Enter/Update Individual Vendor Invoice

• Accounting > Payables > Enter/Update Individual Vendor Invoice

• Accounting > Third Party Accounting > Payables > Enter/Update Individual Vendor Invoice

Enter the number of the bill you want to view or edit. If you click on the Search button, a menu of search options appears:

• AP Bills

• View Vendor Closed Bills

• View Vendor Open Bills

If STORIS AP Processing is active, you can create a new expense bill by pressing Enter or clicking the Plus button to automatically assign the next sequential number.  The system assigns the next available bill number as defined at the Next Number field in the Payables Control Settings.

The mode-status of the AP bill and the process mode of the routine appear in the upper-right of the screen. You can access this process in the following modes:

• Approval - Accessed as Step 3 of the AP Approval Process

• Maintenance - Accessed via the Accounting to

- fix invalid items

- delete un-transmitted items

- delete transmitted items

1. Inquiry - Accessed via the Accounting menu to

- view un-transmitted items

- view transmitted items

The (open) amount not approved for payment on this AP bill displays here.

Specify an expense company for this transaction. The following scenarios affect your response to this prompt.

• If you are using multi-company processing (specified at the Multi Company Processing field on the Advanced Setting tab When a routine is too large to fit on one screen, it is separated into one or more tabs, so called because they resemble the tabs on filing folders. in the General System Control Settings), and the AP Prompt for Company field is checked (in the Payables Control Settings file), then you must manually enter the expense company for this AP bill.

• If you are using multi-company processing and the AP Prompt for Company field is NOT checked in the Payables Control Settings, the contents of the Company field (next to the AP Prompt for Company field) defaults here.

• If you are NOT using multi-company processing, the default expense company appears here.

Specify the AP bill type. You have the following options:

• 02 - Expense/Invoice

• 03 - Freight/Invoice

• 12 - Expense/Credit

• 13 - Freight/Credit

If you accessed this screen via Enter Multiple Vendor Invoices, this field defaults and cannot be edited.

The vendor to whom payment is due appears.

If entering a new bill and you enter a vendor code that doesn't exist in the system, the Vendor Settings screen appears and you can enter a new vendor on-the-fly Performed simultaneously, in the midst of another routine. (provided you have security clearance via the Able to Create AP Bill Vendor On the Fly in the User settings).  

The current or last status of the AP bill appears to the right of the field. To change the status, click on the Arrow to the right of the field and choose from the following list of statuses:

• Null - Open

• C - Closed

• H - Hold

• P - Pending

• D - Deleted (Closed only)

Enter the hold code (if any) you want to attach to this AP bill. If you click on the Arrow, a list of hold codes appears from which you can choose.  This field is active only if you set the Status field to Hold.  

If approving items for payment, enter the invoice number received from the vendor. If approving a vendor credit, enter the reference number.  

• direct-ship invoice

• vendor receivable credit

• service warranty credit

• adjusted inventory credit

The AP Terms Code defaults from the first line item of the purchase order, if available.

If using STORIS AP Processing, you can edit the terms via the Terms field on Check Processing tab.

If using TPA (Third-Party Accounting) Of or relating to an outside accounting software system such as QuickBooks® and used to interface STORIS data with such a system. The STORIS TPA interface is used as an alternative to STORIS Accounting., this field is available only if approving debit items. If you click on the Arrow to the right of the field, a list of terms codes appears from which you can choose.

 If you access this routine from Enter Multiple Vendor Invoices where you selected multiple purchase orders for the same vendor remit-to but the purchase orders have different terms codes, the program creates the bill using the terms specified for the vendor in the Vendor Settings. If no terms code exists for the vendor record, the program uses the terms set in the Payables Control Settings.

This field is only active for pending bills that have not been partially paid if the Allow Payment of Pending Bills field is checked in the Payables Control Settings and you are using STORIS Accounting. The setting for this field defaults from the purchase order and can be edited.

If this field is checked, it allows for the immediate payment of the bill via Quick Check Active and Alternate Payment Method on the Check Information tab.    

