Enter Supplier Invoice Posting
Explanation
The Enter Supplier Invoice Posting activity is used for manual entry of cost
postings that represent the invoice net amount. Cost postings can be entered directly
when the invoices are entered, if they are known at that time. They can also be entered as
final postings of previously entered and preliminarily posted supplier invoices.
For each direct invoice entry, i.e. with expense postings included, a voucher belonging
to function group I is created. Postings for
supplier liability and any tax are created via posting control for all supplier invoices.
The expense postings are entered manually.
For each preliminary posted invoice
where final postings are added, a voucher belonging to function group J is created. This
voucher automatically reverses the preliminary cost posted in the voucher created at
preliminary entry. The expense postings are
entered manually.
You can also register a
multi-company supplier invoice. This is useful when your company is to pay for an invoice
but the cost should to be distributed to one or more affiliated companies. Multi-company
supplier invoice vouchers created in the receiving companies belong
to voucher
group D. A voucher created and connected to an invoice is placed in a hold
table in IFS/Accounting Rules pending update to IFS/General Ledger. To view this voucher, right-click
Manual Supplier Invoice window and then click View Vouchers after the invoice has been saved.
It is possible to connect each posting line to a specific invoice line by manually
entering an invoice line reference on your posting line. This option can be used if you
prefer to enter invoice lines that closely resemble the lines of the invoice you have
received from the supplier and if you want to have detailed cost posting information
specified per invoice line.
Prerequisites
- For a direct entry, a new invoice needs to be created and basic information such as
supplier, invoice number, and amount must be entered for the invoice in question.
- Before making a final posting of an existing invoice, the invoice should be entered as
preliminarily posted.
- In order to post the invoice,
the amounts entered in the invoice header should match the invoice line totals.
System Effects
As a result of a direct invoice entry, the following postings are created:
- Invoice amount: Posted automatically to the account defined for the posting type IP1,
supplier debts, in posting control in IFS/Accounting Rules.
- Tax amount: The tax method defined in the
Tax Codes
window determines whether the tax is posted to
the account for tax received on final (direct) entry or payment. The tax
amount is posted automatically to the account defined for the actual posting
type in posting control in IFS/Accounting Rules. The valid
posting type used depends on the tax
regime (VAT or Sales Tax) defined in IFS/Enterprise,
Company/Invoice
tab and the tax type selected in the
Tax Codes window:
- If tax type is VAT or Sales Tax,
then IP3, Tax Received, Invoice
- If tax type is Calculated VAT,
then IP9, Tax Received, Calculated and IP10, Tax Disbursed, Calculated
- If tax type is Use Tax,
then IP3, Tax Received, Invoice and IP11, Use Tax
If the payment tax method is used, the account specified for posting type IP3
should be a preliminary account. Reallocation to the definitive account for tax received occurs when
the invoice is paid.
- Net amount: Cost postings for the invoice net amount are entered manually. If
pre posting
information is specified in the Pre posting dialog and
the Affect Line Postings check box is selected, this information will be
automatically suggested as default when you are entering a posting line on the invoice.
For multi-company supplier invoice entry, posting type
IP13 inter-company due from affiliated company must be set up, and IP14 for inter-company
transactions due to affiliated company.
As a result of a final invoice entry, the following postings are created:
- Preliminary posted net amount: Reversal of the invoice net amount that was preliminary
posted to the profit and loss or balance sheet account defined for posting type IP5,
preliminary cost, in posting control in IFS/Accounting Rules
- Tax Amount:
The tax method defined in
Tax Codes window
determines whether the tax is posted to
the account for tax received on final (direct) entry or payment. The tax
amount is posted automatically to the account defined for the actual posting
type in posting control in IFS/Accounting Rules. The valid
posting type used depends on the tax regime (VAT or Sales Tax) defined in
IFS/Enterprise, Company/Invoice tab and
the tax type selected in the
Tax Codes
window:
- If tax type is VAT or Sales Tax,
then IP3, Tax Received, Invoice
- If tax type is Calculated VAT,
then IP9, Tax Received, Calculated and IP10, Tax Disbursed, Calculated
- If tax type is Use Tax,
then IP3, Tax Received, Invoice and IP11, Use Tax
If the payment tax method is used, the account specified for posting type IP3 is a
preliminary account. Reallocation to the definitive account for tax received occurs when
the invoice is paid.
- Net amount: Cost postings for the invoice net amount are entered manually. If pre posting
information is specified in the Pre posting dialog and
the Affect Line Postings check box is selected, this information will be
automatically suggested as default when you are entering a posting line on the invoice.
For multi-company supplier invoice entry, posting type
IP13 inter-company due from affiliated company must be set up and IP14 for inter-company
transactions due to affiliated company.
Window
Manual Supplier Invoice
Related Window Descriptions
Manual Supplier Invoice
Procedure
To enter supplier invoice postings:
- Double-click on an empty line in the Posting Information section of the
Manual Supplier Invoice window.
- Enter an account. (Press Tab to display previously defined pre-posting.) Enter any other
code parts and enter an amount. The invoice is finally posted when the Balance
field is zero (0). If you have connected each posting line to a specific invoice line by
using the Line ID Ref field, the line balance of each invoice line must be
zero (0) before the invoice is regarded as finally posted. If the costs should be distributed to
other companies, change the suggested value in the Voucher Company
field to
the identity of the company where the costs should be posted.
- If you want the posting line you entered to be added
as a pseudo code, so it can be used again when required, select the record,
right click, and then click Add Pseudo Code.
- Save the information. If the Create Posting at Invoice Entry check
box in
IFS/Enterprise, Company/Invoice is selected, the invoice will
be set to Posted status and a voucher number is shown in the Vou. No Ref field. If not,
you need to post the invoice in a separate step (right-click
and then click Post Invoice).