ACP - Invoices

ACP Invoices Overview

This is a multi-purpose program that allows you to:

• Add a new supplier invoice.

• Search for existing supplier invoices using specific criteria.

• Produce a list screen of existing invoices with drill-down to view or edit invoice details.

• Print or export a list of invoices to Excel® or Word®.
  
  

Adding an Invoice

There are three methods for entering supplier invoices:

1. Manual entry. Click the 'New' icon to display a blank 'Invoice Entry' screen.

   

   The focus will be on the 'New' icon when this screen loads, so you can press the 'Enter' key instead of clicking the 'New' icon.

   For details on adding a supplier invoice, see section 'Invoice Screen'.

2. Upload. Multiple invoice records can be uploaded in bulk using a CSV file.
   For details on uploading multiple supplier invoices, see section 'Uploading an Invoice'.

3. Accounts Payable Integration. Using the Accounts Payable Integration API, invoices can be passed into TASS from a third-party workflow automation solution, without the need for any manual entry.
   

   Click here to view an Administrator Note.

   Accounts Payable Integration requires activation of the API in program System Admin > Utilities > API Gateway Maintenance.

Viewing Invoices

Invoice Search Screen

The search screen provides the facility to search for existing invoices using various search fields.

Click the 'GO' button (or press 'Enter') to execute the search and display the 'Invoice List' screen with the matching records.

Invoice List Screen

This 'Invoice List' screen displays invoices based on the search criteria that you entered on the previous screen. It is initially sorted by 'Supplier Code'.

The records on this screen can be re-sorted by clicking on the heading links provided.

Click on the 'View' Action link to access an invoice.

If the invoice has been paid a 'Payments' button will be displayed. Click on this to access payment details including:

• Type (Cheque, EP or Credit).
• Transaction number.
• Application details.
• Bank reconciliation details (sheet number and line number for Cheques only).

Supplier invoices that already have a file attached will display a paperclip icon. Click on this to display the file.

Print an Invoice Listing

From the 'Invoice List' screen click on the 'Print' icon in the toolbar to produce an invoice list as a PDF document, Excel® file or Word® document.

You can elect to include the invoice due date and either the General Ledger distribution or Purchase Order details on your listing. If you do this, it is best to use the 'Landscape' orientation option.

Click on 'Run' to create the file.

Editing Invoices

Invoice Search Screen

The search screen provides the facility to search for existing invoices using various search fields.

Click the 'GO' button (or press 'Enter') to execute the search and display the 'Invoice List' screen with the matching records.

Invoice List Screen

This 'Invoice List' screen displays invoices based on the search criteria that you entered on the previous screen. It is initially sorted by 'Supplier Code'.

The records on this screen can be resorted by clicking on the heading links provided.

Click on the 'Edit' Action link to access an invoice.

Your security permissions will determine if this link is active.

The table below summarises the options that are able to be edited based on whether an invoice is posted or paid:

* Where 'Use Hold Payment Processing' flag is 'Yes' in 'Accounts Payable Setup', the 'Hold Payment' field is not editable. There will be a separate 'Hold' action link for editing this field.

+ 'Invoice Amount' cannot be less than 'Paid Amount'.

Invoice Screen

This screen is divided into three separate sections:

1. Toolbar.
2. Header.
3. General Ledger Grid.

Toolbar

This is the top section of the screen
Invoice	In add mode, this will display 'New'.  In view or edit mode this will display the 'Document' number that was assigned to this invoice when it was entered. 'Document' numbers are system allocated and cannot be changed.
Paid Amount	In add mode, this will be blank. In view or edit mode this will display the amount that has been paid against this invoice. The amount displayed is an active link. Click on this to display the invoice payment details. 'Paid Amount' includes: Cheque payments. Electronic Payments. Credits.
Paid Date	This indicates the cheque, electronic payment or credit date. If there are multiple payments, it will display the latest payment date.
External App	Use this button to open the external application that entered this invoice using the AP Automation API. Click here for an Administrator Note. The 'External App' button requires the 'External Application Access' permission to be enabled. The AP Automation API is set up in program System Admin > Utilities > API Gateway Maintenance.
Supplier Button	Use this button to access the supplier record. To return to the invoice screen from the supplier record click the 'Cancel' button.
Cancel Button	Use this button to cancel an invoice. It is only available for invoices that are: Not paid. Fully distributed. Not in a current payment run. When you cancel an invoice, the program will create a credit of equal value with the same General Ledger distributions and automatically apply this to the invoice.
Clear Button	This button is used to clear the distribution lines ('Purchase Order Grid' or 'General Ledger Grid') for an invoice. It is only available for invoices that are not posted.

