This document will outline the process used for entering an invoice that has a purchase order. A prerequisite to this process is the presence of a committed purchase order.
Invoice Batch
The procedure for entering batches of transactions is similar for every COINS module, so it is described here.
In COINS, you enter most financial transactions (such as invoices or payment certificates) in batches, even if there is only one transaction. Each batch of transactions has a batch number (which COINS generates) and a reference (which you give it), either of which you can use later to refer to the batch.
The details of the transactions are held in a batch file, in the order in which you enter them, but COINS does not actually update the database until you post the batch. This means that you do not have to complete the batch immediately; you can save the work you have done so far, to complete it at a later stage, or you can change, add or delete the entries in the batch before committing them to the database.
At any time until the batch is posted, you can generate a listing report showing the contents of the batch. Once the batch has been posted, you can generate a posting report (which is the audit trail for that batch). To generate either report, use the Posting Reports procedure in the relevant module.
Batch Status
Each batch has a status, which shows which stage the input of the batch has reached.
Create Invoice Batch
Go to Accounts Payable > Invoices > Enter Invoice.
The AP invoice Entry Batch browse appears.
3. Click Add to create new Batch
4. Batch Creation screen appears:
Ensure the Financial Period is correct - The financial period that all the transactions in this batch will be posted to. Note that if you want to post transactions to more than one period, you need to enter the invoices in separate batches. COINS automatically fills in the current period for the module.
Transaction date will automatically default to the current day's date, but you can enter a different date if you want. COINS uses the transaction date you enter in the batch header as the default transaction date for all the transactions, but you can choose a different transaction date for individual transactions.
COINS uses the transaction type you enter in the batch header as the default transaction type for each transaction, but you can choose a different transaction type for individual transactions. For example, choose PINV- Invoice with PO.
Enter a description to identify the batch.
Click Save.
Enter Invoices into a Batch
1.Once the Invoice Batch is saved, an Invoice Entry screen appears.
2.Click Add to open the Invoice Entry screen.
Note: A committed Purchase Order is required to proceed from here.
Enter or look up the PO Number associated with the invoice. Certain fields on the screen will then populate automatically, such as the Supplier Account.
Enter in Supplier Reference (Invoice) Number.
Analysis and Description will also auto-populate from the PO Number entered.
Enter or choose Invoice Date. The Due Date and Discount Date will be automatically calculated based on the setting on the supplier but can be over-typed, if allowed.
If you can cost the invoice (Match the invoice to the PO Lines), leave distribution type as C-Costed. If you cannot cost the invoice as there are no Goods Receipts, change the distribution type to R-Registered. Registered will allow you to enter the invoice and take up the GST.
Registering will record the invoice against the supplier, but the costs will not appear against the contract or GL expense account. Therefore, it is imperative that all invoices are entered in the system when the invoice is received.
3. Save the record 
.
Matching Invoices
Note: If Registering the invoice (not costed) it will go back to the invoice entry, where other invoices may be added.
For Costed Invoices the matching tab appears. There are 2 ways to match.
First if the quantity invoiced and the quantity outstanding match (and the associated dollars match), you can put a tick in the tick box beside the line.
Once you have the line ticked and it is highlighted, select ‘Match’ from the Actions at the bottom of the page and click Apply Action .
This will match the total quantity for that line and mark it complete.
The other way to match invoice lines is to open the line:
This opens the line for you to adjust the quantity.
If the amount is incorrect, click the Override Value tick box, then enter the new invoice value in the Invoice Value box. This updates the unit per amount for the total quantity invoiced for. If the amount invoiced is less than the value appearing for matching, COINS will allow the change to be saved. However, if the amount invoiced is greater than the amount appearing for matching, then you will only be allowed to increase the amount based on the tolerances set up in COINS.
If you make a mistake, you can always click on undo.
Continue to match all lines.
Once complete, verify the totals at the bottom of the match screen.
If there is a difference in the amounts, go back and double check the amounts that have been matched.
Once complete the difference must be 0.00.
Click Next.
This will return you back to the batch invoice entry browse. Where you can enter more invoices on the batch.
Once all invoices have been entered into the batch from the batch invoice entry click Next.
Posting a Batch
Posting a batch commits the transaction details to the database and updates the ledgers.
From the browse screen for Invoice Batch.
Select the batch ready for posting by selecting the tick box on the line.
Select Post from the Action list at the bottom and apply the action.
4. When posting the batch, COINS checks that any batch control totals entered agree with the actual totals for the batch. If not, COINS will not let you post the batch, unless that batch type can be forced.
COINS also checks that all the transactions can be posted. You will not be able to post the batch if, for example, the costing for any of the transactions has not been completed. The Status field on the transaction will show details of any problems, and COINS will display an error message when you try to post the batch.
5. Results of the posting can be found in the report status.
Note: Once the batch is posted, if the financial details are incorrect you will need to raise a journal to update.
Note: CO/BATCHDM – Whether to attach PDF of posting report to batch record automatically when batch is posted.