Once the preliminary invoice has been approved for payment, and the account coding has been set, it is time to finalise the invoice. Only a final invoice can, for instance, be settled through the Work with A/P payment proposals routine.
- Select the Enter financial transactions menu item.
- On the Financial system transaction entry panel, complete the applicable fields and click OK. For further instructions and field descriptions, see Open a new batch.
- You remain on the same panel, which is now updated, showing only the routines that are valid for the selected voucher type. Select the A/P invoices (Final) routine and click OK.
- Depending on the value in Final invoice mode in the A/P control file, the following panels could be shown:
- Document type
- Document number
- Enter the unique identification of the preliminary invoice.
- Year
- If the document type and number is unique only within the accounting year, you must also enter the year.
- You access the A/P invoice/credit note entry panel, and the text in the header displays Preliminary -> Final. The system has retrieved all information for the preliminary invoice, but has changed the document type to the default final one and Approved for payment is changed from NO to YES. If Attestor security in the A/P control file is set to YES, then the security code for the attestor must also be entered. All information except Trader country may be changed freely.
| Value | Panel result |
|---|---|
| YES | The system displays the transaction entry panel for final invoices, and you must click Back to go back to the overview panel where you click Rotate to rotate to the Preliminary -> Final mode. Then, click Add, and the system will show the entry panel for changing a preliminary invoice into a final one. |
| NO | The system is already in Preliminary -> Final mode, and displays the entry panel for changing a preliminary invoice into a final one, which applies here. |
The following fields are relevant:
Click OK when you have completed the fields. Note: The Preliminary invoices enquiry can be used to retrieve the correct invoice.
Click OK. The system creates the postings automatically, based on the definitions for the document type. The invoice transaction will update the Accounts Payable immediately. Exit the routine.
Related topics
- About entering A/P invoices and credit notes manually
- Panels in the manual A/P invoice entry routine
- Enter a final A/P invoice with a pre-defined contra account
- Enter a final A/P invoice with manual G/L postings
- Enter a final A/P invoice with a pseudo catalogue
- Enter a preliminary A/P invoice
- Enter an A/P invoice with VAT on invoice level
- Enter an A/P invoice with VAT on G/L level
- Enter an invoice for a sundry supplier
- Enter an A/P invoice with extra payment information
- Enter an A/P invoice with instalments
- Enter an A/P invoice with EU statistics
- Enter a credit note to correct EU statistical entries for a previous A/P invoice (Italy)
- Allocate the contra accounting of an A/P invoice
- Maintain an entered A/P invoice
- Re-age open documents for a supplier
- About starting/closing manual transaction entry
- About working with A/P payment proposals