Purpose

This interface is used to capture invoice information from your vendors. These can be for items purchased from on a Purchase Order, Vendor Drop Shipment, or Rework Order. Alternately, they can be created for bills for services like electricity, water, and internet service.

Once an invoice has been created, matched (when applicable), and posted, it can then be paid in either of the Vendor Payments or Pay A Vendor interfaces.

The interface consists of invoice header information, listed on the left side of the screen as well as three grids on the right side of the screen.

Invoice

The header information along the left side of the screen is used to indicate values such as the vendor that sent you the invoice, the terms of the invoice, the overall amount of the invoice, etc. Once this information is completed, your ready to enter information in the applicable grids.

Charges

The Charges grid located along the top of the right side of the screen is for entering charges that are not directly related to the purchase of items. If the overall invoice is for the purchase of items, this area can be used to capture extraneous charges such as freight, surcharges, or any other kind of fees your vendor is charging you. If this invoice is for services (such as an electric bill), this area is used to record the amount of the bill and to charge the value to the correct GL account.

Items

The Items grid is used to match items from the vendor's invoice against receipts of the item(s) in Acclamare. You populate this grid by using one of the "Add Items from ..." actions located in the Actions menu. Once the grid is populated, you can select the items that appear on the vendor's invoice and verify (and correct, if necessary) the costs.

Landed Cost

If your company lands costs instead of expensing them, this is the area that's used to input values for freight, duty, tariffs, etc.

How do I ...

edit or reverse a posted invoice?

There are times when a posted, unpaid vendor invoice may require modifications. This might be for editing non-financial information such as the invoice number, invoice date, or notes; or as extreme as needing to correct the invoice amounts, matching records, or to post into a different fiscal period.

The "Reverse This Invoice" feature found in the Actions menu will accommodate each of these goals. Open the posted invoice and select "Reverse This Invoice". The previous general ledger transactions will be reversed into the current date, and the invoice returned to "Open" status. You may now edit the invoice just as if you were originally entering the invoice. This includes toggling matching records and even deleting the invoice itself. Once you have made the desired changes, you can then post the invoice.

Posting Tip: For most cases of editing invoice number, notes, dates, and amounts, you will want to post the invoice to the same current date in which you took the "Reverse This Invoice" action. However, there are viable reasons to post the invoice into a different fiscal period, if the initial post had been performed to an incorrect period.