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Menu Path: Financial Mngmnt / A/P / INvoices
On the Invoice entry screen, click the Add button. Another Invoice entry screen opens.
Enter the purchase order number in the PO # field. Optional.
Click on the PO # Lookup button.
NOTE: If the district is using PO Groups you must have access to PO Groups, if not, you cannot access the Purchase Order Entry screen using the PO # Lookup.
The Purchase Order Entry screen opens.
From the Purchase Order Master list, highlight the purchase order Number you want to use.
Click the Select button. The purchase order number displays in the PO # field. When you leave the PO # field, the information from the purchase order populates the invoice fields where appropriate.
To not use a purchase order to create the invoice, leave a zero (default) in the PO # field or enter a purchase order number you feel is correct.
If the purchase order number entered is not on file, and if the Require Response if PO not on File option is set to Yes, you receive a message indicating the purchase order is not found and asking if the purchase order is to be used for documentation purposes only. See WESPaC Financial Management Ranges and Options Users Guide.
NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management Accounts Payable Ranges and Options Users Guide.
If you have entered a purchase order number in the PO # field, the vendor information is populated from the purchase order information. Otherwise, select a Vendor. Required.
A Question screen may appear warning you that the vendor on the PO is not the same as the vendor on the invoice. If it is OK, click the Yes button.
Begin typing the Vendors name in the Name or Alphakey EEL. Select the vendor from the list that appears.
Click on the Vendor button.
The Vendor Master Information screen opens.
See security exceptions for more information on securing data on Vendor Master Info screen.
NOTE: For more information about the Vendor Master Information screen, see the WESPaC Finance Vendor Master Users Guide.
Highlight the Vendor Key of the vendor you want to use.
Click the Select button to return to the Purchase Order Master Information screen.
NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management Accounts Payable Ranges and Options Users Guide.
The vendors Remit-To address displays to the right of the Vendor key, along with the vendors Contact, Accrual account, and 1099 information, if available.
NOTE: The Vendors Contact and 1099 information cannot be modified from the invoice entry process. Changes to this information must be made on the Vendors record via Vendor Master.
If necessary, change the Accrual code. The default Accrual code is brought from the Vendors record, but can be changed.
To change the Accrual code, click the Accrual button. The Summary Account List screen opens:
From the Summary Accounts list, highlight the code to use.
Click the Select button to return to the Invoice entry screen.
Enter the vendors Invoice #. Required. Up to 20 characters.
*Can cause duplicate payment if one in history and one in Open.
WARNING: You can use the same invoice number for different vendors, but the number must be unique for invoices for the same vendor until one invoice is in History status.
NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management Accounts Payable Ranges and Options Users Guide.
The Status field refers to the status of the invoice, not the purchase order. It is assigned by the system and cannot be changed. New invoices have a status of Adding.
Enter an Invoice Description.
If you are adding the invoice from a purchase order, the description is brought from the purchase order, but can be changed.
Although the description area allows an unlimited amount of text, some reports may truncate the description for space considerations.
NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management Accounts Payable Ranges and Options Users Guide.
If the invoice was created from a Purchase Order, a Liquidation Status displays. The Liquidation Status is a separate status for flagging the encumbrance balance created by the associated PO. The Liquidation Status does not appear if you are not using a PO. Select one of the following for the status when you enter an invoice:
Partially received if the balance of the purchase order is to be received at a later date.
Fully received if the purchase order has been received in full.
Closed PO/not receiving anymore the invoice amount was less than the PO amount, and/or no more entries will be made against this purchase order.
If the vendor did not charge sales tax on their invoice and the items purchased are taxable, check the Comp Tax checkbox. When checked the Site and the Show Comp Tax buttons are sensitized. The Tax field becomes unavailable for update.
Select the Site from which to draw the Comp Tax rates.
Enter the Site code in the site field.
Click the Site button. The Site Codes screen opens:
From the Site Information list, highlight the Site code you want to use.
Click the Select button.
NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management Accounts Payable Ranges and Options Users Guide
Enter a Batch #. Required.
Mass update = No batch range used when updating.
A Batch number is used on each invoice you enter, and may be used to group invoices when updating, reporting and check processing.
