Entering Basic Invoices
Use this procedure to enter a trade invoice you get from a supplier if the invoice is basic (will not be matched to a purchase order).
Prerequisite
Enter the supplier and at least one pay site in the Suppliers window. See: Entering Suppliers.
To enter a basic invoice:
1. In the Invoices window choose Standard or Mixed for the invoice Type.
2. Enter the Supplier or Supplier Number.
3. Enter the Supplier Site to which you will send payment of the invoice. Payables will print the address for this site on the payment.
4. Enter the Invoice Date or accept the Payables default (today's date) by choosing [TAB]. If you enter a date in a future period, Payables will put the invoice on Future Period hold during Approval.
Payables may use the invoice date you enter as the Terms Date and GL Date default for an invoice, depending on how your Payables Options and Defaults are set up.
If your GL Date Basis Payable Option is set to Invoice (Date), you must enter an invoice date that is in an open or future period.
5. Enter the Invoice Number from the invoice your supplier sent you or accept the Payables default (today's date) by choosing [TAB]. Payables will not allow you to enter duplicate invoice numbers for the same supplier.
Suggestion: You may want to use an invoice numbering convention that minimizes the risk of separate entries of the same invoice under different invoice numbers. For example, if you consistently enter alphanumeric invoice numbers in upper case you would enter an invoice number only as ABC123, and not also as abc123.
Enter the full Invoice Amount including tax, freight and miscellaneous charges.
6. Enter the Description of your invoice. This will appear on your payment document and may appear in your general ledger.
7. Enter distributions automatically by entering a Distribution Set, or choose Distributions and enter the lines manually.
8. Payables automatically schedules payment of the invoice using the Invoice Amount, Payment Terms, and Terms Date. Enter or review the defaults for these fields in the Payments region.
See Also
Adjusting Invoices
Applying Holds
Applying Prepayments to Invoices
Approval
Attachments in Payables
Budgetary Control In Payables
Creating Single Payments
Entering Credit/Debit Memos
Entering Foreign Currency Invoices
Entering Freight on Invoices
Entering Invoice Distributions
Entering Project Related Invoices and Distributions
Entering Suppliers
Entering Taxes on Invoices
Financials Options
Payables Options
Payables Transfer to General Ledger Program (Posting)
Paying Invoices in Payment Batches
Scheduling Invoice Payments
