Entering A/P invoices and credit notes manually

Related topics

You only use manual entry if you do not have a pre-system from which you transfer the invoice and accounting transactions to Financials.

You start all manual entry of financial transactions from one menu item: Enter financial transactions.

When entering invoices and credit notes, the system updates the Accounts Payable instantly, with the new transactions and balances. The update of the General Ledger, however, is controlled by the Transaction update parameter in the G/L control file. The following codes apply:

Code	Description
1	Immediate update when you close the batch.
2	Delayed update until you run the Update delayed G/L journals routine.

Note: If you use delayed update, the General Ledger balance will not always represent the current debt situation.

The manual entry of transactions relies on default handling set up in different files and tables, so usually you only need to complete a few fields if the defaults apply for the transaction you are entering. Note: If a default Document type was set up along with an attribute of X, and the Document type is changed during manual entry, then the system will retrieve the document number from the corresponding number series and override the one which was previously retrieved.

You can enter invoices and credit notes in two different ways:

preliminary entry, to be made final when approved for payment and properly account coded
final entry directly, if approved beforehand, and if all relevant information is known

Both entry methods will create G/L postings.

Several panels are involved in this routine. See Panels in the manual A/P invoice entry routine for a listing.

User template

From the Financial system transaction entry you can choose to maintain your user template by clicking User template. It is possible to decide on field level, whether a value entered for the previous document should be the default value also for the next document. This is achieved by entering an asterisk (*) in the appropriate attribute field.

Payee number

If a payee number is used for validation of Payment mode and Bank the validation will be performed according to the setup of the payee rather than the supplier. If you need to change the payee number, select the Work with A/P transactions menu item.

Payment mode

If a default payment mode has been defined for the supplier or the payee in the Business partner file, the panel where you can enter extra payment information for that payment mode will be automatically shown when you click OK on the invoice entry panel. This can be useful if the most commonly used payment mode, for the supplier or payee number, always requires extra payment information.

Accounting

The accounting for invoices and credit notes depends on the type of posting:

The control account postings are always posted automatically by the system.
The contra account postings can be made automatically by the system and/or manually.

Control accounting

The control account posting is based on pseudo accounting, and the system uses the pseudo account defined for the document type. The defaults are XCCRE for final invoices and XCCRP for preliminary invoices, both in combination with the A/P group of the supplier.

VAT accounting

The VAT part of the contra accounting depends on how VAT entry is defined in the G/L control file; on invoice or on General Ledger level.

VAT invoice level

Handling is controlled by the document type. If VAT/default accounts for the document type is YES, a panel with VAT handling codes is displayed during the invoice entry process. You allocate the invoice amount between the different codes that will automatically post the VAT. Which VAT handling codes are displayed, is defined by the VAT catalogue set up for the supplier in the Business partner file, or the default VAT catalogue from the A/P control file. If VAT/default accounts is NO, you can enter your VAT postings manually on the last panel in the entry process, where you do the manual accounting.

VAT G/L level

Handling is controlled by the account(s) you use for the contra accounting of cost/expenses. You can use the pre-defined pseudo accounts, or enter the accounts on the last panel in the entry process, where you do all manual accounting. If the account you enter has a VAT catalogue defined in the Account file, the system will default the first VAT handling code in the catalogue to create the VAT posting. You may override the default by entering another code manually.

Contra accounting

The cost/expense part of the contra accounting is controlled by the document type. You can define one contra pseudo account, a pseudo catalogue or leave the fields blank to do all contra accounting manually. There is no difference between contra accounting for final invoices and contra accounting for preliminary invoices.

If you define one contra account, the system will automatically post the remaining invoice amount, after any VAT postings, along with the control account posting. This way you never see which accounts the system uses, and you get no option to override the account.

If you define a pseudo catalogue, you can manually allocate the amounts between the proposed accounts, but also select to post the remainder manually on the last panel.

The pseudo catalogue is defined in Work with pseudo catalogues and you can enter several pre-defined pseudo accounts in the pseudo catalogue.

Attaching a pseudo catalogue for contra accounting can be done on supplier level in the Business partner file or for the document type in Work with document types.

If there are no contra accounting rules for the document type, you must enter all postings manually on the last panel.

Enquiries and printouts

A/P transactions and balance – contains details and settlement information for all A/P transactions that have been entered.
Preliminary invoices – contains all invoices with status preliminary.
G/L transaction details – contains the G/L postings for all A/P transactions in batches that have not been closed.
G/L transactions – contains the G/L postings for all A/P transactions that have updated the General Ledger. You can use the parameters document type and number for selection.
A/P transaction list – displays details for all A/P transactions that have been entered. A number of sequence and selection parameters are available, to give you the list that is relevant for your needs.
G/L transaction list – displays details for the G/L postings of A/P transactions. You can use the parameters document type and number for selection.
A/P balance list – displays supplier balances on different levels.