AP Invoice Entry

AP Invoice Entry

Using Entry/Edit Mode, Type ‘2/V’ to enter AP Invoice Entry mode.

Type ‘/A’ to add a new AP invoice.

 

 

Add the vendor invoice information as indicated. You can enter a plus 30 to add 30 days to the date of invoice to determine the due date.

You can enter a plus 15 to add 15 days to the date of invoice to determine the discount date.

 

 

 

Enter a prompt pay discount percentage when applicable. You can edit any of the previously entered information as needed.

Type ‘/A’ to add a system/CODIS and/or non-CODIS purchase order.

 

 

 

Enter a non-CODIS purchase order as indicated. This can be useful in adding incoming freight charges and any other charges or discounts/allowances.

Enter the vendor number.

 

 

 

Enter the surcharge/discount as indicated.

Verify or edit the information as needed.

 

 

 

Enter the surcharge/discount as indicated.

Verify or edit the information as needed.

 

 

 

Add more surcharge/discounts as needed or back up to the PO Entry level.

The AP portion of the process is complete.

 

 

 

Type ‘/A’ to add the CODIS purchase order number.

Enter the CODIS purchase order number.

 

 

 

Select the method of importing the details from the CODIS purchase order.

Since import option 3 was selected you will enter the invoiced quantity of each item.

Verify the unit cost displayed with the invoice cost on the vendor invoice.

 

 

Verify the invoice quantity and invoice cost of each item with what’s displayed.

Back up to the PO Entry level once you’ve finished verifying the previous entered information.

 

 

 

Type ‘1/C’ when you’re finished the vendor invoice.

The ‘close’ process will display pertinent information about the vendor invoice. The system performs a sanity check of the information entered to insure reconciliation parameters are maintained. If an issue exist you must identify and correct the issue before the vendor invoice can be closed and added to the receiving holding-work-batch.

 

 

Upon a ‘successful’ close the vendor invoice no longer appears in the AP Invoice Entry window.

The vendor invoice is automatically added to the FACHED and FACDET files, the same data files that contain incoming edi vendor invoices. When the ‘hourly’ edi process runs the vendor invoice will be processed and added to the receiving system hold-work-batch which may include auto-vouching of the vendor invoice.