Accounts Payable/Invoices

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Contents 1 Supplier Invoices 2 Invoice Status 3 Invoicing Orders vs Invoicing Shipments 4 Editing an Invoice 5 Paying a Vendor Invoice 6 Printing an Invoice 7 FAQ

Supplier Invoices

You will come to this section when you've received an invoice (mailed, faxed, or emailed) from the supplier.

At this point, you will compare the incoming (paper) invoice to the PO, which will allow you to revise the PO, adjust supplier pricing in a vendor catalog, or contact the vendor to clarify pricing on the invoice.

The Invoice icon on any screen will give you a chance to edit or adjust what we have on screen to match the paper supplier invoice.

Figure 4-46 You may do this on any of the following screens

1. On your Home Screen (If your Preferences are set to allow it)
2. Accounts Payable > Shipments
3. Accounts Payable > Suppliers > Particular Supplier > Shipments Tab
4. Accounts Payable > Purchase Orders
5. Accounts Payable > Invoices
6. Suppliers > Particular Supplier > Invoices Tab

When you click an Invoice Icon, or click New Invoice on any screen, you will see the New Invoice screen below:

Figure 4-47

Invoice Status

Many screens allow you to filter invoices by status:

• All - shows all invoices regardless of status
• Not Posted - invoices that may have been started and saved but which have not been posted
• Due - compares the invoice due date to the system date; invoices not yet due are in black text
• Overdue - invoices due or overdue are flagged by red text in the due date
• Open - invoices that have been entered and posted but not yet paid
• Closed - posted and paid

Invoicing Orders vs Invoicing Shipments

You may notice that there is an Invoice icon attached to each order, but there is also an Invoice icon attached to a shipment. Which one should you use?

The invoice attached to an order will generate an invoice for the order. The invoice icon attached to a shipment will generate an invoice for the shipment. The two invoices will be identical if there is only one complete order on one shipment. A shipment may contain several orders, or parts of several orders; a large order may be spread over several shipments. Either case will result in different invoices, but you should be able to tell whether a vendor invoice is for a particular order or a particular shipment, and act accordingly.

• As long as the invoice is started using one of these two buttons, pERP can track it back to the order.
• The shipment invoice is the one that will contain indirect costs such as freight, brokerage fees or whatever.

Figure 4-48 The upper section of an Invoice screen

• Our Reference - This is created by the system. Normally, the invoice number is similar to the PO number. You might have PO-KIN001-00058 and INV-KIN001-00058, for example.
• Supplier - Clicking here will take you to the supplier card (to edit) - Tip: right click on this and choose Open in New Tab. This will keep the invoice open while you work with the supplier record in a new browser tab. Just close the Suppliers browser tab when finished. Having too many browser tabs or windows open will confuse both you and pERP.
• Contact - This is autofilled from the Addressbook. If you have more than one address card for this supplier (a shipping desk and a salesman, for example), you should choose the right contact in this field.
• Bill Date - Set this field to the date of the invoice you have received from the supplier
• Due Date - Set this field to the due date of the supplier invoice.
• Comments - You can add a short comment here. If the field is too small, there is a drag handle in the bottom right corner that you can use to resize the field.
• Their Reference - fill this in with the supplier Invoice Number
• Payment Terms - this should be autofilled from the supplier record, but if a particular invoice has special terms, you can select from the list of available payment terms.
• Currency - this should again be autofilled from the supplier record. If it is not accurate, be sure to correct the supplier record.
• Exchange - this field is not labeled; it is the box to the right of the currency field. In the figure, we are paying in CAD so the exchange is 1.000. If the payment were in another currency, there would be a default exchange rate here. You would be able to edit this to the current exchange rate if so instructed by your manager.
• Bill To Address - Set in A/P Preferences?

ONCE THE INVOICE IS POSTED, IT CAN NO LONGER BE EDITED. 
DO NOT CLICK [SAVE AND POST] UNTIL YOU HAVE COMPLETED ALL PARTS 
OF THE INVOICE SCREEN AND REVIEWED THEM CAREFULLY FOR ACCURACY.

Figure 4-49 The middle part of an Invoice screen.

The search bar should perform as expected for a long invoice. For details, see "Getting Started in pERP".

