Enter a Receipt of Invoice Home | FAQs & Troubleshooting

 

Overview

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.

To enter a receipt of invoice

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

2. Enter a receipt number. For more information, see Receipt of Invoice Entry - Fields.

3. On the Header tab, enter a purchase order number and an invoice number.

   To apply additional purchase orders to the invoice

   1. Click the Apply Purchase Orders button.

      The Apply Purchase Orders to Invoice window displays the purchase orders that can be applied. Orders appear only if the values in the fields listed below match the previously selected order:

      • Terms code
      • Sales tax schedule for purchase order
      • Sales tax schedule for purchase address
      • Shipping code (entered in Ship Via field)

   2. Select an order. For more information, see Apply Purchase Orders to Invoice/Receipt - Fields.

   3. Select the Invoice Complete check box to automatically enter the quantity ordered in the Invoiced field in Receipt of Invoice Entry for all of the lines. You can change the quantity if needed.

   4. Select additional orders as needed, and then click OK.

      Note After you click OK, you can reopen the window to view the selected orders or to select additional orders. However, you cannot clear existing selections. If you need to remove an order after clicking OK, you must cancel and recreate the receipt of invoice record.

4. Enter the remaining information on the Header tab.

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

6. Click the Lines tab. If you didn't access the Apply Purchase Orders to Invoice window, a message asks if you want to invoice the complete purchase order:

• 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.

• 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.

7. Enter additional information for the items to invoice as needed.

   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 Account field.

8. If you entered a purchase order with lines linked to a work ticket, you can click the Change Work Ticket Status button to:
   • Enter a new status for the linked work ticket.
   • Enter the quantity completed, which will update the total completed quantity for the work ticket.

   For more information, see Receipts for Purchase Orders Linked to Work Tickets.

9. Click the Totals tab, and enter the freight, prepayment, and invoice information amounts.

10. Click Tax Detail, to enter any tax information for the receipt, and then click OK. For more information, see Tax Detail (Purchases) - Fields.

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

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