[AP] AP Unapproved Invoice Entry Process

Accounts Payable> Programs> AP Unapproved Invoice Entry

Verify the correct month for invoices

APUE1. Enter "n" or "+" in the Seq # tab to create a new invoice entry

APUE2. Click into Vendor and press F4

APUE3. Take the invoice # from your invoice and enter the data into AP Reference

IF there is no invoice number use the date YYYYMMDD

APUE4. Press F4 in the Reviewer Group Tab, select the person who will approve the coding

APUE5. Fill your information from the invoice into the description box

APUE6. Go into Invoice Date and fill in your invoice date

APUE7. If you know the net pay that'll be your due date.

**Most vendors have the net terms set up in AP Vendor so this should auto populate

APUE8. If there is a discount date notated on the invoice make sure to fill this in as well

This will let the customer know when they can get a discount on their bill if they choose to pay early

APUE9. Enter in your invoice total

APUE10. Select the floppy disc icon to save your work and move to the second section of AP Unapproved Invoice Items to Line # Press n or + to create a new line number

If you have an invoice with a total and a finance charge or second line item, this is where you will break it apart.

Another great example splitting up amounts on different GL (ties into the above)

APUE11. Next go into Type 1-Job, 3-Expense, and 4-Equip

We will use 3

1-Job (this codes to a job #, phase, and cost type)
3-Expense (this codes directly to a GL and isn't a cost we bill out)

4-Equip (this codes to customer pieces of equipment they charge for)

APUE12. The invoice we are working with today has a Job PO so we will select 1-Job

APUE13. Select F4 and find your job number that matches the PO listed on the invoice

APUE14. Select F4 to select the Phase *Unless we have been given the phase specifically by the customer it'll be going with the one that makes the most sense

In AP Unapproved Invoice Entry most of these will be coded directly by Customer, sometimes we receive invoices from them with the coding in which we can accurately code

APUE15. Next go into CT (Cost Types) and press F4 *We are going to select materials as it's pick up materials

1-Labor/Hours
2-Materials for the job

3-Subcontractor (is this someone they hired to do something on a job phase)

4-Equipment is this rented equipment or used equipment

5-Other (Anything else)

7-Burden (We shouldn't really need to use Burden unless otherwise specified)

APUE16. The gross amount is where you'll verify your amount is correct (if this were taxed this is where you would put your amount before tax is applied)

It's important to put this amount in Gross as it will auto populate into Basis below
If you do this into Basis first, you'll need to make sure you put it in correctly in Gross as well

APUE17. Code is where you'll input your tax code - press F4 and select the correct code

This varies by location

https://dor.wa.gov/taxes-rates/sales-use-tax-rates/local-sales-use-tax

This website is helpful as you can refer to their excel that lists codes based on locations for Washington State (other states vary)

Our Washington tax codes are input with WA first

Example 

WA-0605 is going to be what you use in Vancouver
WA-0605E is what you select if they are exempt for tax at that specified vendor

WA-0605PR is if it's Public Road

APUE18. Once your have your information complete, select the floppy disc icon again to save all of your work

APUE19. Click into the vendor tab

APUE20. Drag the invoice into the top part of AP Unapproved Invoice Entry

It's important to make sure you're in the top portion or it won't attach to the correct spot

APUE21. Select close

APUE22. Click into the Sequence number to re-load to verify your attachment saved

APUE23. Check the paperclip symbol to see if there is a blue circle, this shows us it attached correctly