Adaco: Manual Invoice Entry – Fourth & HotSchedules Customer Success Portal

Overview

The Invoice Entry function is used when a product has been purchased outside of a purchase order, e.g. services, utilities, etc.

Process

Go to Accounting > Invoices > Invoice Entry

Fig.1 - Accessing the Invoice Entry screen

In the left-side panel, use the search fields provided to look-up a vendor by the Vendor Number, Vendor Name, City/Country that the vendor is located in
Select either Active or Inactive from the Status drop-down
Once located, double-click on the correct vendor to open the Invoice Entry screen (see Fig.3)

Fig.2 - Searching for the Vendor to which the Invoice needs to be applied

Fig.3 - The Invoice Entry screen

The table below lists and describes the fields on the Invoice Entry screen.

Fields	Description
Vendor Number	Displays the Adaco Vendor number.
Vendor Name	Displays the name of the Vendor
AP Vendor Reference	Displays the number keyed into the AP Cross-Reference # field on the Vendor Master.
Invoice Number	A field which allows the number appearing on the physical invoice to be keyed in.
Document Reference	A field which allows any Document References to be keyed in.
Invoice Type	Displays all exportable and non-exportable payments built in Adaco under Property > Setup > Accounting > Payment Methods.
Invoice Date	A date may be keyed in or selected using the calendar drop-down.
Invoice Amount	A field which allows the amount on the invoice to be keyed in.
Difference	If a difference exists between the keyed in amount in the Invoice Amount field and the Distribution Amount field, then it will appear here when the Calculate Before Posting button is pressed.
Vendor Details	Displays the address information that is keyed in on the Vendor Master.

When an Invoice is being put into the system without a purchase order, the Accounts Payable and General Ledger accounts will need to be defined.

To do this, select Add Account to add a line where these accounts may be defined

Fig.4 - Adding an account to the Invoice Entry

The table below lists and describes the fields used when adding an Account.

Fields	Description
APAccount	Displays a list of the Account Cross-Reference number, Account name, and Account number. If Enable Outlet Accounts, located under Property > Administration > Property Preferences > Inventory, is turned on, then setting the APAccount first will then limit what may be chosen for the GLAccount.
Account Number	The Adaco number for the account will auto-populate when the account is chosen.
Account Description	The name of the account will auto-populate when the account is chosen.
GLAccount	Displays a list of the General Ledger number, Outlet number, and Outlet name. If Enable Outlet Accounts, located under Property > Administration > Property Preferences > Inventory, is turned on, then setting the GLAccount first will then limit what may be chosen for the APAccount. Note: If an Outlet does not have the General Ledger Account field populated, it will not display in this drop-down
Outlet Number	The Adaco number for the outlet.
Outlet Name	The name of the outlet.
Distribution Amount	The amount that needs to be applied to the account.

If applicable, more than one account may be added to the Invoice Entry screen so that the invoice will be appropriately distributed to the multiple accounts.

Attachments, such as a scan of the invoice, may be attached to the Invoice Entry. To do so, follow the steps below.

Select Attachments and then the ... button to browse for the file
Once the file is located, select it and use the Open button
To attach the file, select Add and then OK to save the attachment
The file can then be viewed by double-clicking the file name in the Attachment box
To remove an incorrect file, select the filename and then use the Delete button

Fig.5 - Adding attachments to an invoice

If more than one account is added to the Invoice Entry screen, selecting the Calculate Before Posting will automatically total the Distribution Amount to show if it matches the total invoice amount

This will be shown in the Difference field where the amount differing (positive or negative) will be shown, or $0.00 if there's no difference between the two fields.

Calculate distribution amount before posting

Fig.6 - The Calculate Before Posting function

After all the accounts, attachments, and invoice information has been completed, the invoice entry may be committed by selecting Post

Once this is done, the invoice entry may not be modified in any way.

If any errors have been posted, then an invoice entry using the negative amounts for the APAccount and/or GLAccount will need to be posted, as well as another invoice entry containing the correct accounts and/or amounts.

Fig.7 - Posting an Invoice Entry

Configuring Manual Invoice Approval

Go to Property > Administration > Property Preferences > Receiving
There is an option called Enable Manual Invoice Approval Routing

When this option is checked, non-PO invoices which are entered in the Invoice Entry screen will require approval before they can be exported to the AP system.

Once this feature is enabled one or more approval routes can be created for the routing on non-PO invoices.

Approval routes are configured in Property > Set Up > Routing > Route Builder
When creating a new route the Invoice Route option should be selected

An approval route can contain multiple Reviewers, Approvers and Final Approvers. As a minimum the route should contain one Final Approver.

When a non-PO invoice is entered in the Invoice Entry screen it can be saved only and not posted.

Once saved the invoice can be routed for approval by selecting the Approvals button at the top of the invoice entry screen
From the approvals window the invoice can either be submitted to an approval route or to an individual user for approval.

When an invoice is routed for approval it will trigger an email to the user who is next required to review / approve the invoice. All users who will be required to review or approve an invoice will need to belong to a user group which has the following access rights enabled:

Accounting > Invoice Review / Approval – this will allow access to a new screen which will display all invoices requiring review or approval
Accounting > Invoice Review / Approval > Delete – This will allow a reviewer or approver to delete an invoice prior to approval and export to AP
Accounting > Invoice Review / Approval > Edit – This will allow a reviewer or approver to amend an invoice during the approval process. Note: If an invoice is amended after it has been approved by one or more users then the amended invoice must be re-submitted for approval.

Fig. 08 - Showing Manual Invoice Approval

The new Invoice Review/Approval screen is accessed from the Accounting > Invoices menu (subject to the access right above) and will display all non-PO invoices which have not yet been exported to the AP system and are assigned to an outlet to which the user has access.

Please note: For a multiple outlet invoice the invoice will be visible to the user if they have access to at least one outlet included in the invoice but will only be editable if they have access to all outlets in the invoice

From within the Invoice Review / Approval screen an authorised user can:

Right click on an invoice and select the Delete option (subject to access right above)
Right click on an invoice and select the Approvals option. In this instance the Approvals form will open from which the user can review or approve the invoice
Right click on an invoice and select the Details option (double clicking on the invoice will have the same effect). In this instance the invoice will be opened in either read only or editable mode depending on the access right above.

Fig.9 - Showing Manual Invoice Review/Approval Screen

When an invoice is reviewed or approved it will progress to the next user in the approval process until it is finally approved, at which point it will become visible in the AP export screen. Once an invoice is exported it will no longer be visible in the Invoice Review/Approval screen.

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