Each user can give their invoices a unique batch number to prevent others from updating (posting) their invoices as long as a mass update is not run. This does not prevent editing of the invoices by another user.
Payroll batches are identified a P prefix.
The payroll process may also create accounts payable invoices. Be sure not to duplicate the batch numbers of the payroll invoices.
NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management Accounts Payable Ranges and Options Users Guide.
You can establish a district default in Accounts Payable Configuration to Pre-load Batch Number with Day of Month. See WESPaC Financial Management Accounts Payable Configuration Users Guide. When this option is activated, the batch number is preloaded with the current day of the month. The Batch options in the Data Retention on Add screen become inaccessible, but users still have the ability to change the batch number on the invoice.
Enter the Vendors Inv date. Default is todays date.
Hint: use the Ctrl-T to enter todays date.
The Batch Update process can use the invoice date to determine which invoices to process.
Use the Alt+↑ to bring up a calendar.
NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management Accounts Payable Ranges and Options Users Guide.
Hint: use the Ctrl-T to enter todays date.
Enter the Vendors invoice Due date. Default is todays date.
Use the Alt+↑ to bring up a calendar.
NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management Accounts Payable Ranges and Options Users Guide.
Enter a Cash Acct. Required.
Enter the Cash Acct code in the Cash Acct field. If the code does not exist, the Bank Cash Accounts List screen opens displaying a list of valid Cash Accounts.
From the Available Cash Accounts list, highlight the cash account Code you want to use.
Click the Select button.
Click on the Cash Acct Lookup button. The Bank Cash Accounts List screen opens:
From the Available Cash Accounts list, highlight the cash account Code you want to use.
Click the Select button.
NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management Accounts Payable Ranges and Options Users Guide.
If you referenced a YMA purchase order in the PO # field, the Layout is brought from the purchase order, but may be changed. To change the Layout, from the Layout drop down list select YMA.
YMA Layout indicates you are entering detail items, distributing the accounting to the entire order (master) and allocating the dollars by amount.
Yes The PO/Requisition or Invoice has detail items.
Master Accounting allocation by the PO/Requisition or Invoice Master amount.
Amount Accounting allocation is by the dollar amount.
For more information on Layouts, see the Layout Reference Users Guide.
NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management Accounts Payable Ranges and Options Users Guide.
From the Acct/Stub drop down list, select
Yes if you want to print accounting information on the check stub.
No if you do not want to print accounting information on the check stub.
NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management Accounts Payable Ranges and Options Users Guide.
Review the fiscal year field. If change is necessary, click in the Fis Year field. The Fiscal Year Selection screen opens.
From the Fiscal Years list, highlight the fiscal year to which the invoice is to be updated.
Click the Select button.
NOTE: The Fiscal Years do not Match screen may appear, if the fiscal year of the purchase order and the invoice does not match and you have the Check PO year against invoice fiscal year in the Options - Add Invoice Parameters area set.
NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management Accounts Payable Ranges and Options Users Guide.
Review the check type. If necessary, from the Chk type drop down list, select the check type to be generated during check processing. Default is Regular.
Regular includes the invoice on a computer generated check. It prepares the check for this invoice based on its due date.
Manual the invoice was paid with a hand written check or used for a corrective history entry when a check is not necessary. The Chk Nbr field is activated. Enter the number of the check issued.
Hold holds the invoice open until a later date. The invoice will not be selected for payment until the check type is changed.
Single issues a separate individual check for the invoice.
Pay pays the invoice on the next check run, regardless of the due date.
Void allows you to void a previously issued check or a physically ruined check. The system prompts you to enter the check number. Do not enter the invoice amount with a minus sign. The system knows the Void check type negates the entry. The Quick Void option located in the Options area can also be used to void checks that have already been updated.
NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management Accounts Payable Ranges and Options Users Guide.
If a purchase order is referenced in the PO # field, the PO Amt is the total encumbered amount of the purchase order, including tax and other charges, otherwise it is zero.
Enter the vendors invoice amount in the Inv Amt field. By default, the system populates the Inv Amt based on the line item information from the purchase order, excluding tax or other charges. If the purchase order has been used on a previous invoice, the remaining balance of the purchase order is the default.
