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Single Invoices are posted from the Supplier/Creditor Purchases module. If Purchase Invoice approval is being used, the invoice should be approved first. See Approving Purchase Invoices.
To post a Purchase Invoice:
In the main menu navigate to Creditors > Purchases. Existing Invoices are displayed in date order.
To find the required invoice use the search boxes to filter the Invoice records. See Searching for Invoices for further details.
Select the Invoice. In the lower half of the Creditor Purchases window the estimated costs are displayed. These can be updated to actual costs as necessary.
Click the Post button . A popup window will display a summary of what will be invoiced.
Select the Hold checkbox if the Purchase Invoice is not to be processed. This will disable payments from being entered against the invoice, and it cannot be included in Creditor Batch Payments. To take the invoice off hold, navigate to the Inquiry tab of the Creditor Management module and click the Unhold icon next to the held amount.
Enter any additional notes and click Yes.
The Status of the Invoice is set to U (Updated) and a Creditor Purchase (CI) Journal is created and posted to the General Ledger. Once posted the charges cannot be updated unless the Invoice is reversed.
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In the main menu navigate to Suppliers > Purchases Update. Existing Invoices are displayed in order of Invoice Number.
To find the required Invoices use the search boxes to filter and select the Invoice records. See Searching for Invoices and Selecting Records for further details.
Select the Invoices to be posted by clicking on individual records or by using the Select All tool .
To view the details of an Invoice, select it in the Search tab and navigate to the Detail tab. The Supplier details, Account and Invoice Date, Invoice number and Terms are displayed. Charge lines on the Invoice can also be viewed.
Select the Post button. A pop up window will provide a summary of the posting details.
The Status of each Invoice is set to U (Updated) and a Supplier Purchase (CI) Journal is created and posted to the General Ledger. Any invoices that are not successfully posted will remain in the Purchases Update module with a description of the error and can be edited in the Detail tab.
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