AP Invoice Overview

The AP Invoice module provides a method for reconciling the PO details against information tracked during receiving and reconciliation. Once the information from the paper Invoice from the supplier has been reconciled with the details entered in Birch Street, a system copy of the invoice can be created using the AP Invoice Tab that will match the paper invoice.

Invoices can be generated within Birch Street and transmitted to the customer's ERP system through an AP Integration.  Additionally, invoices can be imported into Birch Street from an outside source, auto-matched and then transmitted to the customer’s ERP system for payment.

Receiving and Reconciliation

1. Receiving

   1. From the PO tab select the desired PO with an appropriate status and click Receive  

2. On the Receiving Screen, enter qty received including any and all Invoice data available at the time.

NOTE: If Invoice detail is not available at the time of Receiving, then the data must be entered during the

Reconciliation process prior to the generation of an AP Invoice document.

2. Detail Line information on Receiving Screen

2. Click Update

2. Reconciliation

   1. NOTE: optional only if Invoice Number is entered during receiving process.

   2. From the Main Menu, select Reconciliation under the Procurement menu

      heading

    

   

   1. Enter the Invoice Header Data

4. Go to the Received Line Items tab and enter any Invoice level changes (if any)

4. Click OK and Save

AP Invoice Generation

1. Generate AP Invoices

   1. From the AP Invoice tab, click Generate Invoice

   

   1. The Generate Invoice popup is displayed. Listed are criteria options to allow for a list of the desired invoices to be generated. Enter the appropriate criteria and click Generate Invoices. All PO's that (a) meet the criteria selected and (b) have been received in the system will be included on the generated list.  

3. The Received PO List is displayed. Select the desired Receivers to be generated into AP Invoice Documents and click Create Invoice.

4. Return to the AP Invoice tab to edit AP Invoice documents and/or finalize processing for transmission into AP system. Note: Transmission requires an optional AP integration component  

2. Viewing AP Invoices

   1. From the AP Invoice Tab, select the AP Invoice and click Print / View.

        

2. The AP Invoice is displayed. NOTE the Order, Receipt and Invoice Qty and Price are displayed for each item along with the variance.

        

    c. Edit AP Invoices

1. Access AP invoices via the AP Invoice tab on the Front Page. Click on the Edit button for the AP Invoice document.

 

2. The AP Invoice Edit Screen is displayed. Edit header info on the Quick Invoice tab. To edit line item(s) on the AP Invoice document, click the Detail tab.

3. On the Detail tab, select the Edit button next to the item to be edited.

4. The screen expands with the Line Item details displayed at the bottom. Make edits and click OK .

5. When finished editing click Save.

AP Invoice Approval Routing (Optional)

1. Submitting into Approvals

   1. If Approval Routing has been configured, selecting the AP Invoice document and clicking Submit , submits the document into the Approval Process. Note: If Approval Routing has NOT been configured, selecting the AP Invoice document and clicking Submit will set the AP Invoice document to a status of “Invoice Complete”.

b. Viewing “to-be-approved” AP Invoices

1. Once the AP Invoice has been submitted, the document will get an updated status of “Approval Pending” and will be removed from the view of “New” AP Invoice Documents. Change the filter on the AP Invoice tab to “Approval Pending” to view a list of AP Invoices in the process of being approved.

3. Checking Approval History

   1. Select the AP Invoice and click Approval Details

4. Approval Details

   1. The Approval Details are displayed providing information including who currently has the document for approval.

5. Approver Viewing and Editing AP Invoices

   1. Once the AP Invoice has been submitted, The Approver(s) will receive an email. The email will instruct them to log in and approve the AP Invoice document. Approvers can view, edit and approve the AP Invoice in the same manner as described in sections 2b and 2c.

6. Approver approving AP Invoices

   1. Once the Approver is satisfied with the AP Invoice, select the AP Invoice and click Approve.

AP Invoice Integration Point

When an AP Integration exists between Birch Street and your ERP system, the integration runs on a nightly schedule, and has the ability to kick-off the process manually. To manually kick-off the file being transmitted to your ERP system, click on the AP Invoice tab and click the AP Transmit button. This will send all invoices that are qualified based upon your individual criteria to the FTP site where the file will be processed by your ERP system.



The status will be changed to “Transmitted” once the invoice has been sent.

To transmit only one invoice, click on the AP Invoice Tab, select the invoice and click on edit.

Enter the invoice date. Click on Transmit AP. This will manually kick-off the file being transmitted to your ERP system.

AP Credit Memos

Credit Memos can be created in the system that will document an amount that should be credited to the buyer for circumstances such as damaged goods, products not delivered, or returns. Credit Memos are created either manually or they can be generated automatically depending on the type of AP Integration with an optional ERP System.

Manual Creation

1. Generating a credit memo

1. From the Main Menu, select AP Credit Memo from Accounts Payable under the Procurement menu heading

2. Click on the New button and fill out all the fields on the AP Credit memo tab.

3. Click on the Detail tab and click on the Add Row button.

4. Enter the line item detail.

5. Once complete click on OK, then click on Save.

Automatic Creation

Depending upon the AP Integration, the system can automatically generate Credit Memos based upon discrepancies between the invoice and the receiving records.

• Price discrepancy – The invoiced amount is higher than the fully received PO.

• Quantity received discrepancy – The received item count is lower than the invoiced count. This could be due to rejecting an item(s), receiving fewer items than the invoiced amount or for a PO that is partially received but invoiced for the full amount.

•  Duplicate invoice – The supplier sends a duplicate or additional invoice for a fully received PO.

1. To view an AP Credit memo that was automatically created, select AP Credit Memo from Accounts Payable under the Procurement menu heading

2. Select the credit memo you would like to view in the navigation menu to load the record.

3. You may also search for your credit memo by other criteria. Select the drop-down menu

   under Search Column.

Reports

1. Batch Error Log Report

                This report allows you to see all records that failed transmission to your ERP system.

1. From the Main Menu, select Batch Error Log Report from Accounts Payable under the Procurement menu heading.

1. You must now select the items you would like to have included on the report. Place a check mark next to each column you would like to display on the report.

2. You may also filter by selecting the drop down and entering the filter value.

3. Click on Run

2. AP Batch Report

   This report allows you to see all records that were successfully transmitted to your ERP system.

   1.      From the Main Menu, select AP Batch Report from Accounts Payable under the Procurement menu heading.

2. You must now select the items you would like to have included on the report. Place a check mark next to each column you would like to display on the report.

3. You may also filter by selecting the drop down and entering the filter value.

4. Click on Run

3. AP Invoice Report

   This report allows you to see all the AP invoices that have been generated.

   1.      From the Main Menu, select AP Invoice Report from Accounts Payable under the Procurement menu heading.

2. You must now select the items you would like to have included on the report. Place a check mark next to each column you would like to display on the report.

3. You may also filter by selecting the drop down and entering the filter value.

4. Click on Run