AP Invoice Entry (APDE001B, APDE001C, APDE001E)

 

Invoice Entry is found on the Accounts Payable Data Entry menu, 1-1.  This is the program where all Accounts Payable invoices are entered that have not been paid.  This provides you with what your company owes per vendor.  The invoices are than paid through the Accounts Payable Check Writing program.  A/P Invoice Entry directly updates the General Ledger, posting the entry to the Accounts Payable General Ledger account and the expense distribution accounts. 

 

Part of the process of clearing a purchase order is the entering in of the invoice from the vendor.  Special modifications have been written into four of the LMS Accounts Payable programs.  These features will only be activated if field 5, Purchase Order System (Y/N) in the P.O. Control File is set to a Y for yes. 

 

The documentation on the operation of Invoice Entry includes the operation relating to linking the purchase order to the invoice.  It also includes operation of inputting non-purchase order Accounts Payable invoices.

 

All invoices for non-prepaid purchase orders, that were created through the Purchase Order module, should be input into the Accounts Payable system with the assigned purchase order number.  If this is not done the purchase order will not purge from the Purchase Order module.  By linking the purchase order to the Accounts Payable invoice, information is provided on purchase order quoted costs versus actual charged costs.  This is reported through the Purchase Order Variance Report.  There is also a Purchase Order report that will print all items that have been invoiced on the system but the item has not been received into inventory on the system.  This is the Purchase Order Pending Receipt report.  Also when a purchase order is linked to the Accounts Payable Invoice the APHist File is updated with the purchase order information, thus providing a History File of purchase order to invoice.

 

 

 

 

Introduction  (Contd)

 

Use of the Accounts Payable Invoice Entry, along with entering the assigned purchase order number, results in the following functions.  Also included are functions relating to non-P.O. invoice transactions.

 

Vendors can be accessed by vendor number or through an alpha vendor name search.  A miscellaneous vendor is available, which allows input of the vendors name.  This should be used for vendors that are very rarely used and a permanent Vendor File is not desired.  A default vendor number appears after completing an invoice.  This will be the vendor used on the prior invoice and can be overridden.  Thus if you enter all invoices for the same vendor one after another, this will save you the input of vendor number.  These features apply to P.O. and non-P.O. invoice functions.

 

A discount amount is entered by a percentage or dollar amount.  The percentage used can be a default from the Vendor File or can be overridden.  When calculating discount by a percentage, the invoice amount that is used to percentage on can be changed.  As an example, the freight amount of the invoice could be subtracted from the discount calculation.  The discount amount is stored in the A/P Files but is not posted to the General Ledger until the invoice is paid.  The discount function relates to P.O. and non-P.O. invoice functions.

 

Vendor terms in days are stored in the Vendor File.  Terms can also be entered during the invoice.  Both calculate a default invoice due date.  The default due date can be overridden.  This applies to P.O. and non-P.O. invoices.

 

The vendors invoice number may be up to 20 alphanumeric characters.  The system date will be the default invoice number.  A check for duplicate invoice numbers per vendor occurs.  This applies to P.O. and non-P.O. invoices.

 

The General Ledger is updated with a credit to the Accounts Payable account.  The amount credited is the total amount of the invoice including the discount amount.  The Accounts Payable account is defined in the Global File.  All of the expense distributions are posted directly to the General Ledger.  There is an unlimited amount of expense distributions that can be made per invoice or individual purchase order line item.  This relates to P.O. and non-P.O. invoices.

 

When entering a P.O. invoice, additional input of General Ledger distributions, not relating to the individual items on the purchase order is available.  This is used to post such things as freight and other charges. 

 

 

 

 

Introduction  (Contd)

 

When invoicing from a purchase order, an item with a Vendor Item File that has a designated General Ledger Account number, automatically displays in the expense distribution entry.  If the item does not have a defined G/L account number in a Vendor Item File but does have a Product Class Association File, the designated General Ledger Account number automatically displays in the expense distribution entry.  The branch number, assigned to the item on the purchase order, is also a factor in determining which G/L account appears as the default.  This allows a different default G/L account number to appear based on different branches.  If there is no G/L account number defined in the Vendor Item File or Product Class Association File, a default G/L account number stored in the Vendor File is used.  All defaults can be overridden.

 

A non-P.O. invoice has one G/L default account number.  This is stored in the Vendor File and can be overridden.

 

All of the Accounts Payable reports and Vendor Analysis reports are updated for P.O. and non-P.O. invoices.  The Vendor File is updated for month and year to date purchases.

 

On P.O. invoices a Pending File is updated or created.  If the Accounts Payable invoice has been input but the items have not been received the items print on the Pending Receipt Report.  If the receipt has been entered and the invoice is than entered, the purchase order is removed from the Pending Invoice Report.  Once the Accounts Payable invoice and the receipt of the item has been performed, the Purchase Order item prints on the Variance Report.  This provides an analysis of the receipt cost of the item versus the invoiced cost of the item.

 

The program provides any amounts that have been previously invoiced of an item.  It also provides the receiving status of the purchase order, closed, open, or partially received.  The quantity invoiced and date invoiced is written for each item into the Purchase Order Line Item File.  Also written to this file is the invoiced cost of the item, which is written as the actual cost.  The P.O. Quoted Cost remains unchanged.

 

More than one purchase order can be applied to the same invoice.  Each purchase order has the corresponding files updated.  The operator is able to go back and forth between the purchase orders, making modifications on all of the included purchase orders, prior to the final acceptance of the invoice.

 

 

 

 

Introduction  (Contd)

 

All invoices create an APHist File and GLHist File.  This includes invoices linked to a purchase order and those not linked to a purchase order.  The GLHist File stores all of the expense distributions that posted to the General Ledger for P.O. and non-P.O. invoices.  The APHist File stores the invoice header information and purchase order information.  This file can be accessed through the A/P Invoice Inquiry.  When an invoice is linked to a purchase order, the items on the purchase order and amounts and quantities invoiced are written to the APHist File.  If an item has been substituted in P.O. Receipts, the original item number is written to the APHist File.  Thus a linkage of purchase order items, A/P invoice and the G/L distributions are created and stored in the history files.  These files remain until a purge is run.

 

The program provides an automatic release function of all of the items on a P.O. invoice.  The operation of the automatic release is based on the receiving status of the purchase order.  If there is no default G/L account number, the program prompts for an account.  Within the automatic release function, individual items can still be selected for individual changes or exclusion from the automatic release.  The invoice information and General Ledger distribution on the items can be changed as many times as desired.  Invoice header information can also be changed.  Thus until the operator exits the item screen, invoices on the items can be modified as many times as desired.

 

Non-P.O. invoices also allow as many changes to the General Ledger distribution as desired, prior to accepting the invoice transaction.  Invoice header information can also be changed.

 

After the entry of the automatic release or individual selections and G/L distributions, there is the ability to cancel the entry of the invoice.  Cancellation of the invoice means no files are updated and allows the operator the ability to redo the invoice.  This applies to P.O. and non-P.O. invoice transactions.

