This guide offers a step-by-step process for entering third-party freight invoices in the Vendor Invoice Center, ensuring accurate billing and tracking. By following these instructions, users can efficiently manage freight costs associated with vendor invoices, enhancing financial accuracy and accountability. It's a valuable resource for finance teams or anyone involved in procurement, streamlining the invoicing process and reducing potential errors.
1. Open the Vendor Invoice Center (APECE) and select the appropriate Group
2. Click New Invoice to Enter the Invoice
3. Search for the Vendor of the 3rd Party that is billing freight
4. In the Process Type drop down, select Addon
5. Enter the Invoice Number
6. Enter the Invoice Amount
7. Enter the Invoice Date
8. Click Save
9. On the Addons Screen, Click New
10. From the Addon drop down menu select Capitalized Freight
11. Enter the amount of the freight in the Amount Box
12. Click Save
13. Click the check box to select the Addon
14. Click the Purchase Orders Tab
15. Click New to add the PO Number
16. Enter the Purchase Order (including the correct suffix) in the Purchase Order box
NOTE: If you receive an Error for PO Already Closed when trying to add a PO then please refer to the bottom of this article for instructions on how to reopen a Closed stage PO. You must manually close the PO once the invoice as been updated as well.
17. Enter the amount to apply to that PO in the PO Addon Amount box
18. Click Save or Save & New to enter the next invoice.
19. If you Opened a Closed PO then you must reclose the PO manually using the below instructions.
How to Open a Closed Stage PO to Capitalize Freight Against
1. Open the module Change Purchase Order Stage Entry (APEMS)
2. Enter the Purchase Order # on the left and set the Status to Closed Only and press Search.
3. Select the Purchase Order # from the grid and select the Set Stage to Costed toggle.
4. The PO is now in Costed stage and can have an invoice Capitalized against it.
5. Once the invoice has been updated in APECE then the PO must be manually toggled back to Closed stage.
6. In APEMS, search the PO # and set the Status to Costed Only and Search. Selected the PO # from the Grid and select the Set Stage to Closed Toggle.
This will move the PO back to Closed stage.