Key invoice data into the AP system using invoice pool

This article describes how to use the invoice register to create invoices. Then use the invoice pool to match the invoice to a purchase order and finalize the expense in the vendor invoice page.

Create a purchase order

1. In the navigation pane, go to Modules > Accounts payable > Purchase orders > Purchase orders.
2. Select New to create a purchase order.
3. In the Vendor account field, select a vendor for the drop-down list. For example, select vendor 1001.
4. Select OK.
5. In the Item number field, select the services item number in the drop-down list. For example, select S0001. The net amount is 75.00. That is the amount that we will expect on the invoice.
6. On the action pane, select Purchase.
7. Select Confirm.

Create and post and invoice

1. In the navigation pane, go to Modules > Accounts payable > Invoices > Invoice register.
2. Select New.
3. Open the lookup to select the name of the invoice register that you want to use.
4. Select the name of the invoice register that you want to use.
5. Select Lines to open the register and enter expense lines.
6. In the lookup, select a vendor. For example, select vendor 1001.
7. In the Invoice field, enter the invoice number.
8. In the Description field, type a value.
9. In the Credit field, enter a number.
10. In the Purchase order field, open the drop-down list to select the purchase order that you created earlier.
11. In the Approved by field, highlight an approver in the drop-down list and click Select to select that approver.
12. Select Post.

Open an invoice from the pool and match it to a purchase order to complete the invoice process

1. In the navigation pane, go to Modules > Accounts payable > Invoices > Invoice pool.
2. Select Purchase order to create a vendor invoice from the invoice in the pool.
3. Select the invoice that you want to review.
4. Select Update match status to complete the matching.
5. On the action pane, select Options.
6. Select Change view.
7. Select Grid view.
8. Select Post.
9. Close the page.
10. In the navigation pane, go to Modules > Accounts payable > Vendors > Vendors.
11. Select the vendor that was on the purchase order. For example, select vendor 1001.
12. On the action pane, select Vendor.
13. Select Transactions.
14. Select the invoice that you created. The invoice register accrual was reversed and posted to the appropriate expense account.

Import an invoice with automatic posting of invoice register journal

When receiving a vendor invoice, the initial step registers the invoice in the invoice register. This reflects the immediate accrual amount, which aligns with some country specific tax registration requirements. The process includes receipt matching, validating 3-way matching, and workflow approval for pending vendor invoices in the invoice pool.

The Vendor invoice automation with tax registration feature automates the invoice register process for imported vendor invoices through the Data Management Framework (DMF). The VENDORINVOICETYPE field on vendor invoice header entity determines to generate a standard pending vendor invoice or post the invoice register journal in advance. When the field is InvoicePool, an invoice register journal will be created and posted. The pending vendor invoice will be generated in the invoice pool.

The streamlined process involves the following steps:

1. Create a purchase order.
2. Importing the invoice using the entities Vendor invoice header and Vendor invoice line. After the invoice is imported successfully, the invoice register journal is automatically posted, and the pending vendor invoice is created within invoice pool. This integrated approach ensures efficiency and compliance with tax registration requirements.