Although this is a maintenance program, it is included with the processing programs because it concerns maintenance that is done to entries made through the Invoice Posting program or A/P Cheque Printing rather than modifying master file information.
The Invoice Maintenance program is used to make changes to invoices that have already been posted. No dollar values can be altered here, only information such as invoice number, invoice date, discount date and due date. It is also used to put an invoice on hold, to cancel its hold status or to flag an invoice for immediate pay.
To cancel an invoice or to change the invoice amount, please refer to 24554 Invoice Reversals.
This program is typically used to change the due date or discount date on an invoice prior to printing cheques in order to include or exclude a particular invoice from a cheque printing or to place/cancel the hold status of an invoice. It is also used when you wish to print cheques for only a single or few invoices by flagging them for immediate pay, and then printing cheques for immediate pay only invoices.
Invoice Maintenance is accessed from:
Accounts Payable Processing menu
PROCEDURE
Select Invoice Maintenance from the Accounts Payable Processing menu. You are taken to the Invoice Maintenance display.
SUPPLIER CODE
Enter the supplier code of the invoice you wish to access.
FOLIO NUMBER
Enter the folio number of the invoice you wish to modify.
#+[F1] for the supplier's invoice number you wish to modify.
Type the supplier's invoice number and press [F1].
[F5] to display list of outstanding invoices.
You can: (a) flag individual invoices by selecting the associated line number followed by the [F6] key or (b) press [F6] alone to flag all of the invoices that are displayed on the screen.
[F4] to exit to menu.
When you exit the inquiry by pressing the [F4] key, the program displays the following prompt which allows you to change all flagged invoices to immediate pays:
>> REVERSE THE 'IMMEDIATE PAY' STATUS ON ALL FLAGGED INVOICES? (Y/N): Y
[Enter] to reverse the status.
"N" to not reverse the status.
STORE CODE
Enter the store code.
In a single store environment this value defaults to the usual store code.
Example A/P invoice maintenance display:
┌────────────────────────────────────────────────────────────────────────────────â”
│08/07/96 IDEAL BUILDING SUPPLIES LTD. │
│ ***** A/P INVOICE MAINTENANCE ***** │
│ │
│ SUPPLIER CODE ACKLA ACKLANDS │
│ FOLIO NUMBER 000001 │
│ │
│ STORE CODE 01 IDEAL BUILDING SUPPLY LTD │
│ 1. REFERENCE 123456 │
│ 2. INVOICE DATE 09/26/94 │
│ SOURCE BATCH PI0001 │
│ 3. HOLD/IMMEDIATE │
│ 4. DISCOUNT DATE 10/20/94 │
│ 5. DUE DATE 10/20/94 │
│ 6. DESCRIPTION │
│ │
│ CURRENCY CN CANADIAN FUNDS │
│ GROSS AMOUNT 2,129.30 │
│ 7. DISC AVAIL .00 │
│ NET AMOUNT 2,129.30 │
│ │
│ │
│ │
│** 'M' TO MODIFY; 'P' FOR PRINTOUT; CR TO CONTINUE: │
│ │
└────────────────────────────────────────────────────────────────────────────────┘
** 'M' TO MODIFY; 'P' FOR PRINTOUT; CR TO CONTINUE:
[Enter] to clear the display and return to SUPPLIER CODE field.
"P" to print the display.
You are taken to the print menu when you exit the program.
"M" to modify field information.
** CORRECTION NUMBER (CR TO CONTINUE):
Enter the number of the field you wish to modify.
After making your changes the following prompt is displayed.
** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):
[Enter] to update the file.
[F2] to make additional changes.
[F4] to cancel changes and return to SUPPLIER CODE field.
FIELDS
The fields marked with an * are those fields that can be modified.
REFERENCE *
Displays the reference/invoice number.
INVOICE DATE *
Displays the invoice date.
SOURCE BATCH
Displays the batch number of the original entry.
HOLD/IMMEDIATE *
Displays whether or not an invoice is on hold.
Put an invoice on hold by entering "H" or remove a hold by pressing [Enter]. Flag an invoice for immediate payment by entering "I".
DISCOUNT DATE *
Displays the discount date.
DUE DATE *
Displays the due date.
This date is normally calculated by the system during invoice posting based on the invoice date and the terms code.
DESCRIPTION
Displays the description for the invoice.
CURRENCY
Displays the currency code of the supplier.
GROSS AMOUNT
Displays the gross invoice amount.
DISCOUNT AVAILABLE
Displays the discount amount for this invoice.
This calculated during invoice posting based on the terms code and the gross invoice amount.
NET AMOUNT
Displays the net invoice amount.
This is calculated on the gross amount less the discount amount.