Enter Supplier Invoice Posting

Explanation

The Enter Supplier Invoice Posting activity is used for manual entry of cost postings that represent the invoice net amount. Cost postings can be entered directly when the invoices are entered, if they are known at that time. They can also be entered as final postings of previously entered and preliminarily posted supplier invoices.

For each direct invoice entry, i.e. with expense postings included, a voucher belonging to function group I is created. Postings for supplier liability and any tax are created via posting control for all supplier invoices. The expense postings are entered manually. 

For each preliminary posted invoice where final postings are added, a voucher belonging to function group J is created. This voucher automatically reverses the preliminary cost posted in the voucher created at preliminary entry. The expense postings are entered manually. 

You can also register a multi-company supplier invoice. This is useful when your company is to pay for an invoice but the cost should to be distributed to one or more affiliated companies. Multi-company supplier invoice vouchers created in the receiving companies belong to voucher group D.  A voucher created and connected to an invoice is placed in a hold table in IFS/Accounting Rules pending update to IFS/General Ledger. To view this voucher, right-click Manual Supplier Invoice window and then click View Vouchers after the invoice has been saved.

It is possible to connect each posting line to a specific invoice line by manually entering an invoice line reference on your posting line. This option can be used if you prefer to enter invoice lines that closely resemble the lines of the invoice you have received from the supplier and if you want to have detailed cost posting information specified per invoice line.

Prerequisites

For a direct entry, a new invoice needs to be created and basic information such as supplier, invoice number, and amount must be entered for the invoice in question. Before making a final posting of an existing invoice, the invoice must have been entered as preliminarily posted.

System Effects

As a result of a direct invoice entry, the following postings are created:

• Invoice amount: Posted automatically to the account defined for the posting type IP1, supplier debts, in posting control in IFS/Accounting Rules
• Tax amount: The tax method (defined in Accounting Rules/Tax Codes/Tax Codes) determines whether the tax is posted to the account for tax received on final (direct) entry or payment. The tax amount is posted automatically to the account defined for the actual posting type in posting control in IFS/Accounting Rules. The valid posting type used depends on whether you are using VAT or Sales Tax (defined in Enterprise/Company/Invoice) and the tax type selected (defined in IFS/Accounting Rules/Tax Codes/Tax Codes):

• If tax = VAT and tax type is not calculated then the posting type used is IP3, Tax Received, Invoice.
• If tax = VAT and tax type is calculated then the posting types used are IP9, Tax Received, Calculated and IP10, Tax Disbursed, Calculated.
• If tax is not = VAT and the tax type is sales tax then the posting type used is IP3, Tax Received, Invoice. If tax is not = VAT and the tax type is use tax then the posting type used is IP11, Use Tax.

If the payment tax method is used, the account specified for posting type IP3 is a preliminary account. Reallocation to the definitive account for tax received occurs when the invoice is paid.

• Net amount: Cost postings for the invoice net amount are entered manually. If pre-posting information is specified in the Supplier Invoice Preposting dialog box and the Affect Line Postings check box is selected, this information will be automatically suggested as default when you are entering a posting line on the invoice. For multi-company supplier invoice entry, posting type IP13 inter-company due from affiliated company must be set up, and IP14 for inter-company transactions due to affiliated company.

As a result of a final invoice entry, the following postings are created:

• Preliminary posted net amount: Reversal of the invoice net amount that was preliminary posted to the profit and loss or balance sheet account defined for posting type IP5, preliminary cost, in Accounting Rules/Posting Rules/Posting Control Navigator. 
• Tax Amount: The tax method (defined in Accounting Rules/Tax Codes/Tax Codes) determines whether the tax is posted to the account for tax received on final (direct) entry or payment. The tax amount is posted automatically to the account defined for the actual posting type in posting control in IFS/Accounting Rules. The valid posting type used depends on whether you are using VAT or Sales Tax (defined in Enterprise/Company/Invoice) and the tax type selected (defined in IFS/Accounting Rules/Tax Codes/Tax Codes):

• If tax = VAT and tax type is not calculated then the posting type used is IP3, Tax Received, Invoice.
• If tax = VAT and tax type is calculated then the posting types used are IP9, Tax Received, Calculated and IP10, Tax Disbursed, Calculated.
• If tax is not = VAT and the tax type is sales tax then the posting type used is IP3, Tax Received, Invoice. If tax is not = VAT and the tax type is use tax then the posting type used is IP11, Use Tax.

If the payment tax method is used, the account specified for posting type IP3 is a preliminary account. Reallocation to the definitive account for tax received occurs when the invoice is paid.

• Net amount: Cost postings for the invoice net amount are entered manually. If preposting information is specified in the Supplier Invoice Preposting dialog box and the Affect Line Postings check box is selected, this information will be automatically suggested as default when you are entering a posting line on the invoice. For multi-company supplier invoice entry, posting type IP13 inter company due from affiliated company must be set up, and IP14 for inter company transactions due to affiliated company.

Window

Manual Supplier Invoice

Related Window Descriptions

Manual Supplier Invoice

Procedure

Use the following procedure to enter supplier invoice postings:

1. Double-click on an empty line in the Posting Information section of the Manual Supplier Invoice window.
2. Enter an account. (Press Tab to display previously defined pre-posting.) Enter any other code parts and enter an amount. The invoice is finally posted when the Balance field is zero (0). If you have connected each posting line to a specific invoice line by using the Line ID Ref field, the line balance of each invoice line must be zero (0) before the invoice is regarded as finally posted. If the costs should be distributed to other companies, change the suggested value in the Voucher Company field to the identity of the company where the costs should be posted.
3. If you want the posting line you entered to be added as a pseudo code, so it can be used again when required, select the record, right click, and then click Add Pseudo Code.
4. Save the information. If the Create Posting at Invoice Entry check box in Enterprise/Company/Invoice  is selected, the invoice will be set to Posted status and a voucher number is shown in the Vou. No Ref field. If not, you need to post the invoice in a separate step (right-click and then click Post Invoice).