Importing Invoices from Purchase Orders

The Accounts Payable program shares data with the WinTen² Purchase Order program. If you have a purchase order (PO) in the Purchase Order program that has not yet been invoiced, you can create an invoice from that PO. This saves you the work of entering the same data in two separate programs.

Importing an invoice from Purchase Orders involves 5 main steps where you work with 1 wizard:

Search for and select vendor: Import Invoices From Purchase Order Wizard.

Select PO to invoice.

Enter PO details.

Enter account information.

Enter invoice information.

Note: To prevent POs that have already been invoiced in the Purchase Orders program from being unnecessarily imported into Accounts Payable, you can mark a PO as fully invoiced in order to withhold it from the import. For more information, please See "Marking Purchase Orders as Fully Invoiced".

Access Accounts Payable

From the Main Menu screen, click INVOICE. The Browse Invoices screen appears with all open invoices displayed in a table.

Click

on the toolbar and select “Import from PO.” The Import Invoices From Purchase Order Wizard is initiated.

Search For and Select Vendor

Search for the vendor, highlight them in the table, and click START to continue.

Select PO to Invoice

By default, all listed purchase orders have an invoice PO? status of “No.” If necessary, change a listed PO from “No” to “Yes” by double-clicking on the Invoice PO? column in the PO’s table row.

Click to mark all POs as “Yes” and ready to be invoiced; click to mark all POs as “No” and cleared from being invoiced.

Note: If you have marked a PO as fully invoiced in the Purchase Orders program, the PO will NOT be listed here and is unavailable to import. For more information, please See "Marking Purchase Orders as Fully Invoiced".

Click NEXT to continue and view all items within the selected purchase order(s).

Enter PO Details

Edit the quantity to invoice, if necessary, for the displayed items.

Click NEXT to continue to step 4 of the wizard.

Enter Account Info

For each item in the selected purchase order(s), select an allocation code or the debit account number that should be debited in General Ledger. The purchase order’s account information may be automatically displayed in the fields but the information can be changed.

Click NEXT to continue.

Enter Invoice Info

10.

Enter an invoice # (this must be a unique number for that vendor), and check the checkbox to make the invoice tagged for payment during check processing.

11.

Specify an invoice date (date invoice was created/defaults to today’s date), bank account (defaults to bank account already set up for the vendor/account from which invoice will be paid), and enter an invoice description (such as “utility allowance”).

12.

If applicable, select a hold code and date. This is a code that places the invoice payment on hold, and the date on which the hold will be released.

13.

Select the invoice’s due date (defaults to invoice date), and, if applicable, enter a discount % (percentage discount your agency will receive for payment by discount date), discount amt. (dollar value your agency will receive for payment by discount date), and discount date (date by which the invoice must be paid for the discount terms to apply).

Note: The due date and discount date automatically default to the invoice date when importing from PO. Check the Override Dates checkbox if you want to change the due date and discount date from the invoice date.

Review and Confirm

14.

Review and confirm the invoice information you have set up and click FINISH. The Browse Invoices screen appears again with the new invoice highlighted in the table. You have successfully imported an invoice from Purchase Orders!