Accounts Payable _ Invoice Entry

End User Processes

Epicor 9

Version 1

Document prepared by: Amos Mzenge

Designation: Business Analyst

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Sign Off
On behalf of Morellato
Signed

Name

Title

Date

On behalf of Paris Gallery

Signed

Name

Title

Date

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Version Control
Version Number Description Date
1 Initial Draft 25/03/2014
2 Updated

Distribution List
Name Position
Mr. Mohamad Saleh Finance Manager –Morellato Middle East FZCO
Mr. Arun Kumar Group IT Manager-Paris Gallery LLC
Mr. Amit Kumar Business Application Manager-Paris Gallery LLC
Mr. Abed El Karim
Oracle Specialist-Paris Gallery LLC
Hammoud

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1 Table of Contents
Sign Off ...........................................................................................................................................................................................2
Version Control ...............................................................................................................................................................................3
Distribution List ..............................................................................................................................................................................3
Preface ............................................................................................................................................................................................5
INVOICE ENTRY ...............................................................................................................................................................................6
1 GOODS RECEIPT INVOICING...................................................................................................................................................6
1.1 The 3 Way Match ........................................................................................................................................................10
2 LATE COST ENTRY ................................................................................................................................................................13
3 DEBIT MEMO .......................................................................................................................................................................16
4 MISCELLENOUS INVOICE ......................................................................................................................................................19
5 UN RECEIVED LINE BILLING ..................................................................................................................................................19
5.1 Invoice/receipt matching ............................................................................................................................................21
6 ADVANCE BILLING LINE ........................................................................................................................................................23
7 ASSET LINE POSTING ............................................................................................................................................................27
8 TRACKERS .............................................................................................................................................................................29
8.1 Invoice tracker ............................................................................................................................................................29

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Preface

This documents is intended to highlight the current as is processes used by Morellato for accounts payable invoice entry
processes in Epicor 9. It guides the user on the basic steps to create the various types of invoices in the accounts payable
module. Epicor user guides can be used in line with this document for detailed and in-depth explanations.

Any additional functionalities will be included in this document through the version control.

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INVOICE ENTRY
Menu Path: Financial Management>General Operations>Invoice entry

Assumption:

Most of the set ups have already been done when creating the purchase orders.

1 GOODS RECEIPT INVOICE

1. From the new menu click on New Group or Enter the group ID desired in the Group field.

2. If the group is non-existent, the above message will pop up. To the ‘Add new confirmation’ message click Yes.

3. Enter the Apply Date (this is the date/period when the transaction will be posted to the GL).
Save the record.

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4. From the New menu, select New Invoice.

5. Enter the PO number in the Ref PO field.

6. Enter the supplier’s invoice number. This is a mandatory field.
7. Enter the invoice date. This is a mandatory field.
8. Enter the Apply date. This will default from the group apply date. It can be changed to reflect the date to which the
transaction should reflect in the GL if it is different from group apply date.
9. Enter the description of the invoice. This is a mandatory field.
10. Enter the Amount as per the supplier’s invoice. This is a mandatory field.
11. The Terms will default from the PO. This can be overridden.
12. Confirm the currency. This will default from the PO. This can be overridden.
Save the transaction.

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13. From the new menu, select new receipt Line.

14. In the AP Invoice Uninvoiced Receipt Lines, the lines related to the PO/Pack slip (GRN) that was received will populate
here, select the lines to be invoiced, if not all.
15. The lines selected will move to AP invoice Selected Receipt.

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16. Select the create Lines button to create lines in the supplier invoice.

17. The line amounts and the Supplier’s invoice amount should ideally match.
18. If there is a difference between the amount field and the line amount, the Variance field will be populated with the
difference.

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1.1 The 3 Way Match

19. For 3 way match to be achieved, the Receipt information, PO information and the invoice information should be the
same.

Navigate to the lines>GL Analysis

20. The GL account to be debited will be displayed.

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21. From the actions Menu ,navigate to group>Print Group Edit list

22. Select the print preview button. This prints the Edit list report which assists the user to see if the accounting entries
are ok before posting.

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The print preview report is always in base currency since it is the reporting currency for the company.

23. The group’s total value will be shown in the Base Total field. This is the sum value of all the invoices in the group in
base currency.
24. If there is any variance in any of the invoices in the group, the variance will be shown here. The variance has to be
rectified before the group can be posted.
25. From the actions menu, select post.

26. Click on the submit button.

27. The message Process submitted will appear once the posting process has been executed.

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2 LATE COST INVOICE

Use this functionality to enter the late cost charges.

1. Create a new group and enter the apply date.

2. From the new menu, select new Invoice.

3. Search for and select the desired supplier OR enter the supplier code in the supplier field. This is a mandatory field.

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4. Enter the Supplier’s invoice number. This is mandatory field.

5. Enter the Invoice and the Apply date.
6. Enter the invoice description .This is a mandatory field.
7. Enter the supplier’s invoice amount.
8. There will be a variance since it is only the header information that has been entered, the line details have not been
created.
9. Save the transaction.

