Accounts Payable – Entry screen
The A/P invoice entry program has two sections: a header and a detail that shows the description of the charges. The header has 5 sections, each one containing a piece of information. The section on top has the control number field, the invoice type, the company under which the invoice has been or is going to be created and the period, which defaults to the current period. Next, you will find the section of the vendor information, with its number, name and location. The next little section contains the information of the date in which the invoice was created, the terms, the due date that is calculated based on the terms of the vendor and the desired currency.
Then you will find the fields showing the job, the Bill of lading and the invoice numbers (this invoice number is the invoice of your vendor). The program automatically assigns the G/L account and it is taken from the accounts payable number that was assigned in the accounts module in the company set-up program.
The last section of the header is used to assign the user that is approving the invoice and whether it is approved for posting or not. It also determines if the invoice can be paid or not by the override options.
The detail of the invoice contains a detailed description of the charges, the respective accounts, the department, and the amount. The last column shows whether the line item is posted or not. When one of the line items is highlighted a more detailed description appears in the section below.
On the bottom, the window shows the username, the station, the company and the security level of the user
At the moment of creating the invoice, all the header section fields have to be filled out. There are some fields that have additional lists that can be accessed and information can be selected from them. They are sort of reminders. These fields will show a little hand, when the mouse is on them. It is the case of the Job number and invoice fields
The user can pick the payable department and the program will associate this number to the vendor that is being used. The next time that this vendor is used, the program will remember the department number and will assign it for you. This can be changed, even if the invoice is posted, as long as the user has a high security level
At this point the system will assign the next available control number.
In the detail, the description field can be populated manually or by selecting the charge\concept from the dropdown list. If a concept is selected, it will automatically assign the account that was assigned in the charge setup table. If it requires a department an additional window will open Then assign the amount. In the bottom of the screen you will find more specific information about the entry you just made.
Use the menu and the icons on top to open other invoices, to print, to save changes, to Find invoices to tile and organize the windows that are open, or to exit.
To post an A/P invoice, click on the corresponding option. It will open an additional window to select the period. In order to post an invoice, the user to approve and Approved for posting fields must be populated and selected, respectively. To approve a set of invoices, the A.P Invoice approval screen may be used
To post a batch of invoices, there is a post program under the Accounts payable menu, which will allow you to post several invoices at the same time, as long as they belong to the same period.
The copy invoice option is very useful if for example the same invoice needs to be entered on a weekly/monthly basis. Notes can also be added, the same way it does in the Accounts receivable invoices
To print manual checks, click on the button that says Pay invoice. This will call the printing checks option and it will show as paid, once the check is cut. Another way to pay multiple invoices is through a Prepare cash requirement procedure
The invoice has an Audit as every
other program in
All the option can be found under File and the other options of the menu