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Contents |
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 User’s Guide.
NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management – Accounts Payable Ranges and Options User’s 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 Vendor’s 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.
NOTE: For more information about the Vendor Master Information screen, see the WESPaC Finance Vendor Master User’s 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 User’s Guide.
The vendor’s Remit-To address displays to the right of the Vendor key, along with the vendor’s Contact, Accrual account, and 1099 information, if available.
NOTE: The Vendor’s Contact and 1099 information cannot be modified from the invoice entry process. Changes to this information must be made on the Vendor’s record via Vendor Master.
Pre-paid invoices: If necessary, change the Accrual code. The default Accrual code is brought from the Vendor’s 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 vendor’s 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 User’s 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 User’s 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 User’s 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 User’s 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 User’s 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 Vendor’sInv date. Default is today’s date.
Hint: use the Ctrl-T to enter today’s 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 User’s Guide.
Enter the Vendor’s invoice Due date. Default is today’s date.
Hint: use the Ctrl-T to enter today’s 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 User’s 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 User’s Guide.
If you referenced an NMA 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 NMA.
NMA Layout
Indicates you are not entering detail line items, but entering a total amount and account distribution only. This is an accounting only entry
No – The PO/Requisition or Invoice does not contain 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 User’s Guide.
NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management – Accounts Payable Ranges and Options User’s 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 User’s 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 User’s 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 User’s 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 vendor’s 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 vendor’s 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.
If a purchase order is selected, the invoice distribution is brought from the purchase order.
To add another account, click the +Manual button. 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.
Change the Percent or Amount of the original invoice distributions. Distributions cannot total more than 100%. A Message screen opens if the distributions do not equal 100%.
To delete an account, from the Invoice Accounting Information list, highlight the Invoice Account Number to be deleted.
Select from PO
If a purchase order number is referenced on the invoice, the Invoice Distributions are brought from the PO. However if you delete the invoice distribution, you can use the Select From PO button to select the accounting information from the purchase order again.
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 Accounting Information list, highlight the account number you want to include on the invoice.
Click the Select button.
That accounting information moves to the Invoice Accounting Information list.
The Invoice Accounting Information list displays the accounting information from the purchase order. You may add or delete accounts as necessary. To more simply change the account, delete it and then add a new one.
REMINDER: In NMA 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 Accounting Information list.
Click the Build Invoice button to return to the Invoice entry screen.
Select from Received
Although the Select from Received button appears grayed out, you cannot receive a NMA purchase order because it does not contain line items.
Version 01.04.07.0 – 010236 PL 062304