Enter Invoices

Enter Invoices

Overview

To invoice received goods automatically on the Receipt Entry form:

To invoice one or more receipts using the Invoice Entry form:

1. Open Purchase Orders > P/O Transactions > Invoice Entry.

Click here for help on Invoice Entry fields.

2. Type the number of the invoice that you received from the vendor.

3. Type the vendor number or select it from the Finder.

If you are invoicing a single receipt for the primary vendor, you can skip the Vendor Number field and enter or select the receipt number in the Receipt Number field.

If the invoice is for several receipts, you must enter the vendor number and then click the Zoom button () beside the From Multiple Receipts field.

If you are invoicing additional costs for a secondary vendor, you must enter the secondary vendor number in the Vendor Number field and then enter or select the receipt number Receipt Number field.

4. If you are invoicing only one shipment, type the number of the receipt, or select the number using the Finder.

If you are invoicing several receipts, select the From Multiple Receipts option, then click the zoom () button beside the option. On the Create Invoice From Receipts form that appears select the receipt numbers using the Finder, then click the Invoice button.

The program will display all of the information from the receipts that you selected, allowing you to edit the existing information or post the default invoice.

Note: If you are invoicing a secondary vendor, the Finder will display only the primary vendor number and name for the receipt. When you choose the receipt the invoice amount will appear on the Additional Costs tab — not in the detail section of the Invoice tab.

5. Check the header information for the invoice to make sure that it is correct.

   1. In the Invoice Date field, use the calendar to select the invoice date or enter the date manually.

   2. Select the posting date, if different. This is the date that you want to use for posting the transaction in the General Ledger. The posting date also determines the year and period to which the transaction is posted.

   3. In the Remit-To field, enter or select the code for the address to which you are sending the cheque

   4. You can also specify the location which is being billed for the invoice.

   5. Enter a description and a reference for the invoice in the spaces provided.

6. You can edit invoice details right on the detail entry grid, or on the Items/Taxes form.

   For each detail, you can:

   • Delete the detail line if it's not on the invoice.

   • Set the Fully Invoiced field to Yes if the quantity invoiced is equal to the amount that you received. (If the quantity invoiced is less than the quantity received, leave the field set to No.)

   • Edit the following information:

   • Item description

   • Quantity invoiced (if different from the quantity received)

   • Unit cost and extended cost

   • Discount percentage or discount amount

   • Weight UOM, unit weight, and extended weight

   • Vendor item number

   • Order number

   • Comments

   • Manufacturer's item number

   • Optional fields

   • Whether the item is discountable

   If you need to change item tax classes or tax included information, use the Items/Taxes form. (Select the detail on the detail-entry grid on the Invoice tab, then press F9 or click the Item/Tax... button.)

   Note: You can change the total tax amounts on the Taxes tab.

7. Click the Additional Costs tab to edit invoice details for a secondary vendor (and for primary vendor additional costs).

8. Click the Taxes tab to check the tax totals. You can change the tax class and tax amount for each jurisdiction, if necessary.

9. Click the Totals tab to check the totals for the invoice.

10. Click Post to post the invoice.

When posting is finished, the program will let you print the invoice.

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