Invoice Entry

Invoice Entry Menu provides the programs to enter all invoice data, change appropriate items on invoices, inquire into the status of various invoices, enter manual cheques, credit memos, and to produce a number of reports necessary to the management and entry of invoices. These functions establish the unpaid invoices that are used in the accounts payable processing modules. Some special features are accessed in the invoice entry programs by settings of the type code (TP) and pay code (FOREX CD) on the vendor file (e.g. Type 99 to establish a one-time vendor).

The Invoice Entry function allows you to enter invoice documents into the system and create the necessary journal entries for their distribution. You may optionally enter a purchase order number thus providing for the de-commitment and expense of previously committed funds.

Fast Invoice Entry can be activated through the atrieveFinance User Profile. The fast invoice entry option provides for numerous repetitive fields. During invoice entry, the cursor will bypass many fields and stop only on those requiring entry. Defaults will always be the same as the previously entered invoice.

Note: During Invoice Entry different prompts may appear depending on the payment activity. This section of the documentation details the standard responses required for normal invoices. Special payment sequences will be detailed separately.

Invoice Detail Screen (common to all Invoice Entry)

Purchase Order

Enter a valid PO number. The system will respond by displaying the purchase vendors name and address. Use that as the default for the invoice vendor. Note: If you enter an invoice against a PO but fail to enter the PO number, this will result in no decommitment of the PO. If this happens, you must close the PO through the PO delete/close to decommit/disencumber the funds.

See 'FAST INVOICE ENTRY' for information on how to activate and use Fast Invoice Entry.

Vendor

Enter a valid vendor number from the vendor file. Use Vendor Find to locate a vendor number by vendor name CTRL +F.

Enter '.' to use the same vendor as the previous invoice.

This prompt appears if vendor number entered is for a Miscellaneous or ONE TIME PAYMENT Vendor (Type 99).

Add Vendor to Vendor File

Click No, if you do not want to add the vendor to file. You will get pop up to search for Misc Vendor.

CTRL+F to display previously entered miscellaneous vendors or CTRL+F again and enter all or part of the name. The system will display vendors matching the criteria entered.

Use the <UP>/<DOWN> arrows to select vendor. Once selected, the miscellaneous vendor information will display a line at a time. You can enter any address changes necessary or click Save to accept the displayed information.

Enter the vendor name and address information if it does not exist. Note: The name appears in the journal entry reference description.

Enter 'Y' to add the vendor to the file and process the invoice. The system will spawn to the Vendor Add Program.

Invoice

Enter the invoice number (up to 14 alpha-numeric characters.) The invoice number will be checked to make sure that a duplicate invoice number does not exist on file for this vendor. If a duplicate exists, an error message will be displayed in the lower right-hand corner of the screen. The program will return to the invoice number prompt and expect a non-duplicate invoice number.

Note: If entering an invoice against a PO you may change the vendor number by using the <UP> arrow to access the vendor number prompt. The <UP> arrow may only access the Vendor # prompt from the Invoice # prompt. If you notice that the vendor must be changed and have passed the Invoice # prompt you may still access the vendor from the Field To Change prompt.

Date

Enter the invoice date or <ENTER> to use the current date stored in the system.

Terms

Enter terms of payment e.g. enter 3% 10 days as 3.0/10 or .03/10. <ENTER> to have the program default to the terms entered on the vendor file. If there are no terms on the vendor file the program will default to the terms from the atrieveFinance User Profile. The automatic default for the atrieveFinance User Profile is Net 30 Days

Entering '0' '.' '/' or '-' will result in no terms being calculated.

Note: Terms are entered in the form of a percent/number of days until payment due. The system will always calculate the due date based on the number of days entered in the terms field. If any data is entered in this field, it must be entered with at least the slash (/) followed by the number of days. An error in the entry results in the system using the default or displaying the message INVALID TERMS.

Due Date

The due date is entered by the system, calculated from the invoice terms. Note: If accessed via FIELD NUMBER TO CHANGE, a <ENTER> at the due date (i.e. blanking it out) will have no affect at all. To change the due date you must enter a new due date or re-enter the terms.

Invoice $

Enter the total amount shown on the invoice. The decimal point need only be entered if there are pennies afterwards. An entry of dollars without a decimal results in the system inserting a decimal followed by two zeros.

