Enter/Edit
Invoices - Invoice Entry
Program/Screen: IP210T/IP210T02D
Description:
Use this screen to enter A/P invoices for the batch that was entered on the Enter/Edit Invoice - Launch screen.
Click a link to advance to that section of the topic.
Navigation
Access this screen after entering the header information for the A/P invoices batch on the Enter/Edit Invoices - Launch screen. Enter the information for an invoice such as the invoice amount, vendor number, purchase order number, and receiver number, and then press Enter twice to move to the Enter/Edit Invoice - G/L Distribution screen.
If you are reviewing or modifying the invoices in an existing batch, press F7 to access a selection screen where you can choose the invoice you want to review or modify.
Unique Enter/Edit Invoices Screens
Enter/Edit Invoices - Invoice Entry
Enter/Edit Invoices - Invoice Selection
Enter/Edit Invoices - Selected Receivers
Enter/Edit Invoices - Delivery Selection
Enter/Edit Invoices - G/L Distribution
Enter/Edit Invoices - Cost Update
Additional Program Screens
Fields
If applicable, enter a payee for the invoice other than the vendor. Enter zero (0) if the assignee is not a vendor in the vendor master file. Use the Name and Address fields at the bottom of the screen to designate who payment should go to. This is usually done for a one-time vendor; the information is not added to the vendor master file.
If the assignee is a vendor in your vendor master file, enter the appropriate vendor number that is different from the vendor from whom the items were purchased.
If
you enter a vendor number from your master file, use the field to
the right of Assignee Number
to enter the sequence
number of the appropriate address to which payment should be sent.
Leave the field blank to send payment to the vendor's main address.
Enter the number of the vendor from whom you received the invoice. If you do not know the number, press F4 to search for it. If payment will not be sent to the vendor's main address, use the field to the right of Vendor Number to enter the sequence number of the appropriate address to which payment should be sent. The name and address are displayed in the fields at the bottom of the screen.
If
the Always dft vendor field
is set to Y in control record
IP2102, you can skip this
field and let the system fill it in after you enter the purchase order
number referenced on the invoice.
Enter the number on the vendor's invoice.
Displays the currency code entered on the batch header screen.
Enter the total amount of the vendor's invoice, including freight and taxes. Enter a negative sign for a credit.
Enter the total freight amount from the invoice. This amount was included in the Invoice Amount.
If applicable, enter the total tax amount from the invoice. This amount was included in the Invoice Amount.
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Enter the purchase order number for which the invoice was sent. If you do not know the number, press F4 to search for it.
If applicable, enter the receiver number from the purchase order for the items on the invoice. If you do not know the receiver number, press F4 to search for it. If you want to reference all receivers for the purchase order, leave the field blank.
If applicable, enter any reference between the purchase order and the invoice.
If applicable, enter the account number the vendor has assigned to your organization.
If you are retrieving a pending invoice, enter the invoice's sequence number. The sequence number is found on the Invoice Inquiry screen.
Enter a user-defined code that categorizes the invoice. The invoice code is code AP set up in Reason Code File Maintenance. Make this code a required field in control record IP210T.
Indicate the type of invoice you are entering. Valid codes for this program are:
-
I - Invoice
-
C - Credit (see Special Topics below)
-
D - Delete (must enter a Delete Sequence Number)
If you enter D in the Type field, enter the sequence number of the invoice to delete. The sequence number is found on the Invoice Inquiry screen.
If you marked the invoice batch as recurring on the Enter/Edit Invoices - Launch screen, enter the number of times that this invoice should recur.
Enter the code that represents the method of payment for this invoice. If you do not know the code, press F4 to search for it.
Indicate whether you are going to enter this invoice number multiple times with different amounts and due dates.
Enter the Optical Character Recognition reference number - used in European banking.
Displays the name of the vendor. If you enter a zero (0) in the Assignee Number field, enter the name of the assignee.
Displays the street address of the vendor. If you enter a zero (0) in the Assignee Number field, enter the address to which payment should be made.
Displays the city, state, and postal code of the vendor. If you enter a zero (0) in the Assignee Number field, enter the city, state, and postal code where payment should be made.
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Displays the system calculated total of all invoices in the batch. This is compared to the figure in the Control Total field to ensure the batch is in balance and ready for posting.
Displays the number of invoices entered in the batch.
Displays the total of all invoices in the batch. This figure is compared to the calculated figure in the Batch Total field to ensure the batch is in balance and ready for posting.
Function Keys
|
Function Key |
Description |
|
F1 |
Help. Place your cursor in a field and press F1 to access online help for that field. Place your cursor outside of any field, and press F1 to access online help at the program level. |
|
F3 |
Exit. Exit the page or program. |
|
F4 |
Search. Place your cursor in a searchable field and press F4 to access a lookup window or more advanced search screen. |
|
F5 |
PO Inquiry. For future use. |
|
F7 |
Select. Advance to the Invoice Selection screen to select invoices from the batch to review or modify. |
|
F8 |
Print Batch. Print a list of the invoices entered in the batch. |
|
F9 |
Receipts by PO. Advance to the Receipts by PO Number Inquiry program. |
|
F10 |
Selected Receivers. Access the Selected Receivers popup window and review the receivers selected for the invoice. |
|
F11 |
Delivery. Advance to the Delivery Selection screen to select receipts with the same delivery number to include on the invoice. |
|
F12 |
Cancel/Previous. Exit the program or move back a screen. |
|
F16 (Shift + F4) |
Vendor Maintenance/Inquiry. Advance to the Vendor Master Maintenance program to review a vendor record. |
|
F23 (Shift + F11) |
Delete. Delete an invoice that has been entered but not yet posted. |
|
F24 (Shift + F12) |
More Keys. Display more available function keys for the program. |
Related Programs
Special Topics
Delete a Posted Invoice quick guide
Applying A/P Credits quick guide
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