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Use this procedure to enter invoice information to apply against outstanding purchase orders. You can only record invoices using Receipt of Invoice Entry. To record the receipt of goods and the invoice simultaneously, you must use Receipt of Goods Entry. For more information, see Receipt of Goods Entry.

To enter a receipt of invoice

1. Select Purchase Order Main menu > Receipt of Invoice Entry.

2. In the Receipt No. field, enter the number to identify this receipt. For more information, see Receipt of Invoice Entry - Fields.

3. On the Header tab, enter the information about the receipt.

1. At the PO No. field, enter the purchase order number to apply the invoice to.

2. At the Inv No. and Inv Date fields, type the invoice number and date.

3. Complete the remaining fields with information such as the shipping information and sales tax schedule.

4. Click the Address tab, and verify the purchase and ship-to addresses.

5. Click the Lines tab. A message appears asking if you want to invoice the complete purchase order.

6. Click Yes if all or most of the items on the purchase order are being invoiced. The total ordered quantity for each item is recorded automatically in the Invoiced field. Any exceptions (for example, items not included or partially invoiced) can be changed manually.

7. Click No if most of the items on the purchase order have not been invoiced. The total quantity ordered for each item is not recorded in the Invoiced field, and you must enter all invoiced quantities manually.

6. Enter the information for the items to invoice, such as the item code, general ledger account to post the items to, quantity ordered, and unit cost.

Note To invoice an asset item, prepend an asterisk (*) to the item code (for example, *CHAIR-1001, where CHAIR-1001 is the item code) in the Item Code field and select an asset account in the G/L Acct field.  

7. If the Fixed Assets, Inventory Management, Job Cost, or Work Order module is integrated with Purchase Order, click Addtl.

1. In the Additional Fields window, enter the additional information that pertains to the integrated module. To create assets in Sage Fixed Assets based on the items, select the template to use in the Asset Template field.

Note Sage Fixed Assets refers to the fixed assets product used with Sage 100.

2. Click OK.

8. On the Lines tab, click OK to add the line.

9. Repeat steps 5-8 for each additional item to add to the receipt.

10. Click the Totals tab, and enter the freight and prepayment amounts.

11. Click Tax Detail. In the Tax Detail window, enter any tax information for the receipt, and click Accept. For more information, see Tax Detail (Purchases) - Fields.

12. In the Receipt of Invoice Entry window, click Accept.

The receipt of invoice is entered and is ready to be processed.

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