If entering a credit invoice use - sign.

Type

Enter the invoice type. The invoice type is a descriptive information field and prints on numerous reports and there is no edit on the character input here. Except for two codes '@' and '*', the invoice type is not used in processing transactions.

M = Manual Cheques

C = Credit Notes

I = Invoice

* = Suspend Invoices from Payment

@ = Invoices are on Receiving Hold

<ENTER> and the system will insert an 'I' invoice type as the default.

Tax Reportable

This prompt only appears if the vendor has been flagged as a tax reportable vendor by having a sin number defined in Tax Registration field or GST/HST number defined in the vendor tax info. 

This will be used to collect Public Bodies data.

Enter 'Y' if tax reportable or 'N' or <ENTER> if not reportable.

A symbol can be defined to set the default for this prompt to 'Y'. The symbol is TSC$TAX.REPORTABLE_DEFAULT:=="Y". If put in the LOGICALS.COM file this will impact all users doing Invoice Entry. If put in the LOGIN.COM file for a user, only that user will be impacted.

Invoice Ref Data

Enter a comment about the invoice if required. Reference information prints on the Pay Possibilities report. The 30 characters reference information is printed on this report. This can be used to identify comments regarding the payment status of an invoice. When used this way, it serves as a control mechanism to assist in the de-authorization of invoices for payment when there is a reason to withhold payment.

Note: See the following section titled Tax Reportable Invoices for instructions on how to enter information for the Financial Information Act.

Tax Collectable [Y/N] 

This prompt will only appear if invoice taxation has been activated in the user profile. (self assessed PST)

Enter 'Y' if tax is collectable. After entering the amount you will be prompted:

Note: The default for this prompt can be set to 'Y' or 'N' in the user profile field Default  - Are Items Taxable [Y/N]

Enter 'Y if tax is to be collected on this line item. The system will then prompt:

<ENTER> to take the default amount tax to be collected. Re-key this field if the tax to be collected is to be a different amount or enter 'N' if no tax is to be collected. NOTE: When the invoice is accepted, the system will create a tax invoice to the vendor specified in field 5 of the User Profile. It will use the clearing GL account in field 6 of the User Profile for the offsetting entry. The tax invoice created will have a number Tax####### and increment by one for each invoice created. This invoice will be put in bank 91.

GST Amount

Enter the GST amount as shown on the invoice. If the GST amount entered is greater than the maximum percentage of GST as defined in the master profile, the following message will display:

If GST amount entered is correct, <ENTER> to continue with data entry.

If GST amount is incorrect, click into field and enter a new GST amount.

If the invoice is zero rated or you wish the system to calculate the amount, press <ENTER>. The following prompt is displayed.

WCB

The Workers Compensation Board (WCB) Flag provides the ability to flag invoices as WCB reportable. When an invoice is entered to a vendor that has a value entered in the Tax Registration Field (typically the Social Insurance Number) the WCB Prompt will appear. The WCB status [Y/N] field will be set to = “N” and will only need to be changed to “Y” on invoices that are WCB reportable. This field can be changed after entry from Invoice Changes or Invoice Changes – Closed Invoices if the invoice is already paid and closed. The Invoice Inquiry screen will display the WCB status of the invoice.

Fields To Change

Click into any field to change. Note: If the vendor # and name on the invoice do not correspond to the one on the PO, you may change the Vendor # to the vendor on the invoice. When you do this, the program will de-commit the original PO and log the invoice $ against it, but will put the invoice on file for the proper vendor.

<ENTER> and the system displays one of two screens depending on whether the invoice is for a Summary PO or no PO.

The following prompt appears for all invoices EXCEPT invoices entered against a Detail PO

Enter 'Y' if you wish to distribute the total invoice amount including GST.

Enter 'N' if you wish to enter the invoice distributions less the GST amount.

Set the default for this prompt to 'Y' or 'N' in the User Profile option 30.

The difference between the total invoice amount less the GST amount will display as the Non-GST Invoice Amount in the left-hand corner of the second screen. This amount will reflect the amount to be entered on your distribution screen.

If the invoice entered is for payment against a Summary PO or a Compressed PO, the following prompt appears:

invoice extension option (Line/Selective):

Click Line to access each line item. The program will stop at each line item on the PO and expect an entry or a <ENTER> for a zero entry.

