Introduction
This section provides information and step-by-step procedures to guide you when you enter invoices, record credit memos, or process check requests. You can create an invoice from a purchase order, a requisition for a check, or by adding payee and line item information directly.
You can also enter an invoice with no line item data (with or without a purchase order), using the simplified invoice feature.
Before You Begin
Before you begin using the following procedures for creating invoices, recording credit memos, or processing check requests, remember the following:
• You can create an invoice from a submitted purchase order.
• You can create an invoice directly without associating it with a purchase order.
• You can issue a credit memo against an invoice.
• After you select a check request to create an invoice, that check request is removed from the listing of available check requests.
• Your institution must decide if the simplified invoice feature, which does not track detail line item information for each invoice, is in accordance with policy. If the feature is desired, it must be enabled by setting a macro value. For more information, see RPA Technical Manual.
• As you enter individual items against various general ledger accounts, the system monitors the total charges to each account and displays a warning message appears if you exceed the budget.
Automated Invoice Approval
If desired, your institution can set up the system so every submitted invoice can be routed through the approval process. To activate the approvals for invoices, you will need to create appropriate entries in the desired approval authorization tables. For more information on the approval process and completing the authorization tables, see Approval and Customizing the Requisitioning Processes in the RPA Technical Manual.
Process
The following list shows the general phases that take place before, during, and after processing invoices.
1. Access Invoice Entry.
2. Select the appropriate command for the task you want to complete:
• Add Invoice to create an invoice based on a purchase order.
• Add Direct Invoice to create an invoice by entering information directly.
• Add Fast Invoice to create an invoice with account information only (i.e., without line item information).
• Check Requests to process check requests.
• Credit Memo to issue a credit memo.
• Budget Review to access the Budget Review program.
3. Add or update payee information.
4. Add the invoice number received from the vendor.
5. If the invoice is based on a purchase order, select the purchase order.
6. Add or update line item information (omit this step if using simplified invoice processing).
7. Add or update account information.
8. Submit the invoice for payment.
Command to Use
The Add Invoice, Add Direct Invoice, and Add Fast Invoice commands on the Accounts Payable Direct Entry screen enable you to create invoices. You use the Add Invoice command when you want to create an invoice against a purchase order. This command instructs the program to display a listing of available purchase orders for the identified payee and form type.
You use the Add Direct Invoice command when you want to create an invoice that is not based on a purchase order. This command instructs the program to display commands and fields that will enable you to enter payee and line item information directly.
You use the Add Fast Invoice command when you want to create an invoice with no line item information (i.e., you want to process the invoice in total, rather than by the individual items that make up the total). The simplified invoice that you create can be based on a purchase order, if desired; however, a purchase order number is not required to use the simplified invoice feature.
You use the Check Requests command when you want to process check requests into invoices.
This command instructs the program to display a listing of check requests to be processed.
You select the Credit Memo command to issue a credit memo. This command instructs the program to credit the specified account for the specified amount.
Adding an Invoice Against a Purchase Order
Introduction
You use the Add Invoice command when you want to create an invoice against a purchase order. This command instructs the program to display a listing of available purchase orders for the identified payee and form type.
If you enter the Purchase Order number, the account(s) on the Account Info screen will be populated, and all you need to enter is the actual and relieved amounts for the account(s).
How to Add an Invoice Against a Purchase Order
The following lists the steps for adding an invoice that is based on an approved purchase order.
1. From the Fiscal Management: Accounts Payable/Receiving menu, select Invoice Entry and select Finish. The Accounts Payable - Parameter screen appears.
2. Define the desired parameters and select Finish. The Accounts Payable Direct Entry screen appears.
3. Select Add Invoice. The Accounts Payable Direct Entry screen appears in the Add Invoice mode.
4. Enter the required information on the invoice header:
• Payee ID
• Invoice #
• Invoice Date
• Form Type
• PO #
The PO Amount field will be populated with the total amount of the purchase order after the purchase order number has been entered.
