Enter a Non PO Invoice:Payables Super User Training
EBS Finance
N > Invoices: Entry > Invoices
Invoice
Workbench
Note: The Invoice Workbench form displays
Notes:
Yellow
highlighted fields are fields that are required to complete the processing of
the invoice.
White fields
are optional fields and depend on the type of invoice entered.
Gray fields
are locked and do not allow any information to be entered.
Invoice header information
1.
Enter
an invoice.
Enter the Operating Unit field if the correct unit does
not default.
Note: This field defaults based on the user login ID.
Alternatively,
click the Operating Unit field LOV.
Note: The Operating Units LOV displays.
Select
the correct value.
Click
(B) OK.
Optionally,
enter the Customer Taxpayer ID field.
Enter the type of invoice being entered in the Type
field.
Note: This
field defaults to Standard
Alternatively, click in the Type field to display the LOV
and select the appropriate value.
Leave
the PO Number field blank.
Note: This procedure covers non-PO invoices.
Click
the Trading Partner LOV.
Note: The Trading
Partners LOV displays
Enter the name of the trading partner (supplier) using
the % (percent sign) wildcard
indicator in the Find field.
Note: The % is a wildcard that can be used while
performing a search. Enter the first
few letters of the Trading Partner name followed by the %
(e.g., ib% for IBM or
of%de% for Office Depot).
Click
(B) Find.
Note: The list of values that meets the search criteria
displays.
Select
the corresponding trading partner.
Click
(B) OK.
Notes:
The Supplier
Number field defaults based upon the Supplier Name.
This field
defaults once the Trading Partner name has been selected.
Alternatively,
enter the Supplier Number and the Trading Partner automatically
defaults.
Enter the Supplier Site.
Note: If the trading partner has only one supplier site,
it automatically displays in this
field. The trading partner/supplier may have multiple
sites but only one is identified
as a payment site. In this case, the payment site would
default in this field. If more
than one site is available, select the site by clicking
the LOV for a list of available
sites, select one, and click the OK button.
Enter
the invoice date from the Suppliers invoice in the Invoice Date field.
Alternatively, click in
the Invoice Date field to display the Calendar form.
Select the correct month and day.
Click
(B) OK.
Enter
the Invoice Number from the supplier invoice.
Note: If an invoice number is not listed on the Supplier
invoice, enter the invoice
date.
Enter the Invoice
Currency.
Note: This field defaults to the currency assigned to the
supplier as the default
currency.
Alternatively,
click the Invoice Currency field LOV.
Note: The LOV
displays.
Select the correct currency.
Click
(B) OK.
Scroll
to the right using the horizontal scrollbar.
Enter
the Invoice Amount.
Note: The Tax Amount, Tax Control Amount, Withheld
Amount, and Prepaid Amount
fields are not needed when entering invoices.
Tab
to the GL Date field.
Note: The GL
Date defaults to the current date.
Alternatively, click in the GL Date field to display the
Calendar LOV and select the
correct date.
Scroll to the right
.
Enter the Description field as it appears on the invoice.
Note: If you are entering credit or debit memos, refer to
the document for entering
credits (Enter a Non-PO Credit Memo) and debits (Enter a
Non-PO Debit Memo).
- Scroll to the right until the Terms Date field displays
Enter the Terms Date if a different date is required.
Note: The Terms Date defaults to the terms set at the
Supplier level. If a different
date is required, click in the field to display the LOV
Calendar and select the correct
date. The Terms Date is the basis for calculating the
payment due date for the
supplier.
Enter
the Terms.
Notes:
The field
defaults based upon the Supplier Site terms. Net 45 is the typical
payment terms of NOV.
If this is a
one-time exception and different terms are needed, click in the Terms
field to display the LOV button and select another value.
If the trading
partner/supplier is requesting new payment terms for all invoices,
this should
be reviewed with your Purchasing contact.
Click (B) OK.
Enter
the Payment Method.
Note: The payment method defaults from the Supplier Site.
Alternatively,
click the Payment Method LOV.
Note: The
Payment Methods LOV displays.
Select the correct payment method.
Click
(B) OK.
Optionally, enter the Pay
Grou
Note: The Pay Group Supplier defaults. Use the LOV to
change the Pay Group if
required.
Note: The remaining fields in the Invoice header are
either optional or grayed out.
Click
the Save icon in the menu toolbar.
Invoice line information
2. Enter invoice line information.
Click (T) Lines.
Note: The Num field defaults to number 1. The Num field
in subsequent lines
defaults to the next sequential number as lines are
added.
Click the Type field LOV.
Note: Type defaults to item. Change if entering freight,
tax, or miscellaneous
charges.
Note: The
Line Types LOV displays
Select the appropriate value.
Freight:
Freight lines capture the details of freight charges. Freight charges can
be allocated to Items as required.
Item: Captures
the details of the goods and services billed on the invoice.
Miscellaneous:
Miscellaneous lines capture the details of other charges on
invoices such as installation, printing setups, labor,
etc. Miscellaneous lines can
be allocated to Item lines.
Tax: Refer to
the document Enter Taxes on Invoices.
Click
(B) OK.
Enter
the amount from the Supplier invoice for the line that is being entered in the
Amount field.
Note: If the amount is in whole dollars, no decimal is
required.
Leave
the PO Number field blank since this procedure covers entering an invoice
without a PO.
Scroll to the right.
Optionally,
enter a description for the item being invoiced in the Description field.
Note: The description defaults from the header and can change
if necessary.
Note: The GL Date is a required field that defaults from
the header. No change
Required
Scroll to the
right.
Note: If the invoice line only has one distribution
account associated with it, enter the
distribution account in the Default Distribution Account
field. Otherwise, proceed to
the section below on entering multiple distributions or
accounts for a single invoice
line number.
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