Create a Direct Invoice

Use the Direct invoice type to create an invoice and enter its line items when a purchase order has not been issued, but an invoice has to be paid. This invoice type allows a capital or inventory asset to be added to the Capital Assets module when there's no PO in the system.

You can display the account code & description fields in the grid by selecting them in the Table Display Settings window.

Create a direct invoice

1. Select Vendor Invoice from the Accounts Payable menu, and the Vendor Invoice window opens displaying invoices for all vendors.

2. Click the Add button, and the Add Invoice window opens.

3. Select Direct from the Invoice Type pull-down list — or type d in the field & tab to select Direct — if it's not the default setting, and the window displays the fields for a direct invoice.

4. Complete the following fields as described. Required fields are marked with a red asterisk (*).

   • Ordering Vendor: Select from the pull-down list. If you don't find the vendor in the list, first add it in Vendor Management, then select it here.

   • Invoice(s): Enter the vendor's invoice number(s). An invoice number cannot be used more than once for the same vendor.

   • Payment Vendor: Defaults to the Ordering Vendor, but you may edit it if the vendor name or address is different for the remittance. If you don't find the vendor in the list, first add it in Vendor Management, then select it here.

   • Transaction Date: Defaults to today's date, but may be changed.

   • Invoice Comment: This information is displayed in the Vendor Invoice window.

   • Description: Optional. The information will appear in the Vendor Invoice window and on the printed warrant.

   • Invoice Date: Enter the invoice date from the vendor's invoice.

   • Terms: Enter text as desired. The information in this field is not used in any calculations in the system.

   • Due Date: Enter the due date from the vendor's invoice.

5. Click Save, and the Invoice Items grid is displayed ready to enter line items. Sample

Continue with Add Items to an Invoice

Return to Vendor Invoice Overview