Receipt of Invoice Entry Process

Use Receipt of Invoice Entry to enter invoice information that will be applied against outstanding purchase orders. This task is used to record invoices only and does not record the receipt of goods. To record the receipt of goods and the invoice simultaneously, you must use the Receipt of Goods Entry window.

Any variation between quantities received and invoiced, or changes to sales tax, is reported to the operator when the invoice is entered using Receipt of Invoice Entry. A Receipt/Invoice Variance Register is then printed and the variance amounts can be posted to the general ledger or adjusted.

The Purchase Order system allows you to control any variance between receipts and invoices by tracking the total dollar value received and invoiced for each line item of a purchase order. Because the total dollar amount is tracked, multiple receipts and invoices can be applied against a single purchase order.

When an invoice is entered using Receipt of Invoice Entry, the received-to-date quantity and the invoiced-to-date quantity for each item are displayed. This information alerts the operator whenever the invoiced-to-date quantity exceeds either the original order quantity or the received-to-date quantity.

If the Post Accounts Payable Invoices check box is cleared in Purchase Order Options, the Receipt of Invoice Entry task is not available. If the Post Accounts Payable Invoices check box is selected, the invoice information entered is recorded automatically in the Accounts Payable system.

As each invoice is entered, information from the matching purchase order is retrieved automatically to speed the data entry process. When the invoices are processed, the invoice information is updated to the Open Purchase Order and Accounts Payable files. Receipt of Invoice Entry can be performed by batch. The Batch feature is available only if the Allow Batch Entry check box is selected in Purchase Order Options.

Note You must select existing purchase order numbers. To process invoices without a purchase order number, use Accounts Payable Invoice Data Entry.

For more information, see:

Receipt of Invoice Entry

Adjusting Inventory Cost Variances

Receipt of Invoice Register