A/P Invoice Details by P.O.

Accounts Payable Menu -> A/P Invoices -> ENTER BY P.O. button -> A/P Invoice by P.O. -> A/P Invoice Details by P.O.

After the Purchase Order as been selected and the A/P Invoice header information captured in A/P Invoice by P.O. the product details can be completed in this screen.

Note: Do not invoice Re-Rentals by Purchase Order.
Re-Rent inventory must be invoiced using A/P Invoice Details in order to designate the equipment as re-rental and to write the associated Re-Rental Transactions.

The prompts are:

Invoice Header Information:
PURCHASE ORDER
The P.O. number currently being billed is displayed.

INVOICE NUMBER
The invoice number currently being billed is displayed.

VENDOR NUMBER
The vendor currently being billed is displayed.

ACCOUNT BALANCE
The posted unpaid account balance for this vendor is displayed.

INVOICE REF
The reference number from the invoice header is displayed.

Product Details being Invoiced:
SEQ#
The sequence number is assigned by the system to track the records on the invoice.

VENDOR PRODUCT #
The vendor product number from the Purchase Order will display.
Non-Inventory Items:
The ability to order an item that does not have a product number and to define the GL posting account on a Purchase Order, is controlled by the Allow Non-Inventory Items On PO Details flag in the Company Security Parameters.

Non-Inventory items ordered on a P.O. are ignored in Warehouse Receiving but are still processed and posted through A/P Invoices by Purchase Order, and the P.O. is automatcially "closed" when the non-inventory expense is entered in A/P invoices as the P.O. will never be received.

In the Vendor Product # field, the non-inventory type of transaction is displayed as follows:

  • Non-Inventory (N)
  • Freight (F)
  • Re-Rental (E)

REC
This flag will display as checked or not checked, according to the selection made for the Receive All default entered for the invoice header in A/P Invoice by P.O.
Verify and update the flag to match the actual inventory receipts on the invoice.

ITEM TAXES
If the automated taxing is activated in Company Taxing Parameters, a tax window will open.
TAX 1
The tax code for Tax 1 as set in the invoice header displays and if the operator has permission to 'Change Tax Codes' as defined in the Document Field Access of Role Permissions, the tax code can be over-typed for this invoice as required.
A drop-down list is provided to view and select from valid tax codes as setup in Tax Codes.
Any changes will apply only to this line.
TAX 2
The Tax 2 as set in the invoice header displays and if the operator has role permission, the tax code can be over-typed for this invoice as required.
Any changes will apply only to this line.
Finished?
Click OK to accept and exit the pop-up window.

QUANTITY
The balance on the Purchase Order will display.
Confirm that this value matches the quantity on the supplier's invoice, updating the Quantity field as required.
INVOICE AMOUNT - Total Including Tax
The Total Including Tax for this line detail is displayed to show what the total charge for this product will be, when taxes are being calculated using the Item Taxes per line feature when activated in the Company Taxing Parameters.

TAX AMOUNTS
This window appears only if taxes are being automatically calculated on line items.
The Invoice Amount before taxes is displayed, along with the Tax codes and calculated tax amounts for the detail line.
Tax amounts can be modified as required to match the invoice. (i.e. for rounding purposes)
The Grand Total is the sum of the taxes and the expense amount for this invoice detail line.

TOTAL COST
The total cost of the product will display.
The total cost equals the quantity multiplied by the cost each, and includes the order conversion (if applicable), but does not include taxes.

Confirm that the Total Cost equals the total cost on the supplier's invoice for this item.
If it is not correct over-type the amount to match to the invoice amount.
This amount may or may not include freight depending upon your company’s business policy.

If this value is changed, the Tax Amounts window re-opens for associated adjustments.

Job Costing Window
If the Job Cost tracking feature is enabled in the Company Posting Parameters, the operator will be prompted for the job information as outlined in Job Costing Customer, Site and Cost Code, with each detail line that is entered on the invoice.
If a Job Cost Code is selected, this will change the G/L posting account for this expense transaction to the account associated with the job.

The "Default Job Cost Info from AP Invoice Header" flag in the Company Miscellaneous Parameters controls whether the Customer, Site and Job Cost code information defaults from A/P Invoice header to the detail transactions.
When this parameter is unchecked the operator is forced to select the appropriate Job Cost information for each line rather than just accept a defaulting value.

When a non-inventory item is being billed on an AP Invoice, the GL Account for posting the expense was originally captured on the Purchase Order entry, so when a Job Cost code on that AP Invoice detail line is selected the operator is prompted whether to use the original PO GL Account or to override it with the GL Account associated with the selected Job Cost Code.

Note: This Job Cost option can be useful for Sales products that are immediately expensed and are to be used on a job, or for re-rented equipment costs, but it is not recommended for use when receiving Rental Equipment as the posting of the inventory cost goes to the job cost account and the Inventory Asset account in the G/L is not updated by the value of the asset.


P.O./Contract Re-Rent A/P Invoice
If this is a re-rent item that is being invoiced, the default cost to pay the supplier uses a percent of the rates charged to the customer as defined when the P.O. was created from the Contract in Contract to Purchase Order Information, using the period from when the product went out on the contract or was last billed, to the date of the A/P invoice.
This defaulted estimated cost can be over-typed if required to match the invoice from the supplier.