Click Selective to select only those items desired. 

If the invoice entered is for payment against a Detailed PO, the following appears:

Invoice Extension Option [Full/Line/Selective/Compressed/Preview]

Click Preview for a preview of the PO. The preview option will display the PO line items, quantity ordered, received and invoiced and the unit price and extended price. The preview option will give you an indication of what method (Full, Line, Selective or compressed) should be used for payment against the PO.

Purchase Order Preview Screen

Click Cancel on the preview screen to clear all entries and prompt for a new PO number.

Click Full to automatically distribute the invoice over all outstanding detail lines. Full assumes that all items have been received at the price ordered. Each detail line displays with the quantity received and the ordered price.

If changes are required, click the modify icon. If the quantity received is 0, a 0 must be entered in the quantity.

Click Line to access each individual line item. <ENTER> at the invoice quantity prompt to insert the outstanding quantity as the quantity received and invoiced. If the quantity received is zero, a 0 must be entered in the quantity. <ENTER> at the INV-PRICE prompt to insert the PO price as the default. 

Click Selective to select only those items desired. The select option assumes that no items are received. Click the modify line you want to update. You must then enter the quantity received and the invoice price for each line received. A <ENTER> will insert zero as the default.

Click Compressed to access the compressed option. This option will compress/summarize all PO detail lines having the same GL into one line. This will give you the opportunity to enter your invoice amount against the GL accounts, in the same manner as you would apply an invoice against a summary PO. Based on the amounts applied against each GL, the detail line items with the associated GL accounts will be de-commited in a top down approach. For example: If the first 3 lines on a PO had the same GL and each had a commitment for $100, and the GL was invoiced for $150, then the first detail line would be de-commited $100, the second line $50 and the third line $0.

Note: Once you use the Compressed option on a PO, all further invoices entered against that PO must be entered using the Compressed option.

The following PO's CANNOT use the Compressed option:

1. PO's with multiple GL distributions

2.  PO's for inventory stock items

3. PO's with prior invoicing that was not done using the compressed option

4. PO's where the vendor on the PO is a foreign exchange vendor

5. PO's with negative quantities

GL-SL Account

Enter a valid GL account number (account description is automatically inserted as soon as you <ENTER>.

<ENTER> to accept the displayed code or enter a new account number.

Expense

Click tax code override to enter a GST tax code other than the default.

Enter the correct amount to be charged against the GL number.

If the total GST amount entered on Screen 1 is greater than the percentage defined in the master profile, the following prompt appears for each GL distribution entered.

The system will calculate and display the GST amount for the GL entered. <ENTER> to accept the displayed amount or enter a different GST amount.

Note: If the default amount is changed on any line, the remaining default amounts will need adjustment to distribute the total GST.

Exchange

If Foreign Exchange is set up in parameters, the calculated exchange amount will be inserted here. No entry required.

Once finished entering the invoice distributions, the screen will display the invoice amount, expense amount and any differences.

Save	Click Save to accept the entry as displayed. Note: The system does not allow acceptance of an invoice unless the total distribution entered is equal to the invoice amount entered on the initial screen. If there is any difference between the invoice amount entered on Screen 1 and the distributions entered on Screen 2, you must cancel and re-enter the invoice OR modify and correct the invoice distributions.
Cancel	Click Cancel to cancel the invoice completely. When the cancel option is selected all entry that has been made to this point is cancelled. The program returns to the initial invoice entry screen.
	Click the icon icon or click into the field to change
Suspend	Click Suspend to suspend the invoice from payment. The system prompts for a reason for this suspension. This reason field can be viewed in the invoice inquiry. Once the reason field has been completed the system prompts:

Accept the Entry

Click Save or <ENTER> to accept this entry and go on and enter another invoice.

The suspend option, if used, will allow entry of the invoice and convert the invoice type to an asterisk ( * ). In order to pay the suspended invoice, you must change the invoice type to 'I' through the Invoice Changes module of the system.

Summary PO (Distribution Screen 1)

The system will display the PO number, vendor number and the number of distributions required to complete the entry. Also displayed are the Item Number (##), distribution account (GL-S/L ACCOUNT), the account description (DESCRIPTION), and the commitment amount (BALANCE) for each summary line on the PO. You are required to enter the distribution amount from the invoice against each line item.

