Processing Paper Invoices

Use the Invoice Processing Entry window lets you process a paper invoice through EDI and take advantage of the invoice matching. This process reduces the amount of user intervention. In addition, the process minimizes invoice processing time and cost maximizing cash flow and cash discounts making back office processes more efficient.

As you work on the invoice line items, the system updates the Totals pane to the right of the table. You can ensure the appropriate amounts are being applied.

Note: You must be assigned the INVOICE.PROCESS.ENTRY authorization key to process these invoices. Additionally, vendors must have a Trading Partner ID set up in EDI Trading Partner Invoice Maintenance to process the invoice.

To process a paper invoice:

1. From the A/P menu, select Invoice Processing Entry.

2. In the P/O # field, enter the payable for which you want to create an invoice. If prompted, select the generation you want to resolve.

Note: Use the External PO option to create a purchase order for an external source.

3. Consider and change the invoice information, if needed.

   Field	Description
   Branch*	The ship branch for the order.
   Invoice Date	Enter the date you want to use on the invoice.
   Pay To Vendor*	(View Only) The system-assigned pay-to vendor ID.
   Terms*	The payment terms for the vendor as defined in Terms Maintenance.
   Ship From Vendor*	The ship-from vendor for the payable.
   Invoice Number*	Enter the invoice number you want to use.
   Pay To Address*	(View Only) The remit-to address.

   * Populated by the system based on the purchase order.

    

4. Click the Line Items tab.

5. Review the columns for the purchase order line items.

   Column	Description
   Apply	Use this check box to indicate which line items to include on the invoice.
   Product Description	The short product description based on the Product Maintenance entry.
   Recv Qty	The quantity received in the warehouse.
   Vendor Qty	The quantity the vendor sent.
   Unit Cost	The individual unit cost of the item.
   Vendor Cost	The vendor cost on the item.
   PO UOM	The unit of measure based on the purchase order.
   Vendor UOM	The vendor unit of measure as it is sold.
   PO Ext Cost	The purchase order extended cost.
   Vendor Ext Cost	The vendor extended cost.

6. Use the General Ledgers tab to adjust define any specific G/L accounts to which the amounts should apply.

   Column	Description
   Branch	The branch to which the invoice applies.
   G/L Account	The general ledger account to which the invoice amount applies.
   Amount	The amount to invoice.
   Detail Notes	Enter any specific notes you want to apply to the item.

7. In the Totals pane, adjust or add the following options to ensure you are invoicing the correct amounts: Subtotal, Freight, Handling, and Sales Tax.

8. Click Create.