The Re-Rental Information window is provided on the Total Cost field to access the Re-Rental Details accessing this estimate and dates, and also providing the ability to drill down to Re-rent and document details and history.
The cost calculated in this window is an estimate for information only.

Refer to Contract/Purchase Order Link Overview for details on this processing.


Tax Details
The tax details can be reviewed and adjusted as outlined above in the Tax Amounts pop-up window.

EXCHANGE
If this Vendor has been assigned a currency in Vendor Information, other than the company currency in Company Information, the currency exchange rate as setup in Currency Codes displays.
This may be over-typed if required, unless the costs are set in the Company Inventory Parameters to be updated in the warehouse. If costs are updated in receiving, this becomes a display only field as costs are already posted.

This value is used in the LCF calculation.


DUTY/BROKERAGE %
The Duty/Brokerage percent from the Vendor Information, displays. This may be over-typed if required.
This may be over-typed if required, unless the costs are set in the Company Inventory Parameters to be updated in the warehouse. If costs are updated in receiving, this becomes a display only field as costs are already posted.

This value is used in the LCF calculation.


FREIGHT %
The Freight cost percent from the Vendor Information, displays. This may be over-typed if required.
This may be over-typed if required, unless the costs are set in the Company Inventory Parameters to be updated in the warehouse. If costs are updated in receiving, this becomes a display only field as costs are already posted.

This value is used in the LCF calculation.


L.C.F.
The new LCF displays using the formula :
LCF = Round((Exchange * Duty/Brokerage * Freight),4)

e.g. Exchange 57.53%, Duty/Brokerage 2%, Freight 3%

LCF = (1.5753 * 1.02 * 1.03) rounded to 4 decimal places
LCF = 1.6550

DESCRIPTION
The supplier's product description as reported on the P.O. is displayed.

EXPANDED RECORD
Click EXP/CON to view your firm's product #, the full vendor description from the Purchase Order as the description on the first line may be truncated, and the optional Packing Slip # as entered in Warehouse Receiving.

INVOICE TOTAL
The total dollar value for the select products before taxes is displayed.

Finished?
Click ACCEPT to accept the product selection and costs, or click CANCEL to abort.

TAX SUMMARY
If the Tax Calculation feature has been activated in the Company Taxing Parameters the Summary Of Cost, Taxes, And Totals window opens displaying the taxes for the invoice.

Confirmation Screen
Select one of the following actions:

Window to Serial Numbers
The Receive Serial Numbers window is triggered if a Sales product has been invoiced that has been setup as a serialized sales item in Sales Inventory, and it is not clear which serial number received on the P.O. is to be invoiced.
Enter the same number of serial numbers to equal the quantity received.

The serial numbers print on the A/P Purchases Journal.

Note: The serial number window does not apply if the serialized sales parts are flagged to enter the serial numbers at Time of Sale, or if the feature to Update Average Costs in the Warehouse is set in the Company Inventory Parameters.


Window to Capture Re-Rental Costs
Enter the re-rent details for this product in the Re-Rental Information window

If the product is a Re-Rental that was entered using the Contract/Purchase Order Link Overview the supplier's A/P Invoices for the cost of the re-rental equipment can be entered in A/P Invoices by P.O., until the Re-Rent Balance is set to zero at the time the final A/P invoice is entered.
This Re-Rent Balance reflects the balance still out on the associated contract when viewed in the A/P invoice, but can be adjusted as required.

After exiting the window, confirm that the correct G/L expense account for the Re-rental expense displays in the Account # field with the correct Amount.

When the invoice is posted, the program will automatically write a re-rental cost transaction into Re-Rental Transactions.
These re-rental costs are viewable using Re-Rental Inquiry/Report.

Note: Product costs, on hand quantities, and Asset Tags are not updated in the product file for re-rental and services ordered using the P.O./Contract link.


Window to Fixed Asset Tag:

Complete the A/P Invoice:
The posting transactions for the purchases are displayed as outlined in the details screen of A/P Invoices to allow the operator to add additional expense transactions, such as shipping costs or taxes to the invoice.
The P.O. Location becomes the posting division on the inventory detail, as inventory costs should post to the location of the inventory.

Additional inventory receiving or additions can also be added.

Inventory received by P.O. line items cannot be changed in here. If there is an error, they can only be deleted and re-added in either A/P Invoices By P.O. in Change mode or in A/P Invoices.

Posting A/P the Invoice:
All A/P invoices are posted using Post A/P Invoices.

Note: Before posting, check that each invoice total matches the actual invoice.
To do this select A/P Invoices then window on the Invoice Number field to view the unposted invoices with their dates and amounts in the list.

Distribution Invoices:
 Any unposted invoices that were created and distributed over multiple invoices in A/P Invoices for the purpose of payment over varying dates, cannot be modified or deleted until the distribution information is first deleted.

Job Costing:
If the Job Cost tracking feature is enabled in the Company Posting Parameters, the operator will be prompted for the customer, site and job cost code as set up in Job Cost Codes, with each detail line that is entered on the invoice.

Topic Keyword: APVI04 (3932)
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