Enter Transaction Details MGBC

1. Entering Unmatched Documents
2. Entering Matched Documents

Entering Unmatched Documents

Transaction Header

Line Details

Click Lines to enter the detail lines.

1. Enter the following fields on the Main Format of the Line Detail screen MGBC:

• Enter a Description, up to 40 characters, of the goods/services to which this detail line relates. If the supplier has a Default Line Description on the Processing format of the Supplier Purchasing Controls screen MPBD, it defaults. You can override the default.
• Enter the Invoice Price, up to five decimal places.

2. Click the General Ledger Details tab to access the General Ledger Details format.
3. In MGBC General Ledger Account, enter the nominal code to which this item line value (plus any value allocated pro rata to this line from another line) is to be posted. Depending upon how the nominal is set up, you might be required to enter management codes as well. If entering a split analysis code, do not enter the General Ledger account information.
4. To allocate a line to multiple General Ledger accounts, complete the following three steps. If you do not want to perform this task, continue with Step 5.
   • To allocate a line to multiple General Ledger accounts, enter 1 (percentage), 2 (quantity) or 3 (value) in S/A Type on the General Ledger Details format of the Line Detail screen MGBC and right click.
   • Click S/A to enter the allocation on the Split Analysis screen MGBD.
   • Click Update to accept the changes to the screen.
5. If this supplier uses payment analysis and analysis for the line is required, click the Miscellaneous tab to access the Miscellaneous format.
6. Enter the following fields on the Miscellaneous format of the Line Details screen:
   • Enter a Payment Analysis Code. If a default code exists on the Supplier Purchasing Controls screen MPBD, it defaults but can be changed. If Payment Analysis In Use is not checked on the Payment Anal format of the Supplier Purchasing Controls Screen MPBD, you cannot make an entry.
   • If desired, enter any optional fields.
7. If the document is service related then go to the Service Tab and enter the Service related fields that are required.
8. Click Update to complete the batch. If there are discrepancies with the batch, the Batch Header screen MGBB displays.

Entering Matched Documents

Complete the following to perform invoice matching on the Transaction Header screen MGBC.

If you are matching an invoice to one Purchase Order

Enter the following fields:

1. Enter a purchase Order number if you want to match the invoice to a purchase order. If you need to match the invoice to more than one order, click Go | Trans Order. Or you can enter an Advice Note to begin invoice matching.
2. In Reference, enter the supplier's document number, up to 16 characters. The system checks the database for the same transaction reference number for this supplier. If the reference number already exists, the system checks Duplicate Invoice Date on the Supplier Accounts Payable Controls screen MPBE. If this field is blank, the system issues an error or warning as specified as specified in Transaction Duplicate on the Accounts Payable Company Controls screen MGAB. If Duplicate Invoice Date is checked, the system compares the transaction date to the date of the transaction you are currently entering. If the dates are the same, the system issues an error or warning, depending upon depending on what was specified in Transaction Duplicate on the Accounts Payable Company Controls screen MGAB. If the dates are different, you can continue processing.
3. Enter the transaction Date, if the document is not logged and if Mandatory Transaction Date is checked on the Accounts Payable Company Controls screen MGAB. If Mandatory Transaction Date is blank, the system defaults to the current date. You can override the date.
4. If Accounts Payable Company controls define that received date is required then you must enter the received date field. It should be populated with the date that the physical Invoice was received.

If you are matching an invoice to more than one Purchase Order

Enter the following fields:

1. Enter the Supplier code for the document, if the document is not logged. You cannot enter credits or debit notes if Supplier Type is Employee or Miscellaneous/Sundry Supplier. You cannot enter any documents if the supplier is flagged as frozen on the Supplier Accounts Payable Controls screen MPBE.
   
   If the document is logged, the supplier number automatically appears when you retrieve the transaction.
2. In Reference, enter the supplier's document number, up to 16 characters. The system checks the database for the same transaction reference number for this supplier. If the reference number already exists, the system checks Duplicate Invoice Date on the Supplier Accounts Payable Controls screen MPBE. If this field is blank, the system issues an error or warning as specified in Transaction Duplicate on the Accounts Payable Company Controls screen MGAB. If Duplicate Invoice Date is checked, the system compares the transaction date to the date of the transaction you are currently entering. If the dates are the same, the system issues an error or warning, depending upon depending on what was specified in Transaction Duplicate on the Accounts Payable Company Controls screen MGAB. If the dates are different, you can continue processing.
3. Enter the transaction Date, if the document is not logged and if Mandatory Transaction Date is checked on the Accounts Payable Company Controls screen MGAB. If Mandatory Transaction Date is blank, the system defaults to the current date. You can override the date.
   
