How to Create an Invoice from a PO

•Invoices can be entered in summary and/or detail mode. The following matrix depicts the availability of invoice entry modes:

•The invoice numbers for the same vendor must be unique. The system will prevent duplicate entries.

•During the Invoice Entry process, validations are performed for PO number, Vendor number and G/L account number. Error and/or warning messages will be displayed, where applicable.

•When the invoice amount is entered, if the Budget Check parameter is selected in the Accounting settings, the G/L account’s available budget is checked. If the invoice amount is over the available budget, a warning message will be displayed.

•When the invoice price exceeds the PO price by more than the Purchase Price Variance %, as defined in the Purchasing settings, a warning message will be displayed.

•Invoices entered must be in balance. If the invoice amount entered does not equal the G/L distributions, a warning message will be displayed.

Based on the usage of the batch Code selected the Add Invoice and/or Add Online Chq buttons will become available.

4. In the New Invoice screen, enter the PO Number or enter the Requisition #. If necessary, click on the Search icon to search for a PO. Refer to How to use PO Search for more information on how to use this feature.

The vendor information as defined on the Vendor file will be displayed on the new invoice screen, when the PO Number or Requisition # are entered. The G/L distribution grid will be populated from the PO.

Note: If the PO selected has not been printed a message will be displayed in a pop up window. Read and click OK to continue.

If an invoice note has been created for the requisition associated with the PO, a note will be displayed in a pop up window. Read and click OK to continue.

5. If applicable, enter or update the Invoice Vendor or click on the Search icon to search for a Vendor.

8. Click on the calendar icon to enter or update the Invoice Date. Default: Current date.

9. If applicable, enter or update the Discount Amount. Default: PO Discount Amount.

11. If applicable, click on the Invoice Type to select an alternative option. Default: The Invoice Type from the last invoice entry.

12. If applicable, click on the calendar icon to enter or update the Due Date. Default: Automatically calculated based on Invoice Date and Terms %/Days.

13. If applicable, to place an invoice on hold, select or the On Hold selection box. Default: Not selected.

15. If applicable, enter the Reference Data. Data entered in this field will be displayed in the Description column.

16. If applicable, in the Entry Method section, select one of the following radio buttons: Detail or Summary (selected by default). The G/L Distribution grid will be populated with data from the Purchase Order and the line Type will display PO.

17. If applicable, click on the Add G/L Distribution button to add additional G/L distribution lines to the grid as needed. The line Type will display GL.

Then

Summary Invoice Entry Method is selected

1. The grid will display the following columns: Type, Description, G/L Account, Tax Code, PO Commit, PO Decommit, Inv Price($), Subtotal ($), Tax Amt($) and Item Total($).

For PO Type lines, enter the Inv Price($) and, where applicable, update any of the editable fields: Description, Tax Code, and/or Tax Amt($).

For G/L Type lines, enter the Inv Price($) and G/L Account and, where applicable, update any of the editable fields: Description, Tax Code, and/or Tax Amt($)

(see example below).

Note: The default tax code as set up in the Tax Settings will be automatically selected but may be changed. Once the Inv Price($) is entered, the amounts in the Subtotal($) and Tax Amt($) will calculated and displayed. The Expected Total ($) and the Actual Total ($) sections will be updated.

2. Proceed to Step 19.

Detail Invoice Entry Method is selected

1. The grid will display the following columns: Type, Description, G/L Account, Tax Code, Ord., Rec'd, Inv'd, Owing, Invoice Qty, Invoice Price, Subtotal ($), Tax Amount($) and Item Total($). .

For PO Type lines, enter the Invoice Qty and, where applicable, update any of the editable fields: Tax Code, Invoice Price, Subtotal($) and/or Tax Amount($) (see example below).

For G/L Type lines, enter the Invoice Qty and G/L Account and, where applicable, update any of the editable fields: Description, Tax Code, Invoice Price, Subtotal($) and/or Tax Amt($).

Note: The default tax code as set up in the Tax Settings will be automatically selected but may be changed. Once the Invoice Qty is entered, the amounts in the Subtotal($) and Tax Amt($) will calculated and displayed. The Expected Total ($) and the Actual Total ($) sections will be updated.

2. Proceed to Step 19.

19. In the Expected Total($) and Actual Total($) sections, review the information. Any difference between the Expected Grand Total and Actual Grand Total amounts will be displayed in red.

Note: Refer to How to Upload a File for more information on how to use this feature.

21. Click on the Save button. Alternatively, click on the Clear All button to restore all the field to the default values and enter another invoice, or click on the Cancel button to return to the Invoice Management screen.

When the Save button is selected, the application will perform a series of validation checks and if applicable will display warning messages.

If	Then
G/L accounts are over budget	A warning message will be displayed. The user must acknowledge the message before proceeding. 1. Click on the Yes button to continue or click on the No button to return to the New Invoice screen.
Expected Grand Total and Actual Grand Total are different	A Please Confirm dialog box will be displayed. The user will be prompted to acknowledge and accept the Actual Amount. 1. Click on the Yes button to accept or click on the No button to decline and return to the invoice to makes changes.
Invoice price exceeds PO price by more than the Purchase Price Variance % (defined in the Purchasing Settings)	A Warning- Variance Exceptions message will be displayed. 1. Click on the Accept With Exceptions button to continue with the variance and create the invoice or click on the Go Back and Change to make changes to the invoice.
PO is open	The Close Current PO dialog box will be displayed. Click on the Yes button to close the PO or click on the No button to keep the PO open. Clicking Yes will result in the reversal of outstanding commitment balances. The purchase order will be marked as Closed and will remain in the system for inquiry purposes. Invoices may still be entered against a Closed purchase order.