 

 

 

 

Enter Data

 

 

Transaction Date

 

When entering the program from the menu the cursor stops at Transaction Date.  A carriage return accepts the system date as the transaction date.  This can be overridden.  Whatever date is input determines what fiscal month is updated in the General Ledger.  It is not the invoice date that determines the month the General Ledger is updated.  It is the transaction date input when entering the program.  Thus it is extremely important that the correct transaction date is entered.  As an example, the current system date is 10/01/95.  However, you are still entering invoices in for the month of September and you want them posted to the General Ledger for fiscal month September.  Thus in order for the General Ledger to be updated for the month of September a transaction date of 09/30/95 should be entered when entering the program at the Transaction Date menu prompt.  The transaction date that is input is also the default invoice date, which can be overridden per invoice.  (MMDDYY)

 

Notice on the following screen sample, that the fiscal month that is updated in the General Ledger is displayed after the heading Month.  In this example, the fiscal year begins in January so month 10 is October.  If the fiscal year began in July, entering a transaction date of 10/04/95, would post to fiscal month 4 in the General Ledger.

 

 

 

 

Enter Data  (Contd)

 

In Global Record 6 the Accounts Payable G/L account number is stored.  These are the accounts that are automatically posted to when exiting the program.  If there is an invalid G/L account number stored in Global Record 6, input of the invoice is not allowed.  The following prompt appears upon entry to the program.  Entering a carriage return exits the program and returns to the Accounts Payable Data Entry menu.  You must have a valid account number stored in the Global File in order to enter an invoice.

 

There Are Invalid G/L Account Numbers In Global Record 6 - Input Not Allowed.  

Enter 'CR' To Return To Menu                                                    

 

 

Entering the Vendor

 

Vendor No.

 

Input the vendor number that the invoice is from.  This must be a valid Vendor number.  The vendor name displays.  If an invalid number is input, the prompt Invalid Vendor  appears.  The cursor returns for reinput.  To exit the program input an E, END or TOT.  If at least 1 alpha character or a number greater than 8 digits is entered the program performs an alpha search on the vendor name.  You may enter up to 25 alphanumeric characters.

 

 

 

Enter Data  (Contd)

 

Entering the Vendor  (Contd)

 

Vendor No.

 

When the alpha search on the vendor name is made, the cursor is at one of the two following prompts.

 

Select Vendor Choice Or E'nd

Display N'ext, Select Vendor Choice, Or E'nd

 

 

 

 

 

Enter Data  (Contd)

 

Entering the Vendor  (Contd)

 

Select Vendor Choice - E'nd

Display N'ext, Select Vendor Choice, Or E'nd

 

The screen displays all vendors that have a name which begins with the inputted characters.  Each line contains the vendor number, complete name, and the second and last lines of the vendor's address.  Only 15 characters of the last address line displays.  A computer assigned number is associated with each vendor.  The first prompt appears when there is less than 15 vendor choices.  The second prompt appears when there is more than 14 vendor selections.  Enter the line number that corresponds with the desired vendor.  If an invalid line number is input the prompt Selection Is Out Of Range appears and the cursor returns for reinput.  Enter an E to exit the search and return to the Vendor No. prompt.  Enter N for next to view the next screen of vendor choices.  When N for next is input the cursor is at one of the two following prompts.

 

Display Next P'revious, Select Vendor Choice, Or E'nd          

Display P'revious, Select Vendor Choice, Or E'nd          

 

The first prompt appears until the last screen of vendor choices is accessed.  The second prompt appears when the last screen is reached.  Enter the line number that corresponds with the desired vendor.  If an invalid line number is input the prompt Selection Is Out Of Range appears and the cursor returns for reinput.  Enter an E to exit the search and return to the Vendor No. prompt.  Enter a N for next to view the next screen of vendor choices.  Enter a P for previous to go back one screen of selections.  You may go back and forward as many screens as exist.

 

 

 

Enter Data  (Contd)

 

Creating the Invoice Header

 

Once the selected vendor choice or a valid vendor number is input the vendor name appears.  If the miscellaneous vendor number 999999 is input an additional prompt appears.

 

Input Miscellaneous Vendor Name

 

 

Input the name of the vendor the invoice is assigned to.  This is the name that will be printed on the Accounts Payable reports.  Miscellaneous vendors are used for vendors that you do not need a permanent Vendor File.  The invoice for that vendor is a one time or very uncommon occurrence.  For more information on the set up of the miscellaneous vendor see page 510, Vendor File Maintenance.  (25 Alphanumeric)

 

Once the input of the first invoice, since entering the program, is completed that vendor number appears as the default vendor number.  A carriage return at Vendor No accepts the default.  You may override the default by entering another number or selecting a vendor through the alpha search.  Every time a new vendor number is input and the invoice completed, that vendor number appears as the default.  This is a time saving feature if all invoices to the same vendor are entered consecutively.

 

Entering a / slash or ERROR at any of the header prompts, beginning at Inv.No. through Disc. Amt., cancels the input.  The cursor returns to the Vendor No. prompt.  An up arrow key ^ to go back one space is also allowed at the same prompts.  Also after completing the line item and G/L distribution section of the invoice, there is another chance to change some of the header information.
Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Creating the Invoice Header  (Contd)

 

Inv.No.

 

Input the vendor's invoice number.  If a carriage return is input the current system date is assigned as the invoice number.  (20 Alphanumeric)

 

 

In the above example, the system date is 10/04/95.  A carriage return at Inv.No. automatically assigns 100495 as the invoice number.  If the system date was 08/14/95 the default invoice number would be 81495.  If an invoice number is entered that is already assigned to the vendor on another existing invoice, this prompt appears and beeps.

 

Invoice Already On File For This Vendor. Allow Duplicate Invoice # (Y'es/N'o)  

 

 

The system checks the APHist and A/P Files to determine if the inputted invoice number is already assigned to this vendor on another invoice or credit memo.  If it finds a duplicate the prompt appears.  Enter Y for yes to accept the duplicate number.  Enter N for no to not accept the number.  The cursor returns for reinput.  Note, the program will not consider the current system date as a duplicate if a carriage return is input.  As an example, if two invoices were input to the same vendor on 10/04/95 with the invoice number 100495 entered with a carriage return, they would not be considered duplicate.  However, keying in 100495 as the invoice number on the same or next day, ex. on 10/05/95, would produce the duplicate invoice number prompt.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Creating the Invoice Header  (Contd)

 

P.O. Number 

 

When the Global File switch, to link the Purchase Order module to the Accounts Payable module is set to no, the prompt for the purchase order number does not appear.  The screen looks as follows.  See the Purchase Order manual for information on setting the switch. 

