A/P Invoice Details by P.O.
Accounts Payable Menu -> A/P
Invoices -> ENTER BY P.O. button ->
A/P Invoice by P.O. -> A/P Invoice
Details by P.O.
After the Purchase Order as been selected and the A/P Invoice
header information captured in A/P Invoice by
P.O. the product details can be completed in this screen.
Note: Do not invoice Re-Rentals by Purchase Order.
Re-Rent inventory must be invoiced using A/P
Invoice Details in order to designate the equipment as
re-rental and to write the associated Re-Rental Transactions.
The prompts are:
- Invoice Header Information:
-
- PURCHASE ORDER
- The P.O. number currently being billed is displayed.
INVOICE NUMBER
- The invoice number currently being billed is displayed.
VENDOR NUMBER
- The vendor currently being billed is displayed.
ACCOUNT BALANCE
- The posted unpaid account balance for this vendor is
displayed.
INVOICE REF
- The reference number from the invoice header is displayed.
Product Details being Invoiced:
-
- SEQ#
- The sequence number is assigned by the system to track the
records on the invoice.
VENDOR PRODUCT #
- The vendor product number from the Purchase Order will display.
- Non-Inventory Items:
- The ability to order an item that does not have a product
number and to define the GL posting account on a Purchase Order, is controlled by the Allow
Non-Inventory Items On PO Details flag in the Company Security Parameters.
Non-Inventory items ordered on a P.O. are ignored in Warehouse Receiving but are still processed and
posted through A/P Invoices by Purchase
Order, and the P.O. is automatcially "closed" when the
non-inventory expense is entered in A/P invoices as the P.O. will
never be received.
In the Vendor Product # field, the non-inventory type of
transaction is displayed as follows:
- Non-Inventory (N)
- Freight (F)
- Re-Rental (E)
REC
- This flag will display as checked or not checked, according to
the selection made for the Receive All default entered for
the invoice header in A/P Invoice by
P.O.
Verify and update the flag to match the actual inventory receipts
on the invoice.
ITEM TAXES
- If the automated taxing is activated in Company Taxing Parameters, a tax window will open.
- TAX 1
- The tax code for Tax 1 as set in the invoice header displays
and if the operator has permission to 'Change Tax Codes' as defined
in the Document Field Access of Role
Permissions, the tax code can be over-typed for this invoice as
required.
A drop-down list is provided to view and select from valid tax
codes as setup in Tax Codes.
Any changes will apply only to this line.
- TAX 2
- The Tax 2 as set in the invoice header displays and if the
operator has role permission, the tax code can be over-typed for
this invoice as required.
Any changes will apply only to this line.
- Finished?
- Click OK to accept and exit the pop-up window.
QUANTITY
- The balance on the Purchase Order will display.
Confirm that this value matches the quantity on the supplier's
invoice, updating the Quantity field as required.
- INVOICE AMOUNT - Total Including Tax
- The Total Including Tax for this line detail is
displayed to show what the total charge for this product will be,
when taxes are being calculated using the Item Taxes per
line feature when activated in the Company
Taxing Parameters.
TAX AMOUNTS
- This window appears only if taxes are being automatically
calculated on line items.
The Invoice Amount before taxes is displayed, along with the
Tax codes and calculated tax amounts for the detail line.
Tax amounts can be modified as required to match the invoice. (i.e.
for rounding purposes)
The Grand Total is the sum of the taxes and the expense
amount for this invoice detail line.
TOTAL COST
- The total cost of the product will display.
The total cost equals the quantity multiplied by the cost each, and
includes the order conversion (if applicable), but does not include
taxes.
Confirm that the Total Cost equals the total cost on the
supplier's invoice for this item.
If it is not correct over-type the amount to match to the invoice
amount.
This amount may or may not include freight depending upon your
company’s business policy.
If this value is changed, the Tax Amounts window re-opens
for associated adjustments.
- Job Costing Window
- If the Job Cost tracking feature is enabled in the Company Posting Parameters, the operator will be
prompted for the job information as outlined in Job Costing Customer, Site and Cost Code, with
each detail line that is entered on the invoice.
If a Job Cost Code is selected, this will change the G/L posting
account for this expense transaction to the account associated with
the job.
The "Default Job Cost Info from AP Invoice Header" flag in the
Company Miscellaneous Parameters controls
whether the Customer, Site and Job Cost code information defaults
from A/P Invoice header to the detail transactions.
When this parameter is unchecked the operator is forced to select
the appropriate Job Cost information for each line rather than just
accept a defaulting value.
When a non-inventory item is being billed on an AP Invoice, the
GL Account for posting the expense was originally captured on the
Purchase Order entry, so when a Job Cost
code on that AP Invoice detail line is selected the operator is
prompted whether to use the original PO GL Account or to override
it with the GL Account associated with the selected Job Cost
Code.
Note: This Job Cost option can be useful for Sales products that
are immediately expensed and are to be used on a job, or for
re-rented equipment costs, but it is not recommended for use when
receiving Rental Equipment as the posting of the inventory cost
goes to the job cost account and the Inventory Asset account in the
G/L is not updated by the value of the asset.
P.O./Contract Re-Rent A/P Invoice
- If this is a re-rent item that is being invoiced, the default
cost to pay the supplier uses a percent of the rates charged to the
customer as defined when the P.O. was created from the Contract in
Contract to Purchase Order Information,
using the period from when the product went out on the contract or
was last billed, to the date of the A/P invoice.
This defaulted estimated cost can be over-typed if required to
match the invoice from the supplier.
