Entering Vendor Invoices and Un-Invoicing

The Invoice transaction handles the invoicing and un-invoicing of Purchase Orders. The invoicing transaction may be accessed via two different methods.

Process Definition:

The Invoice transaction handles the invoicing and un-invoicing of Purchase Orders. The invoicing transaction may be accessed via two different methods:

  • Purchasing > Invoice – used AFTER a PO has been entered and received in Deacom.
  • Invoice/Pre-Pay checkbox – used during PO creation for expense POs (e.g., creating the payable after the Invoice has been received from the Vendor).

Regardless of which method is used, the processing of Vendor invoices is the same. Separate security exists to control access to this transaction. 

Note: A Purchase Order is required in Deacom to enter a Vendor Invoice and then subsequently pay the invoice. 

Process in Deacom:

Enter Vendor Invoice After PO has been Entered and Received 

  1. Navigate to Purchasing > Invoice.
  2. If the PO Number is known, enter it in ‘Purchase Order’.
    1. Click Continue to open the Enter Invoice Received screen.
  3. If the PO Number is NOT known, enter any applicable information on the pre-filter (Vendor or Facility).
    1. Click Show Orders.
    2. On the Orders To Be Invoiced screen, highlight the applicable line and click Continue to open the Enter Invoice Received screen.
  4. If the Vendor provided their invoice number for the PO, enter it in ‘Invoice Number’.
  5. Review the ‘System Invoiced’ date.
    1. Note: the System Invoiced date is the date the system will post the invoicing transaction to the GL. It defaults to the current date and should be left unchanged.
  6. Update the ‘Vendor Invoiced’ date, if necessary.
    1. Note: the Vendor Invoiced date is the date that the Vendor invoiced the PO, which is the date the terms start. The 'Date to Pay' field populates based on the payment terms set up with the vendor and will update if the 'Vendor Invoiced' date is changed.
  7. If there are freight charges that need to be added to the invoice, you can enter it in the 'Freight Charges' field.
  8. If there are any adjustments to be made to the order as a whole, you can enter it in the 'Adjustment' field.
  9. If there is more than one adjustment that needs to be added to the invoice, click the Adjustments button.
    1. This form is used to select a part to use for the adjustment and enter the associated quantity and amount.
    2. To adjust a PO Line’s Quantity or Price, click +.
      1. Select the line from ‘Adjust PO Line’.
      2. Update the ‘Quantity’ OR ‘Amount’.
        • Note: this does not change the amount that was received but rather updates the order total.
          • For example, since you ordered a certain amount from the vendor, they gave you a discount on HALF of the items - you can select which line the discount should apply to and update the quantity and enter a negative number in the 'Amount' to lower the invoice total.
          • Another example would be if the invoice amount was for more than you purchased it at. You would need to enter the difference in the 'Amount' field to ensure the system matches the vendor's invoiced amount.
          • Note: if in Actual or FIFO costing method, the Invoice will need to be adjusted to update the Order Total and the Inventory will need to be revalued to ensure the cost of the lot is correct.
      3. Click Save and Exit from the Order Adjustment screen.
    3. To add a non-stock part to use as the adjustment charge, click +.
      1. Select the fee from ‘Part Number’.
      2. Ensure the ‘Account’ is correct.
      3. Enter a ‘Quantity’ (usually “1”).
      4. Enter an ‘Amount’.
      5. Click Next to continue adding lines. Click Save and Exit once completed.
    4. Click Save and Exit to return to the Enter Invoiced Received screen.
  10. If you plan to take the discount on the order, click the 'Take Discount' checkbox.
    1. Notice the 'Cash Discount' field will populate the value of the discount and decrease it from the 'Net to Pay' amount.
  11. Any notes can be added in the 'Remarks' field, if applicable.
  12. Confirm the ‘Net To Pay’ matches the Vendor Invoice.
  13. Once all information has been entered, click Apply to complete the invoicing process.

NOTE: Any difference between the PO and the Invoice will need to be applied to the specified freight or adjustment account. If the user has permissions, changes may be made to the adjustment and freight GL account numbers. 

Enter Vendor Invoice During Purchase Order Entry 

This would be used for expense Purchase Orders (when you receive a service, and you have the bill in front of you that needs to be paid) and other less likely situations. 

