Invoice Entry

Use this form to enter invoices received from suppliers. You can enter invoices directly, or create them from an open purchase order or receipt transaction. An invoice header is created for the supplier before entering Line Details.

When you've entered header information, you can add the following line types to an AP invoice:

General Ledger (GL Line)

This line type is used to debit an amount (for example, expense) directly to a general ledger account. It is commonly used to capture an expense directly related to the invoice/purchase, such as insurance, freight, and the like.

Non-Stock (NS Line):

This line type is used to enter invoice lines relating to non-inventory purchases. These purchases are represented by user-defined AP non-stock codes. The transaction debits the general ledger account assigned to the non-stock code.

Inventory (IN Line):

This line type is used to purchase inventory items when the Inventory module is in use.

How item balances update is determined by the line's transaction type.

Job Cost (JC Line):

This line type is used to make a job purchase when the Job Cost module is in use.

When a JC invoice line is saved, the job cost updates in the Job Cost module using the purchase price. The transaction debits the work in progress (WIP) account of the activity code assigned to the line.

Fixed Asset (FA Line):

This line type is used to purchase an asset, where the Fixed Asset module is in use.

It is an alternative to using the FA Purchase Entry form.

If the FA Module Control option Allow AP invoices is selected, the asset purchase updates to the Fixed Assets module when an AP FA invoice line is saved. The transaction debits the general ledger account associated with the asset selected in the line.

Information When an acquisition is made using FA Purchase Entry, you can define a purchase value for both taxation and accounting purposes. If you purchase an asset using AP Invoice Entry, you can only enter one value, and Greentree assumes this is both the accounting value and the taxation value.

Tax Adjustment (TX Line)

This line type is used for adjusting input tax value. The transaction debits the input tax account specified in GL Module Control.

Additional Notes:

If the Purchase Order module is in use, you can also generate AP invoices from the PO Entry and PO Receipt Entry forms. You can view and edit the transactions in the AP Invoice Entry form.
If the invoice is for a supplier that has the option Use buyer/recipient created tax invoices selected in AP Supplier Maintenance, you can print the invoice so it can be sent to the supplier. If hotprint is enabled, you can print the invoice can from the toolbar by clicking the Printer icon. Otherwise, the invoice can be printed using the Reports/Accounts Payable menu.
If the option to Allow advanced invoicing is selected in PO Module Control, you can invoice order lines before receiving them.
If the inventory label printing feature is enabled, you can hotprint labels from this form.