Note: If 3 distributions are required you must make 3 entries. Entering Ø or <ENTER> is a valid response.

If the total GST amount entered on Screen 1 is greater than/less than the GST percentage defined in the master profile, the following prompt will appear for each GL distribution entered.
The system will calculate and display the GST amount for the GL entered. <ENTER> to accept the displayed amount or enter a different GST amount.

Note: If the default amount is changed on any line, the remaining default amounts will need adjustment to distribute the total GST.

Once finished entering the invoice distributions, the screen will display the invoice amount, expense amount and any differences.

Save	Click Save or <ENTER> to accept the distribution. The system will display a second distribution screen prompting for additional GL/SL accounts.
Cancel	Click Cancel cancel the invoice completely. When the cancel option is selected all entry that has been made to this point is cancelled. The program returns to the initial invoice entry screen.
	Click the icon to modify a single distribution line.
Suspend	Click Suspend to suspend the invoice from payment. The suspend option, if used, will allow entry of the invoice and convert the invoice type to an asterisk ( * ). In order to pay the suspended invoice, you must change the invoice type to 'I' through the invoice changes module of the system.

Summary PO (Entering Multiple Sub-ledgers)

This option allows you to distribute an invoice amount against multiple sub-ledgers. This option is designed to work ONLY with Summary PO's and does NOT use GST processing.

To activate the Multiple Sub-ledger distribution screen click on Multiple S-L Dist button or press the <INSERT> key at the DISTRIBUTION prompt. The following screen will appear:

SL Account

Enter the sub-ledger account the invoice amount is to be distributed against. These sub-ledgers do not require the entry of a period preceding the SL number.

Dollar Amount

Enter the invoice amount you would like distributed to the sub-ledger.

The screen will display and update the commitment, distributed and remaining commitment amount at the bottom of the box. Note: The invoice, distributed and difference amount displayed at the bottom of the screen will not be updated until you exit the Multiple Sub-ledger Distribution entry box.

Save	Click Save or <ENTER> to accept the SL's entered.
Cancel	Click Cancel to cancel entry (the SL multiple distribution entry only).
	Click the Icon to modify the line.
Page	Page up and down arrows to navigate through pages.

Summary PO (Distribution Screen 2)

The system will display the Distribution Totals of de-committed and expensed amounts. You may enter other distributions not originally entered on the PO. The system will then display the Invoice Amount, the Expensed amount and any differences.

GL-SL Account

Enter the GL or sub-ledger account number to distribute the invoice charges to.

Click Tax Code Override to enter a GST tax code other than the default.

Note: This prompt allows additional expenses not distributed on the PO to be distributed. Expenses entered on this screen DO NOT result in a corresponding de-commitment.

<ENTER> if there are no more expenses to distribute.

Save	Click Save or <ENTER> to accept the distribution. Note: The system does not allow for the acceptance of an invoice unless the total distribution entered is equal to the invoice amount entered on the initial screen. If the invoice is being entered against a PO the system will proceed to CLOSE THIS PO prompt.
Cancel	Click Cancel to cancel the invoice completely. When the cancel option is selected all entry that has been made to this point is cancelled. The program returns to the initial invoice entry screen.
	Click the icon to modify a single distribution line.
Suspend	Click Suspend to suspend the invoice from payment. The system will prompt for a reason for this suspension. This reason field can be viewed in invoice inquiry. Once the reason field has been filled in the system prompts:
Next	Click Next to move to the next page.
Back	Click back page facilitate movement from page to page if there is more than one screen of distributions.

Note: The system does not allow modification of distribution lines entered against a PO on the previous screen.

If Suspend was chosen the following appears:

Following prompt appears first

Close This P.O. [Y/N]

Click Yes to close the purchase order or click No <ENTER> if it is to be kept open.

Note: This prompt only displays when the invoice has been entered against a PO. If you decide to close the PO, it results in reversal of the outstanding commitment balances on each line of the distribution of the order and marks the PO as closed. Closed PO's can still have invoices entered against them. The closed status merely tells the system that there is no longer any outstanding commitments against the order and the PO Change program will not be able to alter the commitment balances on a closed PO.

