How to enter or change invoice receipt information

Access this program by choosing Purchase Orders -->Invoice Receiving --> Invoice Receipt Entry.

Complete steps 2-6 to enter invoice receipt header information

In the Period field, the system displays the current system period. This is the period to which this invoice receipt information posts (PPYY). The current accounts payable period is displayed in the upper right corner of the screen and is the default value. The period cannot be before the current accounts payable period and must be either the current or next general ledger period. Select the $image\calc_shg.gif$ to set this value to the current period.
In the Vendor field, enter the number of the vendor for the invoice.

The system displays the vendor name, address, message, GL table, document group, branch (if used) and terms code from the vendor’s record in the accounts payable vendor file.

Search Tips:
Press F2 or select the $image\find_shg.gif$ icon to perform a document search by vendor. You can also search by invoice receipt numbers.
To search for invoice receipt documents, select the $image\opendoc_shg.gif$ icon. You can enter the beginning vendor to search for. If you press Enter, the program lists in document order any existing invoice receipt documents that exist. Also displayed are the date entered, due date, amount, and vendor number and name.
In the Document field, enter the document number for the invoice receipt.
You can enter or modify information in the following fields:

GL Tbl--Enter the number of the accounts payable General Ledger posting table to be used for this invoice. The general ledger posting table number stored with the vendor is the displayed default value. The entry must be a valid GL posting table. This table is used in the line-item portion of the entry to provide default values for the General Ledger account number field. Press F2 or $image\find_shg.gif$ to search.

Doc Grp --Enter the document group number that applies to this invoice. The program defaults to the group code created in the vendor’s record in AP Vendor F/M. This group number is stored with the Accounts Payable document record when it is created by the Invoice Receipt Register update. Document group numbers are used by several Accounts Payable reports to categorize documents.

Branch--Enter the valid branch number that applies to this invoice. Press Enter to default to the branch assigned to the terminal. Press F2 or $image\find_shg.gif$ to search.

Terms Code--Enter the valid payment terms code that applies to this invoice. The terms code stored with the vendor is the displayed default value. The terms code is used to determine the due date and discount amount. Press F2 or $image\find_shg.gif$ to search.

Doc Amount--Enter the document (invoice) total amount (+/-9,999,999.99).

$image\pinpurpl_shg.gif$ When you add invoice receipt lines in the lower portion of the screen, you can modify the Doc Amount value via the Header button to distribute the costs for the additional lines.

Doc Dis--At the bottom of the screen, enter the amount on which to compute a discount. Press Enter to default to the document amount. (Freight may not be discountable.)

Document Date--Enter the document (or invoice) date. The system date is the displayed default value.

Due Date--Enter the due date for this document (invoice). Press Enter (CR) to allow automatic calculation of the due date based on the terms code and to proceed to field #14.

Discount--If the automatic date and amount calculation were selected in field #11, this entry is skipped. Otherwise, enter the invoice discount. The discount may be entered as a dollar amount or a percent of the invoice amount. Entry of a discount percent must include the percent symbol (%) after the number. The discount amount is calculated and displayed. The default value is the amount calculated by the system based on the entered terms code. Any amount less than or equal to the invoice amount is accepted. It is not necessary to enter the negative symbol (-) for normal discount amounts.

Discount Due Date--If automatic date and amount calculation are to be selected in field #11, this entry is skipped. Enter the date by which payment must be made to be eligible for the discount. Press Enter (CR) to initially default to the date calculated by the system based on the given terms code.

Memo--Enter the document memo (up to 25 characters). Press Enter (CR) to skip this entry. The memo entered appears on the stub portion of the accounts payable check, generated through the entry of this invoice, the Invoice Receipt Register and the normal accounts payable check selection process.

This concludes entry of the header portion of the invoice receipt. After the record is created, all fields except #1-3 are accessible through the change header routine. Fields #1-3 can only be changed by deleting and re-entering the invoice.

In the lower portion of the screen the system displays any existing PO receipt lines for the invoice receipt

Complete steps 6-15 to enter invoice receipt lines

You can:

Select the Delete PO button to delete purchase orders or documents. The system verifies you want to delete the selected PO receipt line item before completing the process. Highlight the line you want to delete then select the Delete PO button.
Select the Header button to modify header information invoice receipt. Refer to Header Detail for PO Invoice Receipt Entry topic for field descriptions.
Highlight an existing PO receipt line item and select the Line Detail button to access the Line Detail for PO Invoice Receipt Entry screen.
Select the $image\edit.gif$ icon to make changes for the highlighted line item.
Select the New PO button to access the New PO dialog box, which is used to enter new PO Receipt line items for invoice receipt. From the New PO dialog box, you can select to import all line items from a specified PO receipt or only selected PO lines. If you select to import selected lines, the system displays the Receipt Item Selection Screen so you can select PO receipt lines to import for invoice receipt.

The line-item entry portion of the program allows the field of up to 999 line-items to complete the invoice receipt. Line numbers are assigned automatically beginning with 001 and incrementing by one for each additional line-item up to 999. In the rare case where 999 line-items have been entered on a single invoice, the program refuses further entries. The fields for entering new POs are the same as for adding received purchase orders. Refer to step 11 for field descriptions.
Select the $image\plus_shg.gif$ icon to add an invoice line to the PO invoice receipt, or select the $image\insert_shg.gif$ button to add a line item above the highlighted item in the browser. Enter information in the following fields:

PO #
For received POs, enter the received purchase order number.

Receipt #
For received POs, enter the receipt number that was entered during Receipt Entry for this purchase order. The number displayed is default value. Press Enter to default to the receipt number entered on the previous line (if applicable).

