Module: Purchase Ledger
This process will be used for entering an invoice that has a purchase order. A prerequisite to this process is the presence of a committed purchase order. For invoices without an order, see Entering an Invoice Without a PO.
Go to Purchase Ledger > Invoices > Enter Invoices. The Purchase Ledger Invoice Entry Batch browse appears.
Click Add (
) to create a new batch.Adding a new Batch/Invoice
The batch creation screen appears.
Ensure the Financial Period is correct, if not, change it to the correct one.
Transaction date will automatically default to the current day's date. Change if necessary.
Click the Transaction Type drop down menu, for this example choose PINV- Invoice with PO.
Write a description for the batch.
Click Save (
) toward the bottom right of the screen.
Create a Batch
The Invoice browse appears. Click Add (
).Create an Invoice
This brings up the Invoice Entry screen. A committed PO is needed to proceed here.
Enter Invoice Details
To begin, start to enter or look up the PO Number associated with the invoice. The header screen on the right side will then populate automatically, along with the Supplier Account.
Enter in Supplier Reference (Invoice) Number:
Analysis and Description will also auto-populate from the PO Number entered.
Enter or choose Invoice Date, Due Date and Discount Date.
If you can cost the invoice (Match the invoice to the PO Lines), leave distribution type as C-Costed. If you cannot cost the invoice, change distribution type to R-Registered. Registered will allow you to enter the invoice in as a total amount and post it. Registering will create and track the accruals for end of month. Therefore, it is imperative that all invoices get entered in the system when they come in the door.
Once the invoice amounts have been entered, click Save (
) toward the bottom right of the screen.Save Invoice
If registering the invoice, it will go back to the invoice entry browse, where another invoice can be added.
While costing the invoice, and after clicking Save (
), the Matching tab appears. There are two ways to match.First if the quantity invoiced and the quantity outstanding match (and the associated pounds match), you can put a tick in the tickbox beside the line.
Once you have the line ticked and it is highlighted, select Match from the list at the bottom of the page and click Apply Action (
).This will match the total quantity for that line and mark it complete.
Match
The other way to match invoice lines is to open the line by clicking Open (
).This opens the line for you to adjust the quantity.
If the amount is incorrect, click the Override Value tickbox, then enter the new invoice value in the Invoice Value box. This updates the unit per amount for the total quantity invoiced for.
Once complete with the line, click Save (
) for the line.
Open Matching
If you make a mistake, you can always click Undo (
). Continue this process until you have matched all the lines. Once complete, verify your totals at the bottom of the matching screen.If there is a difference amount, go back through and double check the amounts of what was matched.
Verify Totals
Once complete and difference = 0.00, click Next (
) located at the bottom right of the screen. This brings you back to the batch invoice entry browse. Repeat the above or move on by clicking Next ().To complete this process, click the tickbox next to the invoice batch, select the Post action at the bottom of the page and click Apply Action (
).Post Batch
