Skip to content
  • There are no suggestions because the search field is empty.

How To enter an A/P Invoice generated from a Purchase Order

In This Article

Introduction

To enter an A/P Invoice generated from a Purchase Order, you must use the A/P Invoices by P.O. utility. This method requires that your company uses the "Two-Step Method" for inventory purchasing, meaning the items must first be received into stock using the Warehouse Receiving utility before you can enter the A/P invoice.

Process

Here is the step-by-step process:

  1. Access the Utility
    Navigate to Accounts Payable Menu > A/P Invoices, and click the ENTER BY P.O. button at the bottom of the screen.
  2. Enter the Invoice Header Information
    • Purchase Order #: Enter the P.O. number, or look it up in the search window. (Note: If the items have not been received in the warehouse yet, the system will issue a warning and you will not be able to proceed)
    • Invoice Number: Type in the invoice number provided by the supplier.
    • Invoice Date: Accept today's date or enter the date from the supplier's invoice. This date is used to calculate the invoice's due date.
    • Other Details: Accept or update the defaulting Division, Batch code, and add any Invoice Notes as needed.
  3. Review the Invoice Details
    After the header is complete, the system will list the product details that were received on the P.O.. For each line item:
    • Quantity: Confirm that the quantity displayed matches the quantity billed on the supplier's invoice.
    • Total Cost: Confirm that the total cost for the line item equals the cost on the supplier's invoice. If it does not, you can over-type the amount to match.
    • Taxes: If your system automatically calculates taxes, verify or adjust the calculated tax amounts for the line.
  4. Finalize the Invoice:
    • Review the overall Invoice Total at the bottom of the screen.
    • Click ACCEPT.
    • When the confirmation window appears, select Process Details to accept the quantities and costs and officially create the invoice.

Once the invoice has been created, it sits in an unposted status. To finalize the process and update your General Ledger, you must post it using the Post A/P Invoices utility.