Invoice Entry

The Invoice Entry function allows you to manually enter an invoice into the system. This form can also be used to enter Credits.

Important

Please note, in some cases the Invoice Entry screen will automatically convert to Invoice Entry Lite mode, which minimizes required elements on Invoice Entry line items. Invoice Entry Lite mode is dependent on the supplier selected in Step 3 below. This mode is typically used when only General Ledger information is required and the actual line item detail descriptions are not. See Supplier Account Settings for setting that enforces Invoice Entry Lite.

The process to enter an invoice is similar to that of placing an order via Requisition Form:

1. Go to View > Accounting > Invoice Entry.

2. Select a location from the Ship To drop down list. (Applicable for users with access to multiple locations.)

3. Select a Supplier from the Supplier Selector window.

   • By default, the Supplier Selector window only shows suppliers for which you have purchase history.

   • Search the list by typing in the Supplier Name column. If no results are found, the Supplier Selector window automatically expands results to include all suppliers used by your organization.

4. Immediately after selecting a supplier, you will be prompted to enter your invoice information along with the first item. Begin filling out the form by entering the Invoice Date and Invoice Number.

5. Continue by selecting the first GL account you want to use by choosing it from the GL Account drop down box. 

   • After selecting your first GL code, the Item Number and Item Description field will pre-populate with the GL number as the item number and the GL description as the item description. The Unit of Measure will default to EA and the Quantity will default to 1. The cursor will immediately move to the Price field.

Item Numbers are not required for Invoice Entry Lite mode.

6. Enter a Price for that particular GL code or item.

7. Click Save & New to enter a new item; click Save & Close when finished. (Note: To edit a line item, click the Edit Line image (Notepad); to remove an item click the X next to the line item. To add more items, click the Add Items button.)

8. Verify all information on the main Invoice Entry form is correct > Submit > wait for Confirmation.

To print or email an invoice, click the Edit hyperlink from the Notifications section and make the appropriate selections, then click Save.