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Non Order Based Invoice Memo

What is Non Order Based Invoice Memo in Businessflo​

In Businessflo, a Non Order Based or Non Reference Based Invoice Memo is a document issued by a company to record invoice adjustments without the need for a specific reference to a particular invoice or transaction. This feature grants businesses the flexibility to make invoice memo entries to a vendor's account without being constrained by a specific invoice or purchase.

A Non Order Based or Non Reference Based Invoice Memo in Businessflo typically includes crucial information, such as the vendor's details, the issuance date, the reason for the debit, and the debited amount. Serving as a comprehensive record of the debit adjustment, it plays a vital role in maintaining accurate accounting records.

The primary purpose of a Non Order Based or Non Reference Based Invoice Memo is to capture general debit adjustments or expenses that are not directly linked to a specific invoice. This functionality empowers businesses to record additional charges, corrections, or adjustments separately, allowing them to manage these transactions apart from regular invoice-based processes.

By leveraging Non Order Based or Non Reference Based Invoice Memo within Businessflo, companies gain the ability to effectively track and account for debit adjustments that are not tied to specific invoices. This capability ensures precise financial reporting and promotes transparency in vendor transactions.

How to Create a Non Order Based Invoice Memo in Businessflo​

  • Module: AP - Accounts Payable
  • Process Code: APME - Vendor Invoice Memo

There are two options available to navigate to this screen.

  • Click on Accounts Payable -> Vendor Invoice -> Vendor Invoice Memo
  • Write the process code for this screen in the search bar which will navigate you here directly.

Vendor Invoice Memo

The list displays both Vendor Free Text Invoices Memo and Vendor Purchase Invoices Memo already been created in the system. To filter the list for Vendor Free Text Invoices, you can set the filter on the journal indicator and select "Free Text". This will show you the Vendor Free Text Invoices. From the list, you can create a new Vendor Free Text Invoice by clicking the "new" button or select an existing Invoice to view, edit, or delete it.

Process​

vendor-invoice-memo

To create a new non order based invoice memo, fill in the necessary details:

  • Invoice:- Invoice number will automatically be generated by the system.
  • Journal:- You can choose the journal where the journal indicator is F
  • The system automatically populates the Journal Nature, Financial Year, and Financial Period based on the selected journal.
  • Posting Date:- Enter posting date for this invoice.
  • In Businessflo, the Non Order Based Invoice can have one of two posting statuses: Park or Posted. When a document is parked, it is saved as a draft and does not have any financial impact or refer to payment. Parked documents can be edited or deleted as needed. However, once a document is posted, it cannot be modified or deleted. If there is a need to reverse a posted invoice.

Vendor Information

  • Vendor: Choose the vendor for this invoice by selecting from the list of vendors.
  • Vendor Group: The system will automatically populate the vendor group based on the selected vendor.
  • Vendor Tax Zone: If any tax zone is applicable on this invoice, then select the tax zone for this vendor

Currency Information

  • Currency:- Select the required currency
  • Exchange date:- Enter the exchange date and exchange rate will automatically be generated by the system or you can also mention exchange rate.

General

  • Tax Exempt Number:- If tax exemption is given to this vendor then you can provide tax exempt number.
  • Party Bank:- Mention the party bank.

Terms and Conditions​

Vendor Invoice Memo

You can write terms and conditions for this non order based invoice memo, in the given text box.

After filling the header fields, click on Create.

Invoice Lines​

vendor-invoice-memo

In the Invoice lines grid, enter a description, select the main account, and enter the quantity and unit price for the invoice line.

To process a parked document in Businessflo, the system performs a completeness check. To initiate the posting, select the posting status as "Post." This action will ensure that the GL (General Ledger) accounts are updated with the corresponding amounts from the document. By selecting "Post," the parked document will be successfully processed, and the necessary financial updates will be reflected in the system.

Now click on Save to save the information provided.