Use the Invoice Entry screen to enter invoices for goods received and additional costs billed, to complete receipts and provide information for invoices that are transferred to Accounts Payable from Purchase Orders.
You can also look up posted invoices until you clear them from Purchase Orders.
When you select a receipt for an invoice, the information entered with the receipt is displayed. You can make any changes you need to the vendor and header information.
Duplicate Invoice Numbers
If necessary, you can enter more than one invoice with the same invoice number, for either the same vendor or different vendors.
When you enter a duplicate invoice number, a screen displays all invoices with the specified invoice number. On this screen, you can choose to create a new invoice with the same number or display other invoices with that number.
Valid Receipt Numbers Are Required
You can enter invoices only for existing receipts. When you post the invoice, the receipt details are completed for the vendor.
You can add new additional costs and prorate them for the receipts used in the invoice. You can delete item and cost details that were posted on a receipt, and you can change the amounts and quantities (if you have rights to change quantities and costs).
When you enter the receipt number, all receipt details and other information for the selected vendor are displayed in Invoice Entry. You cannot change the tax group or add or delete item detail lines (for the primary vendor). You can add additional cost details.
The receipt details that appear include all item and additional cost details for the primary vendor, or all the additional costs for vendors who charged only additional costs on the original receipt.
Note: You can enter any number of invoices for a receipt. Only receipt details that have not already been fully invoiced can be used in the current invoice. Once all the details are fully invoiced, you can no longer use the receipt in an invoice.
Invoice Details
When specify a receipt or multiple receipts for an invoice, Purchase Orders displays all of the vendor's receipt details, including item details and additional cost details, if any, for the primary vendor.
The invoice displays item details only for the primary vendor.
You can add new additional cost details on an invoice, but you cannot add or delete item details. You also cannot delete additional cost details, although you can change the amounts.
Posting Invoices to Cleared Receipts
If you need to post an invoice for a secondary vendor on a receipt that you have cleared from Purchase Orders, use the Credit/Debit Note Entry screen to add and post a debit note or a credit note to ensure that all costs are correctly updated.
Job-Related Invoices
Job-related invoices update Project and Job Costing quantities and costs only if the invoices differ from the posted receipts (which have already updated the committed and actual quantities and costs for the job).
If the invoice is job-related, changes to the quantities, billing rate, and cost will affect the committed and actual quantities and costs for the job in Project and Job Costing. If the invoice is posted exactly like the receipt, no transactions will be sent to Project and Job Costing.