Invoicing Purchases

You can access the AP Invoice screen one of 4 ways:

1. From the Document Imaging screen (this is recommended, see process below):

2. From the AP Invoices button on the Operations or Accounting tab:

3. From the Purchases Assistant screen:

4. From the Folder:

Recommended Method

1. Scan Invoices into Nexsyis.

2. Select Imaging from the header menu opening the File Index screen.

Select the radio button for Unprocessed to view new Invoices and select A/P Invoices from the drop down menu to view only A/P (and not overhead) invoices.

If you are linking several images, it may be easiest to filter by location. If the location you select from the drop down menu next to the A/P Invoices drop down is not your default location, you will be prompted to change your default location. If you click “yes” then your location will be changed to the location you selected and it will automatically load this as the location on the AP Invoice screen.

3. Click the AP Invoice button on the File Index screen.

4. The AP Invoice screen opens. Key in the PO number from the parts sticker and click Refresh to determine if the invoice has already been keyed.

An invoice from the PO may load but if the totals do not match, then the invoice has not yet been entered. If still unsure if it’s a duplicate invoice, highlight it and click the View Image button in the bottom right corner to see if the invoices match.

Note: If you have the folder number, but not the PO number, you may search for it that way but until you select the PO from the drop down list, it does not assign a vendor.

5. Select the line and click either the New Invoice or New Credit Memo button, depending on the statement type. Invoices and Credit Memos are entered in the same way, so the following instructions apply for either.

6. At the top of the screen, key in the Invoice Number, Invoice Date in the format “mmddyyyy” (not the postage or current date), and the invoice total for the Invoice Cost (Invoice Cost is pre-calculated on the PO using the list price from the estimate, adjusted for any vendor discounts).

Text entered in the Check Comment box will print on the check stub next to each invoice. Adding a Check Comment is not necessary but is helpful for instance with utilities where more than one meter exists for a single vendor.

7. In the top right corner of the screen, make sure the Pay To drop-down is correct: pay to a vendor, credit card (payment was COD so the recipient used the company credit card which now needs the cost allocated to it), or employee (employee paid and needs reimbursed).

8. On the bottom half of the screen, enter the correct Actual List and Actual Cost. These prices may be different on the invoice than what is in Nexsyis. To adjust the amounts in Nexsyis, click in the yellow box and type the new amount. If the Actual List is not specified on the invoice, multiply the cost by the known discount of the vendor.

If there are multiple lines on the PO that are not listed on the invoice, you can un-select the lines by double clicking the boxes under the SEL column to un-select the lines to post (if a line is selected the box will be green).

9. Once the totals match, click the Finish button at the bottom of the screen.

After an Invoice # has been entered, Nexsyis will check the Invoice Number against the vendor. However, it does not consider location. You can click the details button to display the invoice that has the same vendor and invoice number.

If the other fields (vendor, location, and invoice #) are the same but the date is different, it will just give you a warning:

If a line appears on the invoice that is not on the purchase order, ie. a core charge, you can add the line at this time:

Click New, then select the Financial Category, Location the line is billed to, Quantity, List, Cost, Description, and most importantly the Folder.

11. Once the Total Selected at the bottom matches the Total you keyed at the top, the Save button will activate for you to finish and save the invoice.