Entering an Invoice

You can enter invoices when you receive goods or at any time afterward. More...

If an invoice arrived with the shipment, you can enter the invoice in Purchase Orders using the Receipt Entry screen. If you also incurred charges from additional vendors, you can also enter the additional cost invoice numbers. The program automatically creates all invoices for the received goods when you post the receipt.

If you decide to invoice later, you use the Invoice Entry screen, which lets you enter an invoice for one or more receipts from the same vendor. (However, you cannot mix job-related and non-job-related receipts.) The Invoice Entry screen provides full control over invoice creation, so you can edit vendor information, tax information, prices, discounts, optional field information, currency exchange rates, and so on.

To invoice goods when you receive them, using the Receipt Entry screen:

  1. When you enter the receipt, enter an amount in the Quantity Received field for each detail line for which you are receiving goods, or click Receive All to receive all the goods on the purchase order.
  2. Enter any additional costs on the Additional Costs tab.
  3. Before you post the receipt, click the Invoice.
    1. In the Invoice window that appears, type the invoice number from the primary vendor.
    2. If you entered additional costs from other vendors, enter their invoice numbers in the Invoice Number column in the table.
    3. Click Close.
  4. Click Post to post the receipt.

    The program also creates and posts the invoices, and then displays a message asking if you want to print the invoice.

For more information on the Receipt Entry screen, see P/O Receipt Entry Screen.

To invoice one or more receipts using the Invoice Entry screen:

  1. Open Purchase Orders > P/O Transactions > Invoice Entry.

    For more information on the Invoice Entry screen, see P/O Invoice Entry Screen.

  2. In the Invoice Number field, type the number of the invoice that you received from the vendor.
  3. In the Vendor Number field, type the vendor number or select it from the Finder.

    If the invoice is for several receipts or for a secondary vendor, you must enter the vendor number.

    Tip: If you are invoicing a single receipt for the primary vendor, you can skip the Vendor Number field.

  4. If you are invoicing a single receipt, in the Receipt Number field, type the receipt number or select it using the Finder.

    If you are invoicing several receipts:

    1. Select From Multiple Receipts, then click the Zoom Zoom button button beside the option.
    2. On the Create Invoice From Receipts screen that appears, select the receipt numbers using the Finder.
    3. Click the Invoice button.

      The program displays all the information from the selected receipts. You can then edit the information, or post the default invoice.

    Note: The Invoice tab displays only details for the primary vendor. Details for secondary vendors appear on the Additional Costs tab—not on the Invoice tab.

  5. Check the header information for the invoice to make sure that it is correct. More...
    1. In the Invoice Date field, type or select the invoice date.
    2. In the Posting Date field, type or select the date to use for posting the transaction in the general ledger. The posting date determines the year and period to which the transaction is posted.
    3. In the Remit-To Location field, enter or select the code for the address to which you are sending your payment.
    4. In the Bill-To Location field, optionally specify the location that is responsible for paying the invoice.
    5. Enter an optional description and a reference for the invoice.

  6. Edit invoice details on the detail entry table, or click the Item/Tax button (or press F9) to enter details using the Items/Taxes screen. More...

    For each detail, you can:

    • Delete a detail line if it does not appear on the vendor's invoice.
    • Set the Fully Invoiced field to Yes if the quantity invoiced equals the amount that you received.
    • Edit the following information:
      • Item description
      • Quantity invoiced (if different from the quantity received)
      • Unit cost and extended cost
      • Discount percentage or discount amount
      • Weight UOM, unit weight, and extended weight
      • Vendor item number
      • Order number
      • Comments
      • Manufacturer's item number
      • Optional fields
      • Whether the item is discountable

    Tip: To change item tax classes or tax included information, use the Items/Taxes screen. (Select the detail on the detail-entry grid on the Invoice tab, then press F9 or click the Item/Tax button.)

  7. Use the remaining tabs to enter additional information for the invoice.
    • Click the Additional Costs tab to edit invoice details for a secondary vendor (and for primary vendor additional costs).
    • Click the Taxes tab to check the tax totals. You can change the tax class and tax amount for each jurisdiction, if necessary.
    • Click the Totals tab to check the totals for the invoice.
  8. When you have finished entering information, click Post.

    When posting is finished, you can print the invoice.