COINS Enhancement: Streamlined Entry of Invoice Lines from Purchase Orders

Transcription

1 Streamlined Entry of Invoice Lines from Purchase Orders Document Ref: CE-AP030 Date: 29 Jul 2008 Document Version: 0.1 Modules Affected: Earliest available version of COINS: Documentation Updated: Accounts Payable, Purchase Order/Inventory COINS Ti Version 2.6 (software level 9.7c2.34TI) This document may contain information that is not incorporated into the documentation, such as procedures and sample reports, so you may want to keep a copy for future use. An archive of CE documents is available on the COINS USA Client Center web site at Construction Industry Solutions 6 Airport Park Blvd. Latham, NY Construction Industry Solutions

2 CONTENTS 1 Overview A/P Tailoring Processing Changes in Enter Invoices... 5 Construction Industry Solutions, 29 Jul 2008 Page 2 of 6

3 1 Overview This document describes enhancements to the COINS Ti Account Payable that make it easier and more efficient to enter A/P invoices from purchase orders. Under this enhancement, you can have invoice lines generated for ALL lines of the purchase order. If the P/O line contains incorrect information, the line appears on the screen but is not selected to be included. Options in invoice entry let you include or exclude lines more easily. Construction Industry Solutions, 29 Jul 2008 Page 3 of 6

4 2 A/P Tailoring In order to use the new functionality, A/P Tailoring must be set to create invoice lines from purchase order lines, as shown in Figure 1. Figure 1: A/P Tailoring Screen 4 07/21/08 A/P Tailoring Valley Stage Screen 4 of 11 INVOICE ENTRY AND PURCHASE ORDERS Use Purchase Orders (Y/N): Invoice unconfirmed P/Os (Y/N): Default P/Os as complete on Invoice Entry Screen (Y/N): N Default P/O Complete Indicator Based on P/O Receipt Quantities (Y/N): N Normally Create Invoice Lines from P/O Lines (Y/N): Allow Vendor Invoice Amount Greater than P/O Amount (Y/N): Suppress Warning Message if Quantity Invoiced is Greater than the Quantity Received (Y/N): Use Separate Invoice Line Limit for each category (Y/N): N Limit Total Invoice Amount by Percent or Amount over P/O Amount (P/A/ ): P Percent or Amount to Limit Total Invoice Amount by: 10 Limit Invoice Line Amounts by Percent or Amount over P/O Line (P/A/ ): P Percent or Amount to Limit Invoice Line Amount by: 10 Exclude Sales Tax and Freight when determining P/O Limits (Y/N): N Default Cost Category for Vendor Invoices using Job Distribution: Custom Program to Run in Begin of Post Invs, Post Manual Pymnt, Post Back Chrgs, Post Checks and End of Void Check Function: Field Definitions Normally Create Invoice Lines from P/O Lines Enter Y to generate invoice lines from all the purchase order lines and automatically mark them as Include for the invoice when the lines meet the following conditions. Lines are created even for P/O lines with errors but they will not be marked as Include. a. The job, work order, or equipment associated with the line is Active. b. Receipts have been entered against the P/O line. c. The corresponding P/O line has not been liquidated. d. The corresponding P/O line has not been fully invoiced. If this field is marked N, the invoice lines are generated from the purchase order lines but none are marked as Include. Construction Industry Solutions, 29 Jul 2008 Page 4 of 6

5 3 Processing Changes in Enter Invoices When you enter an A/P invoice that references a purchase order, the system automatically generates A/P invoice lines corresponding to each line on the purchase order. The Include column lets you select the lines that will be included in the invoice. Lines marked in red either do not have a line amount or else have an error on them. They cannot be included on the invoice unless the line amount is entered or the error corrected. To work with the invoice lines: 1. Add information for each line that you want to include in the invoice, especially the Line Amount for each line. When Normally Create Invoice Lines from P/O Lines is set to Y in A/P Tailoring, the Include box defaults as checked for a line when it meets all the following criteria: a. The job, work order, or equipment associated with the line is Active. b. Receipts have been entered against the P/O line. c. The corresponding P/O line has not been liquidated. d. The corresponding P/O line has not been fully invoiced. However, the line will not be included if the invoice line amount is zero. 2. Correct any errors that prevent a line from being included. 3. Click Include Lines to place a check mark in the Include box for all lines that are not marked with red. 4. Click Exclude Lines to remove the check mark from the Include box for all lines. 5. Click on the Include box for a line to include it or exclude it from the invoice on an individual basis. 6. Press the Ctrl-A keys to remove or re-add the checkmark to all lines that are not marked in red. Construction Industry Solutions, 29 Jul 2008 Page 5 of 6

6 Figure 2: A/P Invoice with Lines Generated from P/O lines Construction Industry Solutions, 29 Jul 2008 Page 6 of 6