Invoice Entry. Field Descriptions. A number used to identify the batch. This number must be unique for each user. Batch

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1 Invoice Entry Objective The Invoice Entry screen allows the entry of invoices, credit memos, wire transfers, and direct disbursements in batch mode. When batches are complete, they are proofed, posted, and released. Procedure To access the Invoice Entry screen: 1. Select Financials. 2. Select Accounts Payable. 3. Select Invoice Processing. 4. Select Invoice Entry. Field Descriptions Batch A number used to identify the batch. This number must be unique for each user. Accounts Payable Page 1

2 Effective date Year/Period Fund Cash account Warrant/Check Run Due Date Invoice count Amount total Vendor hash Released The date the invoices affects the general ledger. The default value is the current date. The fiscal year and period for the batch. A default value will be entered based on parameters on the GL Parameter screen. The year may be current, next or last year if yearend closing has not occurred. If entering last year, the program will automatically enter period 13. The default value for the fund. Expense accounts for any fund may be used and the cash account may be changed during Invoice Entry/Proof. The cash account to be used to pay these invoices. This will default in based on the account entered on the Fund Attributes screen for the fund number entered above. The account can be changed here or during Invoice Entry/Proof. The warrant number is another identification for the batch. It is an optional eight character, alphanumeric field. This is the date that invoices are to be paid. This will become a search key when selecting invoices to be paid on a specific check run when the warrant number is blank. The default value is the date the invoice is entered. The number of invoices in the batch. This is automatically calculated and should be used to verify data entry. The total dollar amount of the invoices in the batch. This is automatically calculated and should be used to verify data entry. The sum of all of the vendor numbers. This can be used as a control total to verify data entry. This identifies that the batch has been released and ready for processing. Functions Add Batch This will display a blank screen so a new batch may be added. Accounts Payable Page 2

3 View Batch Resume Release Output Post Warrant/Check Run Pst Sort Invoice Find Quick Entry Group Entry Change Yr/Per Single Check Voucher Print Update Warrant This function will display the entries in an existing batch. Will display the first invoice in the batch and allow the user to continue data entry in the batch. Indicates that the data entry for the batch is complete and ready to be posted and processed. At this point, the general ledger totals are updated, but journal entries are not created. This will verify the data entry and create the journal entries in the general ledger. This will post all batches keyed under a specific warrant name and generate one journal entry to the appropriate accounts payable account for the check run. Select the sort sequence for invoices on the invoice proof report. The options are Voucher/Order of Entry, Vendor Number, Vendor Alpha, Vendor Type. Search for a specific invoice by vendor, document or invoice number. Add a batch with the Quick Entry screen. This screen uses the most commonly used fields for faster data entry. Presents a data entry screen to allow the paying of multiple invoices against the same purchase order. Changes the year and period on selected invoices. Displays the data entry screen for the entry of an invoice for the immediate printing of a single check. Prints a listing (one page per invoice) of all invoices in the batch. Updates the Warrant number on the invoices in the batch. Accounts Payable Page 3

4 Field Descriptions Year PO Receiving Open Amount Contract Vendor Remit DBA Terms The year to which the invoice should be applied. The purchase order number which corresponds with this invoice. The system will liquidate the purchase order amount appropriately. When receiving information is on file for this purchase order, this folder will be yellow and clicking on the button will display the receiving information. This applies to those districts using the receiving module only. The amount still avaialble on the purchase order. This is not used. The vendor number. This number is assigned when the vendor is added on the Vendor Maintenance Screen. Identifies the remit address that will be printed on the check. If no remit address is on file, the value will be 0. If vendor has a DBA, this will automatically populate. The terms for the vendor as defined on the Vendor Maintenance Screen. This is automatically populated. Accounts Payable Page 4

5 Address C/S/Z Document Invoice Gross Discount Date Discount Basis Discount % Net Amount Payment Method Chk/Wire Number Chk/Wire Date Description The address, including city, state and zip code, for the vendor. This is automatically populated. A 12-character, alphanumeric identifier for the invoice. The 20-character, alphanumeric invoice number. The special characters of dash and period are accepted in this field. The total amount of the invoice, excluding any discounts or freight charges. Key a negative number to enter a credit memo. The date by which the invoice must be paid in order to receive the vendor discount. This date must be entered to use the Discount Basis and Discount Percent fields. The amount of the invoice eligible for the discount. This is only accessible if the Discount Date is entered. The percentage that is discounted. This will default to the percentage keyed for the vendor on the Vendor Maintenance Screen, but can be changed for the invoice. This is only accessible if the Discount Date and Basis is entered. The Gross Amount minus any discounts. This is automatically calculated. Indicates the type of payment for this vendor: direct disbursement, wire transfer, electronic fund transfer (EFT), paper check (Normal), single check payment, active card integration (ACI) transfer. The check or wire transer number if the payment method is a direct disbursement or wire transfer. The check or wire transfer date if the payment method is a direct disbursement or wire transfer. The general description of the invoice. Accounts Payable Page 5

