Creating invoices

When you create an invoice, you match the invoice information with the purchase orders and the receipt of materials and services. You can also invoice items for which there are no purchase orders. You can also create invoices for consignment items that are held in inventory, and that do not require payment upon receipt.

Before you begin

You can create an invoice with purchase orders whose sites are different from the site where the invoice is generated. However, the invoice must be associated with the same organization as the purchase order sites. You must have security privileges to the same organization to which the purchase order sites belong. The purchase order must be in Approved, In Progress, or in Closed status.

Before you can create a consignment invoice and add line items to the invoice, the items must first be created as consignment items.

About this task

You can create vendor invoices as you receive them, record debit and credit notes from vendors, and create consignment invoices. Consignment invoices are different from other types of invoices. Consignment invoices are generated only when the consignment items in inventory are used, rather than when the items are received.

Procedure

  1. From the toolbar of the Invoices application, click New Invoice.
  2. In the Type field, select the type of invoice you are creating.
  3. Specify information in the fields of the Invoice tab.
  4. If the invoice is associated with a purchase order, in the PO field, type the purchase order number. Lines specific only to that purchase order can be copied to the invoice.
  5. If the invoice is not associated with a purchase order, leave the PO field blank, and specify the vendor in the Company field. This step also applies if you want to create an invoice with purchase orders whose sites are different from the site where the invoice is generated.
  6. In the G/L Posting Date field, specify a date for the general ledger financial period. If your system administrator specified that the invoice date is used, the G/L Posting Date field is populated with the date from the Invoice Date field. If the value specified is not valid, the value is updated to the start date of the next open financial period. You can specify a different value.
  7. On the Invoice Lines tab, click New Row, and add line items as needed. If you manually enter a purchase order line item number, the fields pertaining to that purchase order line item are filled.
  8. If you are creating an invoice for consignment items, click Select Consignment Transactions.
  9. In the Select Consignment Transactions window, select the transactions that you want to invoice for the vendor that is replenishing the consignment items, and click OK.
  10. Save the invoice.

What to do next

After you create an invoice and add line items, the invoice can then be approved and routed to Accounts Payable.


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