This program is available only with the "Two Step Method" of
receiving inventory by activating the Inventory Received in
Warehouse feature in the Company Inventory
Parameters, and is useful if your firm uses Purchase Orders for ordering.
Instead of entering each inventory item from the invoice one at a
time as outlined in A/P Invoices click on
the ENTER BY P.O. button at the bottom of the
A/P Invoices screen to list the items for
invoicing per the Purchase Order.
Refer to A/P Daily / Weekly Procedures for a flow chart diagramming the A/P invoicing process.
Receive the inventory in the warehouse using Warehouse Receiving before the A/P invoice can be
entered.
An Outstanding Receiving Report report can be printed from Outstanding Warehouse Receiving to determine which
A/P invoices have not yet been entered for the received
inventory.
Any Warehouse Receiving transactions
that should not be invoiced for the supplier, can be closed using
the Update action in the Outstanding
Warehouse Receiving utility.
This can be useful to close negative quantity receiving's that were
processed to return stock if the original order was never invoiced
in Accounts Payable and so does not require a reversing
invoice.
Note: Re-Rentals can only be entered by Purchase Order if a
P.O./Contract link has been established for the re-rental as
outlined in Contract/Purchase Order Link
Overview.
Re-Rent inventory that was rented that did not use the
P.O./Contract link feature, must be invoiced using A/P Invoices in order to designate the equipment
as re-rental and to write the associated Re-Rental Transactions.
The prompts to enter the A/P invoice from the P.O. information, are:
Note: This A/P Invoice by P.O. entry program respects
document division restrictions by the Access
Values assigned to the operator.
For more information on this security feature refer to Divisional Restricted Views.
Additional billing from the P.O. can be added to the invoice before the A/P Invoice is posted in Change mode, by entering the same Purchase Order and Invoice Number.
Click YES to complete the Warehouse
Receiving for the products on the supplier's A/P invoice.
The order will automatically be filled to generate a Sales Order Invoice to bill the customer, before
returning to the A/P invoicing program.
Refer to Purchase Order from Sales Order
Overview for details on this feature and the process flow.
Click NO if the warehouse receiving has been completed, to enter the A/P invoice details from the vendor.
Note: If the A/P invoicing clerk does not have access to Warehouse Receiving only a warning is generated, and the invoice cannot be entered.
Check this box if the supplier has included the tax in each
transaction total on the AP invoice and has not provided separate
tax details.
By checking this box, the system will calculate the tax on each
line detail, subtracting the tax amount from the line total and
then automatically adding the tax transactions to the invoice.
Uncheck this box if the taxes are not already included in the line item total and should be calculated and added as additional tax transactions without reducing the line total.
Note: If taxes should not be calculated on this expense, change both Tax 1 and Tax 2 to NTX.
Click YES to update the taxes for the supplier in
Vendor Information.
Click NO to only apply the taxes changed in the
invoice header, on this specific A/P invoice.
Once the tax decisions have been completed, the vendor name, terms, and account balance information display in the A/P invoice header.
The Vendor address as stored in the Vendor Information table is displayed for reference so the correct vendor can be easily validated.
This is information only and can only be set in ADD mode.
If the Invoice Ref is automatically populated from the
Invoice Number field, it cannot be modified.
If this field is not filled in by the Invoice Number a
reference number can be entered manually as required.
When the A/P invoice is posted any related Invoice Reference can be viewed in:
Note: Any invoices that are created from this invoice in the invoice distribution process, will not inherit this reference number.
The original invoice date is viewable in Vendor Account Inquiry, and is printed on the
Aged A/P Detail, Cash
Application Report, and Check
Register.
This date also prints on the check stub when printing computer
checks.
The date can be over-typed within the range if required.
The Posting Date will be used to post this purchase or
expense to the General Ledger.
It is also the date used to balance Accounts Payable control
account in the General Ledger to the Accounts Payable
sub-ledger.
The Posting Date is NOT the A/P aging date and does NOT print on the check stub when using computer checks, instead the original Invoice Date is used.
This due date is NOT relevant if the invoice is actually to be distributed over several Due Dates.
Note: To speed up data entry, press the <TAB> key, to move through the invoice header fields, stopping only where input is mandatory.
Exchange Processing:
If the currency assigned here
has a currency exchange rate in Currency
Codes, and the exchange posting processing has been activated
from the Support Application Parameters, G/L
posting transactions will be generated for the amount of the
exchange.
Though these transactions do not display in the invoice details of
A/P Invoices, a credit is generated to the currency exchange
default account as assigned in Default
Accounts, and a debit is generated to each distribution G/L
account from the invoice, for the amount of the exchange.
These postings do NOT change the total dollar amount of the A/P
invoice. They are noted on the A/P Purchases Journal printed from
Post A/P Invoices, and a separate A/P
Purchases Exchange, Duty & Freight Summary is also printed.
In Change mode, if the currency on a previously entered invoice
is changed, and there is an exchange rate in Currency Codes for one of the currencies, a
warning to check the exchange is displayed on the screen.
Click OK to continue and make the appropriate adjustments to the
invoice details.
The 1099-Misc code for the vendor displays, as setup in the
Additional Information window of Vendor
Information. If this is not correct for this invoice,
over-typed the code.
The code remains with the invoice and can be viewed in Vendor Account Inquiry. The 1099-Misc forms can be
generated from U.S. 1099 - Miscellaneous
Forms.
Division Posting in the General Ledger:
The invoice details always post to the division defined for that specific detail in the detail distribution screen of the invoice.
Taxes postings are as follows:
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.
If your firm uses the auto-assign batch code, the software assigns the batch code to each new group of invoices, with no ability to over-ride the batch number.
Check this box to print these notes or comments on the Check
Stub, and on the Cash Requirements Report.
Uncheck this box to prevent these notes from printing on the Check
Stub or Cash requirements Report. They will still print on the
Purchases Journal.
This field is disabled if there is no attachment directory defined in Company Miscellaneous Parameters.
Check this box if most of the items on the Purchase Order were
received and should now be invoiced. Specific items that are not to
be invoiced can then be unchecked individually.
Uncheck this box if most of the items on the Purchase Order were
NOT received, and then manually check the items that were received
and are to be invoiced.
Note: This defaulting prompt is disabled if the Enable Job Costing feature is activated in the Company Posting Parameters as job costs need to be entered individually as each line is received.
Enter the event information as prompted in Location and Event Information, or close the window if event rates do NOT apply to this document.
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