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Order Related Invoice

Caroline Buckland Updated by Caroline Buckland

The Process

When the Goods or Services from the Purchase Order have been received, the Invoice will then be sent from the Supplier for Payment.  The Invoice is entered on to the Supplier account and if Order Related will be matched to the Order and Goods Received Note – if matched to a Purchase Order the line information will default from the Order, prices and quantities can be changed if incorrect.  If the Invoice is not related to a Purchase Order, then then the Invoice lines will have to be entered manually. However, in certain scenarios goods received notes may not have been entered or the price may differ on the Invoice, both could cause a mismatch. 

Entering an Invoice/Credit Note

The entry screen consists of multiple tabs, the steps below describe the relevant tabs required to enter an Invoice.

To access the Invoice Entry screen: Accounts Payable-AP Processes-AP Data Entry-Enter Invoices.

The fields with a magnifying glass symbol are promptable, and you can use prompt to help find the code.

Select the symbol.
You can enter a code or description to limit your search.
Select the code you wish to return and Select Ok.
This will return you to the screen you came from, with your chosen code in the field.

Invoice/Credit Note Header

Order number: this should be quoted on the invoice

Supplier: this will default from the order

Received Date: date the invoice was received in the organisation

Invoice/Credit No: Enter the invoice number displayed on the invoice.

Date: Enter the invoice date from the invoice.

Gross Amount: Enter the Gross amount from the invoice.

Tax Amount: Enter the tax amount from the invoice.

Element: if ICA is used within your organisation

Use the right hand scroll bar to view all fields on the header screen.

Completing Invoice Lines

Select the More action and choose Edit followed by Lines.

The description, price, quantity and general ledger coding will default from the order.

Tax Details

Tax Details: the tax details default from the Supplier file, however if a different rate of tax needs to be entered or a non tax rate then these codes can be changed. 

Update the Invoice/Credit Note

When you have completed all the tabs, select Save.

If there are any warnings on values or dates, they need to be checked and if correct you can then select the Accept Warnings icon followed by Save.

The system reference number will be displayed..

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