Creating/Updating Invoice Records (2)

Screen ID: 

Screen Title: 

Panel Number:

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UAPOPD-01

Open Payables Maintenance

6243


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Access this screen by selecting an item on the initial screen.

Check out the video related to this topic: Add Accounts Payable Invoice (More videos below!)

Screen Overview

This screen is used to create invoice records for the vendor selected on the initial screen, or to modify data for invoices previously created. While in this screen, multiple invoices can be created for the same vendor.

This page has similar text as the page for the screen used for multiple invoices.  While in this screen, single invoices can be created for the same vendor.

Integration between CU*BASE and your imaging solution

This screen has a link to your imaging solution to further integrate with CU*BASE.  The “Scan e-Document” button is used for scanning a document into your imaging solution. 

Overview of Screen

The screen has four different sections:

The section at the very top contains the vendor name. This section also indicates whether you are adding new invoices or modifying an existing invoice. If changing an existing invoice, the Seq # field will show which record was selected to be updated or deleted.

The Invoice Information section is for general invoice information including invoice number and date, PO number, and due date.

The Invoice Detail section is used to enter the specific expense amount and G/L account to be used when posting the check to pay this invoice.

The list with red headings at the bottom of the screen will list all invoices that are currently outstanding for this vendor. This list changes to display blue headings when editing an existing line item or when working with multiple-expense invoices. The bottom of this list shows a grand total of all outstanding invoices for this vendor.

First decide whether this invoice requires a single expense (such as a payment for a newspaper subscription), or a multiple expenses where more than one debit should be booked to offset a single credit to the bank (such as a utility bill where portions of the bill are booked to different branches or one where portions of the invoice need to be booked to different G/L accounts). Follow the appropriate instructions below (detailed field descriptions are shown below the instructions):

Single-Expense Invoices

A single-expense invoice is simply an invoice where the entire amount is to be expensed to a single G/L account.

  1. Start by completing all fields in the Invoice Information section, including invoice number and due date. (HINT: You can use Duplicates (F9) now to make sure the same invoice number has not already been entered or paid.)

  2. Proceed to the bottom half of the screen and complete the remaining information for the expense itself, including branch number, description, G/L account, and debit amount.

  3. Use Enter to save the record and add the invoice to the list of invoices for this vendor at the bottom of the screen. The top portion of the screen will clear so that another invoice can be entered.

  4. Repeat steps 1-3 for each additional single-expense invoice you need to enter for this vendor.

  5. When done working with this vendor, click the Next Invoice/New Vendor button at the bottom of the screen (or press F8) to return to the initial screen.

Multiple-Expense Invoices

A multiple-expense invoice is one where the total expense is distributed among two or more G/L accounts. For example, say you receive an invoice for hotel accommodations for the credit union director and three other staff members. You may wish to separate the fee for the director's hotel room and expense it to a different G/L account than the remaining fees. A single check is generated to the vendor for the entire invoice amount. (If you want multiple checks for any reason, you must create separate invoice records, each with a separate invoice number.)

Multiple-expense invoices are entered using a slightly different procedure, in order to eliminate repetitive typing of the generic information on the invoice.

  1. Start by completing all fields in the Invoice Information section, including invoice number and due date. (HINT: You can use F9-Dups now to make sure the same invoice number has not already been entered or paid.)

  2. Click the Add Multiple Details for this Invoice button (or press F2). This simply “locks” the top section so that you do not have to keep entering the invoice number and due date again and again.

  3. Enter the remaining data for the first expense amount, including location, description, G/L account, and amount.

  4. Use Enter to save the first expense item for this invoice. Notice it has been added to the list at the bottom of the screen.

  5. Repeat steps 3 and 4 for additional expense items on this invoice.

  6. After entering all expense items for this invoice, if you are done working with this vendor, click the Next Invoice/New Vendor button (or press F8) to return to the initial screen and choose a different vendor.
    OR
    After entering all expense items for this invoice, if you need to enter an additional invoice for this same vendor, click the Add Multiple Details for this Invoice button (or press F2) to return to the single invoice entry screen. Repeat steps 1-5 for any additional multi-line invoices for this member (or use the steps under “Single Expense Invoice” above to enter other invoices that do not require multiple debit items).

Editing Invoice Data

  1. In order to edit the amount, account number, description, or any other data from an existing invoice item, you must be in the single invoice entry view. (HINT: The list at the bottom of the screen must show red headings.) If necessary, use F2 to display the proper screen.

  2. Select the item in the list at the bottom of the screen and click Change. Data from that line item will be filled into the fields in the top sections the screen, ready for editing. (Notice the “Mode” indicator at the very top of the screen now reads “Change.”)

  3. Make changes to any individual fields as needed, then use Enter to save the changes. (The “Mode” indicator will return to “Add.”)

