Vendor Invoice

Version: As of version 16.03

Purpose

To outline the steps necessary to enter vendor invoices.

Security and Configuration

Security/Permissions

The following are required for this process. Note: Additional security may be required. See your system administrator for security access.

  • Purchasing Menu
  • Purchasing – Enter Vendor Invoices
  • Accounting – Purchase Order Adjustments

The following are optional:

  • Accounting — print checks

Configuration

Prior to entering a Vendor invoice in DEACOM, the following configuration steps are required. In most cases, companies will have already completed these set up 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 access. Users will need access to the Purchasing menu.

The configuration for purchasing reports is fairly straightforward and generally involves three steps:

  1. Naming the user-defined PO detail and PO summary reports via the "Title" field on the Grid Layouts for these reports. (Note: In versions 16.0 and 16.01, the name of these reports is defined via System > Maintenance > Captions. Prior to version 16.0, the name of these reports is defined on the "Purchasing" tab in System > Options.)
  2. Adding any additional user-defined versions of existing purchasing reports. This is accomplished by first copying the Grid Layout of the existing purchasing report. See the Adding a new user report section for complete information. This option was introduced in version 16.02.
  3. Configuring the appropriate purchasing reports, including the above below mentioned user-defined reports, by modifying the report grid and adding, removing, or modifying the fields that will be displayed on the grid reports. Additional information on grid layouts is available via Configuring Grid Layouts and Automated Reports.*

Notes

  • If users are satisfied with the standard system reports, no additional configuration is required.
  • Version 16.02 also introduced Grid Layout Securitywhich expands the security used to control which Users or User Groups have access to Grid Layouts/reports in the system.

Related Processes

Procedure

Account options to book GL postings when entering Vendor invoices

Using an AP Suspense Account - There are two options for the GL behavior produced by receiving Purchase Orders and entering the associated Vendor invoices. The mechanics of receiving and entering the Vendor invoice are the same in both cases, but they differ in their GL results, AP reporting, and the techniques for entering adjustments to invoices that are dated in a prior, closed period. The option used by DEACOM is determined by whether an "AP Suspense" account is specified in Accounting > Options > Accounts Payable tab. If not specified, receiving creates the payable entry. If specified, a credit is made to the AP Suspense account and invoicing clears this credit and credits the specified AP account.

Entering vendor invoices after a Purchase Order has been created

  1. Navigate to Purchasing > Invoice.
  2. If the number of the PO to be invoiced is known, use the Purchase order search box to select the order. If the PO number is not known the "Show Orders" button can be a used to display a list of orders to be invoiced. Selection fields on the pre-filter, such as Vendor and Facility can be used to filter the list that will be generated when using the "Show Orders" button.
  3. Once the appropriate information has been selected on the pre-filter, click the "Continue" button. If a certain PO number was specified on the pre-filter, the user will be presented with the Enter Invoice Received form. If using the "Show Orders" button, the system will generate the Orders to be Invoiced list. Users will then select the appropriate PO from the list and click the "Continue" button to display the Enter Invoice Received form. Users can also enter multiple invoices for the same vendor using the "Invoice All" button. This button is available when using the "Show Orders" button with an option of Not Invoiced. Once the "Invoice All" button is clicked, users are presented with the Invoices form. At this point, users can move the appropriate invoices to the right-hand side of the form, click the "Continue" button, enter the appropriate dates and vendor invoice number, and click the "Invoice" button to complete the process.
  4. Verify the information presented and make any required modifications. Typical modifications include the addition of freight or adjustments charges, indication of discounts to be taken and changes to the vendor invoice date.
  5. Once all information has been entered, click the "Apply" button to complete the invoicing process.
    1. 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.

Entering vendor invoices during the initial Purchase Order entry process

  1. When entering a new Purchase Order, check off the "Invoice/Pre-Pay" flag on the Purchase Order header and click "Save".
  2. Verify the information presented on screen and make any required modifications. Typical modifications include the addition of freight or adjustments charges, indication of discounts to be taken, and changes to the Vendor invoice date.
  3. Once all information has been entered, click the "Apply" button to complete the invoicing process.
    1. 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.

Additional Information

Un-invoicing Purchase Orders

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

  1. Navigate to Purchasing > Invoice.
  2. There are two methods that may be used to select a Purchase Order that will 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 the "Show Orders" button on the Invoice Purchase Orders pre-filter, then change the "Show Orders" filter to "Invoiced".
  3. Once the order to be un-invoiced has been identified, double click the record and click "Yes" to the confirmation prompt to un-invoice the order and complete the process.