Accounts Payable - Using Invoice Registration

Overview

Sample of Process on Register Invoices screen; standard Treeview path: Accounts Payable > Voucher > Register Invoices

This section covers the screens in the process, shown above, used to enter and approve registered invoices, and to convert them into vouchers so that they can be processed and posted like other vouchers (i.e. posted via Post Invoices or Post Batches screen).

The register invoices screen allows an invoice to be entered as a registered invoice in Accounts Payable without entering all of the information and distribution required by a voucher record. These registered invoices are held in suspense until the required information and distribution is known, then they are converted into vouchers, one at a time or in bulk, and processed like all other vouchers.

The Invoice Registry screen also has an approval feature built in, which can be enabled by checking the ‘Require Approval Of Registered Invoices’ checkbox on the Voucher tab of the AP Control File.

The Invoice Series codes provide a means of sorting and sequencing the registered invoices, and they allow for the automatic distributions (whether partial or whole) of those invoices based on their series codes.

Enter the invoices into the system via the Register Invoice screen. This screen allows the entry of unallocated invoices and holds them in suspense until allocation information is available.

Approve Registered Invoices

If approval of registered invoices is required (this is an optional function), use the Approve Registered Invoices screen to select the invoices for approval.

Convert Registered Invoices to Vouchers

Registered Invoices can be converted to vouchers in bulk by using the AP Prepare Vouchers screen, or one at a time by using the [Registration] button on the Enter Vouchers screen.

To convert registered invoices to vouchers in bulk, the registered invoices must have had their invoice amounts distributed to the GL accounts via the Register Invoices screen’s Distribution tab, since the converted vouchers are put into a batch of vouchers. However, to convert a single registered invoice to a voucher via the Enter Vouchers screen, the distribution info is not required, as it is entered after the registered invoice has been converted to a voucher via the Enter Vouchers screen.