Entering and matching trade invoices to purchase orders

Use these instructions to enter a trade invoice in Vendor Invoice Center Entry and distribute the costs from a vendor's invoice to the line items of the purchase order. The goal of costing purchase orders is to ensure that the value of inventory is accurate.

  1. Select Vendor > Entry > Invoice Center.
  2. Specify the group to update, and then click New Invoice.

    If you click Search without specifying a Group, and then click New, the group is defaulted from the first invoice found. Click Yes to proceed with the default group, or No to select a group.

  3. Specify the vendor number.
    If you don’t know the vendor number, specify the purchase order number in the Initial Purchase Order Number field. The vendor from the PO is automatically defaulted in the Vendor # field.
  4. Select Invoice in the Transaction Type field.
  5. Select Trade in the Process Type field.
  6. Specify these values:
    Invoice Number
    Specify the number of the vendor invoice.
    Amount
    Specify the amount from the invoice.
    Invoice Date
    Specify the date of the vendor invoice.
    Terms
    Optionally, change the terms. The terms value is defaulted from the Vendor Setup record.
    Division Number
    Optionally, change the division number. If you use divisionalized accounting, the default value is from the Vendor Setup record.
    Invoice Type
    Optionally, specify an invoice type.
    Reference
    Optionally, specify a reference for the invoice.
    Recon Method
    Select the method by which the invoice is reconciled to the purchase order. Your options are Line, Backorder, or Item.
    National Program Vendor Claim#
    If this invoice applies to a National Program claim, specify or lookup the claim number you are applying the reimbursement to.
    Paid in Full
    Select this option if the National Program claim reimbursement is for the full amount of the claim.
  7. Click Save.
  8. Click New.
  9. If you specified a PO number in the Initial Purchase Order field, it is defaulted in the Purchase Order # field. Otherwise, specify the purchase order number to match this invoice to.
    Note: If the vendor on the selected purchase order does not match the vendor you specified in the Vendor field, a warning is displayed. If you specified the wrong purchase order, click No and enter the correct PO number. Otherwise, click Yes to proceed.

    This verification is performed and the subsequent message is displayed if the Ask Confirmation When PO Vendor does not Match Invoice Vendor option is selected in Vendor Invoice Center Entry-Entry Defaults.

  10. Specify a discount, if applicable, and the discount allocation method.
  11. Select Close Partial PO to close this purchase order when it has been partially invoiced and you do not expect to receive additional invoices for the purchase order.
    This option is accessible if the Allow Modification of Close Partially Costed POs option is selected in SA Administrator Options-Documents-Purchase Orders-Accounting.
  12. Select Close When Fully Costed to close the purchase order when all lines have been costed during Final Update or by the Vendor Entry Group Update/Reconcile Invoices Report, even if the PO has uncosted addons.
  13. Click Save if you have no further purchase orders to add. Click Save & New to enter another PO.
  14. To view or maintain PO, use one of these options:
    • Select the line in the grid and click Edit.
    • Click the drill down icon on a purchase order or purchase order line.
    • Directly access the Invoice Cost Qty or Invoice Unit Cost for the line in the grid and make changes. If you specify the extended cost of the line in the Invoice Unit Cost field and want a per-unit cost to be calculated, click the Calculate Price Per Unit button next to the field. The per-unit cost replaces the extended cost.

      You can also select multiple lines in the grid and then click Calculate Price Per Unit.

    • Edit Header: Click the Edit Header cell button in the selected purchase order line to access the purchase order header and maintain it in the Vendor Invoice Center Entry-PO Header Update window.
    • Edit Line: If you are displaying PO headers and lines, click the Edit Lines cell button in the selected line to access the purchase order line item and maintain it in Vendor Invoice Center Entry-Purchase Order Line Detail. This button is not displayed for PO header records, only lines.
    • Quick Line Entry: Select a PO header and then click Quick Line Entry to add lines to the purchase order.
    • Uncost: To undo the costing changes on a selected line, click Uncost.
    • Delete: Click Delete to delete a PO header or line.
  15. When you are finished completing the information in the PO Header Entry - Create window, click Save and New to continue entering purchase orders for this invoice. If you are finished entering purchase orders, click Save.
    Note: If you click Save and New, the number of your last PO is displayed in the Last Purchase Order Added field in the Purchase Order Details section. This helps you keep track of where you are in PO entry.
  16. To view and modify terms for this invoice, follow the instructions to manually schedule payments for vendor group transactions.
  17. To view and modify addons, click Addons.
  18. To view and modify the GL distribution information, click General Ledger Distribution. To add another offset account and amount, click New. To modify or delete a GL account, select the account in the list and click Edit or Delete.
  19. To specify a manual address for the invoice, or to pay this invoice with a manual check, select the Additional Info view.
  20. If all POs are costed against the invoices in your group, you can update the group.
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