Print Friendly

Purpose:  The Mass Invoice Entry screen is designed to make manual entry of Vendor Invoices as quick as possible

 

Step 1: Open the Mass Invoice Entry screen

Vendor -> Mass Invoice Entry

Step 2: Set the Location

The User’s default Location will be set by default.  If necessary, change the Location that the Invoices will be entered for

Step 3: Enter Invoices

  • Enter the Header and Footer information
  • Enter the Detail information
  • Click ‘Next Invoice’ to add all the entered information to the Invoices Grid.  Do not click ‘Next Invoice’ until ready for the next Invoice

 

Header Information:

1) Vendor – Place your cursor in the ‘Vendor’ field at the top of the screen. Begin typing in the vendor’s name and as soon as it is highlighted, tab to the next field. Once the vendor is selected, the ‘Terms’ assigned to that vendor are defaulted under the Account section of the window below

2) Number – Enter the Invoice number. The system will check for duplicate invoice numbers against all invoices that have already been created. It does not check for duplicates against invoices that have been entered on this screen but not yet been created

3) Amount – Enter the total Invoice amount

4) Date – Enter the date of the invoice if other than the current date

5) Next Invoice Button – Click this button to add the entered information to the Invoice Grid

  • If no Details have been entered, clicking this button will update the first Account and Amount line. If a Default Expense Account has not been assigned to the Vendor Record, an error will appear stating that an Expense Account must be selected to continue

 

Detail Information:

6) Account & Amount: the first Account field will auto-populate with the Vendor Default Expense Account (if any).  The corresponding Amount field will auto-populate with full Invoice Amount.

 

Footer Information:

7) Location – Select the Location for the current Invoice. The Mass Invoice Entry screen only allows for one location per Invoice. If Invoice expenses need to be allocated to more than one location, the traditional AP Invoice Entry screen must be used

8) Terms – The Payment Terms for the Invoice

9) Comment – Enter an optional Comment for the Invoice. This comment is the header comment and one is allowed per invoice. If comments for individual rows on the same invoice are required, the traditional AP Invoice Entry screen must be used.  Alternatively, Mass Invoice Entry could be used, then the line item comments could be added after the Invoice was created
10) Due Date – The Due Date is a calculation of the Invoice Date and the Terms selected

11) Next Invoice Button – see #5 above

 

When all Invoice information has been entered, click any of the ‘Next Invoice’ buttons to transfer the Invoice data to the Invoice Grid

 

Invoice Review & Creating Invoices

12) Invoice Grid: As invoices are entered, a summary list is added to the Invoice Grid

  • The grid does not display more than just the first GL Account that was assigned on each invoice (the full detail is not displayed to conserve screen space)
  • Invoices are non-editable once they have been added to the Invoice Grid
  • If a change needs to be made to an Invoice, simply click the ‘trashcan’ icon to the right of the Invoice line and it will be deleted. Proceed to re-enter the invoice
  • Invoices listed in the Invoice Grid are not yet created in the system
  • Click here to see a Sample Invoice Grid with several Invoices entered

 

13) Create Invoices Action: click this action to create the AP Invoices and save them in Restaurant365

Note on Approval Status – 

  • Accounting Managers – all invoices will automatically be Approved when they are created
  • Restaurant Managers – all invoices will be unapproved when they are created

 

Additional Considerations:

What can I do with the ‘traditional’ AP Invoice screen that I can’t do with the Mass Invoice Entry screen?

  • Inter-company or spreading transactions across multiple locations
  • Allocate to an unlimited number of expense accounts
  • Make comments on each expense row
  • Applying invoices to credit memos or unapplied payments at the time of entry
  • If you are part of the Accounting security role, you can create and ‘save’ an invoice in an ‘unapproved’ status. In contrast, if a user in the Accounting security role uses the Mass Invoice Entry screen, the system will ONLY create new invoices and set their status to ‘Approved’.
  • Attaching images
  • Memorize
  • Duplicate
  • Launching Credit Memo notifications to vendors
  • Enter a ‘credit expected’ amount separately
  • Enter line item invoices
  • Pay bills immediately from the window

Was this article helpful to you?

Comments are closed.