Entering Invoice Details
The tabs that are available in the Invoice Entry form depend on whether:
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You are entering an invoice for a primary or secondary vendor.
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You have already posted an invoice for the primary vendor on the receipt.
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You use optional fields and have assigned any to the invoice form.
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If the invoice is job-related, the invoice has retainage.
When you are invoicing a new receipt, the program displays all of the vendor's receipt details, including item details and additional cost details, if any, for the primary vendor. You can add new additional cost details on an invoice, but you cannot add or delete item details. You also cannot delete additional cost details, although you can change the amounts.
The invoice displays item details only for the primary vendor. You can edit the following fields in the grid on the Invoice tab:
Quantity invoiced. If you increase or decrease the invoiced quantity, the Quantity Invoiced field is updated on the purchase order. During posting or during Day End Processing, item costs are updated in Inventory Control and, if necessary, new general ledger transactions are created to reflect the change.
You can assign security to the Quantity Invoiced field if you wish to prevent unauthorized changes to the field.
Billing type, billing rate, retainage percentage, and retention period. If the invoice is job-related, changes to the quantities, billing rate, and cost will affect the committed and actual quantities and costs for the job in Project and Job Costing. If the invoice is posted exactly like the receipt, no transactions will be sent to Project and Job Costing.
Unit cost and extended cost. You can assign security to the Unit Cost and Extended Cost fields, to prevent unauthorized changes to the fields.
Discount %/Discount Amount. You can enter a separate discount percentage or amount for each detail. When you enter a discount amount, the program calculates the discount percentage, and displays the result in this field. If you enter a percentage, the program calculates and displays the discount amount.
Note that if you enter a discount for the invoice on the Totals tab, the program distributes the total discount amount to the details, overwriting any detail discounts you entered.
Order Number.If you change an order number that is displayed with a detail line, the new order number does not replace the previous number on the corresponding receipt and will not be reported on the Shippable Backorders report.
You also enter the unit weight, extended weight, vendor item number, comments, and the G/L expense account specified for non-inventory items.
Optional Fields. These are company-defined fields that can be added to each of the detail lines in an invoice if you use Sage ERP Accpac's Transaction Analysis and Optional Field Creator. The entries in these fields will flow from the requisition, purchase order and receipt if you use the same fields for those forms. They can also be passed on to Accounts Payable invoices and General Ledger transactions.
If the Optional Fields column appears, you can click the column heading to display the Optional Fields form.
See also