Creating invoice voucher headers
Create invoice voucher headers for purchased materials.
To create invoice voucher headers:
- Select Purchasing > Invoice Vouchers.
- Click New Record.
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Specify this information:
- Organization
- Specify the organization to which the invoice voucher belongs if you use multi-organization security.
- Invoice Voucher
- Specify a description of the invoice voucher in the adjacent field. The system automatically generates a voucher number when you save the record.
- Registration Date
- Specify the date of the registration of the invoice voucher.
Note: Registration Date cannot be before Invoice Date.
- Status
- Select the status of the invoice voucher.
Note: If lines have not been added to the invoice voucher, then the status of the invoice voucher can only be Unfinished or Cancelled. This does not apply to Non-PO invoice vouchers.
Invoice vouchers with the type Invoice can only be approved after matching.
Debit Note or Credit Note invoice vouchers can only be approved if the Original Invoice Voucher is approved and if the invoice voucher does not exceed your approval limits.
If you update the status of the invoice voucher to Unfinished, every associated line will reset to Not Matched.
- Type
- Select the invoice voucher type. Choose one of these options:
Option Description Credit note Select to indicate a credit has been added to the invoice voucher. Debit note Select to indicate a debit has been added to the invoice voucher. Invoice Select to indicate the invoice voucher is for an invoice. Unmatched Cost Select to indicate the invoice voucher is for an unmatched cost. If selected, the system will update the Lines Subtotal, Tax Amount, and Voucher Total by the corresponding values from the Unmatched Costs tab.
If selected, the Lines and Costs tabs are protected.
Non-PO Select to indicate the invoice voucher is a bill from a supplier that should not have lines associated such as a utility bill. - Supplier Invoice
- Specify the supplier’s invoice number.
- Invoice Date
- Specify the supplier’s invoice date.
- Supplier
- Specify the supplier from whom the invoice has
been received. The system automatically populates Supplier Org., Currency, and Exchange Rate.
Note: To specify a value in Supplier and Purchase Order, the supplier on the Purchase Order must be the same as the value specified in Supplier.
- Currency
- Specify the currency used for the invoice voucher.
- Exchange Rate
- Specify the exchange rate for the currency.
- Class
- Specify the class of the voucher. The system automatically populates Class Org.
- Return
- Select to indicate a return.
- Original Invoice Voucher
- Specify the original voucher. The system automatically
populates
Original Supplier
Invoice
Note: Invoice vouchers with the types Credit Note or Debit Note must specify an Original Invoice Voucher.
- Purchase Order
- Specify the purchase order from which to create voucher
lines.
Note: You can choose to not specify a value in Supplier and instead only specify a Purchase Order. This restricts the lines of the invoice voucher to only the lines for the purchase order on the invoice voucher header. Therefore, Supplier, Supplier Org., Currency, and Exchange Rate will populate from the supplier of the purchase order.
You cannot specify a Purchase Order for Non-PO invoice vouchers.
- Payment Due Date
- Specify the date by which the invoice voucher is to be paid.
Note: Payment Due Date cannot be before Registration Date.
- Pay To
- Specify the supplier to whom to pay the invoice voucher.
Note: Pay To must be the same supplier or an associated child or parent of the supplier that was specified in Supplier.
- Paid Date
- Specify the date on which the invoice was actually paid.
-
Click
Save Record.
Note: After the invoice voucher is approved, the system displays Approved By, and the purchase order line for each invoice voucher line is updated with the invoice voucher line’s invoice quantity and invoice value.
After costs have been added to the invoice voucher, the system displays Voucher Total.