  1. When entering a new Purchase Order, click Save to generate a ‘PO Number’.
  2. On the General tab, check ‘Invoice/Pre-Pay’.
  3. Click Save.
  4. If the Vendor provided their invoice number for the PO, enter it in ‘Invoice Number’.
  5. Review the ‘System Invoiced’ date.
    1. Note: the System Invoiced date is the date the system will post the invoicing transaction to the GL. It defaults to the current date and should be left unchanged.
  6. Update the ‘Vendor Invoiced’ date, if necessary.
    1. Note: the Vendor Invoiced date is the date that the Vendor invoiced the PO, which is the date the terms start. The 'Date to Pay' field populates based on the payment terms set up with the vendor and will update if the 'Vendor Invoiced' date is changed.
  7. If there are freight charges that need to be added to the invoice, you can enter it in the 'Freight Charges' field.
  8. If there are any adjustments to be made to the order as a whole, you can enter it in the 'Adjustment' field.
  9. If you plan to take the discount on the order, click the 'Take Discount' checkbox.
    1. Notice the 'Cash Discount' field will populate the value of the discount and decrease it from the 'Net to Pay' amount.
  10. Any notes can be added in the 'Remarks' field, if applicable.
  11. Confirm the ‘Net To Pay’ matches the Vendor Invoice.
  12. Once all information has been entered, click Apply to complete the invoicing process.

NOTE: the Vendor invoice may be paid, and the corresponding check printed by using the 'Print Check Now' box on the Invoicing form. The security setting 'Accounting -- print checks' controls access to this feature. 

Enter ONE Vendor Invoice for Multiple Purchase Orders

  1. Navigate to Purchasing > Invoice.
  2. Enter the ‘Vendor’.
  3. Click Show Orders.
  4. On the Orders To Be Invoiced screen, click Invoice All.
  5. On the Invoices screen:
    1. Double click to move the POs to invoice from the left side to the right side.
    2. Confirm all of the Invoices are on the selection side (right side).
    3. Click Continue.
    4. On the Enter Invoice Received screen:
      1. Enter the ‘Vendor Invoiced’ date.
      2. Enter the ‘Invoice Number’.
      3. Enter any ‘Remarks’.
      4. Click Invoice.

Handling Differences Using the "Invoice All" Option

Users have the option (beginning in version 17.01.017) to enter and account for differences between the Current Total and Invoiced Total when using the "Invoice All" button on the Orders To Be Invoiced form.

To support this option, five new fields have been added to the Enter Invoice Received form: Vendor, Current Total, Invoiced Total, Account, and Facility. The details of this fields are covered here: Enter Invoiced Form (multiple purchase orders)

  • When the Invoiced Total does not match the Current Total and the "Continue" button is clicked on the form, the system will create a new received & invoiced PO to the Vendor selected on the form using a non-stocked line item with a description "Invoice All Difference". The account on the newly created purchase order will be the one specified in the "Account" field mentioned above, and the price set to the difference in the Invoiced total and Current total.
  • In addition, users have the option to specific a Facility on the Enter Invoiced Form. The entry in this in this field will be defaulted as indicated below, but users may select a different Facility.
    • If all PO's selected have the same facility, the system will default that facility in this field.
    • If all PO's do not all have the same facility, use the default facility in the system.
    • If a user tries to process a transaction from this form where the totals don't match, causing a PO to be created, use the facility specified by the user.
    • If the facility is empty and the totals do not match, the system will display the following prompt: "Please select a facility before proceeding."
  • Once the new PO has been created, the difference may be handled by processing checks using the normal accounting process in Deacom.

Un-Invoice a Purchase Order 

Only POs that have not been paid may be un-invoiced. If necessary, PO payments can be voided, thus allowing orders to be un-invoiced. The voiding of PO payments should only be done in limited situations. Separate security exists to control access for voiding PO payments and the un-invoicing of POs.

  1. Navigate to Purchasing > Invoice.
  2. There are two methods that may be used to select a Purchase Order that will be un-invoiced:
    1. If the number of the PO to be un-invoiced is known, use the 'Purchase Order' search box to select the order.
    2. If the PO Number is not known, users may click 'Show Orders' on the Purchasing - Invoice pre-filter and then change the 'Show Orders' filter to "Invoiced".
  3. Once the order to be un-invoiced has been identified, click Un-Invoice.
  4. A system prompt will appear to confirm the un-invoice, "Are you sure you want to un-invoice purchase order XXXX-XX-XXXXX?", click Yes to complete the process.