Vendor Invoice Entry FAQs

I want the cursor to skip the 'Route for approval?' check box when I am in Vendor Invoice Entry.

This is controlled by Access Unposted Transactions in Function Security. The default security setting is AP level 6. Use Operator Overrides to remove a specific user's access to this function.

Can an invoice that has been 'Confirmed' in Invoice Approval still be modified in Vendor Invoice Entry?

The answer depends on your security setup. You will be allowed to call up and modify a confirmed invoice when you have security access to the Access Unposted Transactions option in Function Security. Without that security access, you will not be allowed to edit the confirmed invoice and will see the message "ERROR – You are not authorized to access unposted transactions."

What does the message "ERROR – You are not authorized to access unposted transactions." mean?

You will see this message when you do not have security access to invoices that have been confirmed through the routing process or have been entered directly into Vendor Invoice Entry when the Route for approval? check box was cleared.

What are unposted transactions in Vendor Invoice Entry?

The 'unposted transaction' status indicates that the invoice is ready to be updated into the system. Here the invoice either was directly entered into the screen when the Route for approval? check box was not selected or the invoice has been confirmed through the approval routing process. Regardless, the invoice is now ready for posting and can be updated into Spectrum.

Is there any way to add more than a 30 character remark to the invoice and check remittance?

You can add up to 3 lines of 60 characters in the A/P Remittance Advice Remarks window. When you are in the More Invoice Information window and your cursor is in the Invoice remark field, press F4 to open this window. This information will print a separate check remittance advice during Payment Processing automatically.

How do I use Alternate Payee Entry to pay bills for separate locations, but track everything to a single vendor?

Spectrum's Accounts Payable Alternate Payee Entry feature can be used to pay the single vendor, but allows each bill to go to the billing address, printing the address and the customer number on the bill. This is done by making sure the One time check box is clear.

A vendor wants to place a lien on our subcontractor. In order to make sure everyone gets paid, we need to figure out the supplier's portion of a payment and pay both the subcontractor and the supplier.

Use the alternate payee feature in A/P Payment Processing. This will allow you to create two checks, both payable to the subcontractor. This feature is also useful for people who are being audited for MBE compliance.

How do I correct a vendor invoice that was entered incorrectly?

Use the A/P Reverse Vendor Invoice feature to reverse invoice entries that have already been updated using A/P Transaction Update (which follows the A/P Transaction Register). To reverse an invoice, the software creates a credit memo; to reverse a credit memo, the software creates an invoice. This will leave the correct accounting paper trail. Additionally, the software will automatically update the reversed items to open items so you don't have to create a $0.00 check in order to transfer these entries to the history file. Your security setting determines the level of automation offered during the reversal and update processes.

The table below shows how security levels affect the posting options.

Security:

Do you have security to the Transaction Register Update?

Security:

Do you have security to the Manual Check Register Update?

Security:

Do you have security to the Check Register Update?

Dates:

Are the G/L dates for both the invoice & credit memo within the same fiscal period?

Result

No

Yes

Yes

Yes

The update option allows you to create the reversal in unposted transactions.

Yes

No

Yes

Yes

Here you can post the reversal, but will have to create a manual check to clear it.

Yes

Yes

No

Yes

Here you can post the reversal, but will have to create a manual check to clear it.

Yes

Yes

Yes

No

Here you can post the reversal, but will have to create a manual check to clear it.

Yes

Yes

Yes

Yes

On update, you will be able to post reversal and clear history in one step.