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Setup Questions for Invoices Global Policies

Questions in this section are intended to help you make decisions about your setup. These questions follow the order of the fields as they are described in the Field List section of the topic for this page or form.

Field List

Refer to the following field list for more information: Invoice Tab

Instructions

1. Print this topic. Right-click this topic to display a pop-up menu, and then select Print.
2. Confirm that you have read the setup details on the topic.
3. Answer each of the questions on this page.
4. Circle your answer, and then use a highlight marker to select an If statement that matches your response. The If statement tells you what you should do on the tab in the system.
5. Send a copy of your completed questionnaire to AMSI Support.
6. Use your answers to set up the system.

Questions for Invoice Global Policies

Allow blank invoice numbers

Do I want to require the entry of invoice numbers?

Circle one: Yes or No.

On the screen:

—If yes, accept the default of unchecked.

—If no, add a check mark.

Auto-number blank invoices

Do I want the system to automatically number invoices?

Circle one: Yes or No.

On the screen:

—If yes, accept the default of unchecked.

—If no, add a check mark.

Auto-authorize invoice for payment during invoice entry

Do I want the system to automatically authorize invoices for payment during invoice entry?

Circle one: Yes or No.

On the screen:

—If yes, accept the default of unchecked.

—If no, add the check mark.

Require unique invoice number to the same vendor

Do I want unique invoice numbers on invoices going to the same vendor?

Circle one: Yes or No.

On the screen:

—If yes, accept the default of checked.

—If no, remove the check mark.

Require a PO for all invoices

Do I want to require purchase orders for all invoices?

Circle one: Yes or No.

On the screen:

—If yes, accept the default of checked.

—If no, remove the check mark.

Use AP Retainage

Do I want to require AP Retainage?

Circle one: Yes or No.

On the screen:

—If no, accept the default of unchecked.

—If yes, add a check mark.

Require Invoice line description

Do I want to require invoice line descriptions?

Circle one: Yes or No.

On the screen:

—If yes, accept the default of checked.

—If no, remove the check mark.

Allow invoices despite effective/expiration date issues with required documents?

Do I want to allow invoices despite effective date pr expiration date issues with required documents? Refer to Global Policies Setup - Invoice Tab for help deciding.

Circle one: Yes or No.

On the screen:

—If yes, check the box.

—If no, ensure there is no check mark in the box.

Default value for invoice line description

Do I want to default the invoice line item description?

Circle one: Yes or No.

On the screen:

—If yes, select an option from the drop-down list.

—If no, accept the default of None.

Take Discount

When do you want to take a discount? Refer to Invoice tab for additional information.

Circle a time: None, (at) Invoice Entry, (at) Payment.

AP Transactions Import (Budget Source)

How do you want imported invoice data available to be viewed? Refer to Invoice tab for more information.

Circle one:

eFinancials & ePO (Web Budget)

eFinancials & ePO ( ePO Budget)

eFinancials Only (eFin Budget)

Ask when importing

Calculate and Accrue Tax on Invoices

Do I want to calculate and accrue tax on Invoices?

Circle one: Yes or No.

On the screen:

—If no, accept the default of unchecked.

—If yes, add a check mark.

Use Qty and UOM in Invoice Entry

Do I want the fields Qty (Quantity) and UOM (Unit of Measure) fields used on invoices lines on the Invoice Tab and Checks Detail Tab?

Circle one: Yes or No.

On the screen:

—If no, accept the default of unchecked.

—If yes, add a check mark, and new fields become available to indicate how to handle purchase order receiving.

Update PO Receipts from Invoice Entry

Do I want to update purchase order receipts from Invoice Entry? This field is disabled unless Use Qty and UOM in Invoice Entry is selected.

Circle one: Yes or No.

On the screen:

—If no, accept the default of unchecked.

—If yes, add a check mark, and the next two fields become disabled.

AP Invoice Entry of unreceived items

Do I want unreceived items marked as received in purchase orders if an invoice is being entered for them in Invoice Entry? This field is disabled unless Use Qty and UOM in Invoice Entry is selected.

Circle one:

Allow (default)

Allow with a warning

Do not allow.

Default Invoice Entry Qty to PO received

Do I want the quantity for Invoice Entry to be defaulted into receiving for the purchase order? This field is disabled unless Use Qty and UOM in Invoice Entry is selected.

Circle one: Yes or No.

On the screen:

—If no, accept the default of unchecked.

—If yes, add a check mark.

Next voucher

Do I want to accept the default voucher format and number or alter the format?

Circle one: Accept or Alter.

If Alter, enter a format that ends with a number: ______________

Aging Period X Days

Do I want to alter the default aging periods?

Circle one: Yes or No.

On the screen:

If yes, enter the number of days for each of the four periods.

Period 1 _____ Period 2 _____ Period 3 _____ Period 4 ____

If no, do nothing in the four aging fields.

See Also

Invoice Effect of Global Policies