Steps to Enter InvoicesInvoices are entered into Accounts Payable to record which vendors to pay during a check cycle, which account numbers to charge, and for what dollar amounts. More than one invoice can be entered for the same vendor and the user specifies whether to print one check for each invoice or have the system combine all the invoices and write only one check to the vendor.
If operating on a cash basis, General Ledger tracks the amount of expected expenditures for each detail line item entered on the invoices when a batch of invoices is posted. When reports are printed, the expected expenditures (Outstanding Accounts Payable) can be included in order to help determine the district’s financial commitments. After the checks for the invoices are printed and posted, the amounts move from expected expenditures to an expense.
If operating on an accrual basis, the Accounts Payable account number (as designated in the Fund File) is credited for the invoice detail and the expense account is debited when a batch of invoices is posted. Then when the checks are written and updated, the system debits the Accounts Payable account number to release the liability and credits the Cash in Bank account number.
If purchase orders are used (entered on the system) prior to entering invoices, the purchase orders can be quickly retrieved and then invoiced.
If there are invoices that need to be posted each month for the same dollar amount or charged to the same account numbers, they can be set up as recurring entries in the batch options.
Steps to Invoice Purchase Orders
Steps
to Correct an Invoice Before
Posting
Steps
to Correct an Invoice After Posting
Steps
to Delete an Invoice Before Posting