This article will outline the process used for entering an invoice that does not have a 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 PINN- Invoice with no PO.
Enter a description to identify the batch.
Click Save.
Enter Invoices into a Batch
Once the Invoice Batch is saved, an Invoice Entry screen appears.
Click Add to open the Invoice Entry screen.
Enter the Supplier Account or use the lookup field
Enter a Supplier reference or invoice number
Enter a Description of the invoice.
Enter or choose an Invoice Date, Due Date, Discount Date and Received Date. The Due Date will be calculated by COINS based on the trading terms set up on the supplier record.
For the Distribution type; to cost the invoice, leave distribution type as C-Costed. If you cannot cost the invoice as you do not know the expense codes 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. Registered invoices cannot be paid until they are costed. It is imperative that all invoices are costed in the system as soon as possible.
Enter the Gross amount.
Enter any discount % and amount if any.
The GST code will default based on what has already been set up on the supplier record. Where GST is not applicable or there is a mixed supply, the GST code can be changed as required.
COINs will automatically enter the Nett amount based on the Gross, Discount and GST applied.
Note: AP/STOPBLNK – controls whether the supplier reference field can be blank
APSTOPDUP – COINS will prevent you from entering duplicate supplier reference numbers.
Save the record
.
Holding Invoices
When you are entering an invoice, you have the option of putting the invoice on hold. This will prevent payment of the invoice. You might want to put an invoice on hold, for example, if certain details are required before the invoice can be processed, or the wrong items were delivered. You can also enter a code that represents the reason for placing the invoice on hold. The codes and their meanings are set up for your company.
Depending on your company's organisational structure, the hold codes might be controlled by two different individuals or departments who have the authority to decide whether transactions are put on hold and who has the authority to release the invoice from hold.
Commercial (default) Hold Code - for use by the Commercial Department, for example, when a delivery has been delayed and the transaction should not be processed until full delivery of the goods has been made; or the goods were damaged and transactions should not be processed until the goods are replaced.
Financial Hold Code - for use by the Finance Department, for example; when the transaction is not to be paid before a certain date; or the Finance Department are awaiting receipt of due credit before the next payment is made.
Costing Distribution
Note: If Registering the invoice (not costed) it will go back to the invoice entry, where other invoices may be added.
Costed Invoices will allow you to charge the invoice lines to a job (job.costcode.category) or GL account. Registered invoices will post to a temporary holding GL account that is defined in the AP configuration page. They must be correctly costed to a job.costcode.category or to a GL account using the “cost invoices” function before they can be paid.
A.
For Costed Invoices the Costing Distribution Tab will appear:
Type = Department is used for costing the invoice directly to a GL account.
The Analysis field must be set to a GL account number, if the Type drop-down is set to Department.
2. Type = Job (Also labeled Contract) is used for costing invoices to a job.
The Analysis field must be set to a “job.costcode”, if the Type drop-down is set Job (or Contract).
3. The amount will default from Invoice entry
4. The Description will default from Invoice entry or enter a description.
5. Effective Date will pull from the date of the Invoice entered on the Invoice Header screen.
6. Enter Quantities if there are any. In cases of a non-PO Invoice, you may not have quantities.
7. Click the Save Icon to the LEFT of the line once the line is completed.
8. Enter your next line if there is one.
9. Once entry is complete, verify your Costed Amount to the Distributed Amount located above the invoice line entry grid. If amounts match, click Next.
10. Click Next to exit out of the batch. This will take you back to the Invoice Batch Grid and completes this entry. You may continue to add another Invoice at this screen, as necessary.
11. After returning to the Enter Invoice screen, you will need to Post the invoice.
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.
