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Slide notes: The Invoice Number field is only found on Journals where it applies, and mostly these are on Creditor Journals, i.e. Suppliers, where we may process Invoice Charges. But it must be said that when we use the Purchase Order system fully, then all Invoices are processed on the Purchase Orders. So there is no need to process Invoice Journals again if they have already been processed on the Purhase Orders.

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Slide notes: However, it is still valid to use a Journal to process Invoice Charges if a Purchase Order was not used, and if so allowed in our Company. We look first at an example of a Single Leg Charge Journal.

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Slide notes: In this case, we are processing an Invoice Line Charge from a Supplier, whose account happens to be in Forex. Let's look at the Help available on the Invoice Number field.

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Slide notes: We see that the Invoice Number is a must input. However, if there really is no Invoice Number and we are simply processing a credit on the Supplier Account without an Invoice Number, then we can use an asterisk (*) to indicate that there is no Invoice Number.

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Slide notes: And when we do that, the system will not attempt to process an Invoice related entry.

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Slide notes: However, if we do use an Invoice Number, then the system will check whether the Invoice is already open, and if not, it will prompt a screen to open this new Invoice for this Supplier.

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Slide notes: If the Invoice Expected Total is known, as it should be, then it should be supplied and the system will manage the auto balancing of the Invoice entries before allowing payment. If the expected total is not known, then we can state zero, and in this case the system will not perform auto balancing, unless we specify the expected total at a later stage on the Invoice maintenance form.

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Slide notes: With Multi Journals, the situation is slightly different, because multiple Suppliers or Creditors can be posted on the same Multi Journal. In this case, the Invoice prompting, if the Invoice is new, will only happen when we attempt to post the Multi Journal, and the same Invoice number will be applied for each Creditor on the list of Credits.

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Slide notes: Now the system prompts for a new Invoice to be opened for the 1st Supplier.

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Slide notes: And then also for the 2nd Supplier. Although the Invoice number is the same, it is a separate Invoice for each Supplier. Needless to say, this will rarely happen and more often than not there will only be 1 Supplier listed on the Multi Journal.

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Slide notes: Also, if the Invoice Number is already open for this Supplier then of course there will be no prompting for the opening of a new Invoice.

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