   A warning appears if you enter a future date. You can override the warning. The system uses the date entered in this field plus the supplier's payment terms to determine the transaction's due date. The document being entered is a Credit Note, then the Due date will be calculated depending upon the setting on Accounts Payable Company controls.
   If the document is logged, the system displays the document date. You cannot amend this field.
4. If ICA is setup for this company, enter a BTZ Element to which postings are made. The element must be associated with the supplier on the Supplier Element screen MPBF. If the transaction is logged, you cannot change the element entered during logging.
5. Enter the Gross Amount, including tax. You cannot enter the Tax Amount field if you are entering debit notes or a logged document.
6. Enter the Tax Amount on the document. You can not enter tax if Self Assessed Tax Indicator is checked on the Supplier Accounts Payable Controls screen MPBE. If the supplier has a tax code that implies a usual tax percentage different than the tax entered, the system displays a warning when that difference falls outside the acceptable tolerance levels. If Tax on Disc. Net Amount is checked on the Supplier Accounts Payable Controls screen MPBE, the expected tax amount in the tolerance checking is based on the net amount you take after the payment discount.
7. Click Go | Trans Order.
8. Enter the Purchase Order numbers to which you want the invoice to match on the Trans. Order Enter screen MGRA. If you do not know the order number, prompt from Order Number. The system displays the Purchase Order List screen MDOA selection window, enter Supplier and right click. Select the desired order in the list and click the Return button to drag it back to the Trans. Order Enter screen.
9. Select the orders to match and click the Select button on the Trans. Order Enter screen MGRA.
10. Click Header return to the Invoice Header screen MGCA.

To split the invoice into multiple payments

Enter the following fields on the Payment Details format. You can change this information using transaction maintenance.

1. Click the Payment Details tab to access the Payment Details format.
2. In Recurring Frequency, select one of the following from the dropdown menu: Week, Month, Quarter, Bi-Annual or Annual.

NOTE cannot enter recurring payments when Supplier Type is set to Miscellaneous/Sundry Supplier or for a CIS Supplier.

3. In Recurring Occurrences, enter the number of payments. Valid entries are 2 - 99.

To enter a prepayment

Enter the following fields on the Payment Details format:

1. Click the Payment Details tab to access the Payment Details format.
2. In Prepayment Occurrences, enter the number of General Ledger periods that the prepayment spans. Valid entries are 2 - 99.
3. In Prepayment Period/Year, enter the period and year that the prepaid is due to start. For example, for insurance paid in November, 1998 for the calendar year beginning in January, 1999, enter 1/1999.

If the number entered in Prepayment Occurrences, combined with the number entered in this field, is greater than the number of periods in the current posting year, a warning message alerts you that postings occur into the next year.

To enter an invoice that is paid by an external system

Enter the following fields on the Payment Details format:

1. In Pre-settled Bank, enter the bank code of the account used to pay this invoice if it was paid prior to data entry. The bank code that you enter must link to the supplier's payment method on the Bank/Payment Method table MGAO. The bank's currency must be multi-currency or equal to the currency entered on the document header. If using ICA, the bank code must be structurally compatible with the supplier and element. If you enter Recurring Payment Frequency or if the transaction is not an invoice, you cannot enter pre-settled bank.
2. In Reference, enter the cheque number from the external system if the transaction is paid before data entry.
3. Click Lines to enter the detail lines.
4. Enter the following fields on the Line Detail screen MGBC:
   • Enter a Description, up to 40 characters, of the goods/services to which this detail line relates. If the supplier has a Default Line Description on the Supplier Purchasing Controls screen MPBD, it defaults. You can override the default.
   • Enter the Invoice Price, up to five decimal places.
   • In General Ledger Account enter the nominal code to which this item line value (plus any value allocated pro rata to this line from another line) is to be posted. Depending upon how the nominal is set up, you might be required to enter management codes as well. If you are going to enter a split analysis code, do not enter the General Ledger account information.
   • If this supplier uses payment analysis and analysis for the line is required, enter a Payment Analysis Code. If a default code exists on the Supplier Purchasing Controls screen MPBD, it defaults but can be changed. If Payment Analysis In Use is not checked on the Payment Anal format of the Supplier Purchasing Controls Screen MPBD, you cannot make an entry.

If you want to pay for less than you received

Perform the following steps.

1. Select the transaction you want to amend and click Trans | Select.
2. Click Go | Trans GRNs. The system displays the Transaction GRNs screen MGRB.
3. In Quantity to Match, enter the quantity for which you want to pay.
4. Click Update to return to the Detail Lines screen.
5. Click Update to complete the batch and to return to the Batch Header screen MGBB.
6. Click New Tran to enter the next transaction, click Update to complete the batch or click Exit | Suspend to suspend the batch and the system displays the System Reference List screen MGBE. If there are discrepancies with the batch, the Batch Header screen MGBB appears.

NOTE Service Details cannot be entered for Order related invoice lines.

Screen Specific Actions (header)

Screen Specific Actions (lines)

See also

Transaction Orders Enter Edit MGRA

Transaction GRNs Enter Edit MGRB

Accounts Payable Home Page