 

 

When the Global File switch is set to yes, the P.O. Number prompt appears on the screen.  Input the Purchase Order number that was created in the Purchase Order System.  This is the computer generated P.O. number.  If an invoice is being entered that is not a computer generated P.O. carriage return through this field.  Only P.O. numbers created in the Purchase Order module are accepted as a valid input.  If an invalid P.O. number is entered, the message P.O. Not Found appears.  The cursor returns for reinput.  (10 Digits)

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Creating the Invoice Header  (Contd)

 

P.O. Number 

 

There are three purchase order receiving statuss.  A partial status means at least one item on the purchase order has had at least one receipt, but there are quantities left to be received.  An open status means there have been no item receipts on the purchase order.  A closed status means all of the items on the purchase order have been completely received.  When a valid purchase order is entered and accepted the current receiving status of the P.O. is displayed.  This displays as follows.

 

Closed or Part Rec (for a partial status) or Open

 

 

 

 

The display of the receiving status is to alert the operator and to aid them in the invoice process.  The norm is that the A/P invoice is not entered until the items have been received.  Thus an open status P.O. is normally not invoiced.  Normally on a partial receipt only the items received are invoiced.  On a closed status all items received are normally invoiced.  Especially when the purchase order is very large, knowing the receiving status without having to page through the entire P.O. should be helpful.  The receiving status of the P.O. also relates to the automatic release function of A/P Invoice Entry.  Depending upon the receiving status of the P.O. determines the operation of the release.  This is explained later in the documentation.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Creating the Invoice Header  (Contd)

 

P.O. Number

 

If a valid P.O. number is input but belongs to a different vendor a message displays.

 

P.O. Vendor Number Is xxxx - Do You Wish To Continue (Y/N)

 

 

If Y for yes is input the program continues on.  The purchase order history stays with the original vendor as the purchase order remains unchanged.  Only the Accounts Payable invoice and A/P history of the purchase order is updated with the inputted vendor.  This circumstance would occur when the merchandise is shipped from one site and billed from another site.  The original P.O. should be placed at the ship to site and the invoice input to the bill to vendor.  A N for no returns the cursor to P.O. Number.

 

If a P.O. number is input that was created as a Prepaid Purchase Order, the system does not allow entry as a purchase order.  The idea of a Prepaid Purchase Order is that the invoice has already been paid so the General Ledger distribution has already been entered.  Thus there is no need for P.O. actual versus quoted cost analysis.  If an attempt is made to input a Prepaid Purchase Order number, the message Prepaid Order displays and the cursor returns to the P.O. Number prompt for reinput.  Note, you can still enter the invoice without inputting the purchase order number.

 

If a P.O. number is input that has no items assigned to it, the message No Line Items On Order appears.  The cursor returns for reinput.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Creating the Invoice Header  (Contd)

 

P.O. Number

 

If the purchase order that is entered is being accessed on another terminal in the programs P.O. File Maintenance, P.O. Receipts, and the Accounts Payable Invoicing programs, the prompt PO Is In Use On Another Task , appears.  The cursor returns for reinput.  Entry of the P.O. number is not allowed until the other task exits the P.O.  This is for data updating integrity.  Note, when multiple P.O.s per invoice are entered all are considered in use until completing the invoice transaction.

 

 

Amount

 

Input the total amount of the invoice.  This is the total amount the vendor is charging on this individual invoice.  If the invoice includes more than one purchase order, enter the amount to include all of the P.O.s.  This is the amount before any discount.  The invoice amount is the amount that is credited to the Accounts Payable G/L account.  A negative invoice amount is not allowed.  A zero invoice amount is allowed.  (8 Numeric - No Decimals)

 

Inv Date

 

Input the date of the invoice.  A carriage return accepts the default date which is the transaction date.  This should be overridden to the actual invoice date.  If an invalid date is entered, the prompt Invalid Date--Enter Again appears.  The cursor returns for reinput and the default redisplays.  The invoice date is the aging date and is used to calculate due date.  The invoice date does not determine the month the General Ledger is updated.  The transaction date determines the month the General Ledger is updated.  An up arrow key ^ back to this prompt returns the default.  (MMDDYY)

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Creating the Invoice Header  (Contd)

 

Due Date

 

Input the due date of the invoice.  If there is a variable of days due, stored in the Vendor File, field 18 Vend. Terms (Days) in Vendor File Maintenance, the due date is automatically calculated.  The defined days is added to the inputted invoice date.  As an example, the Vendors term is 30 days.  With an invoice date of 10/04/95 the calculated due date is 11/03/95.  If the calculated due date falls on a Saturday or Sunday, the next Monday is assigned as the due date.  If there is nothing stored in the Vendor File the due date defaults to the invoice date.  The date may be overridden.  If an invalid date is entered, the prompt Invalid Date--Enter Again will appear.  If a date is input that is less than the invoice date, the prompt The Due Date Cannot Come Before The Invoice Date, appears.  In both cases, the cursor returns for reinput and the default redisplays.  (MMDDYY)

 

The program calculates a due date based on an input of the Vendors terms.  To enter a new Vendors terms enter the word DAYS at the Due Date prompt.  The following prompt displays.

 

Enter Vendor Terms In Days

 

 

Enter the number of days to calculate the due date from the invoice date.  The calculation is the same as described above.  The change is only for this invoice and does not affect the Vendor File.  In the above example, 15 is input.  The due date is automatically changed to 10/19/95.  Note, overriding terms stores this as the new terms for this invoice.  Thus if an up arrow ^ is input to go back to the invoice date or the invoice date is changed later on the invoice, the calculation of due date continues to use the overridden terms, not the Vendor Files terms.  (3 Numeric)

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Creating the Invoice Header  (Contd)

 

Disc. Amt.

 

There is a discount amount displayed if the Vendor File has a defined discount percentage.  Discount percent is field 17, Cash Disc. % (99.99), in Vendor File Maintenance.  The default discount amount calculates using the inputted invoice amount times the stored discount percent.  A carriage return accepts the displayed amount.  This can be overridden by keying in the desired discount dollar amount.  If a discount dollar amount is input that is greater than the invoice amount, the prompt This Amount May Not Be More Than The Entered Invoice Amount, appears.  If a negative discount dollar amount is entered, the prompt The Discount Amount Cannot Be A Negative Number -Please Re-enter, appears.  In both cases the cursor returns for reinput.  (8 Numeric - No Decimals) 

 

You may also override the stored discount percent or enter one if there is not one defined in the Vendor File.  You may also define the invoice amount that the discount percent is to be calculated on.  Note, any changes are for this invoice only and do not change the Vendor File.  To override the discount calculation enter a % sign at the Disc.Amt. prompt.  The following prompt appears.

