Concepts

Tasks

Settings

Entering an Invoice

An invoice identifies one or more liabilities that your organization is responsible for paying. An invoice contains one or more invoice lines.

APM invoicing is used to match supplier invoices against the information in the APM procurement system (purchase orders and purchase order lines). The invoicing function allows invoices to be entered, matched, and balanced. Discrepancies are displayed immediately, and a user can make the necessary corrections or forward the invoice to the appropriate person to act on.

A new invoice can be created as part of an invoice batch or on its own. This topic explains how to create an invoice that is not part of a batch. To enter invoice batches, see Creating an Invoice Entry Batch.

To Create an Invoice

1.	From the Site window, select the Invoicing view, Invoices tab, then the Invoices tab. By default, this tab lists all invoices by supplier.

2.	Click New. The New Invoice dialog appears.

3.	To create an invoice that is based on a purchase order, enter the purchase order number or click Browse to select the appropriate purchase order.

If you enter a purchase order in the dialog, the system fills in the supplier name and number and displays the option Prompt all open liabilities. When this option is selected, the system creates an invoice line for each un-invoiced transaction related to the purchase order. If necessary, you can clear this option.

4.	For invoices based on a purchase order, you can limit the invoice lines to those contained on a particular receiving report. Enter the Receiving Report number or click Browse to select it.

5.	If you are creating an invoice that is not based on a purchase order, you can fill in the Supplier or click Browse to select the appropriate supplier from the list.

6.

If the invoice is based on a purchase order, enter the packing slip associated with this invoice. If you enter a packing slip number, the system creates an invoice line for each purchase receipt associated with this packing slip and purchase order. That is, for all purchase order lines that have the same packing slip number entered on the receipt. If the packing slip box is left blank, the system creates invoice lines for all uninvoiced purchase receipts associated with the selected purchase order.

7.	Enter the supplier’s invoice number. An invoice number must be provided, and must be unique by supplier and site. You cannot enter multiple invoices with the same invoice numbers from the same supplier. This helps to ensure the same invoice is not entered twice.

8.	Select the appropriate invoice type.

Setting Name

Description

Invoice Type

Select the type of invoice that you are creating. The invoice type: • Can be used to group and order invoices • Controls whether the invoice is a regular type of invoice or a credit memo • Controls the types of invoice lines that can be added to the invoice • Controls if the invoice requires approval Invoice type is not mandatory. If an invoice type is not selected, the invoice does not require approval.

9.	Fill in any other information, as appropriate. Any information that you do not enter now, you can enter later on the invoice.

Setting Name

Description

Invoice Date

The date on the invoice.

Invoice Amount

The total amount of the invoice in the supplier’s currency. The system compares this amount to the total of all of the invoice lines to determine if the invoice is balanced or not. For credit memos, you must enter a negative amount (for example, -$250). If you do not enter the invoice amount, the system sets this amount to the total value of the created lines.

Invoice Received

The date that the invoice was received.

Payment Term

The payment term for the invoice.

Discount Date

The date that payment for the invoice is due if the discount is to be applied. If you selected a payment term and invoice date, the system fills in the appropriate due date. You can change the prompted date, if necessary.

Discount Percent

The percentage discount applied to the invoice.

Discount Amount

The amount of any discount applied to the invoice. If you filled in the invoice amount and discount percent, the system fills in the amount automatically.

Voucher Number

If you use voucher numbers to track invoice hard copies, enter the invoice’s voucher number. The system may automatically enter the next available voucher number if this setting is turned on for the site.

Payment Due Date

The date that payment for the invoice is due. If you selected a payment term, the system fills in the appropriate due date. You can change the prompted date, if necessary.

10.	When you are finished entering the appropriate information, click OK. The system creates and opens a new invoice. If requested, invoice lines are created for all un-invoiced purchase order lines.

11.	Now that you have created the invoice, you can add notes, attachments, and comments to it.

12.	You can also add invoice lines and work with the invoice. For more information, see:

•	Adding Regular Expense Lines to an Invoice

•	Adding Miscellaneous Expense Lines to an Invoice

•	Adding Extra Charge Lines to an Invoice

•	Adding Tax Lines to an Invoice

•	Entering Payment Details on an Invoice

•	Balancing an Invoice

13.	When you are finished entering information, save the invoice.