1Transaction Processing
Option 5Invoices
This function is not available unless the Accounts Payable application is part of the system. If your system includes both the Purchase Orders and the Accounts Payable applications, invoices for purchase orders must be entered through Purchase Orders.
Each group of invoices includes a control group record and a series of one or more invoices, each with any number of line items.
The normal process of posting invoices includes:
- Entering the invoices.
- Printing the Invoices Journal.
- Posting the invoices.
If the journal shows any errors, the errors must be corrected and the journal reprinted. If the journal has been printed and some of the data is modified, the journal must be reprinted before the data can be posted.
An additional feature is available that allows you to use Option 17 to create invoice entries directly from purchase orders. This eliminates the need to enter the same information that is stored on the purchase order. To use this procedure:
- Enter the purchase order number.
- Select Option 17.
- Enter information in a few fields that do not receive information from the purchase order. (These fields include the Vendor Invoice, Invoice Date, Freight, Tax, and Other fields.)
- Press RETURN to enter the displayed values.
The freight, discount, tax, and “other” costs entered on the invoice header are prorated across the line items based on the amount of the line item. These costs “adjust” the purchase price, then post the cost of a product to the Products By Warehouse record. You can choose not to use this option and to simply enter freight, tax, and “other” costs as line items. In this case, these costs are not prorated against any products. (If you choose to use the estimated freight option in the Inventory Control Parameters file, the Freight field on the invoice header must be used.)
Select “Invoices” from the Data Entry option on the Transaction processing menu. The screen shown below presents information about Invoice Control Groups.
When you enter invoices, you see only one of the two possible screens for Invoice Control Groups. Which screen you see depends on how you answered two questions on your Accounts Payable Parameters file. These are the “Ask Operator ID?” question, and the “Use Transaction Control?” question.
If you answered ‘Y’ to both questions, you see the screen below and can enter control and hash totals for your invoices. In addition, a record is written to the Accounts Payable Transaction Control file for each control group posted.
If you answered ‘Y’ to “Ask Operator ID?”, and ‘N’ to “Use Transaction Control?”, you see the second screen, which displays only the Operator ID and the Control Number.
If you answered ‘N’ to both questions, you see the second screen, but you are not allowed to edit the Operator ID.
Invoice Control Groups screen
When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press RETURN; the record will be displayed for editing.
Data items for the preceding screen are described below:
- Operator ID
Letters and numbers only Required Carries forward in ADD mode
Enter an uppercase alphanumeric field, up to 3 characters in length.
The operator ID you entered at log-on is displayed. The default may be changed to edit transactions for another operator. All control groups are separated by operator.
- Control Number
Positive number, up to 4 digits
A sequential number is supplied to identify this group of invoices. This number is printed on the journal, tracked on the Transaction Control file, and, if General Ledger is a part of your system, it is posted to General Ledger for detail accounts. Although this number need not be exactly sequential, the number itself is important as a part of your audit trail.
- Operator Exclusive?
Enter ‘Y’ (yes) or ‘N’ (no). The initial default value is ‘N.’ This field is required.
Indicate whether or not you are reserving exclusive rights to this group of invoices.
- Y
- Yes, access is restricted to the original operator.
- N
- No, access is not restricted.
- Description
Alphanumeric, up to 30 characters Required
Describe this group of invoices. This description will appear on the Transaction Control report and inquiry.
- Control Total
Number, up to 9 digits and 2 decimals
This entry is balanced against the running total kept by the system as entries are made. For invoices, enter the adding machine total of all invoice amounts to be entered. The system will display the running total of amounts entered in the “Current” field, and the balance remaining will be shown in the “Remaining” field. This entry is optional.
- Vendor Hash Total
Positive number, up to 12 digits
Enter the sum of all vendor numbers to be entered in this control group. The system will keep a running total of vendor numbers and balance it against this entry. This entry is optional.
- Print Journal?
Enter ‘Y’ (yes) or ‘N’ (no). The initial default value is ‘Y.’ This field is required.
‘Y’ is displayed to indicate that this group is ready for journal printing. If you want to delay journal printing for any reason, enter ‘N.’
- Journal OK?
The system display indicates whether or not this group has been verified (the journal printed and no errors are present) and is correct.
- Post Now?
Enter ‘Y’ (yes) or ‘N’ (no). The initial default value is ‘Y.’ This field is required.
‘Y’ is displayed to indicate that this group is ready for posting. If you want to delay posting for any reason, enter ‘N.’
