Copying purchase order line items to invoices

When you create an invoice for a single purchase order, or for multiple purchase orders for a single vendor, you can copy line items to the invoice. You can copy line items for invoices with purchase orders whose sites are different from the site for the invoice. You can also view lines for services or items received that are not on the invoice.

Before you begin

Before copying purchase order line items to an invoice, the following conditions must be met:

About this task

The default for viewing lines for services or materials is View all lines. This option shows both lines that are invoiced and lines that are not invoiced. When you select this option, the Uninvoiced Qty field and the Uninvoiced Cost field contain a zero for lines that are invoiced. To view lines that are not invoiced, select that option, then click Refresh.

Procedure

  1. In the Invoices application, display the invoice record to which you want to copy purchase order lines.
  2. In the Invoice Lines tab, click Copy PO Lines. If you identified a purchase order number on the invoice header, the Copy PO Lines window shows line items for that purchase order. If you identified a vendor on the Invoice tab, all purchase order lines on all purchase orders for that vendor display, unless the purchase orders are waiting for approval or are canceled.
  3. From the tab window for the type of line item, select the check box for each item that you want to copy.
  4. Click View lines that are not invoiced to see the quantity and the cost for lines that are not invoiced. You can view lines in the PO Lines tab, in the Materials tab, and in the Services tab. You can add the uninvoiced lines to the invoice by selecting the check box for those lines.
  5. Click OK.
  6. Optional: On the Invoice Lines tab, edit line item information fields, such as Quantity or Unit Cost. Additionally, in the Tax Exempt check box, you can override the tax-exempt status that was set for the item or for the service.
  7. In the Default Table Data section, specify information for one or more of the fields.
  8. Save the invoice.


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