Contents
Non Purchase Order Related Invoice Entry
Updated
by Caroline Buckland
The Process
When an Invoice or Credit Note is received from a Supplier for goods or services that have not been ordered from an official purchase order the Invoice or Credit note will need to entered on to the Supplier account before the payment can be made.
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.
Invoice/Credit Note Header
Supplier: Enter the supplier number, you can prompt on this field if the number is not known.
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.
Description: enter the description for line 1.
The description is 40 characters and each line on the invoice should be entered separately.
Invoice Price: enter the number of items you want to buy.
Invoice Quantity: enter the price per unit of measure (QUOM)
GL Details
GL Account: the GL Account consists of the Nominal and Management codes i.e., cost Code. All of these fields are promptable to enable you to look for the correct code.
Select the GL Details tab.
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.
Select the Delivery/Tax Details tab:
You can use the prompt action to search for the codes.
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..
