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Enter a non order related Invoice

Caroline Buckland Updated by Caroline Buckland

The Process

When an Invoice or Credit Note is received from a Supplier for goods or services that have not been ordered from an official purchase order the Invoice or Credit note will need to entered on to the Supplier account before the payment can be made.

Entering an Invoice/Credit Note

The entry screen consists of multiple tabs, the steps below describe the relevant tabs required to enter an Invoice.

To access the Invoice Entry screen: Accounts Payable-AP Processes-AP Data Entry-Enter Invoices.

The fields with a magnifying glass symbol are promptable, and you can use prompt to help find the code.

Double click in the field
You can enter a code or description to limit your search.
Select the code you wish to return and Select Ok.
This will return you to the screen you came from, with your chosen code in the field.

Invoice/Credit Note Header

Make an entry in the following fields.

Received Date: date the invoice was received in the organisation.

Supplier: Enter the supplier number, you can prompt on this field if the number is not known.

Transaction Ref: Enter the invoice number displayed on the invoice.

Date: Enter the invoice date from the invoice.

Gross Amount: Enter the Gross amount from the invoice.

Tax Amount: Enter the tax amount from the invoice.

Element: if ICA is in use.

The current Period and Year will default.

The Due Date will default from the Supplier file, but this can be changed.

Optional Fields

Owner: A user ID of the person the query is with

Location: Location code of the person who the query is with

Other format are available to add in the following:

  • Currency/Tax - changing the currency code or tax details
  • Miscellaneous - used for recurring payments and prepayments
  • Sundry Details - adding in sundry name, address and bank details
  • External References - free format fields

Completing Invoice Lines

Access the lines by selecting the Lines button.

Description: enter the description for line 1.

The description is 40 characters and each line on the invoice should be entered separately.

Invoice Price: enter the number of items you want to buy.

Invoice Quantity: enter the price per unit of measure

GL Details

Enter the full GL account, nominal and management codes, ie. Cost Centre. All of these fields have the prompt action available to enable you to look for the correct code.

Tax Details tab

Tax Details: the tax details default from the Supplier file, however if a different rate of tax needs to be entered or a non tax rate then these codes can be changed. 

You can use the prompt action to search for the codes.

Update the Invoice/Credit Note

When you have completed all the tabs, select Update.

If there are any warnings on values or dates, they need to be checked and if correct you can then select the Accept Warnings icon followed by Update.

The batch number is then displayed at the top of the screen.

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