Create a Vendor Invoice Without a Receiver

System Location: Data Entry > AP > Vendor Invoices

This topic provides details on how to create a vendor (or AP) invoice without using a receiver as the source of information.

For more information see Vendor Invoices.

 

  1. Go to the blue Data Entry tab, open the AP dropdown menu, and select Vendor Invoices.
  2. Click New (located at the top of the page.)
General Section
  1. Provide the Invoice Number.
    • Entered "manually" by user
  2. Select the Vendor Code (dropdown menu.)
  3. Verify / provide information for the following fields:
    • Ship Charges
    • Invoice Date
    • Period Number: Determines which accounting period the invoice will appear in
      • Defaults to the period associated with the Invoice Date, but can be forced to be different
      • If Period Number and Invoice Date do not coincide, there will likely be a discrepancy in AP Aging Reports when viewed by Date vs. Period.
      • For more information see Process Accounting Functions.
Line Items Section
  1. Verify the GL Code listed in the grid.
    • The GL Code displayed pulls from the vendor selected (if one is associated) but can be edited
    • Use the 'Add Row' button to provide summary information for additional GL Codes that should be included on the invoice
  2. Enter the dollar amount associated with each GL Code.
  3. Indicate whether the dollar amount is taxable or not.
    • Placing a check in the 'Sales Tax' box makes the GL Code / Amount eligible to be taxed.
Header Section
  1. Verify / provide information for the following fields:
    • Cash Discount Account
    • Freight Account
    • AP Account
    • Sales Tax Account
    • Exchange Rate
      • Defaults to value associated with 'Currency Code' listed but can be edited
      • 'Currency Code' provided by the 'Vendor' selected
    • Terms Code
    • Currency Code
      • Provides default 'Exchange Rate'
    • Sales Tax Code
      • In order for taxes to be calculated and applied, the following conditions must be met:
        • The 'Sales Tax' box must be selected for at least one Line Item
        • The 'Sales Tax Code' must have a tax rate greater than 0
Misc Job Costs (OPTIONAL)

This option can be used to pass costs back to selected jobs without having to leave the AP invoice.

  1. Click Search.
  2. Select one or more jobs that need to have a cost added.
    • Jobs can also be selected one at a time.
  3. Click OK.
  4. (OPTIONAL) Edit the Part Number and / or Description fields to reflect the nature of the miscellaneous cost.
    • The Part Number and associated Description listed on the job display by default
    • It is common to edit these values to something like "FREIGHT" or "DOCUMENT FEE" to better identify the reason for the charge
  5. Enter the Quantity and related Cost of the charge.
  6. Verify / adjust the GL Code associated with the charge.
    • It is important to adjust this GL Code to ensure accurate costing reports

Notes Regarding Miscellaneous Job Costs

  • Amounts entered as miscellaneous charges do not affect the invoice total.
  • It is recommended to use this option to pass along costs associated only with the invoice being created / edited.
  • Miscellaneous costs entered from an invoice will display the job number when viewed under the Shop Floor Control Area.
Complete the Invoice
  1. Click Save to save and close the invoice.
    • Use the Save dropdown menu if you want to create a new record or print a report upon saving.
    • Invoices in a posted period cannot be edited.

 

Back to Vendor Invoices