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Enter a final A/P invoice with a pre-defined contra account

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This is the most simple way to enter an invoice. It is suitable if you use the same contra account repeatedly for a number of invoices, and you post the entire amount towards one account.

Prerequisites
Use a document type with a pre-defined pseudo account as contra account, and VAT/default accounts, G/L postings panel, and Preliminary invoice all set to NO.

  1. Select the Enter financial transactions menu item.
  2. On the Financial system transaction entry panel, complete the applicable fields and click OK. For further instructions and field descriptions, see Open a new batch.
  3. You remain on the same panel, which is now updated, showing only the routines that are valid for the selected voucher type. Select the A/P invoices (Final) routine and click OK.
  4. You access A/P invoice/credit note entry and the text in the header displays Final. Complete the following fields:
    5. Document type
    Document number
    Document date
    The system defaults the voucher date from the initial journal header panel
    Supplier number
    Cost center
    Enter a cost centre if cost centre accounting is activated in the G/L control file. If defaulted, then the cost centre is retrieved from three different levels. Firstly from the user defined template for A/P invoices, secondly from Work with signatures and thirdly from the A/P basic data in the Business partner file.
    Supplier invoice no
    Optional entry. The system will give a warning message if not completed. This reference number can be used in enquiries to search for the invoice.
    Bank reference no
    Transaction amount
    Mandatory entry.
    Currency
    System amount
    The system will calculate this amount based on transaction amount, currency and exchange rate
    Due date
    The system will calculate these values based on supplier invoice date, if entered, document date and terms of payment.
    Terms of payment
    Invoice matching
    Payment mode
    Mandatory entry for sundry suppliers.
    Supplier bank
    In this field you can dedicate a bank to an invoice.
    Attestor
    Approved
    The system defaults YES for a final invoice/credit note.
    Exchange rate period code
    Exchange rate level code
    The system defaults these fields based on the values for invoices in the A/P control file.
    Exchange rate period
    Stop code
    You can enter a stop code from Work with stop codes to prevent the document to be paid through automatic payment.
    Text
    The system defaults the document type connected to system document type FLI (for final A/P invoices) or FLC (for final A/P credit notes), which will give the document number and text.
    Import code
    Trader country
    The system defaults these fields based on the values for the supplier in the Business partner file.
    EU VAT rep act code
    Supplier VAT country
    Supplier VAT number
    These fields are only shown when EU reporting is activated.

    Tip: To use other values than the defaults, you can click the prompt for all fields that relate to tables.

    Click OK when you have completed all relevant fields. The system retrieves defaults for the fields that were left blank. Click OK again to confirm. The system creates the postings automatically, based on the definitions for the document type. The invoice transaction will update the Accounts Payable immediately.

  5. To close your entries, see About starting/closing manual transaction entry for more information. Exit the routine.

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