A/P → Invoices
The AP Invoice Entry option records and stores vendor invoices for processing. The entry process is efficient and comprehensive, featuring effortless data retrieval and automated population features throughout the entry process. Valid values from the corresponding master files (vendor information, payment terms, and GL account numbers, etc.), as well as production-based purchase information, are easily retrieved into the invoice file during processing. Upon completion, invoice information is immediately recorded and available for further processing, tracking, and reporting. All associated transactional files including GL balances, costing values, 1099 records, and vendor activity files, etc., are updated to reflect the entries.
There are preferences available which can be accessed via the Prefs button on the A/P invoice form. There is an option to set the terms code as required as well as settings to override the G/L distribution for finished goods and raw materials with the Inventory, W.I.P, or C.O.G.S accounts.
The invoice entry form provides a variety of selection options associated with the invoicing vendor; the user may create independent (non-production) invoices or link invoices against production documents for payment tracking, style costing, materials costing, etc. In addition, the invoices may be paid and stored under a foreign currency if applicable.
Vendor: Vendor Code associated with the Invoice (required).
Invoice No.: User-defined invoice number entered by the user up to 15 characters (required). The system will only allow the invoice number to be used once for the specified Vendor. The system will display a message if the invoice number already exists for the selected vendor.
Invoice Date: Invoice document date associated with the entry (required).
Inv. Against: Invoice Type. The Invoice Against field offers multiple options for processing invoices. The default option, Non-PO or Cut, is used for standard non-inventory related transactions (i.e., supplies, services, etc.). The remaining options (PO-Raw Material, Cut/PO-Finished Goods, Receipt Index, Shipment, and Work Order) are associated with production related invoicing.
Division: Division Code associated with the invoice document (required).
Packing No.: Packing number reference field assigned by user up to 15 characters(optional).
B of L No.: Bill of Lading number reference number assigned by user up to 20 characters(optional).
Factor #: Factor Number associated with the document (optional - as applicable).
1099: The 1099 Check Box, located at the top right portion of the screen, automatically flags an invoice as active for all Vendors set up for 1099 activation and data generation. The user may remove the check mark to exclude an invoice from 1099 program inclusion if necessary.
Note: The inclusion or exclusion of vendor invoices from 1099 data generation has no impact on single check payments when combining invoices for payment. The system will extract only the data relevant to the program when generating the 1099 data records.
Period Date: Period date for the Invoice entry (required). The system will default this field to the Invoice Date if bypassed.