How do I enter a vendor's bill for goods we received?
Open Vendor Invoice with the against-receipt journal, pick the vendor and purchase order, pick the received lines, type the vendor's bill number and save as Posted.
Before you start
- The goods are received and the receipt is posted, and not blocked by quality inspection.
- The vendor has a Payment Term, Payment Method and Currency.
- For a foreign vendor, the inbound shipment exists.
Steps
- Open Vendor Invoice and pick the Transaction Journal for invoices against receipts (Journal Indicator
P). - Pick the Vendor and the Purchase Order. Example: PO-2026-0412. For a foreign vendor pick the Inbound Shipment.
- Set Posting Date, Invoice Date and type Vendor Invoice No exactly as on the bill.
- Create. The order's cost elements come onto the invoice.
- In Invoice Lines pick Purchase No to bring the received lines. Lower a quantity if the bill covers part of the receipt.
- Check prices and tax. The price is editable only if the setting allows it.
- Pick Posting Status Posted and save. Park instead if someone else will check and post.
Check it worked
- The Vendor Invoice list shows it Posted; Vendor Aging shows the amount under the vendor.
- The voucher button opens the posting.
What posts
| Document | When | Debit | Credit |
|---|---|---|---|
| Vendor Invoice | Save as Posted | The accounts set for the invoice screen in the posting setup (the receipt's clearing side), and input tax | The vendor's payable account, from the posting profile by vendor group |
If something looks wrong
- "... Purchase Quantity: ... cannot exceed Balance Quantity: ..." Already invoiced or not yet received.
- "Same Vendor Invoice: ... already exists against vendor: ..." Entered before.
- "Basic Data - Line ID: ... - is in Quality Inspection" Finish the inspection.