Detailed PO (Distribution Screen 1)

The system displays the Item number (##), stock number, description, purchase unit of measure (PUR-MEAS), original quantity ordered (ORD'D), purchase price (PUR-PRICE), and total received (REC'D) for each detail line on the PO.

If previous invoices have been entered against the PO, the system displays the quantity invoiced (INV'D).

Reason for Suspension box pops up, fill out details and click OK.

secondary prompt proceed with suspension

Click Yes or No

The Suspend option, if used, will allow entry of the invoice and convert the invoice type to an asterisk ( * ). In order to pay the suspended invoice, you must change the invoice type to 'I' through the invoice change module of the system.

QTY

Enter the quantity invoiced. Press <SELECT> or <F1>S to bring up the full PO line description on the line item you are on.

Note: The system will display the GL account number for each line item, the invoice amount and a running total of amount expensed.

INV-PRICE

Click Tax code override to enter a GST tax code other than the default. The default GST tax code from the PO can be used based on field Page 4  in the atrieve Finance User Profile. Use PO GST/HST tax codes in Invoice Entry. 

Enter the extended price.

Enter the invoice price per unit

Click into fields to Change 

Click modify icon displayed beside the distribution line you wish to change. The program will allow you to re-enter the specified line. <ENTER> when modifications are completed.

Save	Click Save or <ENTER> to accept the distribution.
Cancel	Click Cancel to cancel the invoice completely. When the cancel option is selected all entry made to this point is cancelled. The program returns to the initial invoice entry screen.
Suspend	Click Suspend to suspend the invoice. The suspend option, if used, will allow entry of the invoice and convert the invoice type to an asterisk ( * ). In order to pay the suspended invoice, you must change the invoice type to 'I' through Invoice Changes.
	Click the icon to modify a single distribution line.

Note: Up and down arrows facilitate movement from page to page where there is more than one screen of GL distributions.

Note: If user profile Page 2 Use HOLD option in Invoice entry is set to 'V' and the quantity invoiced is greater than the quantity received, the following will appear:

Do You Want To Hold This Invoice ?

• Click Yes  or <ENTER> to put this invoice on receiving hold.

• Click No if the invoice is not to be held.

NOTE: If Moving Average Pricing is being used and the INVOICE BEFORE RECEIVED parameter in the WIS Master Profile is set to 'N', the user is prevented from entering any quantities greater than the outstanding quantity received. If set to 'W', the system will produce the warning INVOICED QUANTITY EXCEEDS O/S RECEIVING, but allows acceptance.

Detailed PO (Distribution Screen 2)

GL-SL Account

Enter the GL or sub-ledger account to distribute additional invoice charges to. Note: If the distributions entered for the invoice do not total the same amount as the value entered on Screen 1, the system will not allow the acceptance of the invoice. The operator may click cancel or modify, depending on the reason for the difference in Distribution Screen 2.

Click tax code override to enter a GST tax code other than the default.

This prompt allows additional expenses not distributed on the PO to be distributed. Expenses entered do NOT result in a corresponding de-commitment.

<ENTER> if there are no more expenses to distribute. 

Save	Click Save or <ENTER> to accept the distribution. Note: The system does not allow acceptance of an invoice unless the total distribution entered is equal to the invoice amount entered on the initial screen. If the invoice is being entered against a PO the system will proceed to CLOSE THIS PO prompt.
Cancel	Click Cancel to cancel the invoice completely. When the user selects cancel, this cancels all entries made to this point and returns to the initial invoice entry screen beginning with the prompt for order number.
	Click the icon to modify a single distribution line.
Suspend	Click Suspend to suspend the invoice from payment. The system will prompt for a reason for this suspension (reason field can be viewed in the invoice inquiry)`. The suspend option, if used, allows entry of the invoice and converts the invoice type to an asterisk ( * ). To pay the suspended invoice, you must change the invoice type to 'I' through the invoice changes.
Next	Click Next to move tot the next page.
Back	Click back to move to previous page.

If Save is selected, the system will prompt:

Save the Entry

• Click Yes to accept this entry and go on to enter another invoice.

• Click No to return to the Save/Cancel/Modify/Suspend prompt.

