Creating invoice line detail from the purchase order or the receipt

You can create invoice detail for some or all lines from a purchase order or receipt. The receipt or purchase order must exist and be released prior to invoice entry.

  1. Access the appropriate invoice entry form: Basic Invoice (AP20.1) or Tax Invoice (AP20.2).
    Note: When you add the invoice, a PO Cost message may be created if you have PO Cost messaging turned on.
  2. Specify the invoice information and select the Add form action to add the invoice.
  3. The application automatically transfers you to Invoice Line Detail - Purchase Order (MA43.1).
    Note: If you do not want to transfer to MA43 to add detail, then you can select the Match form action on the AP20 form.
  4. Specify or select the purchase order or receiver number and perform an inquiry.
  5. Create line item detail for all or some of the lines on the purchase order or receipt. This creates invoice line detail, based on the invoice quantity and unit cost added.
    To create line item details Use
    For all lines the Create Detail form action
    For some lines only the Add line action for the appropriate lines

    If the invoice quantity or cost is different than the purchase order or receipt, then make the appropriate changes.

    Click the Line Detail tab to view line item detail, such as the item number and unmatched quantity, and to select the tax exempt status and commodity code. The unmatched quantity shown is determined by the purchase order line, regardless of the receivers.

    Select the Retainage tab to specify retainage information for the purchase order line. You can specify the retainage percent that is related to the line In the Override Retainage Percent field . This is used to override what defaults from purchase order or vendor agreement.

  6. Select the Change form action.
    Note: If you receive a PO Cost message, then the invoice cannot be matched until the message is resolved.

    See Using invoice messaging.

  7. To match the invoice online, select the Match form action. If you attempt a match and receive a message that the match failed, then see Chapter 8, Reconciling Invoices.

    If you receive a message stating that the Inv Amt not equal Inv Dtls, PO Tax and AOC; cannot match, then this means that the invoice is out of balance. For example:

    Invoice Amount = $1000.00

    Goods = $800.00

    AOC = $30.00

    The goods amount plus the AOC only equals $830, not $1000.00. You need to adjust the goods, AOC, tax, or invoice amount before you can attempt to match the invoice.