To enter taxable freight charges include the freight charge in the Inv Amt field.
The Subtotal comes from the Inv. Amt field.
Enter any Tax billed as shown on the vendors invoice. This field is unavailable if the comp tax check box is checked.
Enter any non-taxable charges in the Other field.
The Total amount displays the invoice amount including tax AFTER the invoice detail line items are entered. It is system calculated.
When entering invoices referencing a purchase order, you have different options for entering the Invoice detail information, based upon your setup of the Add Invoice Parameters in the Options area.
For more information on the following Options, see the respective section of the WESPaC Financial Management Accounts Payable Ranges and Options User's Guide.
Auto Create Account Distribution on Add
If the Auto Create Account Distribution on Add flag is set to
Yes The system populates the accounting information from the purchase order into the invoice. The Layout of the invoice becomes NMA. If changed to YMA, the accounting information is removed.
You can change the invoice amount, account number, or percentage if needed. The accounting ratio is adjusted for you.
No The line items information of the purchase order can be used to populate the Invoice Details information. By using either the Select from PO function or, if you are using the PO Receiving, the Select from Received function.
Select from PO
If a purchase order number is referenced on the invoice, you can use the Select From PO button to select the line items from the purchase order with which to build the invoice line item detail. You can change the Quantity, Unit Cost, and/or Account Number for each line item. Once all items are selected, build the invoice. The line item detail of invoice is created for you.
After entering required information on the Invoice entry screen, click the Select from PO button.
The Build invoice detail information from PO detail information screen opens.
At the top of the screen the Purchase Order number, Purchase Order amount, and PO Layout display.
From the Purchase Order Detail Information list, highlight the line number you want to include on the invoice.
Click the Select button. That line items information moves to the Invoice Detail Information list.
If necessary, change the Quantity and/or Unit Cost.
The Invoice Accounting Information list displays the accounting information from the purchase order. You may add or delete accounts as necessary. To change the account, delete it and then add a new one.
REMINDER: In YMA layout, all accounts are distributed proportionately to all line items. The total distributed must equal 100%.
Repeat until all information to be included on the invoice is moved to the Invoice Detail Information list.
Add Accounting Information
To add another account, click the +PO or +Manual buttons. The Account number entry screen opens:
Enter the individual account dimensions you want to use.
Optionally click the Acct button and highlight the account you want to use from the Available Accounts list. Click the Select button.
Click the OK button to return to the Build invoice detail information from PO detail information screen.
Enter the Percent or Amount information to be applied to the new account.
A Question screen opens asking if this is a 1099 entry. Click Yes or No as appropriate.
Change the Percent or Amount of the original account distributions. Distributions cannot total more than 100%. A Message screen opens if the distributions do not total 100%.
To delete an account, from the Invoice Accounting Information list, highlight the Invoice Account Number to be deleted.
Delete Accounting Information
Select the Invoice Account Number to delete.
Click the Delete button.
A Question screen opens asking if you want to delete the accounting line.
Click the Yes button.
Click the Bld Invoice button.
NOTE: Although the information is moved back to the top of the screen, the invoice has been built.
Click the Close button.
The Invoice Details list on the Invoice entry screen now includes the line items you selected in the Build Invoice Detail Information from PO Detail Information process.
If you need to change the Quantity and/or Unit Cost, you may do so now.
On the Invoice Entry screen, from the Invoice Details list, highlight the Line Nbr you want to change.
Click the Edit button. The Invoice detail line information for Inv number screen opens.
Change the Quantity and Unit Cost as needed.
If necessary, you can also change the Invoice Distribution.
On the Invoice Entry screen, from the Invoice Details list, highlight the Line Nbr you want to change.
Click the Edit button. The Invoice detail line information for Inv number screen opens.
Make changes as needed.
To change an Invoice Distribution from the Invoice Distribution list, highlight the account to change. Click the Edit button. The Invoice account distribution for Inv number screen opens.
Change the account in the Account field. Change the Percent or Amount as needed.
The Encum account is not available for update. It must be changed on the source purchase order. This field does not appear when a purchase order is not referenced in the PO # field.