Note: If the distributions entered for the invoice do not total the same amount as the value of the invoice entered on Screen 1, the system will not allow the acceptance of the invoice. The operator may then click cancel or modify any line.

Note: The system does not allow for modification of distribution lines entered against a PO on the previous screen.

Close This P.O.

Click Yes to close the PO click no or <ENTER> if it is to be kept open.

Note: This prompt only displays if the invoice was entered against a PO. If you decide to close the PO, it results in reversal of any outstanding commitment balances on each line of the distribution of the order and marks the PO closed. A closed PO can still have invoices entered against it. The closed status tells the system that there is no longer any outstanding commitment against the order and the PO Change program is not able to alter the commitment balances on closed PO's.

Detailed PO With Multiple Distributions 

All prompts for a Detailed PO with multiple distributions are the same as a Detailed PO. Additional prompts and informational messages are described below.

To complete your entry you must distribute the remaining dollar amount or quantity on this screen. The title at the top of the screen shows if you are to enter dollars or quantity. These messages only appear IF the quantity or dollar amount entered on the invoice is greater than the amount originally entered. <ENTER> to confirm. The following appears.

Click into the G/l line for residual click cancel

Enter the number of the line where the extra quantity or dollar is to be distributed. Continue to do this until the remaining amount at the bottom of the screen is zero. <ENTER> to continue to the next entry.

Click Cancel to cancel this residual distribution and go back to the quantity prompt on the line item.

If user profile page 2 Multiple G/L Distribution in IE Y/N is set to 'Y' and the PO has been distributed quantity or dollar amount, the multiple distribution screen will appear for every line item entered allowing you to select the GL accounts that are to be changed.

Modify the G/l line # for residual or click cancel.

Enter the number of the line where the quantity or dollar is to be distributed. Continue to do this until the remaining amount at the bottom of the screen is zero and <ENTER> to continue with your next entry.

Click the Cancel button to cancel this residual distribution and bring you back to the quantity prompt on the line item.

fast invoice entry

Fast Invoice Entry is activated through the BAS User Profile. Entering 'Y' at the prompt will trigger the following sets of prompts to appear during invoice entry

Click Fast Mode  to toggle fast mode

This prompt will appear at the Purchase Order # prompt only. To activate Fast Invoice Entry  click the Fast Mode button.

This prompt will appear at the PO # or Invoice # prompt. To exit Fast Invoice or click the Fast Mode button.

Purchase Order

Used to toggle the fast entry mode on and off. To toggle the Fast Entry mode click fast mode, then the second time into this screen the cursor will advance to the invoice number field. The last PO # and vendor number will display. 

Vendor

This field will be skipped and the last vendor number and name will display if the fast entry mode is on. To change the vendor number, <ENTER> at the invoice number prompt and enter a new vendor number. This field is never skipped if the vendor number is a miscellaneous vendor.

Enter a valid vendor number. Enter '.' for the same vendor as the previous invoice.

If you <ENTER> instead of a vendor name and the fast entry mode is ON, the program will move to Purchase Order Number and allow you to enter a PO number.

Invoice

When the fast entry mode is on, a <ENTER> only on this field will move you back to vendor #, or  PO number field to allow you to change the PO number.

Date

The last date entered will display. <ENTER> to accept this date or enter a new date.

Terms

The default is net Ø days when the fast entry mode is activated. The last terms entered displays. <ENTER> to accept these terms or enter new terms. Note: The only way to change this field when fast entry mode is on and this is the second time in this screen is to enter '5' at the field to change prompt.

Due Date

When fast invoice entry is activated, the field will maintain the last due date entered. Enter a new date if changes are required or <ENTER> to leave the date as displayed. The due date will be calculated based on the invoice date and terms only if the user profile page 3 Calculate Terms in Fast Invoice Entry Y/N is set to 'Y'.

Invoice $

Enter the total amount shown on the invoice. The decimal point need only be entered if there are pennies afterwards. An entry of dollars without a decimal results in the system inserting a decimal followed by two zeros.

To enter credit invoices use - sign. 

Type

This field will be skipped and the last invoice type will display. To change this field you must do so through the field to change prompt.

Invoice Ref Data

The last reference data entered will display. If you do not want this reference data, highlight the text and click backspace.

GL-SL Account #

The previously entered general ledger account code will be displayed.

