4.7 Invoice Entry
Choose Invoice Entry under the Payables menu or use the keyboard shortcut <cmd-I> to access the Invoice Entry dialog window.
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 4.7.1.1 -- Invoice Entry Dialog Window
Complete the Invoice Entry dialog window as follows:a) CC
Enter 4 digit alpha-numeric cost centre identifier which the vendor invoice is associated with. The cost centre is used for reporting purposes.
b) Date
Enter invoice date in the format YY/MM/DD. This date may also be entered as YY.MM.DD.
c) Due Period
Enter pay period in which invoice is to be paid.
d) Vendor
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 desired.
f) Desc
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.
h) Amt
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 payable.
Figure 4.7.1.2 -- 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 4.7.1.3 -- Invoice Entry Dialog Window - Worksheet Item
Detail
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 4.7.1.4 -- Invoice Entry Dialog Window - Worksheet Item
Detail
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> .
4.7.2 Editing/Deleting Invoice Transactions
