Creating and Modifying Vendor Invoices

This section will instruct you on the minimum that is required to enter a Vendor Invoice. The first thing that needs to be done is to click the ADD button located in the bottom left of the form. Doing this will clear any information that is already on the form and prepare it for the entry of new information. Please follow the steps outlined below to enter a new Vendor Invoice.

2.	To create a vendor invoice against 1 purchase order, select the purchase order from the Purchase Order No box.

3.	To create a Vendor Invoice against multiple purchase orders, select the vendor from the vendor name drop down.

a.	The drop down list for vendors is limited to showing only vendors that have open purchase orders. To create a vendor invoice for a vendor that may not have a purchase order against them,

select the check box to the right of the vendor name before selecting a vendor name. This will load a list of all vendors within the system.

4.	Select either a ‘Vendor No.’ that relates to the Invoice to be entered, or the ‘Purchase Order No.’ that relates to the Invoice to be entered.

5.	Ensure that the ‘Terms’ are correct, and change the date if required. (The date will always default to the current day’s date).

The Vendor Name and Vendor Contact will fill in with the appropriate information depending on what ‘Vendor No.’ or ‘Purchase Order No.’ was chosen in the header section.

There are two fields in this tab. They are labeled References, and Comments. These are text fields that can be filled in with any information of your choosing.

This section will automatically fill in with information on all receipts that exist against either the Purchase Order, or Vendor that was chosen in the Header section.

•	There may be more items listed here than you want to apply to the invoice. Set all the line items that are not to be invoiced to ‘No’ in the ‘Include’ field by removing the checkmark.

•

Scroll to the right until you come to a series of fields that are highlighted in yellow. Any changes that need to be made to the ‘Invoice Quantity’, ‘Unit Cost’, ‘Freight’, ‘Unit Discount %’, or ‘Unit Discount Amount’ can be made in these highlighted fields. Once any changes are made you will see that the last highlighted field, ‘Extended Cost’, recalculates itself to reflect the changes.

•	Scroll through the rest of the fields and ensure that the information is correct. (The field “Std Cost in Source” is calculated as the source cost times freight, duty and overhead factors)

The ‘Miscellaneous’ tab contains similar fields to the ones contained within the ‘Purchase Order’ Tab. Any items that you would like to add to the Invoice that were not on the original Purchase Order can be done here.

All of this information is automatically calculated by the system. Simply review the data to ensure that it is correct.

Once a Vendor Invoice has been approved it is not possible to edit it as all the fields have been locked out. However it is possible to un-approve a Vendor Invoice to allow changes to be made to it. To do this, simply click on [Tools|Unapprove].

After completing your changes make sure that you re-approve the Vendor Invoice. If you have already batched the Vendor Invoice through Day End Processing the system will not allow you to un-approve the Invoice. Any changes that need to be made must now be done so within your accounting system.

After a Vendor Invoice has been un-approved, simply choose it from the drop down-menu in the upper left hand corner of the Vendor Invoice form, and then make any changes necessary.

A Vendor Invoice should not be deleted unless absolutely necessary. It is always better to try and fix a Vendor Invoice through editing rather than delete it. If it is imperative that the Vendor Invoice get deleted then do so simply by clicking on the [Delete] button, which is located in the bottom left hand corner of the form.

It is possible to change the tax groups that are being applied to the entire Vendor Invoice by clicking on the ellipse button in the footer section next to the label ‘Taxes’. This will bring up a form from which you can adjust the Invoice Tax Groups.