The upper portion of the screen is called the header portion where you create invoice receipt numbers. . From the header section of the screen, you can automatically calculate invoice discounts based on the terms code. You can also enter an invoice memo via this program to appear on the accounts payable check.
Tip: When you press Enter or Tab, the additional fields that appear, such as reference number, freight Code, a buyer code, etc., depend on the settings selected in PO Entry Options F/M. This topic details all possible entries. Most of these entries already display default information; you can modify these values.
Access this program by choosing Purchase Orders -->Invoice Receiving -->Invoice Receipt Entry.
Use the following fields to setup an invoice receipt header:
1. Period
Enter the period to which this information should be posted (PPYY). The current accounts payable period is displayed in the upper right corner of the screen and is the default value. The period may not be before the current accounts payable period and must be either the current or next general ledger period.
2. Vendor
Enter the number of the vendor from whom the invoice was received. Entry of a valid vendor number displays the vendor name, address, message, GL table, document group, branch (if used) and terms code from the vendor’s record in the accounts payable vendor file. Press F3 to perform a document search.
If you search for an existing document, then you can enter the beginning vendor for the search. If you press Enter, the program lists in document order any existing invoice receipt documents that exist and displays the date entered, due date, amount, and vendor number and name.
3. Document
Enter the number that appears on the invoice as the invoice or document number (up to 10 characters). Document numbers already on file for this vendor in either the open payables or past documents files are not accepted. This prevents the accidental double entry of an invoice. If the document number/vendor number combination entered is already in the invoice receipts file, all screen information is displayed. This allows you to make changes to entered invoices prior to running the Invoice Receipt Register.
4. GL Posting Table
Enter the number of the accounts payable General Ledger posting table to be used for this invoice. The general ledger posting table number stored with the vendor is the displayed default value. The entry must be a valid GL posting table. This table is used in the line-item portion of the entry to provide default values for the General Ledger account number field.
5. Document Group
Enter the document group number that applies to this invoice. The program defaults to the group code created in the vendor’s record in AP Vendor F/M. This group number is stored with the Accounts Payable document record when it is created by the Invoice Receipt Register update. Document group numbers are used by several Accounts Payable reports to categorize documents.
6. Branch
Enter the valid branch number that applies to this invoice. Press Enter to default to the branch assigned to the terminal.
7. Terms Code
Enter the valid payment terms code that applies to this invoice. The terms code stored with the vendor is the displayed default value. The terms code is used to determine the due date and discount amount.
8. Document Amount
Enter the document (invoice) total amount (+/-9,999,999.99).
9. Discountable Amount
At the bottom of the screen, enter the amount on which to compute a discount. Press Enter to default to the document amount. (Freight may not be discountable.)
10. Document Date
Enter the document (or invoice) date. The system date is the displayed default value.
11. Due Date
Enter the due date for this document (invoice). Press Enter (CR) to allow automatic calculation of the due date based on the terms code and to proceed to field #14.
12. Discount
If the automatic date and amount calculation were selected in field #11, this entry is skipped. Otherwise, enter the invoice discount. The discount may be entered as a dollar amount or a percent of the invoice amount. Entry of a discount percent must include the percent symbol (%) after the number. The discount amount is calculated and displayed. The default value is the amount calculated by the system based on the entered terms code. Any amount less than or equal to the invoice amount is accepted. It is not necessary to enter the negative symbol (-) for normal discount amounts.
13. Discount Due Date
If automatic date and amount calculation are to be selected in field #11, this entry is skipped. Enter the date by which payment must be made to be eligible for the discount. Press Enter (CR) to initially default to the date calculated by the system based on the given terms code.
14. Memo
Enter the document memo (up to 25 characters). Press Enter (CR) to skip this entry. The memo entered appears on the stub portion of the accounts payable check, generated through the entry of this invoice, the Invoice Receipt Register and the normal accounts payable check selection process.
This concludes entry of the header portion of the invoice receipt. After the record is created, all fields except #1-3 are accessible through the change header routine. Fields #1-3 can only be changed by deleting and re-entering the invoice.
Invoice Receipt Entry (POE310)
Invoice Receipt Items Information
How to enter or change invoice receipt information
Line Detail for Invoice Receipt Entry Screen
Header Detail for Invoice Receipt Entry Screen
How to enter invoice receipt header information