Deleting an Invoice or Line Item

  1. To delete an invoice item, you must be in the single invoice entry view. (HINT: The list at the bottom of the screen must show red headings.) If necessary, use the Add Multiple Details for this Invoice button (or F2) to display the proper screen.

  2. Select the item to be deleted from the list at the bottom of the screen and click Change. Data from that line item will be filled into the fields in the top sections the screen. (Notice the “Mode” indicator at the very top of the screen now reads “Change.”)

  3. Click the Delete Seq # button at the top of the screen (or press Delete (F4)). (The “Mode” indicator will return to “Add” and the item will no longer appear in the list of at the bottom of the screen.)

Field Descriptions

Field Name

Description

Invoice Information

This section contains general information about the invoice. If the GO! button (F2) is used to switch to a multi-expense invoice, this portion is “locked” so that you do not need to enter the invoice number and due date again and again for the same invoice.

Invoice #

Use this field to enter the invoice number as it appears on the actual printed invoice you received from the vendor. This field can contain both alphabetic and numeric characters as needed.

  • HINT: After an invoice number is entered, you can click the blue checkmark (or press Dups (F9)) to check for duplicates. The system will automatically check the invoice number that is entered to see if that same number has already been entered as pending for this vendor, or is already in that vendor's paid invoice history. For credit unions that enter large quantities of invoices, or have multiple clerks entering them, this will avoid keying an invoice twice, requiring a check void later on. (The verification will automatically be run when you press Enter to save an invoice, also.)

Date

Use this field to enter the date on the invoice you received from the vendor. This field automatically defaults to the current date but can be changed as needed.

  • HINT: Using the current date can be a handy way to record when the invoice record was actually entered into the CU*BASE accounts payable system.

Purchase Order

If a credit union purchase order is associated with this invoice, use this field to enter a purchase order number. This field can be left blank if desired.

  • NOTE:  Only numeric numbers are allowed in this field.  Symbols (such as punctuation and letters are not allowed.

Due Date

Enter the date on which this invoice is due (mmddyy). This date can be used later when printing the Open Payables Report or when selecting invoices for payment based on due date.

Invoice Detail

This section is used to enter the details for how the expense item should be recorded in the general ledger.

Assigned to Branch #

Enter the location (branch) for the expense item.

Expense/Credit Description

Enter a description for the items covered on this invoice.

Enter Expense Amount

To G/L Account

Use these fields to enter the debit (expense) amount and G/L account number for this debit.

  • If this vendor was configured with a default Debit G/L account, the account number will already be filled in here. If you are entering a credit amount and G/L, you must clear these fields. SEE ALSO: Configuring Vendor Information

Or... Credit Amount

 To G/L Account

Use these fields to enter the credit amount and the G/L account number for this item. These fields are generally used only when entering a multi-line invoice, where one or more of the items on the invoice is a credit against the total invoice amount (such as for the return of merchandise, discount, etc.).

  • IMPORTANT: If entering a credit amount and G/L, be sure to clear both the Expense amount and G/L account fields.

Buttons

Button

Description

Multiple Details (F3)

This works like the Add Multiple Details for this Invoice button to toggle back and forth between the single invoice entry screen and the multi-expense entry screen. The fields in the “Invoice Information” section of the screen must be completed before this feature can be used.

Delete (F4)

This is used to delete an outstanding invoice item from this vendor. See the instructions above.

Up arrow (Cancel - F7)

Use this key to return to the Home Page. Invoice data already entered and shown in the list will be saved.

Skip (F8)

This is used to return to the initial vendor selection screen so that you can enter invoice data for another vendor. Invoice data already entered and shown in the list will be saved. (This is the same as clicking the Next Invoice/New Vendor button at the bottom of the screen.)

Duplicates (F9)

Use this to verify whether the invoice number entered on this screen has already been entered as pending for this vendor, or is already in that vendor's paid invoice history.

For credit unions that enter large quantities of invoices, or have multiple clerks entering them, this will avoid keying an invoice twice, requiring a check void later on.

  • The verification will be run automatically when you press Enter to save an invoice, also.

Subsidiary Inquiry (F10)

Use this to display the “Subsidiary Inquiry” screens, used to view details on subsidiary ledgers, including fixed assets, prepaid expenses and accrued expenses.

This might be helpful if you want to check on the fixed asset record to which this invoice is associated, or verify the expense amount for a prepaid maintenance contract.

Vendor.Inquiry (F11)

Use this to display the A/P Vendor Maintenance inquiry screen for this vendor. This will be helpful if a duplicate invoice is found and you wish to view a history of paid items for this vendor to research the duplicate.

Vendor Inq

Use this to view the address information for this vendor. A pop-up window will appear; click Return to return to the invoice screen.

Additional Video Resources

View more accounting videos.

Visit the Show Me the Steps video library to view more videos!

 

Link to ID: https://help.cubase.org/cubase/cubase.htm#UAPOPD-01.htm