Make the following menu selections to display this tab:
eFinancials—Accounts Payable—Transactions—Invoice Entry or
ePO—Invoice Entry
Use this tab to manage invoices.
Budgeting
As an option, you can use Check Budget to check the budget to determine the effect that the invoice you are adding will have on your budget.
Interface with Inventory
The Inventory module is an optional module.There are two types of Inventory licenses: Basic Inventory License and Full Inventory License.
Only when you have the Full Inventory License can you add invoices for the Inventory Module because only the Full License includes Inventory Valuation. Therefore, when using the Basic version of Inventory, you cannot add Inventory invoices.
Fields Lists
The following fields appear on the page.
Header
Add Invoice
Use this button to add an invoice.
Add Subcontract Invoice
Use this button to add a subcontract invoice.
This button shows only when the Track Subcontract option is turned on for the Current Property's default Entity's Policy GroupCurrent Company.
When invoicing Subcontracts, the process is the same as for invoicing purchase orders except there are no quantity or hours fields.
Refer to Subcontract Invoice Overview for more information.
Include Invoices in Approved Batches
Select this option if you want invoices that are in approved batches included in the grid display below.
Invoice ID
Use the field to search for invoice numbers. Enter the first few letters or numbers to search for. The items that are the nearest match to your entry display in a drop-down. Highlight an item and press Enter to select it to appear in the grid.
Grid
NOTE that Filter Buttons in column headers and grid pagination controls allow you to change what appears in the grid.
Invoice #
The invoice number that appears on lists and in reports. Click this column title to sort the list and change the Find field. Click the invoice number link to display to display the invoice tabs.
Documents (button)
Created
The date the invoice was created. The date appears on lists and in reports. Click this column title to sort the list and change the Find field.
Invoice Date
The invoice header date. The date can be earlier than the Created date for backdated invoices. Click this column title to sort the list and change the Find field.
Vendor ID
The vendor identification that appears on lists and in reports. Click this column title to sort the list and change the Find field.
Short Name
The short name of the vendor that appears on lists and in reports. Click this column title to sort the list and change the Find field.
Status
The status of the invoice. The following statuses are possible: Normal, Hold, Paid, Partially Paid, Void. Click this column title to sort the list and change the Find field.
For invoices with a status of Normal, you can edit invoices.
For invoices with the status of Paid, you can edit only the 1099 selection on the Invoices screen.
Invoice Amt
The total amount of the invoice. Click this column title to sort the list and change the Find field.
Documents
One of the following icons appears in this column:
No documents are currently stored for the invoice. Click the icon to upload documents for the invoice.
At least one document is currently stored for the invoice. Rest your mouse pointer on the icon to see the number of documents stored. Click the icon to view, add, or delete documents.
For more information, refer to the Documents Tab instructions.
Use the Print icon to print a copy of a purchase order.
Void
Use the Void icon to void a purchase order.
NOTE that purchase orders and subcontracts that were closed because they were fully invoiced or closed manually are reopened by the system when an associated invoice is deleted or voided.
Delete
Click to Delete the invoice. An invoice can be deleted until it is in an approved batch. After it is in an approved batch, it must be voided.
NOTE that purchase orders and subcontracts that were closed because they were fully invoiced or closed manually are reopened by the system when an associated invoice is deleted or voided.
Procedures
You can generate checks without having to set up each payee as a vendor.
This is especially useful for cutting Security Deposit Refund checks for residents and paying invoices added in ePO.
Otherwise, each resident or invoice transaction has to be set up as a separate vendor because, when paying a vendor, the check address defaults from vendor setup and cannot be changed on the fly.
This feature allows a single vendor to be set up and used for any of these situations:
Follow these steps:
Address on Invoice Required must be selected on the General tab,
Separate Check/Invoice must be selected on the General tab, and
1099 Category must be set to N-Not 1099 Reportable on the 1099 tab.
The deposit refund file is imported from eSite into eFinancials using Data Transfer—Deposit Refund Import.
Invoice data is entered into ePO (and becomes available in eFinancials immediately).
Other invoice data that is needed to cut a check on the fly is available to you.
Add one address for each resident who is to be refunded their security deposit.
For a vendor that is set up this way, the addresses are saved to a table so that eFinancials can handle multiple addresses.
a separate check is produced for each invoice, and
each check is produced with the address that was entered for the invoice, for example, each check is addressed to the resident who is receiving the refund.
Example 1
Resident A and Resident B are moving out and receiving
security deposit refunds.
Vendor X is set up as described above.
Using
Vendor X, the user adds an invoice for Resident A, selects Vendor X, and
then enters Resident A’s address on the Invoice Entry screen.
Next, the
user adds another invoice, this time for Resident B, also using Vendor
X, and then enters Resident B’s address on the Invoice Entry screen.
During
check processing, two checks are cut for Vendor X: one for Resident A
and one for Resident B.
Example 2
Vendor X can also be used to pay invoices added in ePO or to cut a check on the fly.
To Print an Invoice
Use the Footer Link
to select
An error message will display if the accounting invoice date is earlier than the accounting void date.
NOTE that purchase orders and subcontracts that were closed because they were fully invoiced or closed manually are reopened by the system when an associated invoice is deleted or voided.
NOTE that purchase orders and subcontracts that were closed because they were fully invoiced or closed manually are reopened by the system when an associated invoice is deleted or voided.
NOTE that Detail lines that are on hold display when the invoice is select for payment, but are not available for selection. To release the hold for a detail line, you must remove the hold code.
NOTE that this option is available only when the Auto-authorize invoices for payment during invoice entry global policy is not selected. To complete this task, you must have security permission to authorize invoices.
Additional Information
See Also
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