Use the Permanent Invoicing routines to quickly and easily process invoices for purchases or bills that are for the same dollar amount every month. You may find it handy to create permanent invoices for bills such as rent or vehicle payments. The Permanent Invoicing consists of routines to maintain permanent invoices, change the invoice dates for all permanent invoices, print an invoice transaction journal, and post the permanent invoice transactions to the appropriate files. Note: The Permanent Invoicing routines are separate from Standard Invoicing. Follow the steps outlined below to enter and process permanent invoices. 1. Create Permanent Invoices using Permanent Invoice Entry The first step is to enter your permanent invoices. Note: Once the permanent invoices are created you simply globally change the invoice dates with the Change Invoice Dates program to qualify the permanent invoices for payment. There are two sections to the Invoice Entry Window as shown below: Invoice Header Panel Invoice Detail Panel Note: Use the Tab key to move from field to field within each panel or section. Press [Enter] to move from section to section and make entries. Northern Data Systems, Inc Support Bulletin SB2013-0130 1
Entering the Invoice Header Information Follow the steps below to enter the invoice header information. Invoice Header Prompts Batch Code Enter the user-defined code for your batch, if applicable. Or, if you do not use Batch Entry, press [TAB] to skip to the Vendor Number field. (Up to 5 characters) Vendor Number Enter the Vendor Number for this invoice. (6.0 numeric) Notes: The vendor name displays for your reference. To search for a vendor number, click Search. Or, to create a new vendor, click Fast Access Maintenance. Invoice Number Enter the invoice number for the invoice you are entering or press [ENTER] to automatically assign an invoice number for you. Notes: If you enter an invoice number, press [ENTER] or click Retrieve to move to the Invoice Date and other invoice header fields. To look up any invoice transaction entered for this vendor, click Search. Or, if you have not entered a vendor, you can search on all invoices currently in the invoice transaction file. To complete your entries, click Retrieve or press [ENTER]. The other invoice header fields will become active and you can begin entering. Invoice Date Enter the invoice date. (mmddccyy) Invoice Amount Description Enter the total amount of the invoice. (-8.2 numeric) Note: If the total has not yet been calculated because there are multiple lines for the invoice and you want to pull the invoice total once the detail has been entered, press [TAB] to skip this field. Once the detail has been entered and a total is calculated, which will appear at the bottom of the screen as Balance, you can click Header to return to this field. If you try to complete the invoice and the Balance on the invoice is not 0, a warning message displays to alert you that the Invoice Amount does not equal the total of all the detail line amounts. Enter the description for this invoice, or press [TAB] to skip. (Up to 30 characters) Check Number If this is a prepaid invoice, enter the check number for the payment already made. If this is a reversal of an invoice (a negative prepaid), enter the check number used for reversals (ie: 999999). (8.0 numeric) Northern Data Systems, Inc Support Bulletin SB2013-0130 2
Status To accept the default status, press [TAB]. Or, you can change the status to be: R = Released, this invoice will be prepared in the A/P Check file if its due date falls on or before the due date entered during the Prepare Checks routine. H = Held, this invoice will not be prepared in the AP Check file until it s status is changed to Released. P = Prepaid, the invoice will be brought into the A/P Checks file the next time the Prepare Checks routine is run to post the invoices to the vendors and accounts, but a check will not print, as the invoice has already been paid. P = Prepaid if this is a reversal (a negative prepaid). Tip: To maintain the default Status, set the Inv Entry field during Company Control Options Maintenance. W/H Taxes Displays the default vendor W/H Taxes setting as a reminder to withhold taxes or not. When all header fields that are applicable, have been entered, to commit the header and move on to the detail, click Save or press [ENTER]. Note: If a purchase order is to be distributed for this invoice, press [TAB] to move to the PO Number field. Once the PO Number is entered (the search of the Open Purchase Orders is available from this field), the PO fields will fill in. You will have to set the Complete/Partial Code to indicate whether or not the whole purchase order will be applied to this invoice. When the PO fields are complete, press [ENTER] or click Save, to commit the header and move on to the detail panel. Entering Invoice Details Follow the steps below to enter the invoice detail information. Northern Data Systems, Inc Support Bulletin SB2013-0130 3
Invoice Line Details Prompts Line Displays the number of the line being entered and is automatically generated as 1 for the first line item and increases by 1 for each line. New displays while you are entering the line. When you click Add, the Line number is assigned. You can use line to identify detail lines in the Invoice Line Detail Inquiry. Line cannot be edited. Reference Enter a reference for this detail line, if applicable. (up to 30 characters) Account Number Entry Options: To accept the vendor's default account number, press [TAB]. Or, enter another valid general ledger or appropriations account number this detail line should be paid from. (8.0 numeric) To search for the account number, right-click in the Account Number field and from the shortcut menu select either general ledger or appropriations account to search. If the invoice is applied to a purchase order, the account number displays from the purchase order and cannot be edited. Dist Amount Enter the dollar amount for the invoice detail line. (-7.2 numeric) 1099 Code To accept the vendor s default 1099 code, press [TAB]. Or, you can click to select another choice in the drop-down list. Due Date Status Dist Amount Enter the date the invoice amount is due. (mmddccyy) Tip: This date will be used when the A/P Prepare Checks routine is run to determine whether or not this invoice will be prepared into the checks file for payment. To accept the default invoice status maintained in the invoice header, press [TAB]. Or, click a new status for the invoice. Enter the dollar amount for the invoice detail line. (-7.2 numeric) To complete your entry, click Add or press [ENTER]. Keyboard shortcut: [ALT + a] Note: If additional detail needs to be entered to complete the invoice distribution amount, the New button becomes active. Press [ENTER] or click New to begin entering the new invoice detail line. To enter another detail line for this invoice, click New or press [ENTER]. Keyboard shortcut: [ALT + n] Note: If the invoice is not completely distributed, New is active. When you have finished entering the detail lines and the Balance is zero, the following message displays: Northern Data Systems, Inc Support Bulletin SB2013-0130 4
