How to create supplier invoices

Search existing and create new supplier invoices

Prerequisites

1. Your User Access Group needs to have full access to Supplier Invoices to add new invoices and, at minimum, Read Only access to search and view supplier invoices.
2. To route invoice PDF to your Incoming Supplier Invoices page in Accountability, coordinate the inbox setup with your IT team.  To learn more, click here. 
3. By default, the total amount on transaction pages, including supplier invoices, is inclusive of tax.  To enter the Net amount on transactions, navigate to SET UP FILES > Setup Options > Accounting Options and uncheck Default transaction pages with tax to enter amount including tax in.
4. Accounting Month configuration
   
   1. Accountability automatically sets the Accounting Month for an invoice based on the Invoice Date.  For example, if you entered an invoice date of September 15, 2022, the Accounting Month will default to September 2022.  
   2. To use the Current Accounting Month controlled by global admin, check the Default Supplier Invoice Accounting Month to Current Accounting Month in SET UP FILES > Set Up Options > Accounting Options.  

Create a Supplier Invoice

You have two options for creating a supplier invoice.

• ACCOUNTING > Payables > Supplier Invoices. 
• QUICK ADD >  Add Supplier Invoice. 

Steps: 

1. Click Create A New Supplier Invoice. 
2. Enter the following information.
    
   

   Field	Description
   Supplier	Enter or select a supplier. Click on the + button next to the box to create a new supplier (only available if you have access to create a new supplier).
   Master Supplier	Will default to the supplier chosen but can be changed if necessary.
   Supplier Invoice No.	Enter an invoice number.  The system will validate if it is a unique number that was placed.
   Payment Type	Will default to the payment type of the supplier chosen but can be changed if necessary.
   AP GL Account	Will default to the AP GL account of the supplier chosen but can be changed if necessary.
   Office	Will default to the office of the supplier chosen but can be changed if necessary.  The system will post the payable journal entry to the office specified here. If there is a Country Restriction on the Supplier, the system will only list the offices assigned to that country.
   Default Tax code	Will default to the tax code of the supplier chosen but can be changed if necessary.
   Tax %	Will default to the tax % of the supplier chosen but can be changed if necessary.
   Invoice Date	It will default to today's date but can be changed if necessary.  The system uses the Invoice Date to determine the Accounting Year and Month. Closed Accounting Month/Year - If the invoice date falls in a closed month, click on the checkbox labeled Override Accounting Month to override the default Accounting Month/Year and select an open month/year. The system can automatically post Supplier Invoices to the Current Accounting Month. This is a one-time setup for the agency. It can be found in SET UP FILES > Set Up Options > Accounting Options > Default Supplier Invoice Accounting Month to Current Accounting Month checkbox.
   Due Date	Override the Due Date by entering a date or selecting from the calendar. The system determines the default due date from the invoice date plus the Supplier's payment terms - optional.
   Enter Amount Including Tax	Check the Enter Amount Including Tax box to enter amounts with tax. The system will calculate the pre-tax amount based on the tax code defined. Leave this box unchecked to enter pre-tax amounts, and the system will calculate the tax to add to the subtotal - optional.  Depending on your agency settings, this checkbox may already be checked. If so, the amount for each invoice line item is entered into the Supplier Total column. Alternatively, this box can be unchecked to enter the pre-tax amount into the Rate column.
   Upload	Click on the Upload button and upload a copy of the invoice.

3. Click Add from PO, and a new page appears showing all purchase orders for this Supplier.
   
4. Click on the ORDER NO. that you wish to add to the invoice. 
5. Click ADD TO INVOICE. 
6. The details from the purchase order(s) will be added to this invoice. Change if needed.
7. Check/uncheck if it is billable or non-billable
   
   

   Field	Description
   Billable	Supplier costs are posted to a job and then passed along to the client When the Billable checkbox is ticked, you will need to enter a Job No and a Task Type Code to record the invoice line item.  The description will default to the Task Type name, but you can override it here.  Enter the SUPPLIER TOTAL (amount inclusive of tax).  Alternatively, if you have changed the entry mode to enter the pre-tax amount, enter this amount into the RATE column. To override the system-calculated tax amount, check the OVERRIDE TAX box.  The Tax field will be enabled, allowing you to enter a different amount from the system-calculated tax amount. The system default calculated markup amount can be overridden by checking the OVERRIDE MARKUP box. This activates the Mark Up amount field and makes it editable. The Mark Up default amount is calculated using the default markup percentage assigned to the job.
   Non-Billable	Supplier costs are posted to a G/L account and written off, e.g., overhead expenses. By default, the supplier invoice entry screen will have the Billable box checked. If you are coding the supplier invoice line to the GL account, uncheck the BILLABLE box, which will enable the G/L ACCOUNT NO field for data entry.  You can also enter a Job No and Task Type when you enter a G/L Account. However, the entry will post to the G/L Account. The Job No and Task Type will be recorded as a reference in the G/L account entry. Enter the invoice amount in the Supplier Total or Rate column (depending on whether the amount entered is inclusive of tax). Determine if the Tax and Mark Up amounts need to be overridden.  Optionally, click on the Dissect icon to assign the cost to another OFFICE via the Interoffice posting feature. From the Dissection page, you can also add a Client, Employee, and/or Department to accurately reflect on your profitability reports.

8. Click SAVE or SAVE & CLOSE. 
9. Click SUBMIT to submit the supplier invoice.