 

   Enter The Invoice Amount To Use To Calculate The Discount (5.00 = 500)

   (EX: The Invoice Total Before Freight Is Added)                      

   Or Press 'RETURN' To Use The Total Invoice Amount      #######        

 

 

The dollar amount that was input at the Amount prompt displays as the default.  A carriage return accepts this as the amount to calculate the discount on.  This can be overridden to any dollar amount that is less than the inputted invoice amount.
Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Creating the Invoice Header  (Contd)

 

   Enter The Invoice Amount To Use To Calculate The Discount (5.00 = 500)

   (EX: The Invoice Total Before Freight Is Added)                      

   Or Press 'RETURN' To Use The Total Invoice Amount      #######        

 

Any amount entered is used as the invoice amount times the discount percent in the calculation of the discount amount.  If an amount is input that is greater than the invoice amount, the prompt This Amount May Not Be More Than The Entered Invoice Amount appears.  If a negative invoice amount is entered, the prompt Invoice Amount May Not Be Negative, appears.  In both cases the cursor returns for reinput.  A good use for this feature is when freight is charged on the invoice, but no discount is allowed on the amount of freight.  Thus at this prompt the invoice amount is entered less than the freight charge.  A slash / cancels the invoice.  An up arrow key ^ returns the cursor to the Due Date prompt.  (8 Numeric - No Decimals)

 

Once the invoice amount is accepted or overridden, the following prompt appears.

 

Enter The Discount Percent  ##.#  Ex: 3.5% = 350     

 

 

Whatever discount percentage is stored in the Vendor File displays as the default.  A carriage return accepts the default.  This can be overridden if desired.  This is than used as the percent times the accepted invoice amount to calculate the discount amount.  If a percentage is input that is greater than 100%, the prompt Invalid Percentage Please Re-enter, appears.  If a negative percentage is input, the prompt Negative Percentage Not Allowed - Please Re-enter, appears.  For both cases the cursor returns for reinput.  (1000 = 10%, 200 = 2%, 250 = 2.5%)
Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice

 

After the discount amount is accepted, if this is an invoice that is being entered from a computer generated purchase order, the lines from the purchase order display.

 

 

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

 

For each item line of the purchase order the following displays.  All information is from the Purchase Order Line Item File unless otherwise noted.

 

Line  A computer assigned line number used to select the line.

 

Item Number  The full item number on the purchase order.  This is the item number from the Item File.

 

Vendor Item Number  The Vendor Item Number from the purchase order.

 

UM  The unit of measure from the purchase order. 

 

PM  The pack multiple from the purchase order.

 

Ord  The total quantity ordered from the purchase order.

 

Rec'd  The total quantity received into inventory through P.O. Receipts.

 

PPd  Previous Paid.  This is the total quantity invoiced from prior invoice transactions.

 

CuPd  Current Paid.  The total quantity invoiced on the invoice that is being input.  When first entering the invoice this is always zero.  This is updated as items are individually selected or through the automatic release.

 

Cost  This is the actual cost stored in the P.O. Line Item File.  Actual cost is the cost the item was received, or invoiced, on prior invoices and receipts for the P.O.  Whatever transaction was entered last is the actual cost.  If the item has not been received or invoiced, the cost is the accepted Quoted cost at the time the item was added to the P.O.  The four decimal positions are displayed.

 

Ext. Cost  The extended cost equals Ord times Cost.  Only two decimal positions are displayed.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

 

Def. G/L Acct 

 

 

The default General Ledger Account number.  There are three possible defaults.  Note, the default accounts are all current, not the account stored at the time the purchase order was created.  The first priority account is one that is stored in the items Vendor Item File.  If there is no account defined in an items Vendor Item File, the second priority account is one that is stored in the Product Class Association File.  This is the account linked to the product class of the item.  The branch number stored in the P.O. Line Item File and the branch in the Product Class Association File are than compared.  If a branch number match is found, the account number stored in that record is used.  If there is an account in the Vendor Item File and the branch number entered on the item on the purchase order is a branch other than branch 1, the Vendor Item File is bypassed and the Product Class Association File is checked.  If a match on branches occur than the G/L account number stored in the Product Class Association File is used instead of the Vendor Item File.  If no match is found in the Product Class Association File, the account number in the Vendor Item File is used.  Branch 1 items use an account defined in the Vendor Item File over those assigned for branch 1 in the Product Class Association File.  Items assigned to branches other than branch 1 use the accounts assigned to the matching branch and product class in the Product Class Association File and bypass the Vendor Item File.  Thus this enables items assigned to branches other than branch 1 to bypass the priority of the Vendor Item File and go directly to the Product Class Association File.

 

The third priority account is the G/L Account that is stored in the Vendor File.  If no Vendor Item File exists or no Product Class Association File match is found, the G/L account number stored in the Vendor File is used.  If none of these three exist a 0 (zero) is printed.  Note, the default G/L account number is used to post the expense as the default account when an item is individually selected and is also the account number that is used when the item is invoiced through the automatic release function.

 

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

 

Previously Invoiced In Full 

 

 

If there have been prior invoices applied to the purchase order line items, and the item is fully invoiced, meaning the quantity ordered Ord equals prior invoiced PPd, this message appears, instead of the default G/L account number.  This item cannot be selected individually or be invoiced through the automatic release function.

 

Any message lines that were input on the purchase order appear.

 

Inv. Bal:  The Invoice Balance displays.  As items are selected or the automatic release function is activated, the invoice balance is adjusted.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

 

When the purchase order line items are first accessed the cursor is at one of the two following prompts.  These are referred to as the invoicing prompts.

 

Automatic R'elease, E`X'clude Lines, E'nd   

Enter A'dditional Charges, Or Line #          

 

Automatic R'elease, E`X'clude Lines, E'nd              

Enter, N'ext, A'dditional Charges, Or Line #   

 

The first prompt appears when there is only one screen of items and messages.  The second prompt appears when there is more than one screen of items and messages.  Entering N for next displays the next screen of line items.  When N for next is input one of the following two prompts appear.

 

Automatic R'elease, E`X'clude Lines, E'nd   

Enter Previous, Next, A'dditional Charges, Or Line #          

 

Automatic R'elease, E`X'clude Lines, E'nd              

Enter, Previous, A'dditional Charges, Or Line #   

 

The first prompt appears until the last screen is accessed.  The second prompt appears when the last screen of items and messages is reached.  Enter N for next to view the next screen.  Enter a P for previous to go back one screen.  You may go back and forward as many screens as exist.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

 

Automatic R'elease, E`X'clude Lines, E'nd   

Enter A'dditional Charges, Or Line #          

 

Automatic R'elease, E`X'clude Lines, E'nd              

Enter, N'ext, A'dditional Charges, Or Line #   

 

Automatic R'elease, E`X'clude Lines, E'nd   

Enter Previous, Next, A'dditional Charges, Or Line #          

 

Automatic R'elease, E`X'clude Lines, E'nd              

Enter, Previous, A'dditional Charges, Or Line #   

 

There are two ways to invoice items on purchase orders.  One is to individually select each item that is to be invoiced.  This is using the Line # function.  This is useful when the purchase order has a lot of items and only one or a few are to be invoiced at this time.  Or all the items on the P.O. need a cost, or quantity invoiced change, or G/L distribution change.  The other method is to do an automatic release of the items on the invoice.  A R is entered to activate the automatic release.  This is very useful and time saving when the majority of the items on the purchase order are to be invoiced with no changes.  The program automatically invoices the quantity of each item based on the receiving status of the purchase order.  The automatic release will never invoice a quantity that has already been invoiced.  The displayed actual cost is used as the invoiced cost.  The displayed default G/L account number is used to distribute the cost to the General Ledger.  Within the automatic function individual items can be selected for changes, such as to change the cost, quantity invoiced and the G/L account distribution.  Items can also be excluded from the automatic release.  This is using the X for Exclude feature.  Thus if you had 11 items on a purchase order and 8 of the items can be invoiced as is but 2 cannot, you are able to do an automatic release of the 8 items and exclude the 2 items that you do not want to invoice.  Or you can individually select any of the 8 items that are being invoiced and make specific changes and they will be released with the automatic function.  You also can cancel an item, that was selected individually or as an automatic release for an invoice, by excluding that item.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

 

When invoicing all of the items on the purchase order, individually or automatically, both functions allow items to be selected individually as many times as desired.  You can change the quantity invoiced, the cost posted, and the entered G/L accounts.  Thus if an item was selected individually and an error was made, the item can be re-selected and the changes made.  You may even have entered the automatic release command or selected the item individually and than go back and exclude that item from the automatic release function.

 

If there would ever be an item on a purchase order that has a cost of zero the item would still have to be distributed on the Accounts Payable Invoice, either as an individual selection or through the automatic release.  This is the only way that the item would be marked as being invoiced.  If this was not done the item would never be fully closed on the purchase order and would not print on the Variance Report or purge.  The line balance and distribution will be zero.

 

Both release functions also have a final accept or cancel command.  Thus if a purchase order was invoiced and than the operator decides that there were to many errors made or it was the wrong P.O. the transaction can be canceled, prior to accepting the invoice of the P.O.  Canceling the transaction means no files are updated.  Nothing is updated until the invoice is accepted and exited.  The purchase order is just like it was, prior to entering the P.O. in A/P Invoice Entry.  The vendors account, and General Ledger are not updated.  The invoice information is temporarily stored by the program and when the A/P Invoice transaction is accepted the actual updating of the files occur.  This includes the P.O. invoiced quantities and cost, the P.O. Pending Files, the vendors account, General Ledger expense distributions and the A/P Files.

 

The entry of an A at the invoicing prompts allows for additional input, which is used to enter the General Ledger distribution for the expenses that are not linked to a specific purchase order line item number.  This is to post other expenses such as freight or a down machine charge.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Selecting an Individual Item

.

Whether the items on the purchase order are to be invoiced individually or with the automatic release function, you may still select an individual item line.  This is utilizing the Indiv. Line # part of the 4 possible prompts used to invoice items.  If you do not plan on using the automatic release function on a P.O. invoice, than the only way to invoice an item is to input the line number that corresponds with the item.  Thus all items that you plan on invoicing must be selected.  If you plan on using the automatic release function than the only reason to select an item individually is to make a change on the default information.  This includes changing quantity invoiced, G/L accounts used in the distribution and the items invoiced cost amount.  Thus to select an individual item, enter the corresponding line number at the displayed invoicing prompts.

 

If a line is input that has been completely invoiced, the message, Line Previously Invoiced In Full, displays.  The item is not accessed and the cursor returns to the prompt for reinput. 

 

If a line number is input that does not exist, the prompt Line Does Not Exist appears.  If a line number is input that is assigned to a message line, the message Line Number Is A Message Line displays.  If an alpha character is input other than those in the prompts, Invalid Selection appears.  In all cases the cursor returns for reinput.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Selecting an Individual Item  (Contd)

 

Only select the lines of the purchase order that apply to the invoice that is being input.  There may be more lines of items on the purchase order then what the invoice includes.  This would be caused by back orders of merchandise.  There is no limit to the number of invoices entered on a purchase order as long as there are open items that have not been invoiced.

 

Once an item is individually selected the program continues on.  The following documentation relates to the first time, in the individual A/P Invoice transaction, an item is selected.

 

The program is designed, as the default invoiced quantity and amount for the items, to correspond with the quantity that has been received for the items on the purchase order.  This follows the assumption that the A/P invoice for the items would not normally be entered until the merchandise is received into stock.  However, these defaults can be overridden thus allowing the invoice to be entered prior to the receipt of the items and also allow a change of cost.  Because of the concept that items will not be invoiced until received, if a line number is individually selected and the item has not been totally received the following prompt displays.

 

Item Not Completely Received - Continue (Y/N)

 

 

This is to alert the operator that they are invoicing an item that the total on order amount has not been completely received into stock through P.O. Receipts.  Note, this will display on an item that has partial receipts also.  A N for no returns the cursor to the invoicing prompt.  A Y for yes accesses the item and enters the General Ledger distribution screen.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Selecting an Individual Item  (Contd)

 

Once the line number has been selected the account distribution screen displays.  For each individually selected item number line on a purchase order, the General Ledger distribution must be entered.  The cursor is at the following prompt.

 

Account

 

 

There is no limit to the number of G/L accounts for the expense distribution per item.  Whatever accounts are input will post to all of the General Ledger Files and the Chart of Accounts File.  Whatever account is entered first is the account that is stored in the Pending File.  There are 3 possible defaults at the Account field.  These are explained in the order of priority.  If there is a Vendor Item File on the selected item number, the General Ledger account that is stored in the Vendor Item File displays.  If there is no Vendor Item File but there is a Product Class Association record, that General Ledger account number displays.  Both of these defaults reflect the current account, not the account at the time the item was added to the purchase order.  The branch number assigned to the item on the P.O. is also taken into effect.  See page 23 for details.  If none of the above exist then the account from the Vendor File displays.  If that is empty then the display is blank.  The description from the chart of accounts is displayed.  A carriage return accepts the displayed account.  The default G/L account numbers can be overridden with a valid General Ledger account number.  If an invalid account or entry is input, the prompt Invalid Account # Or Type appears.  The cursor returns for re-entry.  If the wrong line of the purchase order is selected and this is caught before any distributions are made, enter TOT or ERROR at Account and that line of the purchase order is not updated.  The cursor returns to the initial screen which displays the purchase order lines.  (8 Digits)

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Selecting an Individual Item  (Contd)

 

Amount

 

At the bottom of the screen the line balance is displayed.  This is the balance of the selected line number not the total purchase order.  Upon first entering the distribution for the item, the line balance is calculated based on the total quantity received on the item.  The cost used is the displayed actual cost.

 

If the quantity received equals 0 (zero), the line balance displays as follows.

 

Line Balance = Ord (Quantity Ordered) - PPd (Prior quantity invoiced) X Cost

 

 

 

In the above example, the quantity ordered is 4, quantity received and invoiced is 0.  The cost for one is 7.50.  The line balance would be 4 - 0 = 4 X 7.50 = 30.00. 

 

As another example, the quantity ordered is 3, quantity received is 0 and the total quantity invoiced on prior invoices is 1.  The cost for one is 26.75.  The line balance would be 3 -1 = 2 X 26.75 = 53.50.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Selecting an Individual Item  (Contd)

 

Amount

 

If the quantity received is greater than zero and is also greater than prior quantity invoiced, the line balance calculation is as follows.