Save/Cancel/Suspend/Next/Back

If there is a difference between the total distributions and the invoice amount, you will be prompted to enter the correct invoice amount.

<ENTER> to leave the invoice amount as entered. You must then modify and correct the invoice distributions or cancel the invoice.

Tax Collectable Invoices

Tax Collectable

This prompt only appears if invoice taxation has been activated in the user profile page 1 Invoice Taxation Required . Enter 'Y' if tax is collectable. After entering the amount you will be prompted:

Note: The default for this prompt can be set to 'Y' or 'N' in the user profile page 1 Default - Are Items Taxable Y/N. Enter 'Y if tax is to be collected on this line item. The system will then prompt:

<ENTER> to take the default amount tax is to be collected on. Re-key this field if the tax to be collected is to be on a different amount. Note: When the invoice is accepted, the system will create a tax invoice to the vendor specified in user profile page 1 PST Vendor. It will use the clearing GL account in the next filed Tax G/L Clearing Account of the User Profile for the offsetting entry. The tax invoice created will have a number Tax####### and will increment by one for each invoice created. This invoice will be put in bank 91.

Enter 'N' if no tax is to be collected.

Tax Reportable

This prompt will only appear if the vendor has been flagged as a tax reportable vendor (e.g. T4A or 1099). See Vendor Additions.

Enter 'Y' if tax reportable or 'N' or <ENTER> if not reportable.

Financial Information Act

Check of Tax reportable or click on the Financial Information Act button to distribute the payments made on behalf of vendors for FIA reporting.

The system will prompt for vendor number and amount. If the vendor number is unknown, press CTRL+F. When complete <ENTER> at the vendor number prompt.

Save	Click save to accept this entry. The system will redisplay all of the information entered in the F/ format. Note: If other descriptive data is to be entered, it must be done after the last / (slash).
Cancel	Click cancel to cancel entry and return to Invoice Reference Data prompt.
	Click icon to modify an item number, you can delete or add with this icon.
Back	Click back to move to the previous page.

WCB 

Enter "Y" if the invoice is WCB (Worker's Compensation Board) reportable. This field will only appear if the vendor has a tax registration number (Social Insurance Number) in field 16 of the vendor file. See Vendor Additions.

Invoicing Against WIS Stock Items - Detailed Po's

If User Profile Page 2 Moving Average Moving Average in Invoice Entry is set to 'Y' and you are invoicing against a line item where there is a large difference between the invoice price and the receiving price, the following message will appear:

If you accept this line item, it will change the price on the stock file to the new price. Normally this should ONLY occur if the price of the item has increased substantially (more than 10%) since the last time you ordered it.

If this is not the case, it is important to make sure that you are ordering, receiving and invoicing in the same unit. eg: Order 50 cases of a stock item and each case contains 10. When the receiving is done, you MUST RECEIVE IN CASES even if the supplier has shipped in eaches (manual conversion required).

When the invoicing is done, it must also be done in cases even if the supplier has shipped in eaches. If the receiver has done the conversion, the data entry clerk should be able to enter the invoice quantity the same as the received quantity. They can use <INSERT> to move past the unit price and then enter the full cost of the item. The system will calculate the case price and display it for them.

If they invoice in eaches the system is going to calculate a new unit price that is going to be drastically different from the stock price. The warning message will appear, letting them know that what they have just entered will affect the price on the stock file.

QUANTITY UNIT UNIT PRICE TOTAL AMOUNT
10 per case (per case)

ORDERED  50  CASES 100.00 5000.00

RECEIVED  50  CASES  100.00 5000.00

INVOICED  500  EACHES  *10.00 5000.00

The $10.00 now indicates the case price. A difference of $90.00/case. $10.00 will now be the case price on your stock file if you ignore the warning message during invoice entry.

NOTE: If you wish to convert your stock file to eaches because you are no longer going to order cases from this supplier, you MUST do an adjustment in WIS to remove all stock in cases (negative adjustment). You must then change the unit to eaches and the factor to 1 on the stock file. The last step would be to enter a positive adjustment back into the stock file for the total of the item in eaches.

invoicing and creating fixed assets into the FAS system

Items can be triggered into the Fixed Asset System. This is accomplished by using GL Selection Criteria.