10. From the new menu, select New Late cost.

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11. From the drop down menu, search and select the desired late cost charge in the charge code field.
12. In the Type field, choose the late cost input method. The methods available are
 Amount
 Percentage
13. Enter the amount in the Misc. amount field.
14. The currency defaults from the header.
15. Save the transaction.

16. From the actions menu, select print group edit list.
17. Once all the accounting entries have been confirmed, select the Post process from the actions menu.

18. Select the submit button.

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19. Process Submitted message will appear. This means the posting process has been executed.
20. Close the AP Invoice Post process.

3 DEBIT MEMO
The following steps guide the user on how to create, save and post a debit memo.

1. From the new menu, select New Debit memo.

2. The Debit Memo sign appears.

3. Search for and select the supplier or enter the supplier code if known.
4. Enter the debit note number in the invoice field.
5. Enter the invoice and apply dates.
6. Enter the confirm date.

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7. Enter the description details of the credit note.
8. Enter the ref Invoice of the debit note if known.
9. Enter the amount of the debit note.

10. From the new menu, select New Misc. Line

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11. In the invoice information Pane ,enter the debit note details i.e.
 Part – if mentioned or known
 Supplier Quantity (not mandatory if part is not mentioned)
 Unit cost (not mandatory if part is not mentioned)
 Extended amount. This is a mandatory field.
12. Save the transaction.

13. Navigate to the lines>GL analysis and enter the GL account

14. From the actions menu, select print group edit list.
15. Once the accounting entries have been confirmed, post the transaction.

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4 MISCELLENOUS INVOICE
1. Repeat same steps 1-7 in late cost entry for the header details and edit as necessary.
2. Repeat same steps 10-15 in Debit Note processing for the line details and edit as necessary

5 UNRECEIVED LINE BILLING INVOICE

This functionality will only be used where you are billed in advance in full (as per PO) by the supplier

1. Repeat same steps 1-7 in late cost entry for the header details and edit as necessary.

Line details

2. From the new menu, select new Unreceived Line.

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3. From the PO information pane, enter the PO number, line and release. This will populate all the fields in this pane
and the invoice information pane.
4. The Line type for this transaction is unreceived goods.

5. Navigate to the lines>lines>Receipts to view all the invoice lines as per entries in 3 above.
6. The sum of the lines.

7. Confirm there is no variance on the invoice.

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8. From the actions menu, print the group edit list.

9. The accounting entries for the transaction. The debit will post to the AP Accruals to await the credit after the goods
receipt Process.
10. Post the invoice (s)

5.1 Invoice/Receipt Matching

Once the goods have been received, no AP Invoice entry will take place. Navigate to the Invoice /Receipt Match Maintenance.

Menu Path: Finncial management>Accounts Payable>General operations>Invoice receipt Match

11. Click on the binoculars.

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12. Select all the invoices and the PO details required to be matched.

13. Click on Match line by line until all lines are matched.

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14. The cross reference for the matched supplier’s invoice and Pack slip for the goods received.
15. Select unmatch ,if matching has been done wrongly.
16. Post the invoice/receipt matching transaction.

6 ADVANCE BILLING LINE INVOICE

1. Repeat the same steps 1-7 followed in late cost entry for the header details and edit as necessary.

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2. From the new menu, select new Adv. Bill Line

3. In the PO information pane, enter the PO number and the line number.
4. In the invoice information, the line type for this transaction is Advance Billing.
5. Enter the Ext Amount.

6. Save the transaction.

7. From the Actions menu, print the group edit list.

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8. An extract of the print preview window showing the accounting entries.

Post the transaction.

After the goods have been received, post the balance invoice billing from the supplier.

9. Enter the PO number.

10. Enter the supplier’s invoice number. This will be the invoice billing for the difference after the advance billing.
11. Enter the amount as per the supplier’s invoice.

From the new menu, select new receipt line

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12. The line type will be receipt Of Goods.

13. The advance billing amount is subtracted from the Ext. Amount which comes from the PO.

14. An extract of the Edit list showing the Accounting entries for the transaction.
15. Post the transaction.

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7 ASSET LINE INVOICE

1. Repeat same steps 1-7 followed in the late cost entry for the header details and edit as necessary.

2. From the new menu, select new Asset Line.

3. The line type for this transaction will be Asset.

4. Enter the description of the asset, the quantity and unit cost.

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5. In the Lines>GL analysis window, the GL account auto populates from the settings in the GL control settings.

6. Print preview the group edit list. An extract of the edit list showing the accounting entries is shown above.
7. Post the transaction.

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8 TRACKERS

8.1 Invoice tracker

Menu Path: Financial management>Accounts Payable>General Operations>Invoice Tracker

This tracker gives all the information pertaining to the AP invoice created in AP invoice entry in a read only mode.

On the summary sheet, the following information can be viewed but not limited to

 If the invoice has been settled or not. If settled/paid the balance field will be zero.
 The group that was used to post the invoice.
 Any prepayments
 The invoice due date etc

Each of the tabs has a different set of information i.e.

 Payment schedule
 GL entries pertaining to the invoice.
 Any payments done,pertialy or full for the invoice.
 The GL controls etc.

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