Adding line items to invoice vouchers

Note: You cannot add line items to the invoice voucher unless the invoice voucher Type is Invoice, Debit Note, or Credit Note; Supplier is entered on the invoice voucher header; and Purchase Order is not entered on the invoice voucher header.

The Assign GL Codes, Extra Charges/Discounts, and Match hyperlinks are protected unless the invoice voucher type is Invoice.

To add line items to invoice vouchers:

  1. Open the Invoice Vouchers form.
  2. Select the invoice voucher to which to add line items, and then click the Lines tab.
  3. Click Add Invoice Voucher Line. The system automatically populates Invoice Voucher Line and Status.
  4. Invoice Voucher Line—Enter a line number.
  5. Purchase Order-Line—Enter the purchase order and line number to invoice. The system automatically populates Qty. Invoiced, Qty. Returned, Price, Currency, Tax Code 1, Tax Code 2, Exchange Rate, Type, Work Order-Activity, Cost Code, Part/Trade, Ordered, Received, and Invoiced.

    If the work order associated with the selected Purchase Order-Line is a multiple equipment work order, then the system populates the Equipment, Equipment Org., and Related Work Order from the information on the purchase order line. The system distributes any invoice differences as defined by the purchase order line.

  6. Qty. Invoiced—Enter the amount to be invoiced.
  7. Qty. Returned—Enter the amount to be returned.
  8. Price—Enter the unit price for parts or the hourly rate for services. The system automatically populates the currency of the price.
  9. Tax Code 1 and Tax Code 2—Enter any additional taxes to apply to the line. The system adds the tax charges to the total for the invoice voucher line and displays the updated totals in Tax Amount and Line Total.
    Note: Tax codes do not affect the purchase order-line record.
  10. Exchange Rate—Enter the exchange rate for the currency.
  11. Click Match to simulate the voucher match process without actually changing the status of the header. This action verifies the following information:
    • Absolute tolerance and percentage have not been exceeded.
    • The voucher quantity does not exceed a specified percentage above the amount ordered.
    • The quantity invoiced does not exceed the quantity received.
  12. Click Submit. The system automatically populates Subtotal, Extra Charges/Discounts, Adjusted Costs, Tax Amount, and Line Total.
    Note:  To delete a line, select the line to delete, and then click Delete Invoice Voucher Line. You cannot delete an invoice voucher line unless the status of the invoice voucher header is Unfinished.