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:
- If you are copying line items from purchase orders whose
sites are different from the site of the invoice, the organization
must be the same for both the purchase orders and the invoice. Additionally,
on the Invoice tab, the PO field
must be blank, and a vendor must be identified in the Company field
in the Remit To section.
- The status of the invoice must be Entered, Waiting for Approval,
or Hold.
- If you are copying line items from a single purchase
order, either an approved purchase order must be identified in the PO field
of the Invoice tab, or a vendor must be identified
in the Company field in the Remit To section.
- If the Receipt Required check box is selected
on any of the purchase order line items, then the item must be received
before the invoice can be approved.
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
- In the Invoices application, display the invoice record
to which you want to copy purchase order lines.
- 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.
- From the tab window for the type of line item, select the
check box for each item that you want to copy.
- 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.
- Click OK.
- 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.
- In the Default Table Data section, specify information
for one or more of the fields.
- Save the invoice.