 

Line Balance = Recd (Quantity Received) - PPd X Cost

 

 

 

In the above example, the item has a quantity received of 5, with a cost of 36.00.  No prior quantity was invoiced.  Thus the line balance equals 5 - 0 = 5 X 36.00 = 180.00.  As another example, the quantity received is 5, the prior invoiced is 2, with a cost of 20.00.  The line balance equals 5 - 2 = 3 X 20.00 = 60.00.

 

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Selecting an Individual Item  (Contd)

 

Amount

 

If the quantity received is greater than zero but is not greater than the quantity paid, the calculation for line balance is as follows.

 

Line Balance = Ord (Quantity Ordered)- PPd (Prior Quantity Invoiced)

 

 

 

In the above example, the item has a quantity received and invoiced of 2.  The cost for one is 298.98.  Thus the line balance equals the quantity ordered of 5 - 2 = 3 X 298.98 = 896.94.  As another example, the quantity ordered is 5 and the quantity received is 2 and the prior quantity invoiced is 3.  The cost for one is 75.00.  The line balance equals 5 - 3 = 2 X 75.00 = 150.00.

 

As stated earlier, as the amounts are entered, the line balance is adjusted.  If the amount distributed is greater than the original line balance, the line balance is reflected as a negative number.

 

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Selecting an Individual Item  (Contd)

 

Amount

 

Whatever amount is distributed reduces the displayed line balance and also the invoice balance.  If a carriage return is entered at the amount field the displayed line balance is accepted as the amount assigned to the inputted G/L account number.  If the line balance is greater than the overall invoice balance entering a carriage return will only enter an amount up to the invoice balance.  However, an amount greater than the overall invoice balance can be keyed in.  Than later in the invoice entry, the invoice amount can be changed to reflect the distributed amount.  A zero or a negative number is allowed.  If a negative number is input the account is credited instead of debited.  An up arrow key ^ or ERROR returns to Account.  (9 Digits - No Decimals)

 

The amount to be distributed should be input if the displayed line balance is the desired total figure but this amount needs to be distributed to more than one G/L account number.  Another reason to override the displayed line balance is because the displayed cost that was used in the calculation of line balance is incorrect.  Thus the cost has changed from the original P.O. Quoted costs or from prior invoices or receipts of the item.  You want to use the cost designated on the invoice from the vendor.  Another reason to override the displayed line balance is to override the default quantity that was used in the calculation of the line balance.  As an example, the quantity received is 3 and there are no prior invoices, the program will want to use 3 as the quantity to be invoiced.  But for whatever reason you only want to invoice 2 or you want to invoice more than 3.  This would occur when there is a discrepancy between what the vendor says is shipped and what your records show.  Or the inventory and A/P departments are not synchronized in the timing of their input.  The amount distributed will have to be changed to reflect the different quantity. 

 

Special Description

 

If a carriage return is input the vendor name is automatically the default.  A description identifying the distribution may be entered.  The description remains with the General Ledger Account input on that distribution.  Descriptions are printed on the General Ledger and Expense Distribution reports and the General Ledger Inquiry.  They also are written to the GLHistory File.  Type in an up arrow key ^ to return to Amount.  Inputting ERROR returns to the Account prompt to allow reinput of that distribution line.  (23 Alphanumeric) 

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Selecting an Individual Item  (Contd)

 

After the Special Description is input the cursor returns to Account.  More distributions may be made or enter TOT or ERROR to finish the G/L distribution.  Once TOT is input to end the distribution entry, one of the two following prompts appear to allow the operator to make modifications to the G/L distribution entry.

 

Enter # To Change, Additional Input, Or CR To End

Enter # To Change, Additional Input, Next, Or CR To End

 

 

The first prompt appears when the G/L distributions for that item line, are less than 13 entries.  The second prompt appears when the G/L distributions exceed 12 entries.  Entering N for next allows viewing of the next screen of distributions.  When N for next is input one of the two following prompts appear.

 

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

The first prompt appears till the last screen of distributions is accessed.  The second prompt appears when the last screen is reached.  Entering N for next allows viewing of the next screen of distributions.  Enter P for previous to go back one screen of distributions.  You may go back and forward as many screens as exist.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Selecting an Individual Item  (Contd)

 

Enter # To Change, Additional Input, Or CR To End

Enter # To Change, Additional Input, Next, Or CR To End

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

You may change any of the G/L distributions that were made.  This is using the Enter # To Change in the prompts.  Enter the corresponding line number of the distribution that is to be changed.  The distribution entry is than displayed at the bottom of the screen.  The cursor is at the Account prompt.

 

 

The entered G/L account number is displayed.  A carriage return accepts this account.  This may be changed to another valid G/L account.  When overridden the description of that account is displayed.  Entering an invalid account produces the message Invalid Account Number Or Type.  The cursor returns for reinput and the original account is redisplayed.  Entering ERROR returns the cursor to the change prompt.  The data will stay as is.

 

Amount

 

The amount entered on the add is displayed.  A carriage return accepts it.  This can be changed if desired.  If changed the displayed line balance will be adjusted.  An up arrow key returns to Account.  Note, if the entry was not desired and there is nothing to change the account to, enter a zero for amount.  The entry remains but is a zero amount.  (9 Digits - No Decimals)

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Selecting an Individual Item  (Contd)

 

Special Description

 

The description entered on the add is displayed.  A carriage return accepts it.  This can be changed if desired.  An up arrow key ^ returns to Account.  Inputting ERROR returns the cursor to the Account prompt.  The data returns to the original data.  (23 Alphanumeric)

 

You may also add additional G/L distributions.  This is using the Additional Input part of the prompts.  When an A for additional is entered the cursor is at the Account prompt.

 

 

Operation will be the same as described on the original add.  See page 30.  One of the three possible default accounts display.  An ERROR or TOT ends the add.  The cursor returns to the Enter # To Change prompt.  A carriage return at amount enters the line balance.  The amount can be entered.  Any amount entered adjusts the line balance and the invoice balance.  The default special description, which is the vendor name, can be overridden.  After the first additional input the cursor returns for another, until TOT or ERROR is entered at the Account prompt.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Selecting an Individual Item  (Contd)

 

Enter # To Change, Additional Input, Or CR To End

Enter # To Change, Additional Input, Next, Or CR To End

Enter # To Change, Additional Input, Next, Previous Or CR To End

Enter # To Change, Additional Input, Previous Or CR To End

 

Entering a carriage return is the final exit for the G/L distribution.  The screen that displays the items is redisplayed.  If the original displayed line balance is changed during the entry of the G/L distribution, after the carriage return is input, an additional variance calculation appears at the bottom of the screen.  This would be due to a change in the cost, or quantity invoiced not matching the default.  The variance also appears when the total quantity received is less than the quantity ordered, due to partial shipments.  If there is a variance the following prompt appears.

