Effect of Permissions on Invoice Entry

This topic provides an explanation of the permission Create additional PO line items under Invoice Entry. This permission is available in the permissions tree for eFinancials and ePO.

System—Security—Users—eFinancials—Accounts Payable—Transactions—Invoice Entry

System—Security—Users—ePO—Invoice Entry

If the user has either permission selected, they will be able to access the functionality that allows the user to:

Select open Purchase Orders from a drop-down field on new lines in Invoice Entry when adding an Invoice for selected Purchase Orders, or
Edit an invoice that has open Purchase Orders associated with it when it was initially created.

In Invoice Entry:

The PO# field will have both the Purchase Order Line sequence number and the PO Number.

Example:

01 PO112233

A new item for each Purchase Order that has the Purchase Order number and ends with “–Tax” and one with “–New” will also be added.

Example:

01 LWP41 –1
02 LWP41 –Tax
03 LWP41 –New

If there are no Purchase Orders selected, the column for PO information does not display. If the Purchase Orders on the Invoice are all closed, then the user will see a standard disabled text box as before.
If the global policy Require PO for all invoices is selected, then the user will be required to select a Purchase Order and line number (or –New or –Tax) for the new lines added or an error message will appear.
The new lines created on the Purchase Order will begin with "AP Created–" followed by the description entered in Invoice Entry for the line (truncated to 40 characters).

Example:

AP Created – Invoice Entry Description

On the User Policies Invoice tab, these three policies appear:

* Invoice can exceed PO by (amount)
* Invoice can exceed PO by (%)
* Unit cost can vary from PO line item by

Note that if the new permission to create additional Purchase Order line items is selected, the system overrides the first two user policies, even if they are selected. The third user policy is in effect when selected, regardless of the permission setting.

Adding Invoice Lines back to the Purchase Order

For users who have the permission to add Invoice lines back to the Purchase Order, the system adds Purchase Order lines from Invoice Entry back to the Purchase Order, and the PO# field will show options in the drop-down box with a dash (-) followed by the line number, or –New, or –Tax.

Example:

01 LWP41 –1
02 LWP41 –Tax
03 LWP41 –New

If the user has permission to add invoice lines back to the Purchase Order, then another item will be added that shows the purchase order number followed by –New.
This indicates to the system to add this invoice line as a new Purchase Order line and is only displayed if user has the Create additional PO line items permission.

Example: PO112233 –New
A new item for each Purchase Order that shows the purchase order number and ends with –Tax will also be added. This indicates to the system to use a Seq number of –1 to indicate it is a sales tax amount.

Example: PO112233 –Tax

Note that once the invoice is saved, the invoice lines display only the PO Sequence number unless a –Tax line was selected, and then it displays the sequence number, and the PO number with –Tax at the end.