Purchasing-A/P Topic: Purchasing Services
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- Reynold Mosley
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1 Purchasing Solutions Unit: Purchasing-A/P Topic: Purchasing Services At the conclusion of this exercise, you will be able to: Perform the steps to purchase a service with a purchase order Process vendor invoices for services without a purchase order Set up recurring A/P invoices In this exercise, you create a purchase order for a web design service. When the services are provided, the vendor sends an invoice. You create an A/P invoice to pay the vendor. An invoice for electricity arrives from a new utility. You create an A/P invoice for this service. Since the utility is a new vendor, you create a vendor master record. Rent for the office is due monthly. You set up a recurring service invoice to pay the monthly rent. 4-1 You have spoken with your vendor, V23000 about providing web design services. Create a purchase order document and enter the vendor number. Change the Item/Service Type to Service. Enter a description for the service and choose the appropriate G/L account number for the service. Enter 2000 as the price for the service. Choose Purchasing-A/P Purchase Order Vendor Item/Service type Service Description G/L Account Number V23000 Service Total Price 2000 Web Design Services Use an account such as miscellaneous expenses
2 Add the purchase order. Purchase Order Number: The services have been provided and you received an invoice from the vendor. The invoice number on the vendor invoice is 187 and the invoice date is yesterday. Create an A/P Invoice to pay for the service received. Choose the vendor from the list of vendors. Then enter the invoice number in the Vendor Reference Number field. Enter today as the posting date. Change the document date to match the vendor s invoice date. Choose Purchasing-A/P A/P Invoice Vendor V23000 Vendor Ref. No. 187 Posting Date Today s date Document date Yesterday s date Which setting should always be verified before copying from a purchase order? Why? The Item/Service Type field setting should be checked to ensure it matches the item/service type on the purchase order. Service must display in the Item/Service Type field in order to copy from service purchase orders. If item is chosen in the Item/Service Type field, you can only copy from item purchase orders Copy rows from the purchase order you created earlier. Choose Copy from. Choose Purchase Orders. Choose the appropriate purchase order from the list by double-clicking on the row. Note: If you do not find the purchase order on the list, check that Item/Service Type field is set to Service. Accept the default values in the Draw Document Wizard by choosing Finish.
3 4-1-5 Which field in the A/P Invoice should match the total on the vendor invoice? The Total Payment Due field should match the total due on the vendor invoice Save the A/P Invoice. Choose Add. A/P Invoice Number: Accept the system message by choosing Yes. 4-2 You receive a utility bill from a new energy vendor for the amount of for your main office. Create a non-po invoice for the utilities. Choose Purchasing-A/P A/P Invoice Create the vendor from the Vendor Code field. Choose the selection list icon in the Vendor Code field. From the List of Business Partners window, choose New. Enter the following values: Vendor Code Name V29000 Southwest Energy Go to the Addresses tab. Enter a Pay-to Address of your choice. Then choose Add. A/P Invoice Number: For the vendor reference number, create an abbreviation that identifies the invoice to you, such as a combination of month, year and location where the electricity was provided. Vendor Ref. No MMYY-MainOffice Enter the current date for the posting date and enter the date from the vendor invoice (the last day of the previous month) for the document date.
4 4-2-4 Enter information about the service provided in the A/P Invoice. Choose an appropriate G/L account from the list of accounts. Description G/L Account Total (LC) Save the invoice. A/P Invoice Number: Choose Add. Choose Yes. Main Office Power (Utilities account number) 4-3 You decide to set up a recurring A/P invoice for monthly payments on an annual lease. The A/P invoice should be generated on today s date Create a recurring transaction template. Choose Purchasing-A/P Recurring Transaction Templates. Enter the following information into the template. Template Type Recurrence Period Recurrence Date Start Date L1 A/P Invoice Monthly Today s date Today s Date The Next Execution field should display today s date. Before saving the template, right-click into the Doc No. field and choose the drop down icon to open the List of Documents Drafts window. Choose New to create the A/P invoice draft that will be the basis for the recurring A/P invoice transactions. Enter the following information into the draft A/P invoice.
5 Vendor Item/Service type V30000 Service Description Lease for Building 3 G/L account Total 3500 Choose Add to save the draft. Use the account for Buildings Then save and close the template by choosing Update then OK Set the Recurring Transactions window to appear when you log in. Choose Administration System Initialization General Settings. Choose the Services tab. Select the check box Display Recurring Transactions on Execution. Choose Update and then OK Execute the recurring transaction scheduled for today. If you log off the system and log back in, you will see the Confirmation of Recurring Transactions window appear. The other option is to choose Purchasing-A/P Recurring Transactions. Select the recurring transaction for today. Choose the link arrow to review the A/P invoice draft document. Choose Add to execute the transaction. Confirm the system message with Yes. Then close the Recurring Transactions window.
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