6 Status Voucher Warrant or Check Run Invoice Date Received Date Due date Deptartment Work Order WO Task Allocation Requistion Liq Method The current status of the invoice. A = Active H = Hold T = Waiting Three-Way Match The voucher number for the invoice. This is the only mechanism for sorting the invoices by order of entry. The warrant name for the invoice. This will determine the check run in which this invoice will be included. The date of the invoice. This will default to the current date. The date the invoice was received. This will default to the current date. The date the invoice is due. This will default to the current date. The ordering department or location associated with the invoice. This will default to the department associated to the purchase order, when liquidating a PO. This is not used. This is not used. Identifies what Allocation Code to use to distribute the net amount of the invoice. The Allocation Codes are established using the Allocation Code File Maintenance screen. The requisition number associated with the identifed purchase order. This is automatically populated. Indicates the type of liquidiation method: Account Manually distribute money to invoice detail lines Change invoice accounts within main display Add more accounts Line Manually distribute money to acounts Change invoice accounts by using PO Accounts screen Add more accounts Accounts Payable Page 6

7 Sep Check Include Documentation Comments Line Tells the system to print a separate check for the invoice. Indicates that documentation must be sent with the payment. This allows the grouping of checks requiring documentation. Click this button to update or view comments regarding the invoice. The line item number. This is automatically populated. T The account type. This will default to E. B = Balance Sheet E = Expense R = Revenue Account PO Inv Amount The account number(s) to which the invoice amount is to be distributed. The purchase order number to which the line item is associated. The amount that is to be debited to the account. This is automatically populated with the remaining balance of the invoice The 1099 code for the invoice. This will automatically populate with the default defined on the Vendor File Maintenance screen but can be changed. A A Y indicates that the item is a fixed asset. Items marked as fixed assets are included on the Accounts Payable Asset list. Bud This will default to a 1. Total The net amount of the invoice. Functions Change Lines Quick Entry Allows the updating of the distribution of the payment to the account(s). Displays the Quick Entry screen. This screen uses the most commonly used fields for faster data entry. Accounts Payable Page 7

8 Group Entry PO Inquiry View Address Journal Info Subc Payments Presents a data entry screen to allow the paying of multiple invoices against the same purchase order. View the detail for a specific purchase order. View the vendor remit address View the journal entries created by the invoice payment. This is not used. Accounts Payable Page 8

9 Common Tasks Adding an Invoice with Multiple Purchase Orders: 1. Click the Add button or press CTRL-N. 2. Key the first purchase order number. Press F9 to get a listing of outstanding orders. 3. The vendor information, description and balance from the purchase order will be automatically populated. Key the document number, invoice number and the total amount of the invoice in the appropriate fields. 4. Press Enter or click the Accept button. 5. To add other purchase orders to the invoice a. Click the Add PO button. b. Click the Select PO button. c. Click the Select box for each purchase order to which the invoice applies. d. Press Enter or click the Accept button. 6. Click Continue. 7. To fully liquidate all of the purchase orders, click the Full Liquidate button. 8. To update the receiving, liquidation and invoice amounts click the Modify button. 9. Make necessary changes. 10. Press Enter or click the Accept button. 11. Click the Continue button. 12. Verify that the distribution and invoice information is correct on the AP Invoice Entry screen. 13. Press Enter or click the Accept button. Adding an Invoice Without a Purchase Order: 1. Click the Add button or press CTRL-N. 2. Key the vendor information, description, document number, invoice number and the total amount of the invoice in the appropriate fields. 3. Press Enter or click the Accept button. 4. Key the account number. The invoice amount will automatically appear in the amount. If distributing invoice over multiple accounts a. Key the appropriate amount for the account. b. Press Tab repeatedly until the cursor is at the next line. c. Key the desired account number. The remaining balance will automatically appear in the amount, if distributing over another account, change to the desired amount. Repeat. Accounts Payable Page 9

10 5. Press Enter or click the Accept button. Using Quick Entry: 1. Press the Quick Entry button. 2. Enter the invoices as described above. Creating a Single Check Invoice Batch: 1. Press the Single Check button. 2. Enter the necessary information as described above. 3. Press Enter or click the Accept button. 4. Enter the invoice and account information as normal. 5. Press Enter or click the Accept button. 6. Select Exit from the File menu. 7. Verify the invoice amount on the invoice header screen. 8. Click the Release button. 9. Click the Output Post button. 10. Select the appropriate report options. 11. Press Enter or click the Accept button. 12. Select the appropriate printer and click OK. 13. Select Yes on the posting confirmation dialog box. 14. On the Automated Checks screen, select Output from the File menu to print the check. 15. Click OK. 16. Click Exit on the File menu. 17. Complete the Cash Disbursement Journal to create journal entries for the checks. Accounts Payable Page 10

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