How do I enter invoices?

Add invoice entries.

Enter invoice information and detail.

In this Topic

How do I enter invoices?
1. Watch a video
1. Entering invoices
1. Viewing invoice transactions
1. Redisplaying invoices from a prior session

Watch a video

See what's new? (4m47s) (2019.02)

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Entering invoices

1. Open Connect Accounts Payable > Invoices and Payments > Enter Payments.

2. Enter the Vendor.

This is the vendor on the invoice. You can enter a vendor number, vendor name, or use the menu button (at the end of the Vendor field) to search for a vendor.

3. Enter the Remittance.

This is the location to send the invoice.

4. Enter the PO Number.

If you are using the Caselle Purchase Orders and Requisitions module, you can tie the invoice to a PO. Entering the PO number will display the related purchase order information. See the help topic titled How do I add a PO during invoice entry?

5. Enter the Invoice Number.

This field allows up to 20 characters. Valid characters include letters, numbers, symbols, and spaces.

Warning! You cannot edit this field after the invoice is saved. If you need to change the invoice number on a saved invoice entry, you need to delete the invoice and re-enter it. See the help topic titled How do I delete an invoice?

6. Enter the Invoice Date.

7. Enter the Terms.

Connect will use the payment terms to calculate a payment due date, discount date, or both a payment due date and discount date. Connect will use the invoice date to calculate the payment due date.

What do you want to do?

I do not want to specify payment terms. Use the Terms menu to select Open Terms.
I want to specify payment terms. Use the Terms menu to select an option.
I want to add new payment terms. Use the Terms table in Organization to add a new payment term. See the help topic titled How do I add/remove terms?

8. Verify the Input Date.

This is the date to record the invoice.

9. Verify the GL Period.

The GL Period is the period the system will use to record the invoices. This option is only available when the GL Interface is Caselle 4.x. You will not see this field if you are using Cash basis update method.

10. Enter the Payment Due Date.

Connect uses the payment terms and invoice date to calculate the payment due date.

11. Enter the Discount Date.

Connect uses the payment terms and invoice date to calculate the discount date.

12. Enter the Bank.

You can enter the bank number, bank name, or routing number. Select the bank you will use to process invoices. Usually, the bank field is left blank so you can select which bank you will use to pay the invoice.

Which bank will be processing invoices?

I want to use an existing bank. Next, select a bank from the Bank drop-down list. When you select the bank, Connect will use the selected bank to pay the invoice.
I want to select the bank for each invoice. Leave the Bank field blank.
Show me more information about the bank. Click Additional Information, this button is located at the end of the Bank field.

13. Enter the Department.

This is the department assigned to the invoice.

14. Enter the invoice items.

The invoice items are displayed in the grid at the bottom of the screen. When you're done, use the grid to review the invoice detail.

Is the invoice detail correct?

Yes, the invoice detail is correct. Press Enter again to save the invoice.
No, the invoice detail is not correct. Use the fields on the Detail tab to edit the invoice detail.

Viewing invoice transactions

Use the transaction grid at the bottom of the Enter Invoices screen to review invoice transactions and a running invoice total. You can compare the running total to a ten-key tape to verify entry of the correct amounts. You can also use the transaction grid to edit or delete an invoice sequence.

Transaction grid

Published 19Nov2018

Redisplaying invoices from a prior session

See the help topic titled How do I redisplay invoices?

Published 25Nov2018