Entering an expense invoice

Use these instructions to enter expense invoices in Vendor Invoice Center Entry. After you save the invoice, it is included in the Invoice List. At this point, you can change views and enter additional data for the invoice.

You can also use these instructions to pay an invoice immediately as you enter it.

  1. Select Vendor > Entry > Invoice Center.
  2. Specify the group name, and then click Search.

    The Invoice grid refreshes automatically, showing all invoices for the selected group. You are in Add mode. If you have already entered an invoice and are no longer in Add mode, click New.

    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 this information:
    • Vendor #: Specify the vendor’s number.
    • Transaction Type: Select Invoice.
    • Process Type: Select Expense.
    • Invoice #: Specify the vendor’s invoice number for this transaction.
    • Amount: Specify the amount of the invoice.
    • Invoice Date: Specify the date of the invoice. The default value is the current date.
    • Terms: Optionally, change the terms. The default value is the terms from the Vendor Setup record.
    • Division #: Optionally, change the division number. If you use divisionalized accounting, the division number from the Vendor Setup record is displayed. If you are not using divisionalized accounting, this field is not accessible.
    • Invoice Type: Optionally, specify an invoice type.
    • Reference: Optionally, specify a reference for the invoice.
  4. Optionally, select these options:
    • Immediate Pay: Select this option to pay the invoice immediately. If you select this option, do not select Dispute.
    • Dispute: Select this option to place the invoice in disputed status.
    • Suspend: Select this option to suspend the invoice. The transaction is not updated to General Ledger when final update is processed.
  5. Click Save.
  6. To view and modify terms, follow the instructions for manually scheduling payments on AP group transactions. Start with the step that accesses the Terms view. Save any changes.
  7. To view and modify addons, click Addons . Save any changes.
  8. 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. Save any changes.
  9. To specify a manual address for the invoice, or to pay this invoice with a manual check, click Additional Information. Save any changes.
  10. When you are finished, exit the Invoice Detail window.
  11. To update the transactions for invoices that were entered for a group, follow the instructions to update Vendor group transactions.
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