Click the OK button to return to the Invoice detail line information for Inv number screen.
Click the OK button to return to the Invoice entry screen.
Select from Received
If you use the PO Receiving sub-system, you can use the Select from Received option to build the invoice from the Receiving record rather than the purchase order. This prevents you from paying for items you have not yet received.
After entering required information on the Invoice entry screen, click the Select from Received button.
NOTE: If a receiving record has not been created, you will not be able to use the Select from Received option.
The Build by Received Items screen opens.
From Received Items list, highlight the line number to include on the invoice. Only line items that have been received display.
Click the Add button.
The line items information is moved to the Selected Items for Invoice list at the bottom of the screen.
If the item has already been selected, on another invoice for example, an error message displays indicating that the item is selected elsewhere.
Optionally,
Click the Add All button to move all items on the Received Items list to the Selected Items for Invoice list.
If you have selected items that you do not want to include on the invoice, select the item from the Selected Items for Invoice and click Remove.
Click Rem. All if you want to remove all items from the Selected Items for Invoice list.
Update the Qty Received and/or Unit Cost as needed.
If you want to discontinue and reset the items back to the Received Items list you may click Cancel. The items in the Selected Items for Invoice will be moved back to the Received Items list.
Repeat until you have all information you want to include on the invoice moved to the Selected Items for Invoice list.
Click the OK button to return to the Invoice Entry screen.
If you need to update the Quantity, Unit Cost, or Invoice Distribution, you may do so now by selecting the Line Nbr you want to change and click the Edit button.
Click the OK button to return to the Invoice entry screen.
NOTE: If you select items on the Build by Received Items screen, return to the Invoice entry screen, then delete the line. You will not be able to select the item again from the Select from Received option without deleting the Invoice Detail of the invoice.
Manually Add Line Items
Although it is simpler to reference the line items from a purchase order to build the invoice, if a purchase order is not available or you choose not to use the information from the purchase order, you can manually enter the line items.
Click the Manual button. The Invoice detail line information for Inv number screen opens.
Line # is the reference number for the detail line item.
You may enter a different line number by clicking in the line number field and typing the number you want to use. You can insert lines between existing lines. To do so, enter new line numbers by typing over the number displayed (that is, 101, 102, and etc.).
If you referenced a purchase order, the line number is the next line number available. If you change the number to a line number that already exists, the Build invoice detail information from PO detail information screen opens so you can select the line item from the purchase order.
The Catalog button and EEL display. Optional. It allows you to access catalog information for the vendor, if it exists.
For more information on building a Vendors catalog, see WESPaC Financial Management - Vendor Master Information Users Guide.
In the Catalog EEL, begin typing the Catalog Item number. Select from the list that displays.
Click on the Catalog button to view a list of all Catalog items for the vendor.
The Catalog Item List screen opens:
From the Catalog Items list, highlight the item.
Click the Select button to return to the Purchase order Detail Line Information screen.
If available, the Desc, Unit/Measure, and Unit Cost fields will be completed for you.
Enter the detail Line Desc (unlabeled). This is the description of the item invoiced.
Check the Taxable checkbox if the item is taxable. In YMA invoices if tax is applicable, it is applicable to all items. The Taxable checkbox is only available if you entered a value in the Tax field on the Invoice entry screen or the Comp Tax checkbox is checked.
If Comp Tax is to be calculated, and the Site was not entered on the Invoice entry screen, enter the Site code on the Invoice detail line information for Inv number screen. Each item may have a different Site code assigned.
Enter the Quantity of the item invoiced.
Enter the Unit/Measure. For example, each, carton, or box. Enter up to eight characters in this field.
Enter the Unit Cost of the item invoiced.
The Item Cost is system calculated. It is the calculation of the Quantity times the Unit Cost. It does not include tax.
You may click the OK button to return to the Invoice entry screen then add invoice distributions or click the Add button and enter the invoice distributions. If you referenced a line item from the purchase order you may select the invoice distributions are brought from the purchase order.
It is recommended in YMA layout that you enter all line items first and then enter the account distributions.
Version 01.04.07.0 010236 PL 062304