Vendor Invoice Center Entry - Invoice Detail overview

Vendor > Entry > Invoice Center

The Invoice Detail window is displayed when you access an existing invoice in the Vendor Invoice Center Entry Invoice List grid. It is also displayed after you create a new invoice and click Save.

On this page you can access these views:

  • General Ledger Distribution
  • Purchase Orders
  • Addons
  • Terms
  • Additional Information
You can also edit an existing invoice, or create a new invoice using these options:
  • Edit Invoice

    Click this option to maintain an existing invoice. You are taken to the Invoice Detail Update window.

    You must have security to change records for Vendor Invoice Center Entry in SA Operator Setup-Function Security in order to select this option.

  • New Invoice

    Click this option to create a new vendor invoice. You taken to the Invoice Detail - Create window.

    You must have security to add records for Vendor Invoice Center Entry in SA Operator Setup-Function Security in order to select this option.

General Ledger Distribution

Use the General Ledger Distribution view to distribute the invoice amounts to the appropriate accounts. The General Ledger Distribution view is used with all invoice types, except rebates and manual payments applied to an existing invoice. The expense/asset amount (invoice amount less addons and PST/GST taxes) are defaulted, as are the PST and GST taxes if the SA Company Setup Country field is set to Canada, and any default addons that were defined in Vendor Setup. You can override one or all of the distribution entries or add to what is displayed. You also can manually distribute each transaction entered to specific General Ledger account codes.
Note: If you add a new GL account, the default When Posted option is dependent upon the stage of the invoice. If the invoice is in Entered stage, the GL account is updated at At Update. If the invoice is in Updated stage, the account is updated at At Costing.

The General Ledger account codes are obtained from Vendor Setup according to the transaction being posted. If the account codes are not defined on the vendor record, the SA Operator Setup record is checked. If the General Ledger account codes are not defined on the operator's record, the account codes set up on the R&D Operator record are used.

The General Ledger Distribution view displays a proof of all transactions. Any changes you make to the General Ledger distributions are reflected in the proof amount, which must be 0 before you continue past the General Ledger Distribution window. When you enter transactions in Vendor Invoice Center Entry, General Ledger is not updated until you process Final Update or Vendor Entry Group Update. After you process Final Update, the Vendor Setup files are updated.

Depending on the workflow and options defined for Vendor Invoice Center Entry, you may be forced to review General Ledger information before finishing transaction entry.

Purchase Orders

Use the Purchase Orders view to enter 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.

Addons

Use the Addons view to enter expensed and capitalized addons and third party addons, such as freight company charges. Addons are used with these invoice transaction types:
  • Invoices (expense, trade, and addons)
  • Miscellaneous credits (expense and trade)
  • Manual payments (trade and third party addons)

Terms

The Terms view allows you to override the default terms established in Vendor Setup. Terms only apply to invoices, miscellaneous credits, and debit memos and are defined in SA Table Code Value Setup. Vendors often offer terms to induce a steady cash flow by providing an incentive for their customers to pay within a certain discount period.

Additional Information

Use the Additional Information view to enter manual address information for expense, addon, and trade invoices. In some cases, the address set up in Vendor Setup is not the address you want to use when submitting payment of an invoice.