4.7 Invoice Entry
Choose Invoice Entry under the Payables menu or
use the keyboard shortcut <cmd-I> to access the Invoice Entry dialog
4.7.1 Adding Vendor Invoices
The Invoice Entry dialog window is a worksheet data entry screen. It is
used to enter vendor invoices into the accounts payable system.
Figure 126.96.36.199 -- Invoice Entry Dialog Window
Complete the Invoice Entry dialog window as follows:
Enter 4 digit alpha-numeric cost centre identifier which the vendor invoice
is associated with. The cost centre is used for reporting purposes.
Enter invoice date in the format YY/MM/DD. This date may also be entered
c) Due Period
Enter pay period in which invoice is to be paid.
Enter 6 digit alpha-numeric vendor number or click on the Vendor field and
select the appropriate vendor name. When the vendor number is entered, default
values for Desc and GL Account number are displayed in the invoice entry
window. These values are based upon the information entered in the New Vendor/Edit
Vendor window. These values can be edited from the Invoice Entry dialog
window. The Vendor's name and address and the GL Account name are also displayed.
These are for information purposes only and cannot be edited from the Invoice
Entry dialog window.
e) Ref No
Enter the vendor invoice number or other invoice-specific information if
Enter transaction description or use the default description if applicable.
The default transaction description is based upon the 'Tx Desc' entered
in the Vendor dialog window.
g) Dr GL
Enter GL account number of account to be debited. Click on the Dr GL field
and select the appropriate GL Account name or use the default GL account
number if applicable. The default GL account number is based upon the GL
account number entered in the Vendor dialog window. This account number
is used in posting from the payables to the General Ledger.
Enter the invoice amount to be debited to the GL account number entered.
If the invoice amount is an even dollar value, it is not necessary to enter
the decimal and trailing zeros. If the invoice amount is a credit, enter
a hyphen immediately before the invoice dollar amount.
i) GST Incl
Toggle on if the invoice amount entered includes GST.
j) Add GST
Toggle on if the invoice amount entered does not include GST, but GST is
Figure 188.8.131.52 -- Completed Invoice Entry Dialog Window
If editing of the Invoice Entry is required, either <Tab> to or click
on the appropriate field and make the desired changes. Select 'OK' to move
the worksheet item to the lower portion of the Invoice Entry dialog window.
Figure 184.108.40.206 -- Invoice Entry Dialog Window - Worksheet Item
If either 'GST Incl' or 'Add GST' was toggled on, there will be two worksheet
items created. The second worksheet item is for the GST.
Following the above steps, continue adding invoice transactions. Note that
a worksheet item total, invoice totals and a control total are displayed
in the worksheet item detail portion of the Invoice Entry dialog window.
The control total is used to check against an adding machine tape total
of all invoices being entered.
Figure 220.127.116.11 -- Invoice Entry Dialog Window - Worksheet Item
Once all invoices have been added, select 'Post' to post the worksheet items
to the payables.
To exit from the Invoice Entry dialog window, click in the upper left hand
corner of the window or use the keyboard shortcut <cmd-W> .
See Section 18.104.22.168 for instructions on
Editing and/or Deleting Invoice Transactions.