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  • Chapter 16

    INVOICE PROCESSING

    Introduction .............................................................................................................................. 16-3

    16 Invoice Processing Menu Navigation Table.......................................................................................................... 16-4

    Invoice/Credit Memo Processing Menu (*FININVS)...........................................................16-4

    Invoice Processing Forms ...................................................................................................... 16-4 Invoice/Credit Memo Form ............................................................(FAAINVE)...................16-5 Vendor Invoice Consolidation Form ..............................................(FACICON)..................16-37 Invoice/Credit Memo Query Form ................................................(FAIINVE) ....................16-44 Invoice/Credit Memo List Form .....................................................(FAIINVL) ....................16-74 Invoice/Credit Memo Cancel Form ...............................................(FAAINVD) ..................16-76 Open Invoices by FOAPAL Form ....................................................(FAIOINF)....................16-78 Payment Control Form ....................................................................(FAAPAYC) ...................16-81 Recurring Payables Form ................................................................(FAARUIV)...................16-82 Vendor’s Invoice List Form .............................................................(FAQVINV) ..................16-84

    16-1

  • Chapter 16 Invoice Processing

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    SCT Banner Release 5.4 September 2002 16-2 Using SCT Banner Finance Confidential

  • Chapter 16 Invoice Processing

    Introduction

    16 Invoice Processing

    This chapter contains the information you need to process vendor invoices through the Accounts Payable module.

    Invoice Processing The forms described in this chapter enable you to process invoicing data online after you receive vendor invoices. If a receipt references a purchase order number, the system retrieves the purchase order information and compares the ordered amount to the vendor's invoice amount. As invoices are processed, the system liquidates associated encumbrances automatically.

    You may process total or partial payments against an encumbrance. You may also process credit memos and recurring payables using the forms in this chapter.

    You can view invoice documents online. You can hold invoices for payment or cancel them on demand. At each interval in the process, the system automatically creates operating and general ledger entries.

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  • Chapter 16 Invoice Processing

    Menu Navigation Table

    If you know the seven-letter name of the form you want to access, you may use Direct Access to bypass the intervening menus. To use Direct Access at any menu, enter the seven-letter name of the form you want at the Direct Access prompt. Instructions for accessing menus are in Chapter 2, Using Banner, in this manual.

    Invoice/Credit Memo Processing Menu (*FININVS)

    Invoice Processing Forms

    This section provides examples and descriptions for each form within the Invoice Processing feature of the Accounts Payable module.

    Forms in this section flow in the order that they appear on the Invoice Processing Menu (*FININVS).

    Access this menu from the Accounts Procurement Menu (*FINPURCH).

    FAAINVE “Invoice/Credit Memo Form (FAAINVE)” Enables you to create invoice documents. This form accommodates Direct invoice transactions (invoices that do not involve a purchase order), Regular invoice transactions (invoices that involve a purchase order), and General Encumbrance invoice transactions (invoices that liquidate a General Accounting Encumbrance).

    Note: Since you can access the Vendor Invoice Consolidate Form (FACICON) from FAAINVE, information about this form is also included here.

    Documentation for the following form is also included in this chapter:

    “Invoice/Credit Memo List Form (FAIINVL)”

    FAAINVD “Invoice/Credit Memo Cancel Form (FAAINVD)” Enables you to cancel an invoice that you have completed, approved, and posted.

    FAIOINF “Open Invoices by FOAPAL Form (FAIOINF)” Provides an online display of open invoices by any combination of chart of accounts, index, fund, organization, account, program, activity, and location (FOAPAL). This form only displays those invoices that meet the specified FOAPAL criteria.

    FAAPAYC “Payment Control Form (FAAPAYC)” Enables you to modify payment due dates and assign or remove holds on completed invoice documents.

    FAARUIV “Recurring Payables Form (FAARUIV)” Provides an online list of Recurring Payables documents. Use this form to establish or change dates for a recurring invoice.

    SCT Banner Release 5.4 September 2002 16-4 Using SCT Banner Finance Confidential

  • Chapter 16 Invoice Processing

    Each form contains a description, instructions on how to use the form, essential field information, and a navigational guide.

    For more detailed information on how to use these forms, refer to Chapter 3, Processing.

    Invoice/Credit Memo Form (FAAINVE)

    The Invoice/Credit Memo Form is the basis for all Accounts Payable payment processing activities. It accommodates Direct invoice transactions (invoices that do not involve a purchase order), Regular invoice transactions (invoices that involve a purchase order), and General Encumbrance invoice transactions (invoices that liquidate a General Accounting Encumbrance). Access this form from the Invoice/ Credit Memo Processing Menu (*FININVS).

    When you create an invoice from a purchase order, you must maintain the method of accounting on the invoice that was used on the purchase order. However, you can use this form to reallocate accounting amounts based on the percentage distributions from the purchase order.

    Use the main window of this form to assign a document number and a vendor for the invoice. You can also view and modify existing incomplete invoices by entering an existing invoice document number.

    Specifying an Invoice Type and Choosing a Vendor

    To create an invoice, specify the type of invoice you wish to use. Select an option from the Invoice Type pull-down list (unlabelled). You may select from Direct Pay, Regular, or General Encumbrance.

    Direct Pay

    Use a direct pay invoice type when you do not reference a purchase order. Direct Pay is the default invoice type.

    . . . . . . . . . . . . . . Fields

    . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Descriptions / Buttons

    Document # Code representing the invoice.

    To create a new invoice, enter the invoice number or enter NEXT to have the system generate one. Required.

    To look up an existing invoice, enter the invoice number. If you do not know the invoice number, request a List. This takes you to the Invoice/Credit Memo List.

    (button) List Invoice/Credit Memo List Form (FAIINVL)

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  • Chapter 16 Invoice Processing

    Multiple Checkbox indicates if you want to use the Vendor Invoice Consolidation functionality, which enables you to assign more than one vendor invoice to this document.

    Selected Assign more than one vendor invoice to this document.

    Cleared Assign only one vendor invoice to this document.(Default)

    Invoice Type (unlabelled)

    Determines which type of invoice document will be created. Required.

    Direct Pay Use a direct pay invoice type when you do not reference a purchase order. (Default)

    Regular Use a regular invoice type when you reference a purchase order previously created on the Purchase Order Form (FPAPURR).

    General Encumbrance

    Use a general encumbrance invoice type when you reference a General Accounting Encumbrance previously created using the Encumbrance/Reservations Maintenance Form (FGAENCB).

    . . . . . . . . . . . . . . Fields

    . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Descriptions / Buttons

    SCT Banner Release 5.4 September 2002 16-6 Using SCT Banner Finance Confidential

  • Chapter 16 Invoice Processing

    Refer to Chapter 3, Processing, for more information on using one-time vendors. Purchase Order Code representing the purchase order associated with this

    invoice. Required. If you do not know the purchase order number, request a List. This takes you to the Purchase Order Validation Form (FPIPOHD). Required when “Regular” is selected as the invoice type.

    (button) List Purchase Order Validation Form (FPIPOHD)

    Note: This field appears only when “Regular” from the Invoice Type pull-down list and regardless of the selection status of the Multiple checkbox.

    Current functionality only allows processing of payments against Standing Order Purchase Orders with the Multiple checkbox cleared.

    If the Multiple checkbox is selected, Regular invoice type is selected, and the Purchase Order number entered is a Standing Order, the checkbox will automatically be reset to cleared.

    Select PO Items Indicates whether the user wants

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