Enter Multiple Vendor Invoices

Access

Use this process to prepare data and other information for integration into your accounting system or third-party accounting (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.) provider (for example, QuickBooks®). After you receive a bill (invoice) from a vendor, use this process to approve the bill for payment as well as verify and modify receiving information. After approval is complete, the posted records are then ready for payment (or transmission to your third-party accounting provider if using TPA - see Transfer Third-Party Accounting Information for detail.)

 To create expense bills for items not associated with a purchase order, use the Enter/Update Individual Vendor Invoice routine.

Purchase orders do not need to be on file for you to approve and/or maintain them in this routine. That is, even if you accidentally purge a PO before it has been paid, you can still access the pertinent information using this routine. However, you cannot use the number of a purged PO as selection criteria in this routine.

Use this process for the following types of approvals:

• To approve vendor invoices for inventory items, select Inventory Activity (the program selects items from the receipts record) at the Select Process Desired field and Vendor Invoice at the Type of Document field.  

• To approve invoices for supplies (that is, received items not for resale such as office supplies), select Miscellaneous Supplies at the Select Process Desired field. The Type of Document field then becomes inactive. If the "RECEIVING – Supply Purchase Orders must be Received" setting is enabled in Purchasing Control Settings and the supply order is received via Receive a Purchase Order, the AP bill process defaults to the quantity received.

• To approve credits from vendors for returned goods, select Inventory Activity at the Select Process Desired field and Vendor Credit (the program selects items from returns records) at the Type of Document field.  

• To approve invoices for COM (customer's own materials) A STORIS feature allowing customers to add their own materials when creating special order items. orders, select COM Activity at the Select Process Desired field. The Type of Document field then becomes inactive.

(TPA only) If the purchase order for supplies was created in STORIS, you must complete this AP approval process in order to close the purchase order. Otherwise, supplies may be ordered and paid for using only QuickBooks.   

Step 1 of 3

This process involves 3 steps. In Step 1, you specify selection criteria at the following fields. The system uses the criteria to narrow the search for items to approve or delete.   

Select Process Desired

Type of DocumentSelect Vendor Invoice if approving or deleting invoices for inventory received. Select Vendor Credit to approve or delete credits from vendors.

If you select either Special Order Non-Inventory or Pending Merchandise Receipt at the Select Process Desired field, this field defaults to Vendor Invoice and you cannot edit it.

Purchase Order NumberEnter a specific purchase order number for AP approval, click on the Action button to enter multiple purchase orders, or leave this field blank to select all purchase orders.    

Auto SelectWhen you indicate one or more purchase orders at the Purchase Order Number field, this field becomes active. If you are approving all items (for payment) on the purchase order(s) you indicated, you can check the box at this field to skip Step 2 - AP Approval Selection. When you check this box and click the Run button, the system assumes you are approving all items listed on the purchase order(s) and proceeds directly to the Step 3 - Individual Vendor Invoice screen.

Vendor CodeSpecify a code for one or more vendors. To enter a single vendor, click on the Search button and select a vendor from the Vendor Cross Reference list. To select one or more vendors, click on the Action button and select vendors from the Multiple Vendor Selection window. To select all vendors, leave this field blank.

Trip ID

LocationSelect one or more locations to which you want to restrict the output of this report. If you click on the Arrow, a list of available locations appears, from which you can make a selection. If you click on the Action button, the Multiple Location Selection Window appears, which you can use to select one or more locations.

The locations available at this field may be affected by Regional Processing restrictions. That is, only locations to which you have access appear in the lookup.
 

Reference NumberEnter a specific reference number or leave the field blank to select all reference numbers.

After you make your selections above, click on the Run button. If you did not check the box at Auto Select, the system searches for items to approve or delete using your selection criteria and displays the results on the AP Approval Selection screen (See Step 2 of 3). If the Auto Select option is checked, the system proceeds directly to the Step 3 - Individual Vendor Invoice screen.

Step 2 of 3

In Step 2, the AP Approval Selection screen appears containing the items you selected in Step 1.

If you checked the Auto Select option in Step 1, Step 2 - AP Approval Selection is skipped.

Step 3 of 3

In Step 3, you enter the Enter/Update Individual Vendor Invoice screen, where you create bills for items selected in Steps 1 and 2.