Enter a Non PO Invoice:Payables Super User Training

By Jag - July 08, 2014
          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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