Entering and Editing AP Invoices

Overview

AP functions include processing vendor invoices, payments, and adjustments. As invoices are processed, related journal entries are made to the general ledger. Payments can be in the form of checks, direct deposit transmittal files, or application of advances paid to the vendor.

Entering Invoices

To enter an invoice:

1. Navigate to the Accounts Payable homepage and click Add an AP Invoice.

A New AP Invoice Header screen displays.

The screen defaults to the Header tab, which has the fields needed for normal input. Other tabs include General, Sched. Payment, and Amounts, all of which contain information that is not usually entered on individual invoices, e.g., including a special AP general ledger number, or the payments scheduling category if it is different than the one normally used for the vendor.

If an invoice needs approval after it’s been entered, click the General tab and add  check Do Not Post.

2. Enter the header information.

Enter all information needed, including Vendor, Invoice Number, Invoice Date, Due Date, etc. After entering the Vendor, validate it against the vendor master file by clicking the box arrow . Once all information has been entered for the header, click Add AP Invoice Header  or start entering item information.

3. Enter the item information and split the invoice items into multiple GL accounts.

Click Add Record  to add multiple line items associated with different GL accounts, e.g., Amount, DR GL Account, Description. After each item is entered, click Update .

Updating Invoices

To update an invoice, navigate to the Accounts Payable homepage and click Find an AP Invoice. Enter the search criteria and click Run Query . Read more about creating queries in Axiom.

In the query results grid, click the desired invoice, which displays the Invoice detail screen.  Update the information as desired, and click Update  when done.

Before posting, there are very few restrictions on what information may be added, changed, or deleted. Fewer changes are permitted after an invoice or item is posted.

Deleting Invoices

You can only delete invoices that have not been posted. When an invoice header is deleted, all items attached to it are deleted as well.

To delete an invoice, navigate to the Accounts Payable homepage and click Unposted AP Invoice Report. A query results screen will display. Click the desired Invoice Number to display the Invoice Header detail screen.

• To delete the entire AP invoice, click the Organize menu (a plus sign)  at the top of the screen and select Delete.
• To delete individual AP Invoice Line Items, click the red X to the right of the record and click Update  .

Creating Invoice Items From a Purchase Order

To create an invoice for one or more purchase orders (PO), enter the PO number on the invoice header. The System will then create invoice items from the PO items.

To do this:

1. Navigate to the Accounts Payable homepage and click Add an AP Invoice or Find an AP Invoice.
2. Enter the basic header information (if adding) or select the invoice to be updated (if searching for an existing).
3. On the General tab, Enter and validate the PO number by clicking the box arrow .
4. Click Add AP Invoice Header or Update, as appropriate.

An invoice item is created for each of the purchase order’s items that have an open commitment. These invoice items may be updated or deleted as desired until they are posted. The amount of the PO’s open commitment is not reduced until the new invoice is posted.

If the amounts of the PO items aren’t correct, and the PO should be marked as invoiced in full after this invoice is posted, on the General tab, toggle Inv. In Full to “Yes.”

Creating Invoices for One-Time Vendors

To create an invoice for a one-time vendor, navigate to the Accounts Payable homepage and click Add an AP Invoice. A New AP Invoice Header detail screen appears. Enter the information as normal, ensuring that the selected vendor is marked as one-time. Validate it against the vendor master file by clicking the box arrow . Click Add AP Invoice Header  so that the other tabs on the Detail screen appear.

Navigate to the One-Time Vendor tab, enter the vendor information, and click Update   to confirm the changes.