A/P Invoice Entry
Navigate to Accounts Payable Module -> Invoices -> A/P Invoice Entry. Here, invoices can be created in the A/P module individually as part of a batch, or as recurring invoices when the invoice is meant to be paid again and again, like rent or lease payments. Both types of invoice entry is discussed on this page.
A/P Invoices
Enter/Edit Invoices
Invoice Header
Select Enter / Edit Invoices from the left hand side of the screen.
Vendor ID: In the Vendor ID field either click the magnifying glass icon to search for a vendor or simply begin typing either the name or the ID of the vendor to filter. Additional search criteria are available under the magnifying glass:
Change Address on this Invoice: Once the vendor is selected, the Vendor name, address & phone number will be displayed. The address can be overwritten for this invoice by clicking the "Change Address on this Invoice" button. This does not change the vendor's address on vendor maintenance - it only changes the address for this invoice.
Invoice ID: Enter the Invoice ID in this field
Invoice Batch: If a batch has already been created, select it from the dropdown. If a batch is not available in the dropdown, click the + to create a new batch.
Enter fields as appropriate here. Period, Company and Pay from Bank are required to save the batch. If you know the number of invoices and total amount of the batch already, they can be entered here, otherwise you can enter that information later when you are ready to close the batch.
Note - the company may be selected by default based on the user's Default Company (from User Security). If the user doesn't have a default company it will look to the A/P System Setup Default Company, and if not there, it will look to the G/L System Setup Default Company.
The Pay from Bank will default from the Default Bank set up on the A/P Company Setup.Invoice Description - Enter desired invoice description. This will be displayed on reports such as the List of Invoices Report and on The Vendor Overview screen on the Open and Paid Invoices Tabs.
Reference - Optional internal information field - if used, this will display on the vendor overview screen on the open and paid invoices tabs.
Company - Bank - Currency - Period -> these are all set on the batch and will be pre-filled when entering invoices.
Advance Payment to Apply - if an advance payment was made, it can be selected here. See Advance Payments for more details.
Invoice date - enter the date of the invoice here. Default will be today's date.
Due Date - Calculated due date based on vendor Payment Terms settings. Can be overwritten if this invoice is done sooner/later than other invoices for this vendor.
Invoice Amount - Enter the gross (pre-tax) amount of the invoice here
Tax Code 1 - defaults from what is setup in Vendor Maintenance, can override if needed for this invoice.
Tax Amount 1 - calculated based on the Tax Code in Tax Code 1, can override if needed for this invoice.
Tax Code 2 / Tax Amount 2 - this will come into play if the tax code setup for the vendor's tax has another tax to apply first (See Tax Setup)
Discount Date / Discount Amount - This will be filled in if the vendor's payment terms are such that there is a discount allowed for early payment (for example 2/10, Net 30 terms). See Payment Terms Setup.
Tax form Information - the following fields will default based on the vendor setup under the Tax Withholdings section. The form requirement will be grayed out, but the form type and amounts can be overwritten if needed.
Tax Form Requirement
Tax Form Type Code
Tax Form Amount
Social Security Amount
Along the right side are a series of read only informational fields
Approval Status - If this vendor requires that invoices be approved prior to posting, the user entering the invoice will be informed of that here
Batch Information - provides totals for the batch so the user can see how many invoices have been created and the total amount for the batch
Invoice Line Balance - For the invoice that is being entered, this will display how much of the invoice amount has already been allocated to G/L codes and how much is remaining to be allocated. Remaining Amount must be 0 before the invoice can be saved into the batch.
G/L Line Items
If this invoice is not related to a P.O. or to a Billable Job (see below), then the G/L accounts can be added directly in here.
Depending upon the vendor, the same G/L(s) may be used for every invoice. If that is the case, default G/L codes can be entered in Vendor Maintenance and then the button for Adding Default Lines can be clicked here:
If the invoice is prepaying something (Insurance for example) - and that payment is happening in month 1 - but the expense for it will be allocated across many months, the user can select "Add Prepay Lines" and a popup like this will be displayed:
In the above example, an invoice of $26,000 is to be paid up front and will be allocated to Prepaid insurance today, but then for the next 12 months, that expense will be allocated monthly (deducting from Prepaid Insurance GL and going to the Insurance Expense GL. Filling in the information as I have above will add the following to the G/L line items section when I click save in the popup:
Attachments
This is typically used to upload a copy of the invoice, or other related document for future reference.
Enter a description, and then click the Select file button to locate the file on your computer. Click add to the right to add the document as an attachment to this invoice. This will then be available later on the A/P Invoice details screen (the screen you get to when clicking the Invoice ID link on reports or on the vendor overview screen.)
Billable Job Costs
If this Invoice is related to a billable job in the Production Module, then enter the Job ID here. If the user does not know the job ID, the Description or the Client name can also be typed into the field and the system will display matching items to be selected.
P.O. Line Items
If this Invoice is related to an open Purchase Order, the PO can be selected from this section
When the desired sections are all filled out, click the save button at the bottom.
List of Unposted Invoices
Enter desired filter criteria at the top to get a list of unposted invoices
Click on the batch ID to open details about the batch, including a list of invoices in the batch. From the batch details screen, user can click on the unposted invoice to open it up for editing on the Enter/Edit Invoices node.
Click on the Invoice ID from the Unposted invoices screen to be taken to the A/P Invoice Details screen. from the A/P Invoice Details screen, limited items can be modified from the Edit Invoice dropdown -
List of Invoices Pending Approval
If there are any invoices which require approval and that approval has not yet happened, then they will be listed on this screen:
The user can see who is responsible for approving the invoice
If the approving user is not available, the Approval assignment can be changed to another authorized approver by going to the Enter / Edit Invoices node, selecting the vendor, and selecting the pending invoice from the invoice ID dropdown.
Post Batches
From this screen, users may post open batches. Depending upon user security, the batch may not be allowed to be posted if the batch totals are not in balance:
A batch that cannot be posted will have an exclamation point in a red circle like the picture above. Hovering the mouse over the icon will display the reason it cannot be posted.
Also - If a batch has any invoices which require approval, and approval has not been completed yet, the user will get an error message when trying to post the batch, with the Invoice ID and a notice of "Not Approved" like this:
Recurring Invoices
Enter / Edit Invoice Template
The header for this screen will look very much like the Enter/Edit Invoices header, with a few exceptions. Since this is not paying a specific invoice, instead of entering an invoice ID here, there will be an invoice template ID defined instead. The actual Invoice ID will be auto-created when generating the recurring invoices (below). Similarly, a batch will not be created at the template level, but rather the bank, company, and currency details will be defined, and that will get used when creating the batch when generating the recurring invoices.
Recurring Invoices will have G/L Line items defined rather than linking to PO's or Production Jobs like you can do with single invoices.
When defining the Recurring invoice template, the user must also define the schedule....this could be an invoice that gets paid weekly, monthly, quarterly, etc. User enters the first date of the invoice, the interval (every x days, weeks, months, quarters or years) and the total number of invoices to create. Additionally, a less regular schedule can also be defined by selecting dates on the calendar and clicking the + sign to add dates to the schedule manually.
Click save when the template rules are complete.
List Recurring Invoices
Fill in desired filter information at the top. At least one field must be filled in (either Vendor, Invoice Group and/or Invoices through Date).
To view or edit one of the templates, click the template ID link. Alternately, from the Enter/Edit template screen, the vendor can be selected and the the template ID selected from the dropdown list instead of entering a new template ID to create a new one.
If the invoices are already all paid out, then the schedule will not be able to be edited or deleted, but future dates can be added or removed.
Generate Recurring Invoices
When ready to create invoices from the templates, select the Generate Recurring Invoices node and select desired search criteria:
Select one or multiple lines to be generated as shown above and click Generate Invoices.
User will be prompted to enter in the Financial Period and Invoice Date. The period will default to the current period with today's date as the date to print on invoices. These can be changed to another open financial period or another date, then they can click on Generate Invoices and the system will create the batch and all the invoices.
From here, the user must post the batch by going to Post Batches (detailed above)
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