Header

Fields that require further explanation
Supplier Code	There are multiple options available for searching and/or entering the required 'Supplier Code'. Enter 4 characters or more of the code or description. A picklist with the matching accounts will be displayed. Choose from this. Use the magnifying glass icon to display the 'Supplier Search' screen. Search for the required supplier using criteria such as 'Code', 'Name', 'ABN' or 'Contact'.  You need to include wildcards in your search, e.g. *lucas*. Click on the required supplier. Key the 'Supplier Code' in. After the 'Supplier Code' has been entered, information derived from the Supplier record will be displayed: ABN. Supplier Balance. Last Invoice Date. Supplier Name & Address. Hold Payment Status. Terms. Due Date. If you know the purchase order number (the supplier has quoted it on the invoice), you can skip this field and start the invoice entry by keying the purchase order number into the 'PO Number(s)' field.
P.O. Number(s)	If this invoice is to be applied against a purchase order number, you can enter the number in this field or use the magnifying glass icon to search for outstanding purchase orders for this supplier. Once the purchase order is entered, the 'General Ledger Grid' will be replaced with a 'PO Grid' displaying outstanding lines from this purchase order. If this invoice covers multiple purchase orders you can enter the numbers directly into this field separated by commas. Alternatively use the magnifying glass button and tick the boxes next to the required purchase orders. If you know the purchase order number (the supplier has quoted it on the invoice) you can key it directly into this field without the need to enter in the 'Supplier Code' first.
Invoice Number	Enter the supplier's invoice number or other unique reference code for this transaction. The program will reject an 'Invoice number' that has already been used on an existing invoice for this supplier.
Invoice Date	This will default to the current date. You can change this by keying directly into the field or using the calendar icon to choose from the calendar. The date that you enter here will determine the corresponding GL 'Year/Period' into which this transaction will be posted. If the General Ledger period is closed, then the program will select the last GL'Year/Period' in the current year that is open.
Invoice Amount	The amount must be greater than $0.00.
Year / Period	The system will determine the year and period based on the 'Invoice Date'. If the GL period is closed, then the program will select the last GL 'Year/Period' in the current year that is open. You can change the 'Year / Period' if required.
Attachment	You would use this to attach a scanned copy of the supplier invoice. Attachments entered here can be viewed in the following programs: Finance > Accounts Payable > Supplier Transactions > Invoices (this program) on the 'Invoice List' Screen (attachments can also be entered for existing invoices, or deleted from existing invoices by clicking the 'Attachment' link on an 'Invoice List' Screen). Finance > Accounts Payable > Payment Cycle > Payment Calculator. Finance > Accounts Payable > Supplier Information > Suppliers on the 'Ledger' tab.
Hold Payment	This field will display the default 'Hold Payment' status that is derived from the supplier record. If the 'Hold Payment' status has been updated for the invoice, an icon will be displayed. Hover over the icon to view the user and date/time the status was changed. An invoice that is entered with 'Do Not Hold Payment' will be available for payment in the payment cycle. Setting this to any other 'Hold Payment' type will allow the invoice to be entered but will not include this invoice in the payment cycle until the hold is removed.
Terms	This field will display the default 'Term Code' that is derived from the supplier record. You can change this if there is a different payment term available for this invoice.
Due Date	This is calculated by taking the 'Invoice Date' and adding the payment 'Terms' (the field above). It can be changed for this invoice.
Comment 1	If the 'Use Comment 1 as Description' is ticked (and the invoice is not applied against a purchase order) then this field becomes mandatory and the contents will automatically carry down into the 'Description of Purchase' field in the 'General Ledger Grid'. For invoices that are applied against a purchase order, this field does not carry down into the 'Purchase Order Grid'. This can be up to 30 characters.
Comment 2	Enter additional comment information for this invoice. This can be up to 30 characters.

