Creating an invoice

The Main, Miscellaneous, and Payment tabs become available. The other tabs will be available once the invoice is saved.

Company

Required. Select the AP company.

Vendor

Required. Select the vendor for the new invoice.

Invoice Number

Required. Type an invoice number.

Invoice Date

Required. Select the date of the invoice to be created.

Due Date

Required. Select the due date of the invoice.

Invoice Amount

Type the invoice amount.

Invoice Type

Select the type of invoice:

• Invoice

• Credit Memo

• Debit Memo

Process Level

Select the process level of the invoice.

Pay Immediately

Select if the invoice is to be paid immediately or at a later date.

Remit To Location

Select the location where the payment will be sent for the invoice.

Purchase Order

Type or select the purchase order code.

Note: 

If this field is left blank and a match handling code is used, an error will occur and the Purchase Orders tab will not be available when you save the invoice.

Handling Code

Select the handling code for the invoice.

Payment Terms

Select the payment term to be used for the invoice.

Currency

Select the currency to be used for payment of the invoice.

Post Date

Type the post date for the invoice.

Distribution Code

Select the distribution code for the invoice.

Distribution Code Defaults

Select an accounting unit or an account for the invoice.

Note: 

If using a Distribution Code, enter additional defaulting information here.

Batch Number

If your company uses batch release, type or select a valid batch number. This is not required for match invoices.

Authority Code

If your company uses invoice approval, you must assign an authority code to an invoice before you can release it. You can type the authority code here or assign it at the time you release the invoice.

Voucher Number

If your company uses vouchers, type a voucher number. If you selected auto voucher number when setting up your company, leave the voucher field blank to accept the default.

Taxable Amount

Type the total taxable amount of the invoice.

Tax Amount

You can type the total tax amount of the invoice. Leave this field blank if you enter a tax code.

Note: 

The application uses the tax code to automatically calculate the tax amount based on the rate defined for the tax code. The amount should equal the total tax distribution amount.

Tax Code

Type or select a valid tax code to be applied to the invoice. The application automatically calculates the tax amount and creates distribution lines. If you assigned a tax code to the vendor, you can leave this field blank and that code will default.

Tax Adjustment

You can indicate whether to override the tax information on AOC or match invoices. If you leave this field blank, when the invoice is matched, the detail is created using the tax information from the purchase order or the receipt.

Use the following guidelines to enter field values:

Ship To Location

Select or type the ship to location.

Return Number

If the goods associated with the invoice were returned, you can select a return number assigned to the invoice.

Reason Code

Select a valid reason code describing the cause for credit memos.

Purchase From Location

Select a code that has been predefined in Alternate Location. If left blank, the vendor's normal purchase-from location will default.

Print Credit Memo

Select Yes to have the system automatically print a credit memo for a charge back.

Invoice Amount

This is prepopulated with the invoice amount entered on the Main tab.

Override Exchange Rate

Select the exchange rate used to convert non-base currency invoice amounts to the company base currency. If left blank, the exchange rate defined for the currency relationship in the Currency application defaults, based on the rate in effect on the invoice date.

Revalue Currency

Select Yes to revalue the invoice currency against the company base currency when the invoice is paid to account for exchange rate fluctuations. If left blank, the revalue option defined for the vendor or location defaults.

Rate

Displays the current exchange rate applied to the invoice amount

Exchange Amount

Displays the currency and exchange rate applied to the invoice amount

Cash Code

Select a valid cash code for the invoice payment. This represents a bank account. If left blank, the cash code assigned to the remit to location, vendor, vendor class, process level, company, or pay group defaults.

Payment Code

To select invoices assigned a specific payment code, type or select a payment code. This represents a type of cash payment and must be a valid cash payment transaction code in Cash Management.

Accrual Code

Select a valid invoice accrual code for the invoice. This is used to default a general ledger accrual account to the invoice. If left blank, the invoice accrual code assigned to the vendor, process level, or company defaults.

Hold Code

Select a valid invoice hold code to prevent the invoice from being scheduled for payment.

Income Code

Select a valid income code for the invoice, which will define an invoice as being reportable income for the vendor.

Amount

Type the reportable amount of the invoice. If left blank, the reportable amount is the Invoice Amount less the discount taken.

Reference Type

Select the type of number the vendor is providing to reference the invoice.

Diversity Code

Type an identifier for a category of diverse procurement.

Description

Type an optional description.

Pay Vendor

Select a valid pay vendor for the invoice, if applicable. This is used to send invoice payments to another vendor within the same vendor group. For example, you could send a bankrupt vendor's payment to a bank. If left blank, the pay vendor assigned to the vendor defaults.

Invoice Routing Category

Optional. Select an Invoice Routing Category.

Use the following guidelines to enter field values:

Payment Cash Code

Select a valid cash code for the invoice payment. This represents a bank account. If left blank, the cash code assigned to the remit to location, vendor, vendor class, process level, company, or pay group defaults.

Payment Code

Select a valid payment code for the invoice. This represents a type of cash payment and must be a valid cash or Bill of Exchange payment transaction code in the Cash Management application. If left blank, the payment code assigned to remit to location, vendor, vendor class, or pay group defaults.

Payment Number

To enter a vendor-issued bill of exchange, type the bill of exchange payment number.

Payment Or Due Date

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

Payment Amount

If you typed a payment number, type the amount of the payment. The payment amount must equal the Invoice Amount or the Invoice Amount less any available Discount Amount.

Invoice Receipt Date

This is prepopulated with the invoice date entered on the Main tab.

Discount Amount

Type the amount of the discount to be given.

Discount Percent

Type the percentage of the discount to be given. The value cannot be more than 100 percent.

Allowable Amount

Type the allowed discount amount for the invoice.

Discount Date

The discount date of the invoice. It is used to determine whether a discount will be taken on an invoice.

Discount Code

Select or type the discount code to be applied to the invoice.

Flex Terms

Select whether to use flexible terms or not.

Anticipation

A discount is based on the number of days between the payment date and the invoice date.

The User Fields, Distributions, Purchase Orders, Spread Add On Charges, Misc Chargers and Allowances, Related Documents, and Comments tabs become available. The Error tab will only appear if there are errors detected.

This tab has two sections. The top section lists all purchase orders attached to the invoice. In this area, you can add PO to the invoice, create details from the PO, and create charges and allowances.

If you click a PO on the top portion, its details will be displayed on the bottom portion. Select the tab which you want to create details from. This will show you a list of available details that you can select and add to the invoice.