For existing bills, the header charge code for freight fills in from the AP bill. If you accessed this screen in approval mode, or are creating an unlinked expense bill, this field defaults to the standard invoice charge code of FREIGHT.

Click the Arrow button to select a different code from the list of invoice charge codes. If you click the Action button you access the Disburse Payable Invoice Charges screen, where you can enter and maintain multiple freight invoice charge codes and amounts on the AP bill.

If the invoice includes freight charges, enter the freight amount into this field. If you entered multiple codes and amounts via the Disburse Payable Invoice Charges screen, this field displays the total of those charges.

If a value exists for the selected vendor in the Free Freight Minimum field in the Vendor Settings and the total of the current invoice is greater than that value, the order qualifies for free freight.  If you then enter an amount here, a warning message appears but you can continue.

For existing bills, the header charge code for sales tax fills in from the AP bill. If you accessed this screen in approval mode, or are creating an unlinked expense bill, this field defaults to the standard invoice charge code of TAX.

Click the Arrow button to select a different code from the list of invoice charge codes. If you click the Action button you access the Disburse Payable Invoice Charges screen, where you can enter and maintain multiple tax invoice charge codes and amounts on the AP bill.

If the invoice includes sales tax, enter the tax amount into this field. If you entered multiple codes and amounts via the Disburse Payable Invoice Charges screen, this field displays the total of those charges.

For existing bills, the header charge code for miscellaneous fills in from the AP bill. If you accessed this screen in approval mode, or are creating an unlinked expense bill, this field defaults to the standard invoice charge code of MISCELLANEOUS.

Click the Arrow button to select a different code from the list of invoice charge codes. If you click the Action button you access the Disburse Payable Invoice Charges screen, where you can enter and maintain multiple miscellaneous invoice charge codes and amounts on the AP bill.

Use this field to enter any miscellaneous charges from this invoice. You can enter a negative amount. If you entered multiple codes and amounts via the Disburse Payable Invoice Charges screen, this field displays the total of those charges.

The label for this field displays Total Invoice Detail for invoices, or Total Credit Detail for vendor credits. The approved total from the Invoice Detail tab displays here.

The label for this prompt displays INVOICE TOTAL for invoices, or CREDIT TOTAL for vendor credits. Enter the total invoice/credit amount, including freight, tax, and miscellaneous.

• Toggle Currency

• GL Postings

• AP Bill Comments

• Add Attachments

• View Attachments

• Edit Attachments

• Maintain Header Charges

• Activate Invoice Charges

 

If editing an existing bill, these fields of information display following selection of a product from the grid.

If editing an existing bill, you can enter the Product code or double-click a line in the grid.

If editing a linked bill with a bill type number 01 - Merchandise/Invoice on the General tab, you can click the Action button to access the AP Select Available Screen (STORIS AP only) appears, from which you can select items.

If creating an expense bill not linked to a purchase order, enter a free-text Reference for the item you want to approve for AP billing. Do not enter a product code.

Use this field to indicate the quantity of the product you are approving for AP billing.

If a supply order is received and the "RECEIVING – Supply Purchase Orders must be Received setting" is enabled in Purchasing Control Settings, the AP bill process defaults to the quantity received.

If you did not specify a Trip ID, this field defaults to the entire available quantity. If you specified a Trip ID, this field defaults to the Trip's shipped quantity, rather than the available quantity.

The receiving unit cost displays here. You can edit the amount.

If the bill is in a pending status, you need to Convert Pending Bills.  When the bill status is active you can edit the unit cost.

If the receipt unit cost differs from the invoice unit cost, the system creates a cost exception A condition or irregularity recorded by the system. Exceptions can appear in reports, for example, items on a delivery manifest that were not delivered..  

To give selected users the option to automatically update the Replacement Cost field in the Advanced Product Settings whenever they edit this field, use the Change product replacement cost during vendor invoice entry field in the Extended Security settings.

The grid displays the following columns of data for each item added to the bill. To edit an item in the grid, double-click the line. To add an item, fill in the fields above and then click the Add (plus) button.

