Standard Invoice Entry - Invoice Detail Entry

Use the Invoice Detail Entry Panel to maintain the details of the invoices.  The table following the window example describes the Invoice Detail Entry Area for Standard Invoice Entry.

Tip:  For more information about working with data in fields, see the Data Entry Guidelines.

Directions:

To display the Invoice Detail Entry Area, open Standard Invoice Entry.

 

Invoice Detail Entry of Standard Invoice Entry Window Example:

 

Invoice Detail Entry Area Prompts

Tip:  To see more information about a field, click the hyperlink for the field name.

Line

Displays the number of the line being entered and is automatically generated as 1 for the first line item and increases by 1  for each additional line, but displays as New while you are entering the line.  When you click Add, the line number is assigned.  You can use line to identify detail lines in the Invoice Line Detail Inquiry.  Line cannot be edited.

Gross PO Amount

Displays the Gross PO Amount if there is a PO attached to this invoice.

Open PO Amount

Displays the Open PO Amount if there is a PO attached to this invoice.

Reference

Entry Options:

  • Enter the reference for the invoice detail line.  (up to 30 characters)

  • Press [TAB] to skip entering a reference.

  • If the invoice is applied to a purchase order, the purchase order reference displays, but can be edited.

Account Number

Entry Options:

  • To accept the vendor's default account number, press [TAB].

  • Or, enter another valid general ledger or appropriations account number this detail line should be paid from. (8.0 numeric)

  • To search for the account number, right-click in the Account Number field and from the shortcut menu select either general ledger or appropriations account to search.

  • If the invoice is applied to a purchase order, the account number displays from the purchase order and can not be edited.

Dist Amount

Enter the dollar amount for the invoice detail line. (-7.2 numeric)

1099 Code

To accept the vendor's default 1099 code, press [TAB].  Or, you can click to select another choice in the drop-down list.

Due Date

Enter the date the invoice amount is due. (mmddccyy)

Tip:  This date will be used when the A/P Check Preparation routine is run to determine whether or this invoice will be prepared into the A/P Checks file for payment.

Status

To accept the default invoice status maintained in the invoice header, press [TAB].  Or, click a new invoice detail status in the drop-down list.

Detail Options

To complete the invoice detail line, click Add or press [ENTER].

Keyboard shortcut:  [ALT + a]

Note:  If additional detail needs to be entered to complete the invoice distribution amount, the New button becomes active.  Press [ENTER] or click New to begin entered the new invoice detail line.

To remove an invoice detail line, click Delete.

Keyboard shortcut:  [ALT + d]

To enter another detail line for this invoice, click New or press [ENTER].

Keyboard shortcut:  [ALT + t]

Note:  If the invoice is not completely distributed, New is active.

When you have finished entering the detail lines and the Balance is zero, the following message displays:

Invoice completely distributed

To complete the invoice entry and commit the transactions, click Done.

Keyboard shortcut:  [ALT + d]