Road Map: AP Invoice Entry

Use the AP Invoice Entry (NE) program to enter a batch of invoices (vendor vouchers) and print the AP Invoice Register for them and for system created fixed expense, sales commission, consignment inventory, return to vendor, and ERS vendor batches. See Background for more information.

Before you run this program each time

You should run these programs in this sequence:

  1. PO Maintenance (VOE) to enter purchase orders.

OR

Requisition Maintenance (IRM) to enter requisitions and release them to create purchase orders.

OR

Order Release Selection (MRR) to release purchase requisitions that were created by the planning system.

  1. Receiver Maintenance (IRC) to receive the items into your stockroom if you are using direct-to-stock receiving.

    AND conditionally

    Receiving and Inspection (IRI) to enter inspection results for items that require inspection or to receive if you are using dock-to-stock receiving.

Fixed Expenses

  • Fixed Expense Processing (NFP) to release fixed expenses, if you want to use the AP Invoice Register to process them.

Sales Commissions

  • Sales Commission Processing (SCR) program to print a listing of sales commissions and optionally create a batch of invoices in the AP Invoice Entry (NE) program.

Drop Shipment

  1. Sales Order Maintenance (OE) to enter an order, select the Drop ship? field on the line that you want to drop ship, and then click Obligate and Purchase for the order line.

  2. (Conditional) Requisition Maintenance (IRM) to release the requisition and release a purchase order.

Apply an Invoice to a Manufacturing Order

  • Manufacturing Order Maintenance (MIM) to enter a manufacturing order.

OR

Requisition Maintenance (IRM) to create a requisition and release a manufacturing order.

OR

Consolidate Manufacturing Requisitions (MOCR) to release multiple manufacturing requisitions to create a single manufacturing order.

OR

Planned Order Maintenance (MOP) to enter planned orders, and then Order Release Preparation (MPR) and Order Release Selection (MRR) to release the orders.

OR

Sales Order Maintenance (OE) to enter a sales order and generate a manufacturing order for:

    • A make-to-order item (the Item code field in the Enterprise Item Maintenance (IM) program that matches the Immediate supply item code option in System Options Maintenance (XM) (Inventory Control Options))

    • A subassembly (the Item code field in the Enterprise Item Maintenance (IM) program for the item and its components matches the Subassembly release type option in System Options Maintenance (XM) (Manufacturing Options)

    • A configured product that requires assembly

    • An item you make is not in inventory, the order entry operator clicks Manufacture in manual obligation mode, and the Disable mfg order firewall option in System Options Maintenance (XM) (Manufacturing Options) is selected.

Landed Cost, Credit Memo, or Debit Memo

  • AP Invoice Entry to enter the invoice for the goods you received.

Consignment Inventory

  • Pick a vendor-managed component, which the system moves from consignment inventory to on hand and creates a consignment batch, using one of these programs:

Manufacturing Order Maintenance (MIM) to enter a manufacturing order and optionally obligate and pick components.

OR

Manufacturing Order Picking Selection (MSS) to obligate and pick all required components or sets of components.

OR

Material Usage Maintenance (MUA) to obligate and pick selected components.

OR

Picking Confirmation (MPK) or Secured Picking (SMPK) to pick all required components, sets of components, or selected components.

Return to Vendor for Credit

  • Rejected Material Disposition (MRB) to select a vendor disposition that results in a credit for a purchased item.

Before you run this program the first time

You should run these programs:

  • System Options Maintenance (XM) (Accounts Payable Options) to set these options:  Landed cost type 1 - 4, 1099 field description, GST reporting flag description, AP/Purchase variance %, and AP interfaced to purchasing?

  • System Options Maintenance (XM) (GL Journal Options) to set these options for updating the general ledger: Print journal after register?, Print from GJ?, Post in D=Detail or S=Summary, Post from R=Register or J=Journal, and Erase posting files after posting?

  • System Options Maintenance (XM) (Inventory Control Options) to set the Inventory interfaced to GL? and Update average/actual costs? options.