Note: If you do not know the purchase order number, use Table Lookup to select the desired purchase order.
5. Verify the Payee Information as follows:
• Select Payee Info. The Accounts Payable Payee Entry screen appears.
• Verify that the correct payee has been selected.
• Select Finish. The Accounts Payable Direct Entry screen appears in the Add Invoice mode.
6. Enter additional header information as required:
• Close PO
• Terms
• Due Date
• 1099
Note: When you enter payee information, the system automatically sets the 1099 code, based on information in your institution’s Vendor table. You can override it if desired.
• Hold
• One Check
• Comment
7. Do you want to continue?
• If yes, select Finish and go to step 8. The program saves the invoice header information and assigns the Accounts Payable invoice number, and the Accounts Payable Review screen (Line Review) appears in Line Review mode.
• If no, select Cancel and go to step 10. The previous screen appears without saving any data.
8. Verify that the line item information listed on the purchase order matches what is to be entered on the invoice.
Note: Use the Add/Mod Items and Delete commands to change line item information.
9. Are you ready to submit the invoice?
• If yes, select Submit, then go to step 10. The Accounts Payable program does the following:
− Prompts you to continue or quit (if an account has insufficient funds).
− Processes General Ledger transactions.
− Reverses any encumbrances on the account(s).
− Marks the Purchase Order as Closed (C), if the full amount was applied to the account(s).
− Makes the invoice information available to the check select program
− Displays the Accounts Payable Direct Entry screen in the Inv Header mode.
Note: If you are using approval for invoices, the program will send the invoice into the approval process. After approval is complete, you will be notified that the invoice can be submitted for processing. You then Query and Submit the invoice to the check writing process.
• If no, Select Finish. The Accounts Payable program does the following:
− Saves the invoice for later processing.
− Displays the Accounts Payable Direct Entry screen in the Inv Header mode.
Note: If you have enabled your General ledger Account Auto-Fill feature, parts of your account number may fill automatically based on values in the General Ledger Substitution table.
10. Do you want to continue working in Invoice Entry?
• If yes, select the appropriate command to continue.
• If no, select Exit to return to the menu.
Adding an Invoice for Partial Payment Against a Purchase Order
Introduction
You use the Add Invoice command when you want to create an invoice against a purchase order. This command instructs the program to display a listing of available purchase orders for the identified payee and form type.
If you enter the Purchase Order number, the account(s) on the Account Info screen will be populated, and all you need to enter is the actual and relieved amounts for the account(s).
You create partial payments against purchase orders when an invoice does not include all the line items listed on the purchase order, or when an invoice includes less than the full quantity for an item listed on the purchase order.
How to Add an Invoice for Partial Payment Against a Purchase Order
The following lists the steps for adding an invoice that is based on a submitted purchase order.
1. From the Fiscal Management: Accounts Payable/Receiving menu, select Invoice Entry and select Finish. The Accounts Payable - Parameter screen appears.
2. Define the desired parameters and select Finish. The Accounts Payable Direct Entry screen appears.
3. Select Add Invoice. The Accounts Payable Direct Entry screen appears in the Add Invoice mode.
4. Enter the required information on the invoice header:
• Payee ID
• Invoice #
• Invoice Date
• Form Type
• PO #
5. The PO Amount field will be populated with the total amount of the purchase order after the purchase order number has been entered.
Note: If you do not know the purchase order number, use Table Lookup to select the desired purchase order.
6. Do you want to verify the Payee Information?
• If yes, do the following:
− Select Payee Info. The Accounts Payable Payee Entry screen appears.
− Verify that the correct payee has been selected.
− Select Finish. The Accounts Payable Direct Entry screen appears in the Add Invoice mode.
• If no, go to step 7.
7. Enter additional header information as required:
• Terms
• Due Date
• 1099
• Hold
• One Check
• Comment
8. Do you want to continue?
• If yes, select Finish and go to step 9. The program saves the invoice header information and assigns the Accounts Payable invoice number, and the Accounts Payable Review screen (Line Review) appears in Line Review mode.
