AP – Expense Invoice Entry
APECE
Look up and Select or enter the group
Click <SEARCH> to verify that there is not a batch already started with the Group selected/Entered
Click <NEW INVOICE>
Enter the following:
Vendor #: Lookup or enter the appropriate Vendor account number
Transaction Type: Invoice
Process Type: Expense
Invoice #: Vendor’s Invoice number as printed on their paperwork
Amount: Amount owed as printed on the Vendor’s Invoice
Invoice Date: Date on the Vendor’s Invoice
Not used: Immediate Pay, Dispute, Suspend
Invoice Type: Nothing required in this field
Reference: Sometimes this for additional information like on utility bills, entry of meter readings.
Click <SAVE>
The default GL Account # will be assigned as per the Vendor’s set up. Verify that this GL is consistent with the Invoice being paid. If this GL is good then just click the <Left Arrow>.
If the GL is not correct,
Click the Check box on the row to edit.
Click <EDIT>
Update the GL Account#.
Click <SAVE>
If this expense is to be split between multiple accounts, Change the Amount to be distributed to the GL Account # and then Click <SAVE>
Notice: the Amount was changed from $275 to $150 and applied to GL: 0-68-5473
There is a proof amount of $125 remaining to be Allocated.
Click <NEW>
Enter the second GL Account#.
If the amount is correct, click <SAVE>
If the Amount is not correct, update the Amount. Click <Save>
If the Invoice Proofs: GL is Zero – the allocation has been completed. Click the <Left Arrow> to complete this Invoice allocation entry.
If not Zero, Click <NEW> to add more GL Account #’s to allocate the remaining proof.
Continue to enter more invoices until complete.
Click the <Left Arrow> once complete with Invoice Entry.
These options are not used…for Expense Invoices.
