Entering Accounting Invoices

This task guide outlines the process for entering non-stocked or expense invoices, referred to as accounting invoices in Deacom.

Configuration

Prior to entering invoices in DEACOM, the following configuration steps are required. In most cases, companies will have already completed these setup steps during the implementation process. The required configuration setups are indicated below.

  • Chart of accounts should be in the system at this point.
  • Vendors must be entered into the system and validated.

Security

Security specific to the new Accounting > Invoice Entry and Accounting > Invoice Reporting menu options are listed below:

  • Accounting -- invoice entry – Access to menu
  • Accounting -- invoice reporting – Access to menu
  • Accounting-- edit accounting invoices
  • Accounting-- post accounting invoices

Process

  1. Navigate to Accounting > Invoice Entry. The link in the previous sentence contains details on all the fields and forms used on the accounting Invoice Entry form.
  2. Select the appropriate vendor in the Vendor field.
  3. Verify the information populated for the selected vendor; these fields are highlighted in red.
  4. Complete or update any additional fields on the form as required.
  5. Adding invoice Lines
    1. Click the + sign to open the Edit Invoice Line form. Enter the line details. Required fields are marked in blue. Note: The system does not require a Part Number for expense invoices, but your company policy may require this and other fields to be populated.
    2. Fill out the invoice Account, Description, and Amount fields on the header. Once all three fields are populated, if you tab out of amount a line will be added using that information.
  6. Save and close the Edit Invoice Line form.
  7. If necessary, add additional lines to the invoice.
  8. Verify all information and save the entry.
    1. The entry can be posted immediately via the Post button or later within Invoice Reporting.
    2. Upon successful posting, the form will reset to allow for the next entry.

Notes:

  • Support troubleshooting - Records created via the Accounting > Invoice Entry transaction are flagged with the new field tp_invoiceentry in the dttpur table to distinguish them from standard PO-generated invoices.
  • AI-Assisted Entry - The Invoice Entry form supports AI-assisted invoice creation. Invoices submitted to corporate AI endpoints will auto-populate fields for accounting review prior to posting.