The Arrival Entry Supplier Invoice process is used to register supplier invoices which have arrived to your company into IFS.
The New Manual Supplier Invoice assistant is used to enter supplier invoices with or without postings. And Manual Supplier Invoice page can used to enter posting of preliminary entered invoices. You can enter a gross amount of zero (0) for supplier invoices in the New Manual Supplier Invoice assistant. These invoices will then automatically advance to the PaidPosted state and a zero payment will be created. These invoices will be automatically authorized regardless of the specific supplier setting.
For a preliminary entry, an invoice can be entered with or without cost postings. The invoice could either be entered with PrelPosted status wherein the supplier debt is posted and the invoice is created as an accounts payable ledger item, or with Preliminary status wherein no postings and no ledger item are created. When the invoice is saved, the received status depends on whether or not the Create Posting at Invoice Entry option in Enterprise/Company/Invoice tab is enabled. If the option is enabled, a voucher belonging to function group I is created when the invoice is saved. The voucher contains postings for supplier debt, tax and the invoice net amount to a preliminary cost account. All postings are created automatically via posting control. If the option is not enabled, no voucher is created when you save the invoice. Preliminarily entered supplier invoices are finally posted when cost postings are known and are entered on the invoice.
When an invoice is entered for the first time and the final cost postings are included on the same occasion, a voucher is created belonging to function group I. This voucher includes the final cost postings as well as the supplier debt and tax postings.
Vouchers connected to a preliminarily entered or directly entered invoice can be analyzed by clicking View Vouchers after the invoice has been saved.
For a preliminary entry, all postings are created automatically as follows:
- If tax type is Tax, IP3, Tax Received, Invoice.
- If tax type is Calculated Tax, IP9, Tax Received, Calculated and IP10, Tax Disbursed, Calculated
- If tax type is Use Tax, IP3, Tax Received, Invoice and IP11, Use Tax.
When Tax Method for the Tax Code is Invoice or Final Posting, IP26 is used for Tax Currency Loss and IP27 is used for Tax Currency Gain.
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.
Before you start entering information, check whether Basic Data Required (BDR) has been set up as per instructions given in Define Financials Basics, for the Set up Basic Data Accounts Payable process.