When the header section of the screen has been completed, the section directly below will display either:

• The 'General Ledger Grid' if there is no purchase order matched to the invoice
• The 'Purchase Order Grid' if there are one or more purchase orders matched to the invoice.
  
  

You can save an invoice without any distributions however, you will not be able to run Post Period Activity until it has been fully distributed.

General Ledger Grid

This section of the screen determines the General Ledger distribution lines for the invoice. The 'General Ledger Grid' is used when an invoice is not applied against a purchase order.

There are 2 checkboxes that determine the behaviour of this screen. Both are ticked by default.

GL Distribution Entry Screen

This screen is used for adding or editing distribution lines. The top of this screen will display the distribution number and the undistributed amount for this transaction.

Fields that require detailed information
GL Account	In add mode, the default GL Account is derived from the supplier record. If you need to change this, multiple options are available for searching and/or entering a different 'GL Account': Enter 4 characters or more of the code or description. A picklist with the matching accounts will be displayed — choose from this list. Use the magnifying glass icon to display the 'GL Account Search' screen. Search for the required account using criteria such as 'Account Code', 'Description', 'Type' or 'Tax Code'. You need to include wildcards in the 'Account Code' and 'Description' fields in your search, e.g. *library*. Click on the required account. Key the 'Account Code' in. There is no need to include dashes. You cannot distribute to sub-ledger control account or bank account. Important! You may find two distribution lines automatically inserted for an invoice. This will occur when an expense account 'split' has been defined on the supplier record using program Finance > Accounts Payable > Supplier Information > Suppliers on the 'Account Info' tab.
Description of Purchase	This is a 4000 character field that supports line breaks within the text.
Gross Amount	By default, the program will insert the 'Undistributed Amount' into this field (inclusive of tax). The program will post: The 'Net Amount' (below) to this General Ledger account, and The 'Tax Amount' (below) to the 'Tax Account' specified in program Finance > Accounts Payable > Setup Information > Accounts Payable Setup on the 'Parameters' tab. This amount must be less than or equal to the undistributed total at the top of this screen.
Tax Code	When adding a new distribution line a default tax code is automatically inserted. This code is taken from the 'GL Account' (if this is null, then it is taken from the supplier).   When editing an existing distribution line the Tax Code previously selected for the distribution will display.  To select an alternative code, use the drop-down list icon to the left of this field.
Tax Amount	This will be calculated based on the 'Tax Code' above.  It would be rare to overwrite this calculated figure (except for a mixed tax transaction).
Nett Amount	This is a system calculated field that cannot be edited.

Click the 'Save' button to add this distribution line to the invoice.

Purchase Order Grid

This section of the screen is used when the invoice is to be matched to a purchase order or purchase orders.

This grid will replace the 'General Ledger Grid' when a valid purchase order number or numbers has been entered in the 'PO Number(s)' field in the invoice header.

Each line displayed in the grid is a purchase order line with an outstanding quantity.

If the invoice amount is the same as the 'PO Total' you can click the 'Save' button.

If this invoice represents partial shipment of the purchase order, you can click on the 'Inv Qty' field in the grid and enter the quantity of goods that this invoice will fulfil.

To change the details on the original purchase order click 'Edit' in the 'Action' column and the 'PO Line Entry' screen will be displayed.

PO Line Entry Screen

On this screen you can edit the following fields on the purchase order:

• 'Item Reference'.
• 'Supplier Reference'.
• 'Line Description'.
• 'Order Quantity'.

If the purchase order has had no previous part shipments, you can also edit:

• 'Tax Code'.
• 'Unit Cost'.
• 'Unit Tax'.

When PO Lines are edited or a new line is added, the system will check against the budget of the 'GL Account'. A warning will be displayed if the budget has been exceeded.