WH (Warehouse)
If the PO and receipt number entered are the same as the previous line, this field is skipped and the warehouse is set to the same warehouse as the previous line. Enter the warehouse the item on this PO was received at. Press Enter to default to the warehouse assigned to the purchase order.

Item
Enter the item number. If the item is not a valid item, the system checks to see if it is an interchange or a vendor-item number; if either of the latter are true the system automatically prints the valid item number and sets its defaults. Entering a valid item number displays the vendor relation, last lead-time, vendor-item number, item class, standard package size, and buying weight. The relation is considered primary if this vendor number is stored with the item in the inventory control item file. If not a primary relationship, the relation is considered secondary when there is record of purchase of the item from this vendor. Otherwise, the relation is considered unlisted.

Description
This field is initially skipped except for non-stocked items. Enter the item description. Press Enter to default to the displayed value.

G/L #
Enter a GL account number. The entry must be a valid GL account number. This is the GL account number that the Invoice Receipt Register expenses the cost of the item against. Press F2 or $image\find_shg.gif$ to search.

Units
Enter the quantity of items to be received. The entered amount should be equal to the invoice quantity. Press Enter to default to displayed value.

Cost
Enter the cost per displayed costing unit of measure. Displayed if on file is: the manual cost from the item file, the average and last costs from the warehouse/item file, and the manual and last cost from the vendor/item file. Depending on the Default PO Cost flag set in the PO static control record, Press Enter to default to the manual cost of the item from the item file or the last cost of the item from the vendor/item file. This field is only used when the Cost flag in the Purchase Orders Entry Options record is set to Y or B.

The system displays: Enter Job Number Y or N.
If you select Y, the system displays the Job Posting Entry screen. Enter the valid job number to post this entry against. Press Enter to default to the last job number entered (if any). Press F2 or $image\find_shg.gif$ to search. For valid job numbers, the system requests customer code, you can enter a value or search. The system then requests a memo for the posting entry. You can indicate whether you want this memo to print on the PO invoice. Note: If the Use Job Cost flag is set to N in the purchase orders static control record or if the item is a special order or the purchase order is a direct ship, the system skips this field. If you enter Y, fields #11-17 must be entered.

Job number
Enter the valid job number to post this entry against. Entering a valid job number displays the job name, customer number and name, and billing type. Press Enter to default to the last job number entered (if any). Press F2 or $image\find_shg.gif$ to search.

Price Message
If the billing type for the job entered is fixed, contract or time and material, this field is skipped. If the billing type is cost + (plus) or no charge, the program displays the price (bill rate) that will be used to calculate the extension. If the job is no charge, then the markup method can be changed if the allow billing override flag for the cost code is set to Y and neither the bill rate nor extension will be affected. Press Enter (CR) to continue.

Cost code
Enter a valid cost code (up to 4 characters). Entering a valid cost code displays the cost code description and the cost type. If the cost code is not set up to use units (unit of measure field is blank in Cost Code F/M), the program displays a message displaying this information. The cost sets the defaults for markup method (for all jobs that are not billed as cost plus) and the billing rate for jobs that are billed as a fixed contract or as time and material. If the billing type is not cost plus, the cost code also determines whether the user is able to override the markup method and or bill rate. Press F2 or $image\find_shg.gif$ to search.
The item entry determines the units, unit of measure and cost rate/extension.

Markup
This field is initially skipped and set to the markup assigned to the cost code. This may only be entered for jobs which are time and materials or fixed contracts and the Allow Override Of Billing flag is set to Y in the cost code record. This may also be changed for no charge jobs but the bill rate is not affected.
Enter the markup method to use for this posting entry. You can enter one of the following:

# Enter the markup amount (0-9999999.99). Entering a number tells the system to mark up the cost by a dollar amount. The system marks up the cost rate by the dollar amount and calculates the bill extension.

#+% Enter the percentage (0-9999999.99%) to mark up the cost. To enter a percentage, the user must enter an amount and then the percentage sign. If no percentage sign is present, the system assumes the entered amount is a dollar amount. The system marks up the cost rate by the percentage amount and calculates the bill extension.

M Enter the bill rate manually. Entering M displays the word MANUAL and the program proceeds to the bill rate field.

The fixed markup method is unavailable for selection, but can be used. To utilize the fixed method, select a cost code whose markup method is fixed.

Enter initially defaults to the markup method (amount/percentage) from the cost code record.

Bill rate
This field is unavailable if the Allow Billing Override flag in the cost code record is set to N. This field is initially skipped unless the markup method of the cost code is manual. Enter the price per displayed unit of measure. The bill extension is calculated and displayed. Press Enter (CR) to initially default to 0.

Memo
Enter the memo to post for this job cost transaction and to print on the job cost invoice (if applicable - see next field). Press Enter (CR) to initially default to blanks.

Print memo on job cost invoice?

This field is initially skipped and set to N. Enter N or Y to indicate whether to print the memo (entered in the previous field) on the job cost invoice. The field may only be set to Y if the billing detail for the cost type (that the cost code is assigned to) is set to A for all transactions in the Job Entry program. Press Enter (CR) to initially default to N.
Enter -continue, F4-backup
Press Enter (CR) to continue, accept the line or press F4 backup.

Press the $image\save_shg.gif$ icon to save your changes.
Select the $image\stop.gif$ icon to stop entering line items.
Select the $image\Delete_shg.gif$ icon to delete the highlighted PO receipt line.
Select the Done button, and the system checks to ensure the undistributed amount of the invoice equals zero then processes the invoice receipt. The undistributed amount of the invoice must equal zero to end the program. If no line items were entered, the program may not be ended.

How to enter or change invoice receipt information

See Also