Importing non-inventory accounts payable invoices
Non–Inventory vendor invoices are invoices that are not associated with inventory receiving or vendor shipment activity. Examples would include expense invoices (for services, utilities, rent, consulting services, etcetera), or other invoices such as the invoices received from your shippers for outbound freight charges.
The following automation options can be used by the system to process non-inventory related vendor invoices.
• Submitted Invoice Processing: In this case, an accounts payable invoice record is created for each vendor invoice, but the vendor invoices are not posted to the general ledger by the import process. The invoice is set to status S when created and it must be manually distributed to the appropriate general ledger account or accounts in the AP Invoice Entry program. The submitted invoice record cannot be paid until it has been distrbuted and converted to an Active status invoice. When this option is used, the files used for the import process need to identify the vendor for the invoice, and the invoice information (amount, terms, dates, etc.).
• Active Invoice Processing: In this case, an accounts payable invoice record is created for each vendor invoice, and the invoice is distributed (posted) to one or more general ledger accounts automatically by the system during the import process. The automatically imported invoice can be saved with or without a hold code in the invoice. (to control whether or not the invoice can be paid immediately after it is imported). When this option is used, the import files need to contain information about the vendor for the invoice, the invoice itself, and the gl distribution to be used for the invoice (GL accounts and amounts to be posted to each account),
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Submitted Invoice Processing