  • System Options Maintenance (XM) (Purchasing Commission Options) to set the Material review board active? option.

  • System Options Maintenance (XM) (Sales Commission Options) to set the Commission processing active? and Upd commissions to A=AP, F=File, N=None option to A if you want to process commission payments to sales reps or N if you want to issue manual checks to sales reps.

  • System Options Maintenance (XM) (Order Processing Options) to select the Create shipment when supply received? option for your branch if you process drop shipments.

  • System Options Maintenance (XM) (Enterprise Options) to select a date display format for your enterprise, Branch Maintenance (TBM) to select a date display format for your branch, or User Maintenance (UIM) to select a date display format for an individual user.

  • Accounting Period Maintenance (GDM) to set up period-ending dates for accounting periods and years.

  • Batch Number Setup (XBC) to set up a batch numbering scheme for automatic assignment of batch numbers, and set the Allow manual assignment? option.

  • User Maintenance (UIM) to give each user who will run this program permission to update general ledger; select Allow final reg upd?

  • GL Account Maintenance (GMM) to set up GL organization codes and GL accounts.

  • Posting Criteria Maintenance (XPC) to set default and specific GL organization codes and GL accounts for automatic posting to the general ledger for these posting names: AP, AP ACCRUAL, COMM ACCRU, COMM EXP, CURR EXCH, INV VAR, and SURCHARGES.

  • Terms Codes Maintenance (TER) to set up terms codes.

  • Currency Codes Maintenance (TCU) to set up currency codes.

  • AP Payment Method Codes Maintenance (TAPM) to set up AP payment method codes.

  • Surcharge Codes Maintenance (TSCM) to set up surcharge codes.

  • AP Template Maintenance (NSM) to set up distribution templates.

  • Vendor Maintenance (VM) to set up vendors; set up a [***] vendor record if you do not already have one and enter invoices from vendors not on file. Select a distribution template for AP Invoice Entry (NE).

  • Alternate Remit-to Maintenance (VRM) to set up an alternate remit-to address for a vendor.

  • Vendor Price Maintenance (VMM) to set up surcharges for vendors and items.

  • Branch Item Maintenance (IMB) to select the Vendor managed? field, select a vendor in the Preferred vendor field, and optionally enter a quantity in the Lot size field for consignment inventory items.

  • Receiver Maintenance (IRC) to receive a vendor-managed item into consignment inventory.

  • Fixed Expense Maintenance (NFM) to enter fixed expenses.

  • Output Device Maintenance (XDM) to set up the output devices that you plan to use.

  • Date-Output Device Maintenance (ZE) to select your default output device and set whether you can override that device.

After you run this program

You will most likely run these programs in this sequence:

  1. Vendor Invoice Payments (NC) to select a batch of invoices for payment and print the Cash Requirements report.

  2. (Conditional) Check Print (NCP) to print a batch of checks.

  3. AP Payment Register (NCR) to print the AP Payment Register and update the general ledger.

Drop Shipment

  1. AR Invoice Register (RR) to process AR invoices and update the general ledger.

  2. Invoice Print Queue (RPPM) to process the print queue and add, change, and delete invoice records in the print queue.

    OR

    Invoice Print (RP) to print or reprint an invoice for a specific customer.

  3. Cash Receipts Entry (RCE) to apply payments to invoices and print the Cash Receipt Register.

You may also run these programs:

  • AP Invoice Maintenance (NM) to change the due and discount date, discount amount, 1099 report amount, reference, and hold status of invoices that have not been paid in full.

  • AP Price Variance Report (NPV) to print a comparison of the quoted unit costs on purchase orders with the actual unit costs on corresponding invoices.

  • AP Inquiry (NI) to display invoices from vendors and determine payments owed to vendors.

  • Vendor Invoice Inquiry (NDI) to display the distribution for a vendor invoice.

  • Vendor Service Inquiry (VSI) to display invoice information, invoice history, and AP aging information for a vendor.

  • (Conditional) Landed Cost Update (NCLU) to finalize actual costs if a landed cost invoice was entered against a receipt.