• If no, select Cancel and go to step 11. The previous screen appears without saving any data.
9. Are there line items listed on the purchase order that do not match what is to be entered on the invoice?
• If yes, select the items that do not match the invoice and use the Delete command to remove them.
• If no, go to step 10.
10. Do the following to verify the line item information:
• Select the line item to be verified.
• Select the Add/Mod Items command. The Accounts Payable Line Item Entry screen appears in the Modify Line Item mode.
• Verify that line item information matches what is to be entered on the invoice (Quantity, Unit Price, Price, Discount, Freight).
• Verify account information.
− When changes affect the price and total cost, you will need to select the Account Info command and make appropriate changes to the Actual Amount and To Be Relieved fields.
− When a different account is to be charged for the line item, enter the appropriate amount in the To Be Relieved field to clear the encumbrance on the encumbered account, and enter the correct account number on a new line with the actual amount to be paid; then select Finish. The Accounts Payable Line Item Entry screen appears in the Modify Line Item mode.
• Select Finish and go to step 11, after all line item information is verified. The Accounts Payable Review screen (Line Review) appears in Line Review mode.
Note: If you have enabled your General ledger Account Auto-Fill feature, parts of your account number may fill automatically based on values in the General Ledger Substitution table.
11. Are there additional line items to verify?
• If yes, repeat step 10.
• If no, go to step 12.
12. Are you ready to submit the invoice?
• If yes, select Submit, then go to step 13. The Accounts Payable program does the following:
− Prompts you to continue or quit (if an account has insufficient funds).
− Processes General Ledger transactions.
− Reverses any encumbrances on the account(s).
− Marks the Purchase Order as Closed (C), if the full amount was applied to the account(s).
− Makes the invoice information available to the check select program
− Displays the Accounts Payable Direct Entry screen in the Inv Header mode.
Note: If you are using approval for invoices, the program will send the invoice into the approval process. After approval is complete, you will be notified that the invoice can be submitted for processing. You then Query and Submit the invoice to the check writing process.
• If no, Select Finish. The Accounts Payable program does the following:
− Saves the invoice for later processing.
− Displays the Accounts Payable Direct Entry screen in the Inv Header mode.
13. Do you want to continue working in Invoice Entry?
• If yes, select the appropriate command to continue.
• If no, select Exit to return to the menu.
Adding a Direct Invoice
Introduction
You use the Add Direct Invoice command when you want to create an invoice that is not based on a purchase order. This command indicates to the program that the invoice has no associated purchase order. You must enter information directly for any line items that you want to include in the invoice.
When you add a direct invoice, you must enter both the account and the actual amount to be paid. The total actual amount(s) applied against the account(s) is displayed as the Invoice Amount on the Accounts Payable Direct Entry screen.
How to Add a Direct Invoice
The following lists the steps for creating an invoice that is not based on a purchase order. This method allows you to enter any line item information directly.
1. From the Fiscal Management: Accounts Payable/Receiving menu, select Invoice Entry and select Finish. The Accounts Payable - Parameter screen appears.
2. Define the desired parameters and select Finish. The Accounts Payable Direct Entry screen appears.
3. Select Add Direct Invoice. The Accounts Payable Direct Entry screen appears in the Add Invoice mode.
4. Enter the following required information on the invoice header:
• Payee ID
• Invoice #
• Invoice Date
The PO Amount field displays the total amount of the purchase order after the purchase order number has been entered.
5. Do the following to verify the Payee Information:
• Select Payee Info. The Accounts Payable Payee Entry screen appears.
• Verify that the correct payee has been selected.
• Select Finish. The Accounts Payable Direct Entry screen appears in the Add Invoice mode.
6. Enter additional header information as required:
• Close PO
• If yes, select Finish and go to step 8. The program saves the invoice header information and assigns the Accounts Payable invoice number, and the Accounts Payable Line Item Entry screen appears in Add Line Item mode.