• Quantity - This field shows the number of this item received according to other records in pERP. You can edit this field, but probably should not without checking with Receiving.
• Description - This is what was ordered in the Purchase Order. You can edit this field, but probably should not. If the printed invoice from the supplier contains a different item, you will have to chase down the reason for the discrepancy.
• Unit Price - This is the expected price for this item according our inventory records. If the invoiced price differs (perhaps Purchasing made a special deal?) you can change the price, but you'll want to check with the supplier and/or the purchaser.
• Line Price - This is a calculated field. If you change either Quantity or Unit Price, this should recalculate immediately. You cannot edit this field.
• Account - At some point, somebody knowledgeable should have set this field to the correct account in the Inventory card for that stock item. If it's not correctly set, you can override it here.
• [X] - Managers may have the authority to delete an item from an invoice. Your screen may not have this icon.
• Total - A calculated field that is the total of all line items, including taxes where applicable.

Figure 4-50 The bottom section of the Invoice Add Line Bar - this section allows you to pull items from other purchase orders or to enter items manually. Add Line From Order - click this button to see all items on order or backorder from this supplier. This will open another window as shown below.

Figure 4-51 "Add Line From Order" Window Enter the invoice quantity for any items from the list, then click Add.

If nothing in the list is on the paper invoice, click Cancel

• Calculate Taxes - After you have added a line, whether from another PO as above or manually as described below, you may need to click this button to recalculate the taxes
• Quantity - For a manual line entry from a paper invoice (shipping charge, fees?), enter the number of items here.
• Description - Add a description of your manual entry here
• Unit Price - Add the unit price of the manual entry here
• Line Price - This field should calculate automatically. You should not be able to enter characters in this field or click to move the cursor into the field
• Account - Select the account for the manually added item
• Add Line - After you have checked that all the other fields are correct, click this button to add the line to the invoice.

CANCEL - As always, click this to exit the invoice without making any changes. Any edits made to the screen will be undone and will not be saved.

When you click Save & Post, the invoice is entered into the General Ledger as a bill from the client. It is now set as an amount we owe.

As of the date of this document, pERP allows you to save an invoice repeatedly.  

Editing an Invoice

[needs to be redone]

The image shows outstanding invoices. These represent shipments that have been received and are due to be paid. If the shipment has not been received, you should not see an invoice for it unless it was to be prepaid.

The search bar at the top will help yo find your way through a lengthy list.

Clicking on the Invoice number in the leftmost column will open an Edit Invoice screen if you are authorized. If not, it will open the invoice in a view-only mode.

<IMAGE of Edit Invoice page>

Clicking the Supplier name will open the Edit Supplier page if you are authorized. This can be hand if you've noticed something wrong with the invoice, such as the wrong currency used.

Clicking the Purchase Order number opens the Edit PO window. If the PO is complete, all information fields will be disabled. The comment box will highlight if you click in it, and you may be able to add a comment at this stage; however, if there is no Save button it means you do not have authorization for this and all you can do is view the data.

The Due Date is the date the invoice is to be paid according to the payment terms set in the Supplier record.

Paying a Vendor Invoice

Printing an Invoice

This is under A/P > Reports. <more>

FAQ

How do I see all the posted invoices for a given supplier?

You currently do this by going to A/P > Invoices.

1. Put the supplier number in the search field and click search. There are all the invoices for that supplier.
2. Set the status filter to Open (Posted and unpaid). The result displays all invoices for that supplier that have been posted and not paid, which is probably what you're looking for.
3. Set the status to Closed for posted and paid invoices for that supplier. If necessary, you can click on the invoice number to get the details of payment (transaction number and/or cheque number etc.).

It appears that a PO which has been received, can still be edited. Is that a good idea? Shouldn't a completed PO to be closed off to further edits and saves?

A PO is not completed until all lines on it have been completely received and fully invoiced. Various parts of it can be changed before that time.

• Once a line on a PO has been received, the item and quantity cannot be edited, but the unit price may be changed until that line has been invoiced (the purchasing dept. would call the supplier to discuss and correct any variation between the price on the PO and the price on the invoice.)
• A line can be removed from the PO before the line has been shipped or invoiced. Once the line is either shipped or invoiced, it can no longer be removed from the PO.
• A line can be changed or edited (amount ordered, item ordered, unit price) until the line has been received or invoiced.

I am trying to generate an invoice report in AR and it won't work. I let it sit there for about ten minutes and the system won't let me log out.

You may have to shut down your web browser to get out. What's happened is likely that there were two reports in a row jammed up in the report generator. Make sure not to double click, and make sure not to run reports too fast in succession too. [This may be related to server speed as well as number of users trying to access the report generator???]

Invoices_and_Payments