When an AP invoice for inventory is entered into the system, the operator first selects the Vendor, and enters the basic information from the invoice such as the invoice number, invoice date, terms, currency and amount. The operator can also specify whether the invoice is associated with a single specific purchase order. If so, the purchase number is entered into the AP entry screen. If not, the PO field should be left blank.
Once the operator has entered the basic information from the invoice, they move the cursor into the lower or line item distribution section of the AP entry screen. The operator can then select the three way matching or “Tag Receipts” Option to bring up the Tagging Lookup program.
When the Tagging Lookup program is invoked it displays one of two sets of receiving transactions, based upon whether a PO number is entered in the header section of the AP Invoice entry.
• If a PO number was entered, the matching panel displays only those unvouchered (unmatched) inventory receiving records with PO numbers matching the PO number entered in the AP invoice header section, and with a currency and vendor name equal to the currency and vendor being used for the selected invoice.
• If no PO number was entered in the AP Invoice header section, the matching panel displays all open receiving records (Type PR, IR, VS Inventory Activity records) for the Vendor entered in the AP Invoice header section, that have the same currency as the currency being used for the current invoice.
Once the Tagging Lookup program is displayed the operator can select the receipt(s) associated with the invoice by tagging the appropriate line item or line items. As each line item is tagged the system displays the local and foreign currency value of the selected records in the lower section of the program.
During the tagging process the operator can use the Zoom Option that is available in the Tagging Lookup to display detailed information about each of the receipt records displayed in the Lookup. When the Zoom Option is selected, the system displays the Inventory Transaction Detail panel. This panel allows to view the complete information recorded in the receipt record, and to view the PO that the receipt was against.
Tagging a Partial Quantity – Splitting a Line
If necessary, the operator may split a receipt record or a vendor ship transaction record to accommodate partial billing by the vendor. For example, an inventory receipt is made of ten units. When the invoice arrives it is for 5 of the 10 units. The operator highlights the receipt record and selects the “Split” Option. They are then prompted to enter the quantity to split from the highlighted receipt record. A new receipt record is created, containing all the information from the original receipt record. This new record is automatically tagged. The original receipt record, with the remaining quantity remains for future processing.
Once the operator has selected (tagged) the receipts to process they press the SAVE key. This closes the matching panel and creates a distribution line in the distribution section of the AP Invoice Entry screen. This distribution line is created with the account number of the Inventory Liability account (Autopost number 340) and the value of the all the receipt records tagged. If the AP Invoice amount has not been entered yet, the AP invoice amount in the header section is set to the value of the distribution line.
If there are additional (non-inventory related) items on the invoice being processed such as freight or vat (value added tax), the operator may also add manual distribution lines to the invoice until the entire invoice amount has been distributed.