Add AP Invoice Information to an Item

If you have the appropriate security rights, you can add AP invoice information to a material or service item on a purchase order after it has been received. This allows you to associate the information on the vendor invoice with the purchase order.

Once you have received the items, you can export the invoice information to a third party system by running the appropriate AP Report on the Purchasing module's Run Report page.

To add AP Invoice information:

1. Open the Purchase Order Details page for the purchase order.

   The bottom half of the Item Summary pane displays all items that have been received from the purchase order.

2. Click the EDIT button to the right of the item that has been received.

   The Edit Receipt Detail dialog box opens. The fields are populated with the quantity and price information from the purchase order.

   At the bottom of the page is the yellow AP Invoice Detail pane. You can enter vendor invoice information in these fields.

   The AP Invoice Detail fields are only displayed if you have the appropriate security rights.

3. In the Budget Year field, select the budget year that the items will be billed against.

4. Modify the Vendor, if needed, by clicking the Select link to change the vendor.

5. Enter a Vendor Code, if needed.

   If a vendor code is internally associated with the selected vendor this field will populate automatically.

6. In the AP Invoice# field, enter the vendor's invoice number.

7. In the AP Invoice Date field, select the invoice date.

8. Enter the AP Invoice Amount (total item amount), the Tax, and the S&H (shipping and handling charges) from the invoice.

9. In the AP Post Date field, select the date on which the invoice will be posted.

10. In the AP Due Date field, select the date on which the invoice should be paid.

    If the system has a value for AP Default Terms defined on the Purchasing Configuration Options page, this field will be automatically populated after the AP Invoice Date has been specified and the information has been saved. You must click UPDATE and reopen the dialog box to view the automatic AP Due Date.

11. In the Payment Comments field, enter comments about the invoice.

12. In the AP Invoice Status field, select the appropriate status value, for example, Ready for Payment or Paid.

13. Click UPDATE.

    The item is updated and the status selected is displayed to the right of the item.

14. If you want to export the invoiced items to a third party system, do so on the Purchasing Run Report page by running the appropriate AP Export.