The entered data is validated. Press RETURN to continue to the next screen.
Select Next Record to go to the next Invoice Control Groups record.
At this screen, the use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Invoice Control Groups file.
This screen may optionally be used to display information about Invoice Control Groups.
Invoice Operator ID screen
When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press RETURN; the record will be displayed for editing.
Data items for the preceding screen are described below:
- Operator ID
Letters and numbers only Required Carries forward in ADD mode
Enter an uppercase alphanumeric field, up to 3 characters in length.
The operator ID you entered at log-on is displayed. The default may be changed to edit transactions for another operator. All control groups are separated by operator.
- Control Number
Positive number, up to 4 digits
A sequential number is supplied to identify this group of invoices. This number is printed on the journal, tracked on the Transaction Control file, and, if General Ledger is part of your system, it is posted to General Ledger for detail accounts. Although this number need not be exactly sequential, the number itself is important as a part of your audit trail.
The entered data is validated. Press RETURN to continue to the next screen.
Select Next Record to go to the next Invoice Control Groups record.
At this screen, the use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Invoice Control Groups file.
The Invoices header screen appears below:
Invoices screen
When the key value for a particlar record is requested, you can review all of the records in the file by selecting the Scan option. The records will be presented on an "Access" screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press RETURN; the record will be displayed for editing.
Data items for the preceding screen are described below:
- Transaction No
The system automatically numbers transactions in sequence beginning with ‘1’.
- Transaction Type
The system displays a 1-digit code to identify the type of transaction. The default is ‘5’, for purchase order invoice. You may also enter ‘2’ for a debit/credit memo.
The transaction type description is displayed following the type code.
- Vendor
Enter a vendor number from the Vendors file. You can use the Scan option to find an appropriate entry. The system displays the corresponding name so that you can verify your entry. If you enter the number for a miscellaneous vendor, you must enter the name of the vendor in the Miscellaneous Vendor Name and Address fields (see the next screen description).
If you are using Option 17, the vendor number is displayed from the purchase order and cannot be changed.
- PO No
Enter a valid purchase order number of up to 8 characters to identify the purchase order to which the invoice applies. You can use the Scan option to find an appropriate entry. You can leave this field blank if the invoice is not associated with a purchase order.
- Pay Status
The system displays the 1-character pay status code from the Vendors file. This code identifies how the invoice payment will be handled. You can enter a different code to override the display. The valid choices are: N: Normal, use the payment terms as defined in the Terms file
- H
- Hold, place a hold on the check until it is released during Check Processing (Edit Pay Status) in Accounts Payable
- D
- Disputed, do not pay until the problem is resolved
- T
- Take discount, regardless of payment terms
The system displays the description of the pay status code so that you can verify your entry.
- Description
Enter up to 30 characters to describe the invoice. The system prints this entry on the Invoices journal.
If you are using Option 17 to create this invoice entry, this field defaults to the description entry for the purchase order, which can be changed.
- Invoice
Required
Enter up to 8 characters for the invoice number.
- Apply To
The system defaults to the Vendor Invoice number from the previous field. It may be changed. The system uses the vendor number that you entered in the Vendor field, plus the invoice number that you enter here, to verify that the invoice is not on file and has not been previously processed.
- Prepayment
If all or a portion of this invoice was prepaid, enter up to 7 digits and 2 decimals for the prepaid amount.
If you are using Option 17, this entry is displayed from the purchase order and can be changed.
- Invoice Amount
Enter up to 7 digits and 2 decimals for the net amount of the invoice. This amount reflects the subtotal on the invoice, plus freight, tax, and “other” charges, less any prepayment.
If you are using Option 17, this amount is displayed from the purchase order and can be changed.
- Subtotal
Enter up to 7 digits and 2 decimals for the total of the product line items. This is the sum of the line items.
If you are using Option 17, this entry is displayed from the purchase order and can be changed.
- Disc Basis
The amount used to calculate the invoice discount is supplied. Normally, this amount will be equal to the invoice subtotal. If, however, the invoice has a line item not applicable to the discount, change this amount to reflect the total of the line items to which the discount does apply.
- Invoice Date
Required
Enter the date on the invoice.
- Disc Due
The system determines the discount due date using the invoice date and the terms code from the Vendors record, or from the purchase order if the terms code was overridden on the purchase order and you are using Option 17. It displays this date, which may be changed.
