Create a Vendor Invoice From a Receiver

System Location: Data Entry > AP > Vendor Invoices

This topic provides details on how to create a vendor (or AP) invoice 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
    • Must be unique among invoices for the selected vendor
  2. Select the receiver(s) to use as the source of the invoice.
    1. Click Search (located next to 'Invoice No.')
    2. Select the desired receiver(s) from the Receiver Search Screen.
      • If multiple receivers are selected, make sure they are all for the same vendor.
    3. Click OK.
      • If multiple invoices are being paid, the last one selected will be used to populate 'Receiver Number' field.
  3. Verify / provide information for the following fields:
    • Vendor Code
    • 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 Codes listed in the grid.
    • The Line Items Grid displays a summary dollar amount for each GL Code associated with the items that were received as opposed to a list of parts
  2. Verify the dollar amount associated with each GL Code.
    • The total dollar amounts of all GL Codes listed would not equal the sum of the P.O. Totals listed in the Related Purchase Orders Section if not all the items on one or more of the P.O.s was received.
    • If the amount billed does not match the amount calculated from the related purchase orders, the 'Amount' field can be edited.
  3. Verify 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.
Related Purchase Orders Section

No values can be edited directly within this section of the invoice; however the P.O. Totals can be updated by using the 'Update PO' option.

In instances where the actual Unit Cost billed of one or more items does not match the Unit Cost on the P.O., there are multiple options on how to update the values.

Update P.O. From Invoice and Adjust Invoice Total

  1. Select the P.O. that needs to be adjusted.
  2. Click Update PO.
    • The system opens the P.O. for editing.
  3. Edit the Unit Cost of the appropriate item(s).
  4. Click OK to close the P.O.
    • The P.O. Total is updated, however the invoice total does not change based on this action.
  5. Provide the revised dollar value in the 'Amount' field for the appropriate GL Codes.

Update the P.O. Before Creating the Invoice

  1. Edit each P.O. being billed.
  2. Edit the Unit Cost for the appropriate item(s).
  3. Click OK to save the changes and close the P.O.
  4. Create the invoice following the steps provided above.
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