Use this to record the details of your supplier invoices and match them to purchase orders and / or goods received notes (GRNs).
If you have chosen to use disputed invoice processing in the POP settings, you can record the supplier invoice and mark it as disputed. While the invoice is disputed it can be amended. Once an invoice is accepted and posted, it cannot be amended in the Purchase Order Processing. However you may be able to reverse the transaction in the Purchase Ledger.
Recording an invoice as received can be carried out by several people at the same time provided they are not entering invoices for the same supplier.
This is when a supplier invoice is matched to the purchase order to determine if it should be paid or queried before any payment is made.
All purchase order items regardless of type (stock, miscellaneous, service/labour and free text) are displayed when entering invoices or credit notes.
The supplier invoice is matched to the goods received note (GRN) and to the purchase order. When items are not matched to a GRN, a warning is displayed.
For invoices:
Discrepancies between the invoice and the purchase order or goods received record can occur. As you record an invoice, discrepancies are highlighted. In certain cases the discrepancies may prevent you from recording the invoice. If you have chosen to use disputed invoice processing on the Order Processing tab of the POP settings, then you can record such invoices and mark them as disputed.
While the invoice is marked as disputed no update to other modules is made. This means there will be no evidence of the invoice being received in either the Purchase Ledger or Nominal Ledger. The update only occurs once the disputed invoice is resolved.
When dealing with:
Note: Three-way match only (invoice matched to the GRNThe Goods Received Number (GRN) is assigned to a record when goods or services are confirmed as received. It is also applied to a record when goods are returned to a supplier during the Confirmed Goods Returned activity.): if you accept an invoice and you have not yet received the goods from your supplier, when the items are received the system will automatically mark the GRN as credited.
Note: If you are using a three-way match, the increased invoice quantity cannot exceed the quantity delivered for the item.
Invoiced goods not specified in the purchase order, then the purchase order must be amended before the invoice can be matched successfully.
Provided an invoice is not marked as disputed, recording it as received results in an update to:
The Nominal Ledger. The balance sheet nominal accounts for creditor control and tax control are both updated.
Postings are also made to a third nominal account to account for stock. The nominal account updated depends on the item type used to specify the goods or services in the original purchase order. For item types stock and miscellaneous the default nominal code setup on the item is used. For service/labour items or goods/services specified using free text items in the purchase order, the default nominal account setup on the supplier's account is used. However, if you amend the displayed default nominal account then the posting is made to the nominal account selected as the invoice is entered.
Open: Purchase Order Processing > Order Processing > Record Purchase Invoices.
Enter the invoice details:
| Supplier Account |
Select the supplier account and the required purchase orders. |
| Invoice date |
Enter an invoice date. The system date is displayed automatically. |
| Exchange Rate |
If you are dealing with a foreign currency supplier, enter the required exchange rate. The exchange rate stored in the exchange rate table is displayed . |
| Reference (Optional) |
Enter a reference, if required. Check if the invoice has already been recorded. Click Check. If the invoice date and reference are not unique a warning is displayed. |
|
Goods Value and Tax Value (Optional) |
Enter the goods and tax values for the invoice. This helps you to check that the values on the matched purchase order are the same as entered invoice values. If the selected order items do not match the entered goods and tax values a message is displayed. If values are not entered here, the purchase invoice values are calculated from the selected order lines. |
Match to the required purchase order lines and GRN's:
Use Find to search for an item in the displayed list and use View Order to display full details of a purchase order.
Select the required purchase order lines from those displayed in the Select order items to match to invoice section of the window.
Note: If an item has not been authorised and you have not chosen to allow processing of unauthorised purchase orders on the Order Processing tab of the POP settings, the order line will be displayed but you will not be able to select it.
If required, you can change the invoice quantity in the Qty to be Invoiced column and the unit price in the Discounted Unit Price column.
Note: The quantity will be modified if it is not an allowed amount (according to the unit's precision setting).
Use Find to search for an item in the displayed list and use View Order to display full details of a purchase order.
To display the associated GRN's, select the required purchase order lines from those displayed in the Select order items to match to invoice section of the window.
Note: If an item has not been authorised and you have not chosen to allow processing of unauthorised purchase orders on the Order Processing tab of the POP settings, the order line will be displayed but you will not be able to select it.
Check the information. To post the invoice click Post Invoice.
The purchase ledger Enter Purchase Invoice screen appears showing the values you have entered. You can amend tax values and take care of rounding discrepancies where required. The exchange rate cannot be amended.
If you have system down time whilst posting POP invoices, your invoices may not post correctly.
When this occurs the invoice details are saved and can be posted using the PL > Enter transactions > Batched transactions screen. These invoices will have a batch header title incorporating the date and time the system down time occurred.
Reference
Order processing (POP settings)
Reverse supplier transactions (Purchase Ledger)