- Invoice Due
The system displays the invoice due date using the invoice date and the terms code from the Vendors record, or from the purchase order if the terms code was overridden on the purchase order and you are using Option 17. The date may be changed.
- Discount %
The system displays the discount percentage from the Terms file, or from the purchase order if this percentage was overridden on the purchase order and you are using Option 17. You can enter up to 2 digits and 3 decimal places to override the display.
- Disc Amt
The system displays the discount amount. You can enter up to 7 digits and 2 decimals to override the display.
This discount is prorated over the line items based on the line item amount.
- Retention
Number, up to 7 digits and 2 decimals
The retention amount is calculated and displayed based on the Retention % from the Vendor master file and the Invoice Amount field from this entry. You may change this amount. The retention amount will be credited to the account entered in the Retention Account field.
- Freight
Enter up to 7 digits and 2 decimals for the freight charges on the invoice.
This charge is prorated over the line items based on each line item amount. Prorated costs become a part of product cost in inventory.
- Tax
If any sales tax is applicable, enter up to 7 digits and 2 decimals for the amount. This tax is prorated over the line items based on each line item amount.
- Other
If any miscellaneous charges are applicable, enter up to 7 digits and 2 decimals for the amount. These charges are prorated over the line items based on each line item amount.
- Liability Acct
The system displays the liability account number from the Vendors record. You can enter another valid account number from the General Ledger Chart of Accounts file to override the display. You can use the Scan option to find an appropriate entry.
The system displays the account description from the Chart of Accounts file so that you can verify your entry.
- Warehouse
Enter a number to identify the warehouse where the product was received. You can use the Scan option to find an appropriate entry. The system displays the corresponding description from the Warehouses file so that you can verify your entry.
If you are using Option 17, the Warehouse No is displayed from the purchase order and can be changed.
- Retention Acct
Enter an uppercase alphanumeric field, up to 12 characters in length. You can use the Scan option to find an appropriate entry.
The Retention Account from the Accounts Payable Parameters file is provided. You may change the account number. If the General Ledger application is part of your system, the new account number must be on file in the Chart of Accounts file. The system displays the description of this account so that you may verify your entry.
- Post Mo/Yr
Enter up to 2 characters each to identify the calendar month and year to which this transaction is to be posted. If you are using 13-period accounting, enter the fiscal period. Valid entries are:
1—13: Calendar period, or fiscal period if you are using 13-period accounting.
- EY
- End-of-Year
The entered data is validated. Press RETURN to save the information on this screen. Select Next Record to go to the next Invoices record.
At this screen the use of the MODE keys—ADD, DEL, CHG, or INQ—pertain to those records in the Invoices file.
If you entered a miscellaneous vendor number in the Vendor field, the system displays an additional set of name and address fields. Use these fields to identify a specific miscellaneous vendor for this invoice. The sample screen below shows how the miscellaneous vendor fields appear beneath the invoice header.
Invoices - Miscellaneous Vendor screen
Data items for the preceding screen are described below:
- Name
Enter up to 30 characters for the vendor name.
- Address 1
Enter up to 30 characters for the first line of the vendor address.
- Address 2
Enter up to 30 characters for the second line of the vendor address.
- City
Enter up to 20 characters for the city in the vendor address. If you want a comma to print after the city name, be sure to enter it here.
- State
Enter the standard two-letter abbreviation.
- Zip
Enter up to 10 characters for the vendor’s zip code.
- Country
Enter up to 20 characters for the vendor’s country. After you complete the invoice header, the system displays the header at the top of the screen while “paging” through the line items in the bottom half. Each line item is assigned a number so that it can be referenced and changed, if necessary. You can enter as many line items for an invoice as you wish.
The entered data is validated. Press RETURN to save the information on this screen.
Select Next Record to go to the next Invoices record.
At this screen the use of the MODE keys—ADD, DEL, CHG, or INQ—pertain to those records in the Invoices file.
If you are using Option 17, invoice line items, described below, have been created automatically from the purchase order. You can change them in Change mode.
The screen shown below presents information about Invoice Line Items.
When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press RETURN; the record will be displayed for editing.
Data items for the preceding screen are described below:
- Line Item No
The system automatically numbers line items in sequence beginning with ‘1’.
- Quantity
Enter up to 5 digits and 2 decimals for the number of pricing units invoiced at unit price (see the Unit Price field below). You must enter a value greater than or equal to 1 here.
If you are using Option 17, this field is displayed from the purchase order and can be changed.
