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Enter a logged Invoice

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 enter on to the Supplier account before the payment can be made, if there is a query on the Invoice i.e., missing Order Number or GL Account the Invoice can be logged.

Entering a previously logged 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 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 then select Ok.
This will return you to the screen you came from, with your chosen code in the field.

Invoice/Credit Note Header

Enter the System Reference number of the Logged Invoice and press Enter. The header details will default.

You can use the Prompt action to search for the system reference number.

Select the 3 dots to the right of the More button and select Prompt from the list.

if you need to an Order Number enter this in Order Number field

No changes can be made at this stage to the header, any errors and the Invoice will need to be cancelled and rekeyed.

Completing Invoice Lines

Access the lines tab, select the More button followed by Edit/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

Enter the full GL account, nominal and management codes, ie. Cost Centre. All of these fields have the prompt action available to enable you to look for the correct code.

Tax Details tab

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. 

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 is then displayed at the top of the screen.

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