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This document will cover options available to make changes to invoices via two menu options. APVNM.IVI and APIDM.EIN.
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Invoice Change Batch
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AP Ledger Code: This is only used if multiple Liability accounts are set up, the AP Ledger code drives which of those liability accounts will be used for the invoices entered on that batch..
Beginning Voucher Number: This would be the beginning voucher number for the invoices being entered if you are using voucher numbers.
Once the batch header screen is complete, hit enter to be taken to the invoice entry screen. You will fill out the details for the invoices you are entering into the system on this screen.
Vendor No: Fill in the appropriate vendor number or use the F8 key to Add Vendor
Invoice No: Fill in the invoice number
Once the invoice number is entered the other fields will auto-populate as it is an invoice that is already in the system. This is when you will enter any invoice changes to the invoice or general ledger information.
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Note: It will flag it if there is a duplicate invoice number |
Press enter to go to the GL distribution section. You will enter a credit amount to the account that is incorrect and a debit amount for the new, correct account. The net change must be $0.00.
Enter the GL Account number – If you don’t know it, you can look up the G/L number in this screen, in the first field, enter a “?”. This will bring up a list of your Cost Centers. Select the appropriate Cost Center by typing in the number to the left of the Cost Center a list of all the accounts in that Cost Center will show up. Select the appropriate account by typing in the number to the left of the account.
If the total amount of the invoice is to go to that GL account number, press enter and the amount will be populated by the system. If more than one account is to be entered, enter the correct amount and then continue to enter. GL Accounts and amounts until the entire invoice have been assigned.
If you fill the page, there is a button at the bottom “Next Accounts” that will bring up a new page to continue the entry of GL accounts and amounts.
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Note: Be careful if you are entering multiple pages of accounts and amounts. If you are looking down and not at the screen, when it finishes filling a page it will take you back to the top and start writing over your first entries. It is important to pay attention. |
When all distribution has been entered, press ENTER to complete that invoice. Now you are ready to continue entering more invoices.
When done with all invoices Press F7 - Totals Screen.
There was no invoice gross entered so the difference should be zero. You would then proceed to printing the Edit list and have a printout to use to verify the changes.