Accounting Finance:Enclosure Invoices-Entering Enclosure Invoices

Overview

By the end of this course, you will be able to:

• Understand how to enter enclosure invoices/credits note into accounts payable
• Understand how to enter enclosure invoices/credits note into accounts payable when the AR enclosure value is different form the AP invoice value.

Handling Enclosure Invoices

• Customer and supplier conclude a deal to ship enclosure
• Supplier ships enclosure to uniPHARM via a Carrier
• Carrier delivers enclosure to Receiving
• Receiving forwards packing slip to A/P
• A/P matches packing slip to supplier invoice and issues payment to supplier
• For enclosure invoices with no markup but change in item price, the AP value is entered as the value of the AR invoice and the difference is applied to enclosure admin fee.
• Enclosure invoice is forwarded to A/R
• A/R invoices Customer for enclosure and forwards invoice to Receiving
• Receiving attaches invoice to goods and forwards to Shipping
• Shipping makes arrangements for the delivery of goods & invoice to Customer

• Enclosure invoices should have uniPHARM as the bill to and ship to addresses
• Match packing slip to supplier enclosure invoice

Entering Enclosure Invoices

General Rules

• Check all invoices for incident numbers first; some vendors do not use them.
• Enter into A/R first so that when you enter the invoice in A/P both documents can have the same document number.

Entering Enclosure Invoices into A/P

1. Select ASW Fastpath

2. Select Cash Management

3. Select A/P Cash Management Tasks

4. Select A/P Invoicing Tasks

5. Select Enter Financial Transactions

6. Enter Voucher type 30

7. Enter Batch amount

8. Press Enter

9. Enter Document type EN for invoice or ENC for credit

10. Enter Document number (same as suppler invoice #)

11. Enter Supplier number

12. Enter Supplier invoice no

13. Enter Supplier invoice dte

14. Enter Transaction amount (credit note must be entered as minus)

15. Enter Due date or Terms of payment (press F4 and select term).

With the exception of discount terms – all net terms are paid on the 15th or 30th of each month (4-17 is the 15th and 18-3 is the 30th).

16. Enter Text (enter store name that is on the invoice)

17. Press Enter twice

18. Enter sub-total amount to applicable pseudo account (credit note must be entered as minus)

Freight charges should also be included with the sub-total

19. Enter GST base amount (if applicable)

20. Enter PST base amount (if applicable)

21. Press Enter to confirm

22. Stamp each invoice with a “red star” when finished

23. Enter next invoice OR

24. Press F12 to re-display the entry panel

25. Check your invoices to ensure thy have all been posted

26. Make sure the batch amount and transaction amount totals are the same and there is no difference

27. Press F3 when completed

28. Press F3

29. Mark Close batch

30. Change Printer queue to LP05

31. Press Enter

32. Press Enter

33. Make a photocopy of supplier invoice and attach to UWD invoice and place in customer mail slot or outgoing mail.

34. Forward original supplier invoice to Gauss scanning station for scanning.

35. Forward invoice batch to A/R for processing

Entering Enclosure Invoices into A/P with no Markup but Change in Item Price

1. Enter the enclosure amount in the AP enclosure clearing field (the amount you will be invoicing in AR)

For example, AP invoice is $1675 but Bernie wants to invoice $2,146 in AR

2. Enter GST amount (optional)

3. Enter PST amount (optional)

4. Press Enter to confirm

5. Enter difference to enclosure admin fee Main 900900 Cost 1120

6. Press Enter to confirm