Record a vendor invoice in the invoice journal

This task guide will show how to record vendor invoices that are not associated with purchase orders. Examples of this type of invoice include expenses for supplies or services. This recording uses the USMF demo company.

1. Go to Navigation pane > Modules > Accounts payable > Workspaces > Vendor invoice entry.
2. On the Action pane, click New invoice journal.
3. Click New.
4. In the Name field, enter the journal name or click the drop down button to open the lookup.
5. In the Description field, type a value.
6. On the Action pane, click Lines. In the Date field, enter the posting date that will update General ledger.
7. In the Account field, specify the Vendor account.
8. In the Invoice field, enter the invoice number.
9. In the Description field, type a value.
10. In the Credit field, enter a number.
11. In the Offset account field, enter the account number or click the drop down button to open the lookup
    • The Sales tax group will be default from the vendor account.
    • The Item sales tax group will be default from the main account specified in the Offset account field.
    • The Due date will be calculated based on the Terms of payment.
    • The Cash discount will default from the Vendor account.
12. If you have enabled Vendor invoice journal workflow, click Workflow > Submit.
    • When your submission is approved, the date will be advanced to the first day of the next open period, if the transaction posting date falls within a period that is On hold or Closed for ledger posting.
13. Click Post.
14. Close the page.

Validation and simulation posting in vendor invoice journal

On the Vendor invoice journal, the Validation and Simulate posting options are available on the Validate menu.

• Validate - The journal is tested for specific error conditions. The validation will return only successful or error messages.
• Simulate posting - The posting process is run without posting the journal and the details of voucher transactions will be diplayed.