Purchasing Invoices

The Purchasing Invoices screen can be used to track vendor invoice information and reconcile invoice line items against receipt items.

Detail View Header

Invoice ID

Identifier of the invoice either being defined or that is currently selected in the grid. This field has a list box. If the item type already exists, its description displays to the right of the field. This field is required.

Detail View

Data in the fields in the bottom section of this tab enable you to identify the entities to which the other ID applies. The following tabs are available: Basic Info, Line Items, Comments, Notes, Files.

Basic Info

Vendor ID

Choice-list where the vendor ID can be selected. Full name of vendor appears in the field to the right of the choice-list.

Description

Free-form text field where brief description of the vendor can be entered.

Vendor Invoice

The invoice number of the vendor. Can be entered or will automatically populate based on the selected vendor.

Invoice status

Status of the invoice.

Invoice date

Date of the invoice.

Total invoiced amount

Displays total invoiced amount and cannot be edited.

Total receipt amount

Displays receipt amount and cannot be edited.

Total discrepancy amount

Displays the total discrepancy amount and cannot be edited. This amount will not include sales tax.

Line Items

Provides details on the invoices by line item.

Delete - If you place a check in this field and click Save, the line item status changes to CLOSED for auditing purposes. The line item is not deleted from the list.

Purchase Order ID
Purchase Line Number
Receipt ID
Invoice Qty
Invoice Price
Invoice Commercial Labor
Invoice Commercial Parts
Invoice Commercial Miscellaneous
Invoice Total Amount - Populated by system. Cannot be edited.
Reconciled
Resolution ID
Resolved by employee ID
Employee name
Resolution date and time
Discrepancy - Populated by system. Cannot be edited.
Discrepancy Qty - Populated by system. Cannot be edited.
Discrepancy Amount - Populated by system. Cannot be edited.
Comment - For line level comment.

Comments

Provides a free-form text field in which you can record comments regarding purchasing invoices. The maximum field length is 2000 characters.

Notes

The fields on this tab enable you to view or add notes about purchasing invoices. Once a note has been entered, it may not be changed or deleted.

Notes text field

Text field that displays previously entered notes. This field is display only.

Add a new note

Free-form text field in which you can type notes regarding the purchasing invoices. This field is optional.

Files

The fields on this tab enable you to associate a data file to a purchasing invoice.

Delete

To delete the entries in the fields to the right, place a check in this field and click Save.

Path and file name

Free-form text field in which you can type the path and file name for data associated with the purchasing invoice. This field has a file launch button . The maximum field length is 255 characters. This field is optional.