Permanent Invoice Entry

Use Permanent Invoice Entry to maintain information for invoices for purchases or bills that are for the same dollar amount every month.  You may find it handy to create permanent invoices for bills such as rent or vehicle payments.  Once the permanent invoices are created you simply globally change the invoice dates with the Change Invoice Dates program to qualify them for payment.

Tips:  

• The Permanent Invoicing routines are separate from the Standard Invoicing routines.  However, Permanent Invoice Entry looks the same and works in the same manner as Standard Invoice Entry.

• For information on the timing and sequence of tasks, see Permanent Invoicing Procedure.

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

Directions:

To see directions for...

• Opening Permanent Invoice Entry, click More.

   

  1.  Click Fund Accounting from the Menu Bar.

  2.  Click Daily Work.

  3.  Click Permanent Invoicing.

  4.  Click Invoice Entry.
  
  Tip:  Or, use the keyboard shortcut:  [ALT] [u] [d] [i] [e].

   

  Permanent Invoice Entry Example:

  Tip:  To see detailed instructions for each section or field name in the examples below, the cursor becomes a hand when you position the cursor over the field or section.  Click once to display the associated topic.

  

   

• Creating a New Invoice, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed records.

  To create a new invoice enter the following:

  1.  Enter the invoice header information including:

  a.  Batch Code

  b.  Vendor Number

  c.  Invoice Number

  d.  Press [ENTER].

  e.  Invoice Date

  f.  Invoice Amount

  g.  Description

  h.  Status

  i.  Click Save to complete the invoice header information.

  2.  Enter the invoice line details including:

  a.  Reference

  b.  Account Number

  c.  Distribution Amount

  d.  Invoice Due Date

  e.  Click Add to complete the invoice detail line.

  3.  Continue adding invoice detail lines until all invoice details are entered and the balance is 0.  Then, click Done .

   

• Editing an Existing Invoice, click More.

   

  CAUTION:  To avoid losing data, you must click Done complete your entries.

  1.  To display the invoice to be deleted, enter the Invoice Number and click Retrieve , or press [ENTER].
  Note: The invoice number is listed on the invoice journal.  If you can not find the invoice number, click Search to look for the invoice number.

  2.  To edit, click Detail .

  3.  Edit the appropriate fields.

  4.  Click Done to complete the edits.

   

• Deleting an Existing Invoice, click More.

   

  1.  To display the invoice to be deleted, enter the Invoice Number and click Retrieve , or press [ENTER].
  Note: The invoice number is listed on the invoice journal.  If you can not find the invoice number, click Search  to see a list of invoices.

  2.  From the Selections panel, click Delete.

  3.  At the Delete invoice prompt, click OK to delete the record, or click Cancel to escape from the delete prompt.

  Example:

  

   

  Note:  After you click OK, the invoice is deleted, the window clears and the cursor returns to Batch Code for the next entry.

   

• Understanding the field values for the following areas, click the section name in the table below: