Entering Supplier Invoices in Navision
Stamp the invoice with the Information impression Vendor#
Keep the invoices to be entered in an alphabetic sorter, group your invoices so the supplier's most recently dated invoice is on the bottom of that supplier group.
Highlight the Freight amount, Invoice Total, and discount terms. Enter discounts (You must balance to the invoice total before posting in Navision, Navision provides no edit function if you post incorrectly)
You will need 2 Navision Sessions Open and will use the
Purchase Quantity Received Not Invoiced report from Navision "Voucher Report"
Sort By Vendor------------------- by PO Number ------------------By Purchase Receipt PRET#
Before Invoice Entry Make sure the invoice line items appear as entered on the Voucher Report
Proceed as follows:
1. First Navision Session Select Purchase Invoice New
A selection dialog box will open, fill in the PO-#######
2. Fill in the General Tab Information
Make sure the systems defaults to a Purchase Vendor "-P" and Remit Vendor "-R"
If you do not have both codes, review the "-P" Vendor Card make sure it points to the Remit Vendor Code with a correct address. If it does not, you will have to enter the Invoice as a Zero Dollar "B" suffix invoice to clear the voucher. Post a credit to inventory clearing GL# 14130. Enter the real payment to the correct - R Vendor. Debit the amount to inventory clearing GL# 14130.
Note Navision requires the Purchase Vendor and Remit Vendor relationship be linked before issuing and receiving product. If that is not in place Navision only posts a payable to the Purchase
Vendor code. (That is why a Zero Dollar Invoice entry is required to clear the voucher)
Enter the PO number in the Your Reference field
Append the PO Number after the Posting Description "Invoice P-INV -30327"
The Document Date is the Vendor Invoice Date
The Posting Date is Today's Date and is automatically populated by Navision
Navision will calculate the Due Date, if it does not appear or appears to be incorrect select the correct due date.
Check the Terms in the Remit vendor card, let the supervisor know so she can adjust the
-R Vendor Card to calculate due dates properly in the future.
Adjust the Navision due date to the allow check generation, it should be the Friday before the invoice will fall due, with reasonable mail time provided. If the invoice is due on a Monday, make the due date the second Friday before.
Line Item Entry
Go to the Function Tab, use the Icon Get Receipt lines
Highlight the line items you want to import
The Voucher Report provides line item extensions to proof against, if you find problems with the line amount displayed in Invoice Entry function i.e. the amount does not agree look at the Purchase Order, use the PO inquiry session to check for a Bad List Price, Line Discount, or possibly a Rebated Purchase Discount.
Also note, entry of a quantity less than the receipt line quantity will cause the line discount to be revalued and create the false display of an invoice line unit cost variance. Entry of an invoice validated against the voucher report virtually eliminates that problem.
Call the Supplier if the PO shows a Special Pricing Contract Number was provided and the Supplier did not honor it. Check with purchasing to confirm other pricing discrepancies. See Ed XXXXXX for price discrepancies on stock orders. See Glenn XXXXX for price discrepancies on Drop Ships. Make sure Ed and Glenn Indicate what issue caused the price difference such as an invalid List Price or an Incorrect Discount. (Keep your problem invoices in an alphabetic sorter for quick reference)
If your entry shows line extensions rounded up or down within a 50-cent tolerance post that difference to GL# 54102 Cost of Goods Sold Splr Blng Adjsmnts & Rndgs
Select the General Ledger Number 53450 Delivery Expenses Inbound to enter the freight amount
for a stock delivery to Bensenville or Butler.
Select the General Ledger Number 61350 Delivery Expenses Outbound to enter the freight amount
for a drop shipped order.
Before you post, balance the Invoice to your line recap screen.
If you do not balance
Check the invoice for extraneous charges:
Minimum Order Charges
Broken Box Charges (Purchased Less than Std Box Quantity)
Expedited Fabrication Scheduling Charges
Is a Metal Surcharge being added for Import Tariffs or Inflation?
Check the Navision purchase order to determine if those amounts were rolled up into the line item costs of another line.
If your invoice is more than 10 days old and no receipt lines appear, see if it was a duplicate
and already was entered. You can go to the -R Vendor Card and check the open Balance $$ detail, or
you can go straight to vendor ledger entries and see if the invoice was previously paid. You can search
by the external document number.
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