Invoice completely distributed To complete the invoice entry and commit the transactions, click Done. Keyboard shortcut: [ALT + o] Completed Invoice Example: 2. Change Invoice Dates Use Change Invoice Dates to change the invoice and due dates on all of the permanent invoices. After selecting Change Invoice Dates the following window displays: Northern Data Systems, Inc Support Bulletin SB2013-0130 5
Change Invoice Dates Prompts Invoice Date Enter the Invoice Date for all of the permanent invoices. Due Date Process Enter the Due Date for all the permanent invoices. This is the date the invoices are due to be paid. To change the invoice due dates, click Process or press [ENTER]. Keyboard shortcut: [ALT + p]. To cancel the routine and close out of the window, click Cancel. When the Change Invoice Dates has completed, the following displays: Completion To close the window, click OK. 3. Print the Permanent Invoice Journal Use the Permanent Invoice Transaction Journal to list all of the permanent invoices that you have. Use the journal to verify the invoice transactions have the correct invoice and due date before running the Invoice Post. After selecting the Permanent Invoice Journal, the following window displays: Note: Maintain a copy of the Permanent Invoice Journal for a complete audit trail. Northern Data Systems, Inc Support Bulletin SB2013-0130 6
To print the journal, enter the following: Invoice Journal Prompts Report Type To select a Report Type, click a choice in the drop-down list. Detail Report provides invoice detail for each invoice Summary Report provides invoice summary information Northern Data Systems, Inc Support Bulletin SB2013-0130 7
List Batch Codes Included Print Liquidated PO Totals? To report all batch codes, leave blank. Or, to report a list of batch codes, enter the first batch code and then click Add. Continue entering in this way until you have entered all batch codes to report. To print liquidated purchase order totals, click to select the box. Or, to omit printing liquidated purchase order totals, leave this box blank. To accept your entries and proceed with report selections, click OK or press [ENTER]. Keyboard shortcut: [ALT + o] Report Writer Sort Options Review the Report Writer prompts and make changes if applicable. Note: For more information about using the Report Writer, refer to the WebHelp. Printer Displays the default printer number for the report. To edit, enter another printer number. To begin printing the report, click OK or press [ENTER]. Keyboard shortcut: [ALT +o] Invoice Detail Journal Example: Northern Data Systems, Inc Support Bulletin SB2013-0130 8
Invoice Summary Journal Example: 4. Run Permanent Invoice Post Use the Permanent Invoice Post to finalize the invoicing process and to update the appropriate files with the invoice transactions. Make sure you have printed the permanent invoice journal before running this routine. After selecting Permanent Invoice Post, the following window displays: Note: Maintain a copy of the Permanent Invoice Post Summary for an audit trail. Northern Data Systems, Inc Support Bulletin SB2013-0130 9
To run the Permanent Invoice Post, enter: Permanent Invoice Post Prompts Have you printed the invoice journal? GL Period Printer To indicate that you have printed the invoice journal, click to select the box. To specify the GL Period to post the permanent invoices to, click a choice in the dropdown list. To accept the default printer assigned to print the summary, press [TAB]. Or, enter another printer number. To begin, click Post or press [ENTER]. Keyboard shortcut: [ALT + p] Permanent Invoice Post Summary Example: Northern Data Systems, Inc Support Bulletin SB2013-0130 10
5. Steps for Correcting Invoices You have two options for correcting invoices: Before you run Permanent Invoice Post you can correct unposted invoice transactions After you run Permanent Invoice Post you can correct posted open invoices Note: An invoice transaction is an invoice that has been entered but has not posted to the Open Invoice file during the Permanent Invoice Post. An open invoice is an invoice in the Open Invoice file that has been entered and posted during the Permanent Invoice Post. Correcting Unposted Invoice Transactions Follow these instructions to correct unposted invoice transactions. Note: If you edit or delete invoice transactions, reprint the Permanent Invoice Journal for a complete audit trail. 1. From Permanent Invoice Entry, enter the invoice number to edit or delete. Tip: You can find the invoice number on the invoice journal. Or, to search for the invoice, click Search Entry. 2. To edit an invoice detail line: a. Click Detail. b. Edit the invoice information. to the left of invoice number in Invoice c. Then, click Done to complete the edits. 3. To completely remove an invoice transaction: a. After recalling the invoice, click Delete. b. The following window displays: c. Click OK to continue. The invoice information is deleted and the cursor returns to Batch Code for the next invoice entry. 4. Reprint the Invoice Journal to proof your entries. Northern Data Systems, Inc Support Bulletin SB2013-0130 11
Correcting an Open Invoice To reverse an open invoice that is incorrect you will enter a negative prepaid invoice during Invoice Entry and then post it through. This means the original invoice will still be in the Open Invoice file, but the negative prepaid invoice will cancel the invoice balance and the vendor net balance will be 0. To reverse an open invoice by entering a negative prepaid: 1. Select Invoice Entry and enter the batch code. 2. Enter the same vendor number. 3. Assign a new invoice number. 4. Enter the same invoice date. 5. Enter a negative (-) invoice amount. 6. Enter the check number. 7. Enter P for the status. 8. Enter the detail lines 9. To complete the entries, click Done. 10. Print the Invoice Journal and run the Invoice Post. Northern Data Systems, Inc Support Bulletin SB2013-0130 12