Accounting Finance:Inventory Invoices-Pre-Checking Inventory Invoices

Overview

There are three ways which we receive invoices:

1. By regular mail
2. By EDI (electronic data interchange)
3. With the products delivered to our warehouse

Regardless of how it was received we still need to pre-check before payment.

Visual Check

Inspect the invoice:

1. Billed to Unipharm (make sure invoice is for us)
2. Has a purchase order number
3. Has invoice number

Purchase Order Enquiry

Take the purchase order number from the invoice and go to the purchase order enquiry screen by selecting it from your Enquiries menu.

Type the PO number under Document nbr field, press enter. If status is '60' matching is permitted. Status '60' means the whole order has been received. If the status is not '60', double click the order to drill into the line details. Look for the invoiced items to see if they have been received (i.e. status '60') or not. Get the supplier number and write it on the top of the invoice.

Once you have verified the items were received into inventory, go back and this time put the PO number under the Supplier Ref/Ord no, press enter. This will show you all order types connected such as XF (reference order) or RE (receiving error) that you may need to include in your invoice entry.

Incident Handling Task

1. Click on Incident Handling
2. Click on Work with incidents
3. Type the customer number and order number, press enter. This will bring up any incidents related to the order. If something shows up, double click and read all the notes. Disregard if the notes is not concerning the items billed on the invoice you are working on.