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

System Effects

As a result of a direct invoice entry, the following postings are created:

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.

As a result of a final invoice entry, the following postings are created:

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.

Window

Manual Supplier Invoice

Related Window Descriptions

Manual Supplier Invoice

Procedure

To enter supplier invoice postings:

  1. Double-click on an empty line in the Posting Information section of the Manual Supplier Invoice window.
  2. 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.
  3. 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.
  4. 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).