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Creating Purchase Order Invoices

A purchase order invoice is a record that your company creates and uses to verify vendor invoices against your inventory receipts. You use the purchase order invoice to double-check the vendor invoice to confirm that you have been sent and correctly charged for the inventory items received. You also use the purchase order invoice as a voucher in e-automate from which you pay your vendor. Purchase order invoices are based on purchase order receipts. To create one, you must have a purchase order receipt.

The purchase order invoice in e-automate can also be used to create an invoice to a vendor when you have used the RTV (Return to Vendor) module to obtain a replacement of an item received that may have been defective or otherwise unusable. In addition to using the purchase order invoice to pay for a shipment, you can use the purchase order invoice as a tool to offset positive and negative receipts, whether generated using a purchase order or an RTV.

Getting to the TransactionGetting to the Transaction

From the Accounting menu, select Accounts Payable > Accounts payable invoices to open the Accounts Payable Invoices window.

Click [New] to open the New window.

Basic InformationBasic Information

In the Type field, use the drop-down menu to select Purchase Order Invoice. The New - Purchase Order Invoice window opens.

In the Vendor field, use the lookup to select the vendor associated with the invoice you received.

On the Receipt tab, in the Receipt field, use the Lookup icon to select the receipt associated with the vendor and purchase order number.

Note: This can also be a vendor and an RTV number.

Note: You can use the Receipts field Lookup icon to search for your purchase order by receipt number, vendor, purchase order date, purchase order number, purchase order description, purchase order amount, RTV receipt number, RTV date, RTV number, RTV description, or RTV amount.

Note: If your system administrator allows the adding of items to the receipt that are not on the purchase order, the receipt is separated in the lookup to indicate items connected to the purchase order with the purchase order number and items not connected to the purchase order, with the purchase order column blank. When added to the purchase order invoice, they will add as a single receipt.

Click [QuickAdd]. The receipt is added to the PO invoice and e-automate populates the vendor information.

Note: If you had multiple receipts for this invoice, repeat adding receipts until all receipts are present. You can add receipts from both purchase orders and RTVs onto one PO invoice.

Note: You can skip selecting a vendor and simply look up the purchase order or RTV in the Receipts field. When you click QuickAdd, the vendor is automatically selected.

Complete the following fields as appropriate:

In the Description field, enter a brief description of the purchase order invoice.

In the Number field, make no change to use the system-assigned purchase order invoice number or override the number if appropriate.

In the Vendor invoice field, enter the vendor's invoice number.

In the Invoice date field, enter the date of the vendor's invoice.

In the Due by field, enter the date the payment is due.

In the Amount field, enter the amount due on the invoice.

Note: The receipts total and the expense items listed below must match the amount entered in the Amount field.

Receipts TabReceipts Tab

To modify the cost you pay for an inventory item, do the following:

From the list of items, select the item’s row and click [Edit] to open the Edit Purchase Order Voucher Item window.

Note: You can also open the Edit Purchase Order Voucher Item window by double-clicking on the item’s row.

Complete the following fields as appropriate:

Quantity: Quantity of items you received.

Important: Entering a quantity higher than that received can cause problems with your un-invoiced inventory receipts account. You should only enter quantities equal to or less than the quantity received, which will leave any remaining items on the receipt for use with another purchase order invoice.

Cost: The cost you will pay for each item.

Discount: Percent discount on the item(s), if any.

Freight: Amount you pay for freight for the specific item(s). The freight amount entered here is added to the inventory value of this item and is divided equally across the quantity identified in the Quantity field.

Exclude item from terms discount: When checked, this item is excluded from the total when e-automate calculates a terms discount.

Exclude freight from terms discount: When checked, the amount in the Freight field for this item is excluded from the total when e-automate calculates a terms discount.

Update the cost for this vendor: When checked, e-automate updates the most recent cost for this vendor on the inventory item’s profile. If this vendor is not listed on the item profile, e-automate adds the vendor and stores the most recent cost. If not checked, e-automate does not update or add the vendor.

Note: The next time you generate a purchase order to this vendor and item, it will use the last updated cost.

