Enter Basic Supplier Invoice Information

Explanation

This activity is used to create a supplier invoice and enter basic information into it. You can also specify the invoice as an advance invoice. If there is a posting proposal connected to the invoice, the posting information section will not be available. All postings must be registered in the Posting Proposals window. 

If the company uses the posting proposal feature by selecting the Use Posting Proposal check box on the Company/Invoice/General tab, it will be possible to automatically match the invoice. The postings will be retrieved from the purchase order reference or the receipt reference given in the invoice, and will be matched according to the PO matching level selected for the company. The posting section of the invoice and the matching feature will not be available. 

A check will be performed to identify whether invoice numbers have been duplicated against all companies where the supplier is registered for invoicing. If duplicate supplier invoice identities exist, an error message will be displayed. 

Prerequisites

In order to perform this activity, a supplier should exist in the system.

System Effects

As a result of this entry, a supplier invoice is created. If you specify the invoice as an advance invoice, posting types IP16 (Supplier Debts, Advance Invoice) and IP22 (Tax Received, Advance Invoice) will be used to post the nvoice. The advance invoice can later be connected to the final invoice which will result in reducing the amount due from the final invoice. (if the advance invoice is paid in full)

If the postings are retrieved from the purchase order reference or receipt reference given in the invoice, and the invoice is in balance, then the invoice will be automatically marked as matched with the purchase order or the receipt reference, as appropriate. If the posting proposal is not in balance, then a tolerance line will be created automatically or manually to balance the proposal according to the selected Always Create Tolerance Posting check box on the Invoice/General sub tab in the Enterprise/Supplier/Supplier window. A tolerance line will not be created if the company is using line level matching. The tolerance will be posted on the correct posting line in this case. 

Window

Manual Supplier Invoice

Related Window Descriptions

Manual Supplier Invoice

Procedure

  1. Create a new record. A value appears automatically in the first part of the Invoice Identity field. Today's date appears automatically in the Invoice Date and Arrival Date fields.
  2. Enter the supplier ID in the Supplier field, and then press the tab key. The suppliers name appears automatically. Any other supplier information that was previously entered, e.g., currency, authorizer, due date, planned payment date,  payment terms and payment term base date, also appears automatically. You can change this information, if required.
  3. Enter an invoice number in the second part of the Invoice Identity field.
  4. Select the Advance Invoice check box if the invoice is an advance invoice.
  5. If you plan to enter only one invoice line, enter the invoice amounts in the header portion of the window, and then press the tab key. An invoice line will be created automatically in the Line Information section. For each invoice line that is subject to tax reporting and/or withholding, be sure to select the appropriate supplier income type, if the correct value does not appear automatically. If you plan to enter multiple invoice lines, see the Enter Supplier Invoice Lines activity description.
  6. You can now save the invoice directly as a preliminary posting or, if desired, continue registration by entering information in the Posting Information section of the window before saving. This is only possible if the company does not use the posting proposal feature (by selecting the Use Posting Proposal check box on the Company/General tab). Note that if the Create Postings at Invoice Entry check box is not checked on the Company/Invoice tab, the invoice will not be posted automatically when it is saved and the status will be set to Preliminary.