All edits are recorded against the original purchase order. A history of all changes and transactions against a purchase order is available in Finance > Purchasing > Orders > Purchase Orders.

Click the 'Save' button to add an amended purchase order line to the invoice.

Add Asset and Edit Asset Links

If an 'Account Code' for Asset Purchases Clearing (as defined for the Asset Category in the 'GL Integration Details' modal accessible from Finance > Fixed Assets > Setup Information > Fixed Assets Setup > GL Integration), is selected in either the General Ledger Grid or Purchase Order Grid an 'Add Asset' link will be displayed. When the 'Add Asset' link is clicked, the user will be presented with an 'Add Asset' Modal enabling them to enter details of an Asset. Once the Asset is created an 'Edit Asset' link is presented in its place. 

Essentially, these modals have the same functionality as the 'Add' and 'Edit' functions of the Finance > Fixed Assets > Asset Information> Assets program.

Once an asset has been created using this method, editing an asset via the Invoice Entry program will not update the asset.

• You will need the Add/Edit permissions to the Finance > Fixed Assets > Asset Information> Assets program in order for this link to appear.
• Invoices can be searched for using the 'Fixed Asset Selection' search criteria in the 'Invoice Search Screen'.

Uploading an Invoice

An alternative to manually entering invoices is to use the 'Upload Invoices' button at the top of the 'Invoices' screen. Data from a Microsoft Excel® spreadsheet that has been saved as a CSV file can then be used to upload multiple invoice records in bulk.

Step 1 — Prepare Your Spreadsheet

For the upload to be successful, the spreadsheet must contain the columns and data outlined in the table below.

Column	Field Name	Field Type/Size	Field Description
A	Supplier Code	char(8)	Mandatory. It must be a valid and active 'Supplier Code'.
B	Invoice Number	char(20)	Mandatory. This is the supplier's invoice number or other unique reference code for this transaction. The upload will reject an 'Invoice number' that has already been used on an existing invoice for this supplier.
C	Invoice Date	datetime	Mandatory. The date format must be either DD/MM/YYYY or YYYY–MM–DD. Where an invoice has multiple 'GL lines', the 'Invoice Date' will be derived from the row where GL Line equals '1'.
D	Invoice Amount	money(16,2)	The total amount of the invoice. Must be an amount greater than or equal to 0.00. Where an invoice has multiple 'GL lines', the 'Invoice Amount' will be derived from the row where GL Line equals '1'.
E	Comment 1	Char(30)	Enter in a comment for this invoice. Where an invoice has multiple 'GL lines', the 'Comment 1' will be derived from the row where GL Line equals '1'.
F	Comment 2	char(30)	Optional. Where an invoice has multiple 'GL lines', the 'Comment 2' will be derived from the row where GL Line equals '1'.
G	GL Line	integer	Mandatory. Must be a sequential number starting at 1 for each GL Distribution line belonging to the same invoice.
H	GL Account Code	char(18)	Mandatory. Must be a valid GL Account that is open for the year and period.
I	Description of Purchase	char(4000)	Mandatory. Enter a description of the item for this line.
J	Gross Amount	money(16,2)	Mandatory. This is the gross (tax inclusive) amount for this GL distribution. Must be an amount greater than or equal to 0.00.
K	Tax Code	char(3)	Mandatory. Must be a valid tax code.
L	Tax Amount	money(16,2)	Mandatory. Must be an amount greater than or equal to 0.00. The tax amount of this payment.

Step 2 — Upload Your File

For the upload to be successful, the spreadsheet must be saved in comma-delimited (CSV) format.

Click the 'Upload Invoices' button at the top of the 'Invoices' screen.  

In the 'Invoice Upload' screen, use the 'Browse' button to locate the .csv file created in Step 1.

If your upload file has a header row, ensure option 'File includes Header Row' is ticked. This will force the upload to ignore row 1 of the file.

Enter the 'Year' and 'Period' the invoice(s) are to be applied to then click the 'GO' button.

The system will validate the file to ensure that it meets the format described above.

If validation is unsuccessful, the program will produce an exception report. You will need to address the issues in the .csv file and re-import the data.