Creating Payables invoices

Invoice Entry Template

Select the invoice template.

Invoice Type

Select the invoice type. These options are available:

• Invoice: The amount owed to the vendor is increased and, when fully processed, the vendor's purchase and payment balances are increased.
• Credit Memo: The amount that is owed to a vendor is reduced. An example of this memo is a note of credit from a vendor or an internal adjustment to a vendor's balance. The vendor's purchase and payment balances are reduced when this process is completed.
• Debit Memo: A debit memo is processed like an invoice and the vendor balance is increased.
• Prepayment: A prepayment is a deposit or payment that is made to a vendor before the invoice is received.

Company

Select the Payables company number. If you are creating an intercompany invoice, then this represents the From company.

Process Level

Process level is a required field. If your company has only one process level, set it as a default when setting up process levels. With the default set, this field must be blank.

Vendor

Select a vendor, unless one of these conditions is true:

• You are creating a match invoice and a purchase order number. The vendor number from the purchase order is used.
• You are creating an invoice for a one-time vendor. You can create the one time vendor here.

  To create a one-time vendor, on the Select Vendor page, click the Create One Time Vendor button.

Pay Vendor

Select the pay vendor.

Invoice Number

Specify an invoice number. The invoice number must be unique for the company and vendor.

Invoice Date

Specify an invoice date. Details about how the invoice date and due date are used to select invoices for payment are elsewhere in this user guide.

Due Date

Specify the invoice due date.

Payment Terms

Select the payment terms. If a payment term is used, then the due date and discount information is calculated. If terms codes are defined on Vendor Location, then Remit To is not used on the invoice. Terms codes from the Purchase From location are the default.

Invoice Amount

Specify the amount of the invoice. Verify that the invoice amount is equal to the total amount of the expense distribution lines.

Currency

Select the currency for the invoice.

Description

Provide a description of the invoice.

Remit To Location

Select the vendor location where payments are remitted.

Ship To Location

Select the ship to location.

Distribution Code

Select the distribution code.

Units

Specify the units when using a distribution code.

Account

Specify the posting account for the distribution code.

Invoice Routing Category

Select an invoice routing category. The selected category's default finance structure can be used with distributions that are created manually and distributions that are created during the approval process. To enable distribution entry during the approval process, the Allow Distribution Entry During Invoice Approval check box must be selected for the vendor group. For information about invoice approvals for vendor groups, see the Financials Setup and Administration Guide.

Approval Cost Center

Specify the approval cost center.

Approval Category

Select the approval category.

Routing Finance Team

Select the finance team for the routing approval.

Routing Team Member

Select the team member for the routing approval.

External Purchase Order

Specify the external purchase order.

Post Date

Specify the payment posting date.

For Intercompany Billing

Select this check box if this invoice is for intercompany billing.

Add On Charge

Select an add on charge code if the invoice is subject to additional charges.

Prorate Amount

Specify the amount of the add on charge.

Prorate Account

Specify the account string to which the add on charge is posted.

Discount Code

Select a discount code if the invoice is subject to discounted terms. This list shows the default values in the order of priority:

• Company Vendor
• Remit to Code
• Pay Vendor from Normal Remit to Location
• Purchase From Location

Float Days

Specify the number of days to add to the calculated discount date.

Flexible Terms

Select this check box if the invoice is subject to flexible terms.

Anticipate

Select this check box to calculate the advantages of applying a discount or paying an invoice in full terms, depending on interest earned. The required prime rate is specified on the vendor record.

Authority Code

Select an authority code to approve the invoice or a portion of the Payables process.

Diversity Code

Select a code to identify a category of diverse procurement.

Accrual Code

Select the accrual code.

Retainage Accrual Code

Select an accrual code of invoices, payments, and distributions for vendor agreements with retainage. If this field is specified on the invoice level, then this code overrides the retainage accrual code at the Company and Process Level.

Reason Code

Select a reason code.

Contract Group

Select a contract group for rebate receiving.

Contract

Select a contract for rebate receiving.

Rebate Type

Select the rebate type.

Due Date

Specify the due date for the rebate.

Reference Type

Select an invoice reference to indicate the type of number that the vendor provides to reference the invoice.

Bill From

Selct the bill from address.

Invoice Receipt Date

Specify the date the invoice is received for processing in Payables.

Certification Number

Specify the certification number.

Certification Date

Specify the certification date.

Reference

Specify a user reference to maintain with the invoice.

Bill To

Select the bill to address.

Purchase From

Select the vendor from which purchases are made.

Retail Amount

Specify the retail amount.

Cash Code

Select a cash code for the invoice payment. This code represents a bank account. If this field is blank, then one of the cash codes that is assigned to one of these records is used:

• The remit to location
• Vendor
• Vendor class
• Process level company
• Pay group

Default Income Code

Select an income code for the invoice. An income code defines an invoice as reportable income for the vendor.

Reportable Income Amount

Specify the reportable amount of the invoice. If this field is blank, then the reportable amount is the invoice amount minus the discount.

VAT Split Payment

Select this check box if the invoice is eligible for VAT split payment. The VAT split amount is included in the payment output files.

Payment Code

Select a valid payment code for the invoice payment. This code represents a type of cash or bill of exchange payment. If this field is blank, then the payment code that is assigned to the remit to location, vendor, vendor class, or pay group is used.

Vendor Payment Amount

Specify the amount that the vendor expects as payment for the invoice.

Currency

Select the payment currency of the vendor.

Payment Priority

Specify a payment priority.

Invoice Group

You can assign a user-defined invoice group to the invoice that is used to select invoices for payment. See the Financials Setup and Administration Guide. If this field is blank, then the invoice group that is assigned to the remit to location or vendor is used.

Secondary Withholding

Select this check box if secondary withholding codes are used for the invoice.

Separate Payment

Select Yes to create an individual payment for this invoice. If you do not select this option, then one payment form to pay all invoices for the same vendor is created when Payment Forms Creation or Bill of Exchange Creation is run.

Pay Immediately

Select Yes to schedule the invoice for immediate payment regardless of the due date. Payment occurs when Cash Requirements or Bill of Exchange Creation is run.

Enclosure

Select whether an enclosure is required for the payment of this invoice. If you select this field, then you can group payments to which enclosures are required when you run Cash Requirements.

If you define manual payment information, the manual payment can only be used to pay this individual invoice. The invoice must be a base currency invoice. After you release the invoice, you cannot manually change payment information.

This list shows the functions when using Cash Payment Entry or Bill of Exchange Entry:

• Create a manual payment for more than one invoice
• Create a manual payment for a base currency invoice
• Apply more than one invoice to a payment

Payment Number

To create a vendor-issued bill of exchange, specify the bill of exchange payment number.

To create a manual payment for the invoice, specify the payment number. If the payment number is specified, then the payment code must be a valid cash or bill of exchange payment transaction code defined for manual payment in Cash. If manual payment reservation is required for the payment code, then the payment number must be reserved in Manual Forms Reservation.

Date

If you specify a payment number for a cash payment, specify the payment date. If you specify a payment number for a bill of exchange payment, specify the bill of exchange payment due date.

Amount

If you specify a payment number, specify the amount of the payment. The payment amount must equal the Invoice Amount or the Invoice Amount minus any available discount amount.

Recurring Frequency

Select the frequency of the invoice processing.

Number Of Recurrences

Specify the number of processing recurrences.