Click [OK] to close the window and return to the New-Purchase Order Invoice window.

Repeat steps a through c until all item costs are correct.

To add freight as an expense to the purchase order invoice, do the following:

Click [Add] to open the Add Purchase Order Invoice Item window.

Complete the following fields as appropriate.
Item number: Item number of the expense item you are adding to the invoice.

Note: You can only add expense items during purchase order invoice creation. If you do not have an expense item, you will need to create one. For more information, see the Creating Items - Expense topic.

Quantity: Quantity of the item being added to the invoice. The quantity is typically one.

Cost: Dollar amount you pay for an item. The freight amount is typically entered here.

Description: e-automate enters a brief description of the item, based on the item’s Description field.

Expense account: E-automate enters the expense account associated with the expense code assigned to the item. To change the account, use the lookup to select a different account.

Department: Department to which the expense will be posted.

Exclude from terms discount: When checked, this item is excluded from the total when e-automate calculates a terms discount.

Click [OK] to close the window and return to the New Purchase Order Invoice window.

Miscellaneous TabMiscellaneous Tab

Click the Miscellaneous tab and verify the information.
See below for field descriptions.

Accounts Payable: The default accounts payable account to which this invoice will be credited. Typically you should not change this account.

Important: Modifying this account causes your Aged Accounts Payable subsidiary report to not match your Balance Sheet.

Terms: Payment terms you receive from the vendor for this invoice.

Discount date: If the invoice is paid by the date in this field, you are eligible for the discount identified in the Discount rate field.

Discount rate: Discount offered to you by the vendor if you pay by the discount date.

On hold code: To place an invoice on hold, use the lookup to select an On Hold Code approved for use with accounts payable invoices. Invoices that are on hold do not show up in the Pay Vendors activity window until they are specifically requested or released from hold.

Payment Schedule TabPayment Schedule Tab

Click the Payment schedule tab to bring it forward.

In the Number of payments field, enter the number of payments you want to make on this purchase order invoice.

Note: The maximum number of installment payments is 60.

When you tab off the Number of payments field, the Payment schedule region displays the payment number, due date, and amount due for each payment for the number of payments you specified. The dates are based on the due date specified in the Due by field.

Note: Any leftover difference from the amount due that is not divided equally in the number of payments specified will be added to the last payment.

To change the due date and/or amount of any payment, do the following:

In the Payment schedule region, select the payment you want to update. The system displays the Due date and Amount due for that payment.

In the Due date field, enter the new due date for the selected payment or make no change to keep this due date.

Note: The Due date must be: 1) on or after the Invoice date, 2) after the date listed for the preceding payment—if any, 3) before the date listed for the next payment—if any, and 4) on or before the Due by date for the purchase order invoice.

In the Amount field, enter the new amount for the selected payment or make no change to keep this amount.

Note: If you adjust one amount, you must adjust other payment amounts as necessary for the sum of the installment payments to match the total Amount listed for the purchase order invoice.

Click [Update] to have the system update the Payment schedule region. The Schedule total displays the sum of the Amounts listed in the Payment schedule. This Schedule total should match the invoice Amount displayed in the Summary region. If these two totals do not match, the system displays a Schedule difference amount below the Schedule total to assist with identifying the amount you need to add to (or—if in parentheses—subtract from) the scheduled payment amounts so that their sum matches the invoice amount. Repeat Steps a to c as necessary for these amounts to match.

Note: Clicking [Update] does not update the Summary region.

Remarks TabRemarks Tab

Click the Remarks tab to bring it forward.

In the Remarks field, enter any external remarks to associate with this vendor invoice.

Completing the TransactionCompleting the Transaction

When the summary box indicates the receipts and expense totals match the invoice amount, click [OK] to save the information and post the purchase order invoice. For more information on creating purchase order invoices, see the following topics:
Additional Info - Outcome of this Transaction
Additional Info - Handling Freight
Additional Info - Attachments

Note: In order to be able to use the Attachments feature, your administrator must grant the A/P Invoices File Attachment right in e-admin.