separately for each detail.

      If retainage applies to the document you are adding, enter the retainage percentage or amount, the retention period, and the retention due date for the detail.

   8. Enter an optional comment.
   9. If you use optional fields, press Shift+F9 or click the Optional Fields Zoom button to check, change, or add optional fields for the detail. More...

      The Optional Fields screen displays any invoice details optional fields that are marked for automatic insertion.

      Use this screen to add or delete optional fields for the detail. You can add any optional fields that are defined for invoice details. You can also change the default values that appear, as follows:

      • If the optional field is validated, you must specify a value that is defined for the optional field in Common Services. If the optional field allows blanks, you can leave the value field blank.
      • If the optional field is not validated, you can select a predefined value, or you can enter any value that is consistent with the type of field (amount, text, yes or no, and so on), providing your entry does not exceed the length permitted for the field.

   To check or change the general ledger accounts and tax information for a detail, click the Account/Tax button. (Click Close to return to the Invoice Entry screen.)

   For more information, see Editing Taxes on an Invoice, Debit Note, or Credit Note.

6. Check to be sure you have distributed all document amounts before you calculate tax for the document.

   After distributing taxes, you should have distributed all document amounts, and the Undistributed Amount field should show zeros. More...

   If the Undistributed Amount field does not show zeros, you have distributed either more or less than the total amount to distribute.

   Examples:

   • If the Undistributed Amount contains a positive number, you have not distributed the total invoice.

     If you used Calculate or Distribute as the tax entry method and tax is included, you must also distribute the tax amount.

   • If the Undistributed Amount is a negative amount (with a minus sign or in parentheses), check to see whether you accidentally distributed the taxes.

   Tip: Click the Totals tab to see the document summary information, so you can find out where the mistake occurred.

7. To check or change taxes for the document , click the Taxes tab.

   • Click the Distribute Taxes button to allocate tax to each of the distributions in the list. The amounts are displayed in the Allocated Tax column.
   • You can edit the tax amount that was allocated to each distribution detail if you select Enter as the tax entry method on the Taxes tab.

   For more information, see Editing Taxes on an Invoice, Debit Note, or Credit Note.

8. On an invoice from which retainage will be deducted, use the Retainage tab to specify terms for the retainage document.

   Note: In a multicurrency ledger, you also specify which rate to use when you process the retainage.

9. Use the Terms tab to enter Payment terms for the invoice.
10. If you use invoice optional fields, use the Optional Fields tab to view or edit the optional fields assigned to this invoice.

11. If the document does not use the functional currency and you need to edit the exchange rate, rate date, or rate type, use the Rates tab to adjust them.

    For more information, see Editing Exchange Rate Information on an Invoice

12. Click Add to add this document to the batch.

13. If you need to enter a prepayment for the invoice,click Prepay to add it now.

    For more information, see Entering a Prepayment with an Invoice.

After adding an invoice, debit note, or credit note

• Print the invoice.
• Print the Batch Listing report. Make corrections, if needed, and then reprint the listing for each corrected batch.

  Note: You must print batch listings before posting batches, if the Force Listing Of All Batches option is selected on the A/P Options screen. File the printed reports for your audit trail.

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