- Price
Enter up to 6 digits and 3 decimals for the price per pricing unit.
If you are using Option 17, this field is displayed from the purchase order and can be changed.
- Amount
The system calculates and displays the line item amount by multiplying the Quantity and Unit Price entries. The result is rounded to 2 decimal places.
If you are using Option 17, this field is displayed from the purchase order and can be changed.
Because the Amount, Quantity, and Price are interrelated, the Amount is recomputed if you change the Quantity or Price entry. If you change the Amount field, the Price is recomputed.
- Item Code
If you are using Option 17, the product number is displayed from the purchase order line item to which this invoice applies. It can be changed.
Otherwise, enter the product number (up to 12 characters) for the product on the line item to which this invoice applies. You can use the Scan option to find an appropriate entry.
The system verifies that the product is on file in the Products file. It also verifies that this product is on file in the Products By Vendor files for vendor you entered on the previous screen.
If the Products By Vendor record is not on file, the system displays a warning. You can create a Products By Vendor record by selecting Option 17. The record that you create will have valid product and vendor numbers if either of the following conditions is true:
- The option to keep detailed product by vendor information is selected in the Inventory Control Parameters file.
- If the option to keep product by vendor detail is not selected, the record you create will have a valid product number and a blank vendor number. The pricing and unit of measure information that you enter on this screen are used as the initial values for the generated Products By Vendor record.
Similarly, if the Products By Warehouse record is not on file, the system displays a warning. You can create a Products By Warehouse record by selecting Option 18.
You should use caution in creating records in this way, as only a skeleton record will be created, and many fields will be filled with the file default values. One such field is the Qty Factor field, which is set to 1. (See the description of this field in the discussion of the Products By Vendor file in the File Maintenance section of this manual.) You can edit these records later to complete the detail.
- Desc
If you entered a product number in the previous field, the system displays the corresponding description. If not, or if you want to override the display, enter up to 30 characters to describe the product or the line item.
If you are using Option 17, this field is displayed from the purchase order and can be changed.
- Offset Account
Enter the offset account to which this invoice applies. You can use the Scan option to find an appropriate entry. The system displays the corresponding description from the Chart of Accounts file so that you can verify your entry.
If you are using Option 17, the system displays the offset account from the purchase order. You can enter another offset account to override the display.
- Prorate?
Indicate whether or not freight, tax, and other amounts should be prorated to this line item. If this field is set to ‘N’, no amount is prorated to the line item nor is the line item amount included in the amount of proration for other line items. For example, if you wish to enter freight as a line item but do not want any tax, or other amounts prorated to the freight, set the Prorate? field to ‘N’. If an amount is entered in any of the freight, tax, or other fields on the invoices screen, at least one line item must accept the proration amount. If no freight, tax, or other amounts are entered, this entry is ignored.
If you are using the Discounts Lost method, discount amounts are also prorated according to the above guidelines.
- Subsidiary Type
The system displays the subsidiary type for the account, as defined in General Ledger. This reflects the subsidiary to which this line item will post.
If General Ledger is not part of your system, you may enter any value in this field. The transactions posted to various subsidiary types and codes can be printed on the Subsidiary Codes GL Distributions report on the Monthly Processing menu.
- Subsidiary Code
Supply a subsidiary code if this line item is to be posted to a subsidiary costing application. If the sub type is ‘GL’, it is assumed the transaction will flow through to the General Subsidiary. You cannot enter a subsidiary code if the subsidiary type is blank; conversely, if the subsidiary type is not blank you must enter a subsidiary code.
- PO Line
Enter up to 5 characters for the purchase order line number to which this invoice line item will apply.
If you are using Option 17, this field is displayed from the purchase order and can be changed.
- Warehouse
The system displays the Warehouse entry from the previous screen and the corresponding description from the Warehouses file. You can enter a different warehouse number to override the display. You can use the Scan option to find an appropriate entry.
The system verifies that the product that you enter for each line item is available at this warehouse (that is, that the product/warehouse combination is on file in the Products By Warehouse file). If not, you can select Option 18 to create a Products By Warehouse record for this combination.
If you are using Option 17, this field is displayed from the Purchase Order and can be changed.
The entered data is validated. Press RETURN to save the information on this screen.
Select Previous Image to return to the Invoices record. Select Next Record to go to the next Invoice Line Items record. Select END to go to the next Invoices record.
At this screen the use of the MODE keys—ADD, DEL, CHG, or INQ—pertain to those records in the Invoice Line Items file.