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Log Invoice/Credit Note

Caroline Buckland Updated by Caroline Buckland

The process

When an Invoice or Credit Note is received from a Supplier for goods or services but there is a query, for example, requires an Order Number or GL Coding, the Invoice can be logged which registers the document on to the Supplier account, but further action is needed before it is available for payment.

Entering an Invoice/Credit Note

The steps below describe the relevant tabs required to enter Log an Invoice.

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

The fields with a symbol as a magnifying glass 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

Access the Lines tab

Make an entry in the following fields.

Received Date: date the invoice was received in the organisation.

Supplier: Enter the supplier number, you can prompt on this field if the number is not known.

Transaction Ref: 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 in use.

The Due Date will default from the Supplier file, but this can be changed.

Use the scroll bar to the right hand side of the screen to view more fields on the header.

Optional Fields

Owner: A user ID of the person the query is with

 Location: Location code of the person who the query is with

The current Period and Year will default.

Invoice line details can be entered that this stage, there is no validation so GL accounts can be left blank.

Update the Invoice/Credit Note

You can enter multiple invoices by selecting the line below each time.

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 click the Accept Warnings icon followed by Save.

The system reference number which is displayed at the top of the screen.

The invoice can be viewed from AP Enquiry screens.

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Enter a logged Invoice

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