 

Variance =       -##  Qty Ord =   #  Recd =   #  Pr Pd =   #  Cu Pd =   #

Enter Quantity Invoiced   #                                              

 

The Qty Ord is the total quantity ordered of the item.  The Recd, is the total quantity that has been received.  The Pr Pd, is the total quantity invoiced prior to the input of this invoice.  The Cu Pd is the current quantity invoiced.  Cu Pd is always zero on the first selection of an item.  The calculation for the Variance amount is the Qty Ord minus Pr Pd, times the original displayed cost, minus the total current invoiced cost.  The default amount in Enter Quantity Invoiced is Qty Ord minus Pr Pd or Recd minus Pr Pd, depending upon the current amount received on the item.  This is the same logic used in calculating the line balance.  See page 31 for more details.

 

A carriage return accepts the displayed quantity invoiced.  If the displayed Quantity Invoiced is not correct you must override it.  This would be in the case of a back order where all the merchandise is not being invoiced as it was not all shipped.  Or you are not agreeing to invoice the default amount.  Basically the invoiced quantity must balance with the cost entered during the G/L distribution.  The input of this field updates the quantity invoiced, per line item, in the Pending and P.O. Line Item File.  This is an important figure if the P.O. Pending reports and future A/P and P.O. Receipts are to be accurate, reflecting the correct quantity invoiced.  If a quantity invoiced amount is input that is greater than the quantity ordered and prior invoiced, the prompt, Total Quantity Invoiced May Not Be More Than Quantity Ordered appears.  The cursor returns for reinput.  (4 Numeric)
Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Selecting an Individual Item  (Contd)

 

Once the Quantity Invoiced is input the cursor returns to the display of the purchase order line items.  (4 Numeric)

 

To recap, the variance prompts do not appear if the original line balance was not changed and the total quantity invoiced equals the quantity ordered.  Following is an example of an item that is invoiced and reflects a variance.

 

 

The original cost is 8.00 a piece.  A quantity of 5 have been received.  Thus the original line balance is 5 X 8.00 = 40.00.  However, this cost is incorrect as the item is now 8.10 a piece.  Thus during the G/L distribution the total amount of 40.50 was distributed.  Note the above variance display.  The difference between 40.50 and 40.00 is -.50 thus this is the Variance.  The default Quantity Invoiced is 5.  In this case the default of 5 is correct.  It was not the quantity invoiced that is changed just the cost.  Thus 5 is accepted.  When the item is redisplayed the new actual invoiced cost of 8.10 is reflected.  The cost of 8.10 is written back to the P.O. Line Item and Pending File as the actual cost of the item.  The current amount invoiced is 5.

 

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Selecting an Individual Item  (Contd)

 

Following is another example of an item that is invoiced and reflects a variance.

 

 

 

In this example, the default quantity invoiced is 1 as 2 have been received and 1 has been invoiced on a prior invoice.  The cost for one was 26.75.  However, the amount that is invoiced on this invoice is the remaining 4 that are on order and the cost of each one is now 30.00.  Thus a G/L distribution of 120.00 was made.  This calculated the displayed dollar variance of 5 (Qty Ord) - 1 (Pr Pd)= 4 X 26.75 =107.00 - 120.00 (distributions made) = -13.00.  The quantity invoiced is overridden to 4.

 

 

The P.O. Line Item and Pending File are updated with the new actual cost of 30.00 and the total quantity invoiced equals 5.

 

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Selecting an Individual Item  (Contd)

 

After the distribution is completed on an item line, the items are redisplayed.  The Cu Pd (current invoiced) is updated with the quantity invoiced.  This is a way to tell that the item was selected on this transaction.  The calculation for this amount is described on pages 31-34 or it is input by the operator at the variance display.  The unit and extended cost are updated.  This is based on quantity invoiced and the G/L distribution.  With the four decimal unit cost an items unit cost will use all four decimal positions when necessary.  The calculation is total amount distributed, divided by current quantity paid.  Thus if this calculation does not round evenly to two decimals the other two decimal positions are used.  This could also work the opposite way.  The unit cost began with more than 2 decimal positions but with cost changes or quantity changes, the unit cost now rounds evenly to two decimal positions.  Note, this will also occur on automatic releases. 

 

If the cost changed the extended cost reflects this change.  Extended cost always remains two decimal positions.  Note, that extended cost remains quantity ordered times the displayed cost.  Also displaying are the first two G/L distributions applied to the item.  The account and amount is displayed.  Note, line 4 on the following example.

 

 

The reason only two G/L distributions display per item is that there is only room for two distributions.  To display more than that would require more lines per item.  You can re-select the line to view and modify the distributions and amounts. 

 

Also notice that the invoice balance, Inv. Bal., is reduced by the amount distributed.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Automatic Invoice Of Items

 

The other way to invoice items is to do an automatic release.  On all of the invoicing prompts entering a R for the Automatic Release option activates the automatic invoice function.

 

Prior to exiting the invoice prompts, an automatic release can be input at any time in the procedure.  If the automatic release command is input more than once for a P.O. invoice this is not a problem.  The program sets a switch that an item has been individually selected or invoiced with the automatic release function, thus it does not affect the item to enter the automatic release command more than once.  Items can be individually selected prior to or after the automatic release command.  Thus even after entering the automatic release command, items can be selected and the invoicing information changed. 

After the automatic release command is input, additional prompts appear, depending upon the receiving status of the purchase order.  The three possible receiving statuss are open, closed and a partial receipt.  The concept behind this is that most companies do not want to enter the invoice until the items have been received.  Remember, that the receiving status of the purchase order displays on the screen in the header section of the invoice, after the entry of the P.O. number.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Automatic Invoice Of Items  (Contd)

 

If the automatic release command is input on a purchase order that has a closed receiving status, no additional prompts appear.  A closed status means all items are received, thus the assumption is made that all items that have not been fully invoiced will now be invoiced.  The quantity invoiced will be the ordered amount minus prior invoiced.  The displayed cost times the quantity invoiced will be the distributed cost .  The default G/L account will be the account used to post the amount to the General Ledger and Chart Files.

 

The following example shows the results of a closed P.O. being automatically released.  See page 42 for the same P.O. prior to the automatic release command. 

 

 

When the two are compared, note that lines 2, 4, and 6 are the only lines that are updated.  You can tell this by the amounts in the Cu Pd column and the amounts after the default G/L accounts.  Lines 1, 3, and 5 were fully invoiced on other invoices, thus are not re-invoiced during this transaction.  If any of the lines that could be updated automatically, were selected individually, the automatic release would leave them unchanged.  Notice the invoice balance is now zero.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Automatic Invoice Of Items  (Contd)

 

If the automatic release command is input on a purchase order that has a partial receiving status, the following prompt appears.  Partial status means at least one item has a receipt of at least one.

 

Only Include Items That Have Receipts But Have Not Been Invoiced? (Y/N)  

 

 

Enter Y to automatically include and invoice items only if they have a quantity that has been received and not invoiced.  Enter N for no to release all items and the quantity that has not been invoiced.  What has been received is not factored in.

 

The above sample P.O. reflects the purchase order prior to the input of this question.  The next pages will show the results of the automatic release, with the response to this question as a yes and a no.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Automatic Invoice Of Items  (Contd)

 

The first example is after an input of Y is entered at the Only Include Items That Have Receipts But Have Not Been Invoiced? (Y/N) prompt.  Thus this sample reflects the invoice of items with quantities that have been received and not invoiced.

