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Non Purchase Order Related Invoice Entry

Caroline Buckland 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.

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

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..

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