Vendor Invoice Center Entry - Invoice Detail - Purchase Order Header - Create/Update overview

Vendor > Entry > Invoice Center

Use the Purchase Order Header-Create window to enter a new purchase order to cost against a vendor invoice. Use the Purchase Order Header-Update window to maintain a purchase order header.

Click Quick Line Entry to access the Purchase Order Header-Create window.

You can access the Purchase Order Header-Update window by clicking the Edit Header icon from the Purchase Order Headers or Purchase Order Headers and Lines grid.

You can specify costing information for each purchase order billed on the vendor’s invoice. You can cost more than one purchase order for a single invoice or apply a single purchase order’s cost to multiple invoices. If the cost changes during the costing of a nonstock line item, the unit on the nonstock record is the same as the purchase order line unit.
Note: On Trade Invoices are validated. A warning is displayed if the invoice and purchase order vendors are different. There is no validation for Addon invoices.
Cost a purchase order after you have the vendor’s invoice in hand. If a vendor submits an invoice that does not include all line items on a purchase order, you can cost the lines that are available, and the purchase order can remain open, or in Costed stage. A purchase order can also remain open if all addons, third-party or otherwise, have not been costed. Purchase orders remain in the Costed stage until you indicate you are ready to close it.

For quick entry of multiple purchase orders on one invoice, click the Save & New option when you finish entry of a purchase order and have another to enter. This keeps you in the Purchase Order Header-Create window until you have finished entering all POs for the invoice.

Foreign currency

If your vendor uses foreign currency and a currency code is assigned to the vendor record, all balances posted in Vendor Maintain Balance Entry are in foreign currency. General Ledger costs are converted to domestic amounts depending on the most current exchange rate. If line items or header amounts do not go to the General Ledger, they remain in foreign amounts. If the exchange rate conversion results in a rounding difference, that amount is displayed on the GL Distribution window where you can post it to the General Ledger account code.

Terms

Three different terms can be involved in a transaction:

  • Default terms from Vendor Setup
  • Invoice terms specified in Vendor Invoice Center Entry
  • Purchase order terms

If there is a difference between terms, when you save your work on this window, another window is displayed with the terms that were specified on the invoice, the terms from the purchase order being matched, and the default terms from Vendor Setup. Select which terms to use for the invoice.