 

 

Notice that lines 1, 2, and 5 are updated for the current invoice.  Line 1 reflects a quantity invoiced of 29.  The ordered amount is 30, but 1 had already been invoiced on a prior invoice transaction.  Line 2 shows an invoiced quantity of 3, which is the difference of the received quantity of 15 less the prior invoiced quantity of 12.  Line 5 shows an invoiced quantity of 5 which is the received quantity.  There were no prior invoices.  Note, line 3 is not updated.  There are none received, thus none are invoiced during this transaction.  If you calculate the Cu Pd times the cost for each item you will see that the invoiced amount is 335.50.  Note, that the invoice balance reflects 0.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Automatic Invoice Of Items  (Contd)

 

The second example is after an input of N is entered at the Only Include Items That Have Receipts But Have Not Been Invoiced? (Y/N) prompt.  Thus this sample reflects the invoice of items that have not been invoiced.  The amount received is not factored in.

 

 

Notice that line 1, 2, 3, and 5 are updated.  Basically the calculation is Ord (quantity ordered) minus the P Pd (prior invoiced).  Notice that the invoice balance reflects a negative amount as the invoice amount was entered to include only items that were received and not invoiced.  If this was the desired result the invoice amount can be changed to match the distribution, later in the entry of the invoice.

 

The normal and most common response to the prompt will be the first way, to only invoice the quantity that was received.  However, the option allows flexibility in case the invoice is entered in the computer prior to the receipt.

 

The displayed cost times the quantity invoiced is the distributed cost .  The default G/L account will be the account used to post the amount to the General Ledger and Chart Files.  If any of the lines that could be updated automatically were selected individually the automatic release would leave them unchanged and still included.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Automatic Invoice Of Items  (Contd)

 

If the automatic release command is input on a purchase order that has an open receiving status, the following prompt appears.  Open status means there have been no receipts on any of the items.

 

An Automatic Release Will Include All Items That Have Not Been Invoiced.

No Items Have Been Received.                                           

Are You Sure You Want To Do An Automatic Release? (Y/N)                

 

 

Because of the concept of not wanting to invoice a purchase order that has not been received, the message appears as a warning to the operator.  Are you sure you want to do this?  If a N for no is entered, the automatic release is canceled.  The items remain unchanged.  If a Y for yes is entered, the Ord (quantity ordered) minus any P Pd (prior invoiced quantities) are invoiced.  Thus you are invoicing all of the items prior to them being received into inventory on the system.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Automatic Invoice Of Items  (Contd)

 

The next example is after an input of a Y is entered at the Are You Sure You Want To Do An Automatic Release? (Y/N) prompt.  Thus this sample reflects the invoice of items that have not been invoiced.  There is no amount received.

 

 

Both items on the purchase order are invoiced by the ordered amount.  This calculates out to the inputted invoice amount, thus the invoice balance is 0.

 

The displayed cost times the quantity invoiced is the distributed cost .  The default G/L account is the account used to post the amount to the General Ledger and Chart Files.  If any of the lines that could be updated automatically were selected individually the automatic release would leave them unchanged and still included on the invoice.

 

Remember, you can always override what the automatic release has invoiced for an item, by selecting the item individually.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Automatic Invoice Of Items  (Contd)

 

Whenever an automatic release is entered, regardless of the receiving status, the default G/L account number is the account that is used to post the amount to the General Ledger, when the item has not been selected individually.  If there is no default account, the program prompts the operator to input an account.  This occurs after the automatic release command is entered and will repeat for every line that is being invoiced and does not have a defined default G/L account.  The following prompt appears.

 

Line Has No Valid G/L Distribution.  Enter Account Number: 

 

 

The line that does not have a default account number displays.  You must enter a valid G/L account number.  Only one is allowed.  If an invalid account is entered, the prompt Invalid Account Number - Please Re-enter, appears.  The cursor returns for reinput.  When all of the automatically released invoiced items with no default account are displayed, the program redisplays the screen with the items.  The cursor is at one of the four invoicing prompts.  The entered accounts appear with the items.  These items can be selected individually if the G/L distribution needs to be changed.

 

Note, if you are releasing a large purchase order with numerous items, after inputting lines that need a G/L account or just the release command, the program may appear to pause and you may think the program is stuck.  The program is actually updating the screen and is not hung up.  After the program has gone through all the items, the invoicing prompt will appear.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Automatic Invoice Of Items  (Contd)

 

The last feature of the automatic invoice function is the ability to exclude items from the automatic release.  As an example, the majority of the items are invoiced but there are a few items that you do not want invoiced.  So you need a way for these items to not be included in the automatic release.  Note, if all items on the P.O. that are invoiced are individually selected and no automatic release function is activated there is no need to exclude items, only items that were individually selected on the P.O. would be included. 

 

Another use of the exclude function is to remove an item that has been set to be invoiced with the automatic release function or even just an individually selected P.O.  An example, an item was individually selected and than it is decided that this item should not be invoiced.  You may exclude that item.  Or as another example, the automatic release function is activated and it is decided an item should not be invoiced.  You may exclude that item.  In both cases the item will not be invoiced and updated. 

 

On all of the invoicing prompts entering a X at the EXclude Lines prompt activates the ability to exclude items from the automatic release.  You may do the exclusion at any time during the invoice, prior to or after entering the automatic release command.

 

 

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Automatic Invoice Of Items  (Contd)

Excluding Items  (Contd)

 

When a X to exclude is entered, the following prompt appears.

 

Enter Line #s To Exclude;  Press CR When Through

 

 

Enter the line number that corresponds with the item that is being excluded from the invoice.  If an invalid line number is input, the prompt Line Does Not Exist, appears.  The cursor returns for reinput.  After entering a line number, the cursor remains at the prompt allowing input of more line numbers of items to exclude.  When you have completed entering the line numbers, enter a carriage return.  That will exit the exclude prompt.  If the item had been individually selected or updated from the automatic invoice function, after excluding the item the original information for that item prior to this invoice is redisplayed.  Any item that is excluded has X displayed next to the item.

 

Note, if an item is excluded and should not have been, individually selecting that item will remove the exclusion and the item is than included.  Thus the way to un-exclude an item is to individually select the item and enter the invoice information.

Invoice Entry  (Cont'd)

 

 

Enter Data  (Contd)

 

Entering a P.O. Invoice  (Contd)

Automatic Invoice Of Items  (Contd)

Excluding Items  (Contd)

 

Following is an example, of the results of excluding an item on the sample P.O. 4411, which is included on the preceding page.  Line number 6 Toner2 has been excluded.  Note, that X displays before the line number and also note the Cu Pd (current invoiced) column is zeroed out.  The amount is removed from the G/L account number.  The default G/L account redisplays.  Any cost changes are deleted.  The item is not updated and included on the invoice.  Also notice the Invoice Balance has increased by that items posting.