The Re-Rental Information window is
provided on the Total Cost field to access the Re-Rental
Details accessing this estimate and dates, and also providing
the ability to drill down to Re-rent and document details and
history.
The cost calculated in this window is an estimate for information
only.
Refer to Contract/Purchase Order Link
Overview for details on this processing.
Tax Details
- The tax details can be reviewed and adjusted as outlined above
in the Tax Amounts pop-up window.
EXCHANGE
- If this Vendor has been assigned a currency in Vendor Information, other than the company
currency in Company Information, the
currency exchange rate as setup in Currency
Codes displays.
This may be over-typed if required, unless the costs are set in the
Company Inventory Parameters to be updated
in the warehouse. If costs are updated in receiving, this becomes a
display only field as costs are already posted.
This value is used in the LCF calculation.
DUTY/BROKERAGE %
- The Duty/Brokerage percent from the Vendor
Information, displays. This may be over-typed if required.
This may be over-typed if required, unless the costs are set in the
Company Inventory Parameters to be updated
in the warehouse. If costs are updated in receiving, this becomes a
display only field as costs are already posted.
This value is used in the LCF calculation.
FREIGHT %
- The Freight cost percent from the Vendor
Information, displays. This may be over-typed if required.
This may be over-typed if required, unless the costs are set in the
Company Inventory Parameters to be updated
in the warehouse. If costs are updated in receiving, this becomes a
display only field as costs are already posted.
This value is used in the LCF calculation.
L.C.F.
- The new LCF displays using the formula :
LCF = Round((Exchange * Duty/Brokerage * Freight),4)
e.g. Exchange 57.53%, Duty/Brokerage 2%, Freight 3%
LCF = (1.5753 * 1.02 * 1.03) rounded
to 4 decimal places
LCF = 1.6550
DESCRIPTION
- The supplier's product description as reported on the P.O. is
displayed.
EXPANDED RECORD
- Click EXP/CON to view your firm's product #, the
full vendor description from the Purchase Order as the description
on the first line may be truncated, and the optional Packing Slip #
as entered in Warehouse Receiving.
INVOICE TOTAL
- The total dollar value for the select products before taxes is
displayed.
Finished?
- Click ACCEPT to accept the product selection and costs, or
click CANCEL to abort.
TAX SUMMARY
- If the Tax Calculation feature has been activated in the
Company Taxing Parameters the Summary Of Cost, Taxes, And Totals window opens
displaying the taxes for the invoice.
Confirmation Screen
- Select one of the following actions:
- Select Process Details to accept the quantities and
costs listed on the screen and create the invoice in A/P Invoices.
If any of the sales items are serialized, the window to capture the
serial numbers will be triggered.
If there are rental products, the window to capture the asset tag
information is triggered.
-
Select Return To Details to return to the product details
to make changes to quantities, costs or taxes.
-
Select Abort Changes to start over without saving this
A/P Invoice by P.O. billing.
Window to Serial Numbers
- The Receive Serial Numbers window is
triggered if a Sales product has been invoiced that has been setup
as a serialized sales item in Sales
Inventory, and it is not clear which serial number received on
the P.O. is to be invoiced.
Enter the same number of serial numbers to equal the quantity
received.
The serial numbers print on the A/P Purchases Journal.
Note: The serial number window does not apply if the serialized
sales parts are flagged to enter the serial numbers at Time of
Sale, or if the feature to Update Average Costs in the
Warehouse is set in the Company Inventory
Parameters.
Window to Capture Re-Rental Costs
- Enter the re-rent details for this product in the Re-Rental Information window
If the product is a Re-Rental that was entered using the
Contract/Purchase Order Link Overview the
supplier's A/P Invoices for the cost of the re-rental equipment can
be entered in A/P Invoices by P.O., until
the Re-Rent Balance is set to zero at the time the final A/P
invoice is entered.
This Re-Rent Balance reflects the balance still out on the
associated contract when viewed in the A/P invoice, but can be
adjusted as required.
After exiting the window, confirm that the correct G/L expense
account for the Re-rental expense displays in the Account #
field with the correct Amount.
When the invoice is posted, the program will automatically write
a re-rental cost transaction into Re-Rental
Transactions.
These re-rental costs are viewable using Re-Rental Inquiry/Report.
Note: Product costs, on hand quantities, and Asset Tags are not
updated in the product file for re-rental and services ordered
using the P.O./Contract link.
Window to Fixed Asset Tag:
-
Complete the A/P Invoice:
The posting transactions for the purchases are displayed as
outlined in the details screen of A/P
Invoices to allow the operator to add additional expense
transactions, such as shipping costs or taxes to the invoice.
The P.O. Location becomes the posting division on the inventory
detail, as inventory costs should post to the location of the
inventory.
Additional inventory receiving or additions can also be
added.
Inventory received by P.O. line items cannot be changed in here.
If there is an error, they can only be deleted and re-added in
either A/P Invoices By P.O. in Change mode or in A/P Invoices.
Posting A/P the Invoice:
All A/P invoices are posted using Post A/P
Invoices.
Note: Before posting, check that each invoice total matches the
actual invoice.
To do this select A/P Invoices then window
on the Invoice Number field to view the unposted invoices
with their dates and amounts in the list.
Distribution Invoices:
Any unposted invoices that
were created and distributed over multiple invoices in A/P Invoices for the purpose of payment over
varying dates, cannot be modified or deleted until the distribution
information is first deleted.
Job Costing:
If the Job Cost tracking feature is enabled in the Company Posting Parameters, the operator will be
prompted for the customer, site and job cost code as set up in
Job Cost Codes, with each detail line that
is entered on the invoice.
Topic Keyword: APVI04 (3932)