AP Invoice Entry. This tech note contains the tasks to create, edit, and post invoice transactions.

Transcription

1 AP Invoice Entry Overview This tech note contains the tasks to create, edit, and post invoice transactions. I. Data Entry This task is for the data entry and editing of invoice transactions. Invoices are entered in batches and each batch has a unique Batch ID. To create a batch, click Data Entry. Batch Header Press F5 to create a new batch. Page 1 of 11

2 Batch ID When F5 is pressed, it will assign a batch number based on the Next Batch ID number in Parameters. It can be overridden with a user-defined batch id. NOTE: The Next Batch ID field in the Parameters file can be left blank, so the Batch ID is always user-defined. Property ID (multi-property only) The Property ID for the batch. Trx Count The total number of invoices and debit/credit memos for the batch. Total DR The total debit amount for the batch (total of all invoices and debit memos). Total CR The total credit amount for the batch (total of all credit memos). NOTE: A negative sign must always accompany a credit amount Post Mo/Yr The post month and year for the batch. The default is the current calendar period in the Parameters file. NOTE: Invoices can be posted to a current, prior, or future period. Journal OK? This field is a system-maintained flag used to prevent posting of a batch until the journal has been printed and the entries balance. Post Started? This field is a system-maintained flag used to prevent modification of a batch that has already started to post. Document Mgmnt? If Document Management is installed, will the invoices in this batch have documents to scan/attach to them (this tech note will not cover Document Management. Contact Data Plus for more information on Document Management)? Press F2 to continue to Invoice Entry. Page 2 of 11

3 Invoice Entry Trx No. The system assigns a transaction number to each invoice/debit/credit. Trx Type The type of transaction. The default is Invoice. If entering a Credit or Debit Memo, be sure to adjust the Trx Type accordingly: 1 Invoice 2 Credit Memo 3 Debit Memo Vendor No. The vendor number for the invoice. Tax Method Blank U E No Tax Use Tax Egyptian Sales Tax Invoice Number The vendor's invoice number. Apply To This field defaults to the invoice number if the transaction is an invoice. If the transaction is a debit or credit memo, the number can be unique, apply to itself, or apply to a specific invoice. Ctrl+L can be used here to select a previously entered invoice number. Page 3 of 11

4 Source A user-definable field. Example: A code identifying Capital Expenses. This field is displayed on a number of the inquiries and reports, including the Unpaid Invoices report, General Ledger report, and Invoice History inquiry. Inv Date The date of the invoice. Disc Due Date The date of the last day of the discount period. It is calculated based on the Invoice Date and Terms Code set in the Vendor file. Invoice Due Date The due date based on the Invoice Date and Terms code set in the Vendor file. Invoice Amount The invoice amount, up to 9 digits and up to 3 decimals (depending on the setting in the Company Information record). Tax Exclusion The portion of the invoice amount that is to be excluded from calculating Use Tax. Freight The freight charge on the invoice, if applicable. Inv Tax Amount This field is accessible only if the Tax Method is set to E for Egyptian Sales Tax. The default is the amount set in the AP Tax Record for the Invoice Tax. PO No (optional) The Purchase Order number that relates to the invoice. NOTE: If the Purchasing application is enabled and the Purchase Order exists in the system, upon entering the PO Number, the following message will display: Please use the Purchasing/Receiving interface to process this Invoice. Do you want to continue? Select Yes to continue processing the invoice, or No to process it through the Purchasing/Receiving interface. Page 4 of 11

5 Description (optional) A description for the invoice. This description appears on the computer-generated check stub. Separate Check? Yes No Create a separate check for this invoice Include this invoice with others on the same check At this point, press F2. The rest of the screen will open some additional fields. If there are any errors or missing values, the system will present an error message. Discount % The percentage to discount the invoice. The default is based on the Terms Code set in the Vendor file. Discount Amount The amount of the discount to be taken. The system calculates and displays the default discount amount based on the Discount % and invoice amount. Auto Dist Code (optional) The Auto Distribution Code automatically creates line item distributions for the invoice. To learn more about Auto Distribution codes, refer to tech note Auto Distribution Codes.pdf. NOTES: This field is only accessible during the initial entry and cannot be modified in Update mode. Page 5 of 11

6 If a Tax Method is indicated for the invoice, the Auto Distributions will use that Tax Code for each distribution line it creates. However, if there is a Tax Exclusion amount, it will need to be distributed manually. Expense Account The default Expense Account in the Vendor file. It displays here for reference only. If the invoice is to be charged to a different account, it can be changed in the Line Item Distribution section. Liability Account This is the default Liability Account in the Parameter file. As a rule, it should not be changed. Post Liab? The default is the setting in the Vendor file. Yes No The liability should be posted to G/L, if the G/L flag is set to yes in the Parameters file. The liability should not be posted to G/L. FC Invoice The Foreign Currency Code, if the invoice is to be posted in a foreign currency. This field is only accessible if foreign currency is enabled in the Parameters file. FC Payment The Foreign Currency Code, if the invoice is to be paid in a foreign currency. This field is only accessible if foreign currency is enabled in the Parameters file. Pay Status The Pay Status for the invoice. The default is the Pay Status in the Vendor file. N Normal T Take Discount H Hold D Disputed. Press F2 to go on to the Line Item Distribution screen. Page 6 of 11

7 Line Item Distributions Line Item Number The system assigns a number to each line item. Offset Account The G/L account to which this line item is to be posted. If an Auto Distribution Code was entered for the invoice or defaulted from the Vendor file, the field will be populated with that account. Account Name The name of the G/L account is displayed in this field. Amount The amount to post to this G/L account. If the invoice is being split between accounts, change the amount to what is posting to this account. If the entire invoice is posting to this account, leave the amount as is. Tax? This field is only used when applying Use Tax Yes No Calculate tax for the line item Do not calculate tax for the line item Page 7 of 11

8 Line Item Comments (optional) Any comments regarding the line item. The comments are displayed on the G/L Reports. Tax Exclusion The Tax Exclusion amount for the line item. This field will be accessible only if an amount was specified in the Tax Exclusion field on the first screen. Code The Tax Code for the line item. The default is the Tax Code set in the Parameters file. This field is only available for Egyptian Tax. Press F2. If there are more invoices or credit memos to be entered, continue entering until the batch is complete. The Trx Remain, DR Remain, and CR Remain should all be Exit out of Data Entry and proceed to the Edit List. II. Edit List This task prints a listing of selected invoice batches, displaying any warnings or errors. To run the edit list, select the batch by clicking on it. Click Continue. On the next screen, choose whether or not to print the edit list to the screen, and click Run. Page 8 of 11

9 Once the Edit List is free of errors, the batch can be posted. III. Post This task prints the Invoices Journal and posts only batches that are error-free. Page 9 of 11

10 Run the Post the same as the Edit List, choose the batches, and then click Continue. On the next screen, click Run. When the posting process is complete, there will be a message displayed. If there are any further inquiries, please refer to our website or contact the Data Plus Support department. Website Page 10 of 11

11 Data Plus Support Ext 3 support@dphs.com Page 11 of 11