• Model

• PO/Reference

• Available

• Unit Cost

• Approved

• Unit Cost (per invoice)

• Total Cost

• Approve All - updates the quantities in the Approved column of the grid to match the quantities in the Available column. If you selected a specific Trip ID, the approved quantity cannot exceed the quantity shipped under the specified Trip ID.

• GL Postings

• Add Attachments

• View Attachments

• Edit Attachments

• Toggle Currency

• AP Bill Comments

Enter the code of the vendor remit-to address to use for this AP bill.  The remit-to address of the current vendor displays to the right of the field.  The vendor remit-to name lists first followed by the additional name (if any).  Note that the additional name does not display for customer refund bills.

If you click on the Arrow, a list of vendor remit-to addresses appears from which you can choose.  For each address, the vendor remit-to name lists first  followed by the additional name (if any).  If you click on the Action button, a menu appears with the following options:

• View Remit-to

• Update Remit-to

• New Remit-to

You can also create and/or maintain vendor remit-to records on-the-fly (except for refund AP bills) provided you have security clearance via the Extended Security (Payables) settings.  

 If you use the RFND vendor (that is, if issuing a customer refund), these fields access Update Customer Remit-To or Update Customer Remit-To - Read Only screens, via which you can change or view the customer remit-to address (instead of the vendor remit-to address).  

Enter the check print bank.  The default bank from the Vendor Remit-To Settings displays, if any.  If not, the default bank from the Vendor Settings displays, if any.  If a bank is still not found and multi-company processing is active, the system defaults the bank from the Company Settings.  If a default bank is still not found, the system references the bank from the Payables Control Settings.  

You can override the default. If you click on the Search button, a list of available banks appears. If using multi-company processing, the program restricts the list to banks associated with the company selected at the Company field on the General tab. (you associate banks with companies via the Bank Settings file).   

 If you select Cash as an Alternate Payment Method, this field is inactive.  

The bank you select is also used as the Alternate Payment Method bank.  

To activate Quick Check Processing, check the box.  Security restrictions apply.  If a check does not appear at the Print accounts payable checks field in Create a User/Group Actions - Payables Security settings for the log-on user, a qualified user must enter their user ID and password to override the restriction.

When entering or maintaining existing bills, this setting is active for pending bills if the Pay Prior to Receipt setting is checked in the purchase order.  

To pay this AP bill on a separate check, check the box at this field.  To combine this bill with other bills for the selected vendor, leave the box blank.  This field defaults the setting at the Separate Check per Bill field in the Vendor Settings for the selected vendor, but you can override the default.

 For debit AP bills, this field defaults to unchecked and you cannot edit it.

The AP Terms Code defaults from the first line item of the purchase order, if available. You can edit this field. If you click on the Arrow to the right of the field, you can choose from the list of terms codes that appears.

 This field also appears on the General tab, but you cannot edit the field on that tab.

If you access this routine from Enter Multiple Vendor Invoices where you selected multiple purchase orders for the same vendor remit-to but the purchase orders have different terms codes, the program creates the bill using the terms specified for the vendor in the Vendor Settings. If no terms code exists for the vendor record, the program uses the terms set in the Payables Control Settings.

Select the method of manual payment.  You have the following options:

• Manual Check - Credits the Bank Payables Cash GL account. (Invoice documents only)

• Debit Card – Is treated the same as a manual check for GL purposes. (Credit & Invoice documents)

• Cash – Credits the Paid with Cash GL account. (Invoice documents only)

• Credit Card - Credits the Paid with Credit Card GL account. (Credit & Invoice documents)

• On Line – No GL hit required until the payment date.  At that time, it is treated the same as a manual check for GL purposes (Credit & Invoice documents)

 Only the Manual Check and Cash options are available for payment on refund bills.  

Enter a payment reference, up to 25 characters of alphanumeric text. This is a required field. The following are examples:

• manual check number (must be numeric)

• debit card number (perhaps last 4 digits)

• cash text specified by user

• credit card number (perhaps last 4 digits)

• on-line bank reference

Enter the payment amount.

• Add Attachments

• View Attachments

• Edit Attachments

• Toggle Currency

• View Payments - (if multiple payments have been applied, a screen appears on which you can select a payment to view).

• AP Bill Comments