Agenda

 Creating Prepaid Expense Invoice

 Create Accounting
 Accounting Impact
Prepaid Expense Booking
Navigation: Invoices > Entry > Invoice Batches

Steps:
 Enter the Batch Name, under which you need to categorize the Invoices.

 The Date is defaulted as the system date

 Optionally enter the Control Count (Number of invoices to be added) and the Control amount (Total of all the invoice amounts)
Prepaid Expense Booking

 Optionally enter the values for Invoice Currency, Payment Terms, Pay Group, Payment Priority etc.

 Click the Invoices button to enter the related invoices

 Enter the Invoices in the Invoice Workbench. Once the invoice is completed, click the Down arrow in the Keyboard to move to the next line and
enter the subsequent invoice.
Prepaid Expense Booking

Steps
1. The Operating Unit defaults

2. Select the Type as Standard

3. Enter the PO number

4. The Supplier Number and Supplier Site

automatically defaults

5. Select the Invoice Date

6. Enter the Invoice Number

7. Enter the Invoice amount

8. The GL Date, Terms Date, payment Terms and

Pay Group defaults from the Supplier Site,
which can be changed

9. Select the Payment Method

10. Match Action will default from supplier

configuration, please make sure match action
ais Receipt

11. Click the Lines Tab

Prepaid Expense Booking
 Click on Match button

 System will popup Invoice matching form.

 Click on find

 Select the PO line need to match against to the invoice.

Save the work bench

Prepaid Expense Booking
 Go to invoice lines

 Add 2 more manual line one with +ve amount and other with negative.

 Enable Deferred flag for the line with +ve amount

 Input deferred start date and deferred end date

 Use the distribution as Prepaid Expense account for both the lines
Prepaid Expense Booking
 Input Prepaid Expense Type in Line DFF

 Get the invoice approved and validated explain in Invoice booking user guide.
Create Accounting
 Navigate to Reports > View > Request > Submit New Request

 Select Create Accounting Program

 Input all the required parameters

Accounting Impact
Invoice Approval
 The invoice Approval page opens, the Approver can take appropriate action by either Clicking Approve, Reject, Reassign, Request Information.

 Click Approve in the Page below. The invoice will send to Head of budget team and upon his approval it will be forwarded to Finance Controller

 The Finance Controller will be the Final Approver for the invoice and the invoice status will change to approved upon his approval.
Invoice Validation
 Navigation: Payables Responsibility >> View >> Request >> Submit New request

 Select the program “DB Invoice GL date update and validation program”

 This program will pick all the eligible invoices update the GL date to current date and validate the invoices.
Submit Create Accounting
 Navigation: Payables Responsibility >> View >> Request >> Submit New request

 Select the program “Create Accounting”

 This program will pick all the eligible transactions (invoices, Payments) and post accounting impact to trial balance.

 Create Accounting can be submit in draft mode to check the accounting impact before running in final mode.

 Please submit create accounting in final mode after validating accounting in draft mode.
Accounting Impact

 The below are the accounting entries generated for manual invoice.