The Enter and Post Supplier Invoice process is used to handle supplier invoices. This process is divided into five sub-processes:
The Arrival Entry Supplier Invoice sub-process is used when making the first basic registration of arrived supplier invoices into the system.
The New Manual Supplier Invoice is used for entering supplier invoices, both when cost postings are known but also to be used to enter preliminary posted invoices. A voucher belonging to function group I is created when the invoice is saved. The voucher contains postings for supplier debt and tax. The invoice net amount is posted to a preliminary cost account if a preliminary invoice is entered. All postings are created automatically via posting control in this case. If the invoice is entered directly with final cost postings, the created voucher will contain also the final postings. If Create Posting at Invoice Entry in Enterprise/Company/Invoice is not selected, no vouchers will be created when the invoices are saved.
The Match Supplier Invoice with Purchase Order process is used to enter and match supplier invoices with purchase order receipts and to make price changes or already matched purchase order lines. When matching is performed, the final cost postings for the received order lines are created automatically on the invoice, in accordance to posting instructions connected to each order line.
It is possible to use multi-company functionality when matching supplier
invoices where your company is paying the total invoice but the purchase order
lines are belonging to different companies. In this case, the costs related
to each purchase order line are distributed to the correct companies. This sub-process
requires that IFS Supply Chain is installed and that purchase orders have been
entered. The purchased goods must have arrived as well and reported as received.
The Post Supplier Invoice process is used when manually adding cost postings to an invoice.
Enter postings or confirm preliminary cost postings already entered, and save the invoice. A voucher belonging to function group J is created when the invoice is saved and the net amount is completely posted. This voucher automatically reverses the preliminary cost posted in the voucher created at preliminary entry. Postings on direct entry means that the cost is posted directly when the invoice is entered for the first time. For each direct invoice entry, a voucher is created belonging to function group I. All vouchers connected to an invoice can be seen when selecting command View Vouchers after the invoice has been saved.
It is possible to reach the process to make periodic allocation of the costs via the Voucher Entry operation, as long as the created voucher, with the final posting lines, is still in the hold table.
If the Payment Tax method is used, the account specified for posting types should be a preliminary account. Reallocation to the definitive account for Tax received occurs when the invoice is paid.
It is possible to distribute costs to more than one company for an invoice. This is useful when your company is to pay for an invoice but the cost is to be distributed to one or more affiliated companies. When entering the final cost posting lines you specify those companies where the cost postings belong. For Multi Company Supplier Invoice, vouchers are created in the receiving companies and belong to voucher group D.
The Authorize Invoices for Payment sub-process is used to authorize invoices for payment.
If the Supplier Invoice Authorization only by separate function check box in Enterprise/Company/ Invoice is selected, authorization can only be made in the Authorize Invoices for Payment window. If not, authorization can also be made in the Manual Supplier Invoice page, the Installment Plan and Discounts dialog box.
Invoices can be automatically authorized if the Automatic Payment Authorization in Enterprise/Supplier/Invoice for the supplier is set to At Final Posting or When Posted. In this case, the Supplier Invoice Authorization only by separate function in Enterprise/Company/Invoice must not be selected. The authorization can be removed after the invoice is saved.
The following authorization methods can be used:
The Cancel Supplier Invoice sub-process is used to cancel supplier invoices.
Supplier invoice details that are not included as information in posting lines connected to the invoice can always be changed. Examples of such details are payment terms and authorizer. If details such as amount, invoice number, or supplier must be changed, you must cancel the invoice and then re-enter it. The invoice can only be canceled if it is unpaid. When cancellation has taken place, a voucher is created that reverses the postings previously made for the invoice. When this is complete, a dialog box is shown with a voucher number for the voucher.
The invoice is then marked as canceled in the analysis pages. The invoice number can be reused, i.e., a new invoice can be entered with the same number that of a canceled invoice. This means that analysis pages will show both invoices having this number, but with different versions, one canceled and one current. Note: It is possible to copy manually entered postings from the canceled invoice when entering a new invoice.
When canceling an invoice that has been matched with purchase order lines, all lines matched or connected to this invoice are rolled back. Depending on the type of matching used, the quantity to invoice is treated differently.
Before you start entering information, check that Basic Data Required (BDR) has been set up as per instructions in Define Financials Basics, the Set up Basic Data Accounts Payable process.