• If no, select Cancel and go to step 13. The previous screen appears without saving any data.
8. Enter the applicable line item information for the first line item.
9. Select the appropriate command:
• Select Save/Next to enter another line item. The current line item information is saved and the Accounts Payable Line Item Entry screen reappears.
• Select Finish and go to step 11. The line item information is saved and the Accounts Payable Review screen (Line Review) appears in the Line Review mode.
• Select Account Info to enter multiple accounts against this line item, then go to step 10.
The Line Item Account Entry screen appears.
• Select Cancel to cancel the input of the current line item, then go to step 13. The data is not saved and the Accounts Payable Direct Entry screen appears in the Inv Header mode.
Note: If you have enabled your General ledger Account Auto-Fill feature, parts of your account number may fill automatically based on values in the General Ledger Substitution table.
10. Do the following to enter the Invoice Amount:
• Verify the account information listed.
• Enter the actual amounts to be applied to the account(s).
• Select Finish and go to step 9.
The Accounts Payable Line Item Entry screen appears in Add Line Item mode, and the Invoice Amount appears.
11. Do you want to change any line item information?
• If yes, do the following:
− Select the appropriate command to scroll through the item list.
− Enter an * by the item(s) you want to update.
− Select Add/Mod Items.
− Go to step 8.
The Accounts Payable Line Item Entry screen appears with the cursor positioned on the selected item.
• If no, go to step 12.
12. Are you ready to submit the invoice?
• If yes, select Submit, then go to step 13. The Accounts Payable program does the following:
− Prompts you to continue or quit (if an account has insufficient funds).
− Processes General Ledger transactions.
− Makes the invoice information available to the check select program
− Displays the Accounts Payable Direct Entry screen in the Inv Header mode.
Note: If you are using approval for invoices, the program will send the invoice into the approval process. After approval is complete, you will be notified that the invoice can be submitted for processing. You then Query and Submit the invoice to the check writing process.
• If no, Select Finish, then go to step 13. The Accounts Payable program does the following:
− Saves the invoice for later processing.
− Displays the Accounts Payable Direct Entry screen in the Inv Header mode.
13. Do you want to continue working in Invoice Entry?
• If yes, select the appropriate command to continue.
• If no, select Exit to return to the menu.
Adding a Simplified Invoice
Introduction
You use the Add Fast Invoice command when you want to create an invoice that does not maintain line item detail. This command indicates to the program that no line item information will be entered; instead, the user will enter only the account(s) to charge for the invoice. You can enter a simplified invoice either with or without an associated purchase order.
When you add a simplified invoice, you must enter the account(s) and the actual amount(s) to be paid. The total actual amount(s) applied against the account(s) is displayed as the Invoice Amount on the Accounts Payable Review screen (Simplified Invoice).
How to Add a Simplified Invoice
The following lists the steps for creating an invoice with no line item information.
1. From the Fiscal Management: Accounts Payable/Receiving menu, select Invoice Entry and select Finish. The Accounts Payable - Parameter screen appears.
2. Define the desired parameters and select Finish. The Accounts Payable Direct Entry screen appears.
3. Select Add Fast Invoice. The Accounts Payable Direct Entry screen appears in the Add Fast Invoice mode.
4. Enter the ID of the vendor, or perform a query to locate the ID. The vendor name appears in the Name field.
5. Enter both the invoice number and the date that appear on the invoice received from the vendor.
6. If desired, enter a purchase order form type and the corresponding purchase order number.
If necessary, you can perform a query to locate the purchase order number. The
combination of purchase order form type and purchase order number uniquely identifies the purchase order. The simplified invoice feature does not require you to specify a purchase order; however, if you enter either the form type or the number, the system will require you
combination of purchase order form type and purchase order number uniquely identifies the purchase order. The simplified invoice feature does not require you to specify a purchase order; however, if you enter either the form type or the number, the system will require you