self-billing invoices

Self-billing invoices are used for vendors that do not supply invoices. The self-billing flag must be marked on the vendor in order to create a self-billing invoice. The payment will be made based on the receiving transaction amounts. This document outlines the steps to create a self-billing invoice.

The following options are outlined in the Self-Billing Invoice:

• Creating a Self-Billing Invoice
• Self-Billing Invoice
• Posting a Self-Billing Invoice
• Journal Transaction

Create a Self-Billing Invoice

1. In General>Purchases>Invoices, select the drop-down menu on the and select Self Billing.

2.  In the PO Invoice Self Billing dialog, select the invoice lines that are required to be invoiced. The dialog can be filtered by Vendor No or any other fields to minimize the list of available transactions.
   
   

 

3. Click OK to create the invoice.

Self-Billing Invoice

The Self-Billing invoice will be automatically created. The description for all fields related to a self-billing invoice can be reviewed in the PO Invoice document as the invoice is generated from receiving transactions.

1. From the Purchase Invoice index, open the invoice.
2. Generally, there are no changes required to self-billing invoices as the invoice is derived from a receiving transaction. Changes can only be made if the Price Mode on the purchase order is set to Invoice.

   1. Contract Price: Will only allow the price to be changed on the contract.

   2. PO Price: Defaults the contract price to the purchase order, but allows the user to change the price on the purchase order

   3. Invoice Price: Allows the user to modify the amount on the contract, purchase order or purchase invoice.

   4. Market Price: Establishes the price based on the selected market price table and effective rate on the receive date.

    

3. In the event that the amount needs to be modified, enter the revised amount in the Invoice Amount field.
4. The Payable Invoice Amount in the header will need to be modified based on that amounts modified in the line details. This field must balance to the Total Invoice Amount.

Post a Self Billing Invoice

Once the Self-Billing Purchase Invoice has been created and saved, the invoice needs to be posted. The posting process locks the purchase invoice to prevent edits, and creates the journal transaction to record the liability. The UnPost option unlocks the invoice and reverses the journal transactions.

In order for the invoice to be posted, it needs to be in Approved status. The invoice will automatically default to Approved status if the invoice amount matches the received amount exactly or within the defined tolerances.

1. If the invoice is not in Approved status, select the purchase invoice and right-click to select Mark Approved.
2. In the Purchase Invoice index, select the required purchase invoice and right-click to select 'Post'.

Journal Transaction

The posting process creates the journal transaction. The journal will reverse the accounts payable accrual that was incurred when the product was received and record the payable amount to the vendor.