AP – Purchase Orders Invoices & Purchase Returns Credits

This guide is to show how to do a Supplier Invoice for POs or Supplier Credits for Purchases Returns by using “Fast Supplier Invoice Entry”

1. To get to “Fast Supplier Invoice Entry”, you can search for “AP T020” 

Or follow the below steps

2. Put in the Transaction Date (this is the date it will hit the General Ledger, most users put in the invoice date here).

Press “Yes” to confirm

3. This screen is where you input the Supplier Account, Type of Invoice/Credit, Amount, Invoice Number, Reference/Details & the Invoice Date

4. Choose the Supplier by typing in their Supplier Code or searching for them (Use Keyword or click on “Name” and filter it)

5. If doing a PO Invoice, choose “P” in the Type column. If doing a PO Return Credit, then choose “R” in the Type column. For this document we will follow a “P” Type.

6. Once you have chosen “P” or “R” & press Enter/Tab then it will take you to this next screen

7. Now put in the Invoice Number in the Invoice Details section.

Put the Invoice Date in

Then type the PO Number in or you can search for it using the magnifying glass in the Purchase Order section

8. Once the PO is typed in or selected, tab/enter through. If there is a Supplier discount attached to the Invoice then you can put it in here, otherwise tab/enter through again until you reach the Curr. Amt Ex Tax part.

Make sure whatever the Excluding Tax Amount on the invoice is, that you put that amount in here. It has to be the EXCLUSIVE Amount. 

If the PO amount here doesn’t match to the Exclusive amount then there will be a variance (see how to handle PO Variances document).

9. Assuming the PO Exclusive Amount matches with the Invoice. Then click on the OK button

10. This next screen will show you the total Tax & Inclusive Amount.

11. If the Tax is off by a cent or 2, then you can click on “Correct” and change the Tax. However if the Tax is off quite a bit and there is a clear Tax-Free portion of the invoice, then you need to click on “Entry” and add in a Tax Free Entry & then correct/remove the Tax line to match up the correct Tax line.

12. If you are happy with the Tax & Invoice then select OK 

13. This next screen will appear and will ask if you want to add a Discount in here

However we have already had an opportunity to add a discount in, so leave this blank and just Tab/Enter through.

It will then start a new invoice line, incase you want to add another invoice in. If you are done & don’t want to do another one, then just press “Escape” once.

14. Now press Post

15. The next screen will show you how the Batch of Invoices you have done will look, just put a “Y” next to Complete Posting to finalise it, then press Enter

Press “OK”

16. Lastly, press OK on this final screen

You have now completed your PO Invoices/Purchase Return Credits

Choosing “R” Type for a Purchase Return Credit works the same way/follows the same screens.