Accounts Payable Invoice - WebTMA 7

When an invoice arrives from the Vendor, create an Invoice record. This can be done by clicking an invoice-related link on the Action Menu of one of the windows listed above. Depending on the window, the Action Menu link may read Invoice or Create A/P Invoice. These links are available when the function has been granted in Client Info / Preferences and if the user has rights to create an invoice.

You can also create a new invoice record directly from Accounting > Accounts Payable Invoice > Accounts Payable Invoice; however, using the Action Menu link prevents data entry errors since information from the order record is transferred to the new invoice record. This also saves data entry time.

Since invoice records for non-PO records do not include freight costs and cannot be matched, the On-hand Adjustment and Variance Tabs do not display on invoice records for these types of invoices.

If you use Universal Interface to export information, some records may fail and need to be exported again. If this occurs, click the Action Menu Re-Export link on the affected record to reset and allow it to be exported again using UI.

Purchase Orders and Accounts Payable Invoice

For Purchase Orders, the first time you use the Invoice link on the Action Menu, the lines are loaded to the Invoice window without comment. If you use the feature more than once, WebTMA opens a window asking you to identify the On-hand Receiving batch you want to match. Note, however, that you are only prompted to select the batch if there are un-invoiced batches remaining for the PO.

Reminder: When you create an invoice for a Purchase Order record that does not have the Invoicing check box marked, WebTMA does not execute the On-Hand Adjustment process, you are not prompted to select OHA lines, and the Match/Override button is hidden on the Variance Tab.

Invoice Receipt

After you receive the actual bill, use the Action Menu to open the Invoice window. Any bill received for partial shipments can be processed and paid. When the balance of the shipment arrives, create another invoice record in WebTMA.

For Purchase Order invoices, you can avoid creating a new invoice record by using the On-hand Adjustment Tab to add lines that have been received since the WebTMA invoice record was created.

WARNING: WebTMA does not prevent you from including the same items on multiple invoices. Please use caution when creating additional invoices against a record so as not to duplicate line items on several invoices. For example, the Vendor may choose to issue invoices for each partial shipment. If several bills are received, all can be applied to a single Purchase Order, but WebTMA cannot warn you if you apply the bills incorrectly.

On-hand Adjustment Tab

The On-hand Adjustment Tab is only available for Purchase Order Invoicing. When the Vendor invoices partial shipments, you can use the On-hand Adjustment Tab to manually associate additional receivings to the order and avoid having multiple WebTMA Invoice records for the PO.

Variance Tab

Path: Accounting > Accounts Payable Invoice > Accounts Payable Invoice / Variance Tab

The Variance Tab is only available for Purchase Order Invoicing and concerns invoice matching. The window includes coded line items to tell you at-a-glance whether the item matched or did not match the Vendor's bill and the receiving record. The values are compared to the original Purchase Order to determine a match or mismatch.

WebTMA attempts to link invoice line items and Purchase Order detail lines in the following sequence:

First: Part Code, Unit Cost, and Quantity

Second: Part Code and Unit Cost

Third: Part Code and Quantity

Red symbols signify a mismatch, and green symbols signify a match.

Green horizontal lines indicate an exact two-way match of the invoice to the PO.

Red horizontal lines indicate a two-way mismatch between the invoice and the PO.

Bold green horizontal lines with a vertical line on the left indicate an exact three-way match between the invoice and the WebTMA receiving record.

Bold red horizontal lines with a vertical line on the left indicates a three-way mismatch between the invoice and the WebTMA receiving record.

When the invoice and PO or receiving record do not match, qualified users can override a mismatch if required. 

The Variance Tab has a tolerance of ± .01. This tolerance allows WebTMA to take into account rounding of the unit cost to four decimal places on the On-hand Adjustment window. A one-cent tolerance saves time and helps you avoid unnecessary overrides.

If the user has set a Technician default from File > Personal Info / Defaults, the Technician Code and Technician Name fields are automatically populated for the logged in user.

About Invoice Matching

The matching process is a required function for Purchase Order invoices and is used by WebTMA to verify any price or quantity variations among the Purchase Order, the receiving process, and the vendor's bill. The differences can be seen on the Variance Tab. When the receiving record and the Vendor's bill do not match the Purchase Order, the invoice record shows a mismatch.

If there are no On-hand Adjustments linked to the invoice, the Match button on the Variance Tab is not visible.

The system compares the user who is logged in to the User records to assure the logged in user has the rights to match or override invoices. See Invoicing Preferences in User Management for details about these settings.

When you print the list, the red/green symbols are transformed into check boxes with a check mark for matching and an X for non-matching items.

Invoice Match Process

When the match process is invoked, the following occur:

• New On-Hand Adjustments are created

• Part and SKU records are updated

• Pricing information such as Average Price, Last Purchase Price, Parts Total Value, Tax, and Freight amounts are updated to their appropriate tax and freight Accounts

• Encumbrances are handled

• Part / Vendor Cross References are created or updated with the Last Purchase Price

If the invoice is a mismatch, you see a red symbol beside the line item. This does not mean you cannot approve the Vendor's bill and create a WebTMA invoice record. You can Override mismatched lines if you have the correct user privileges. This gives the user control over records and prevents any errors or oversights.

A button at the lower right of the window reads Match if line item symbols are green or Override if red symbols are present. A person with the appropriate privileges can match the invoice by clicking the Match or Override button. The button is only visible when it can be used; otherwise, it does not display.

AP Payments Tab

Path: Accounting > Accounts Payable Invoice > Accounts Payable Invoice / A/P Payments Tab

The A/P Payments Tab is available for all A/P Invoice records. Use the window to record payments made for the invoice.

The Payment Entry flyout opens when you click the Add Payment link in any mode (Add, Edit, or View). You have the option to record payments made by check/voucher, credit/debit card, or credit memo.

Once the total amount reflected on this window is paid, WebTMA prevents adding more payments. When you click the link on a fully paid record, a message informs you, “The balance is 0.”