You can use the Invoice Workbench to enter basic invoices. A basic invoice is a trade invoice you receive from a supplier that will not be matched to a purchase order or receipt.

Prerequisite
Enter the supplier and at least one pay site in the Suppliers window Select Standard or Mixed for the invoice Type.
Note: Standard invoices must have positive lines and Mixed invoices can have positive or negative lines.

Header Information

1. Select Standard or Mixed for the invoice Type. Note: Standard invoices must have positive lines and Mixed invoices can have positive or negative lines.

2. Enter the supplier number, invoice date and invoice number.Accept defaults for the basic invoice header information such as the Trading Partner, Supplier Number, Supplier Site, Invoice Date, Invoice Number, Invoice Currency, and Invoice Amount.  Payables prints the address for the Supplier Site on the payment.

3. Review and update the Payment Terms, Payment Terms Date, Pay Group, Payment Method, as necessary.

4. Payables automatically schedules payment of the invoice using the following header fields: Invoice Amount, Terms, and Terms Date. Enter or review the defaults for these fields.

Line Information

1. To enter invoice lines, select the Lines tab. Enter an invoice line for each line that appears on a supplier's invoice.
Note: The Gross Total for the invoice lines must be the same as the Invoice Amount for the invoice header, or the invoice will not pass validation.

2. Enter the line Type. Possible types are: Item, Freight, Miscellaneous, or Tax. You can only enter tax lines if your tax setup permits.

3. Optionally, enter the Quantity Invoiced, UOM, and Unit Price of the item you are invoicing.

4. Enter the total Amount of the invoice line as shown on the supplier's invoice.

Distribution Information
The distributions you enter for an invoice allocate the total invoice amount to various expense or asset accounts. For example, you can distribute expenses from one office supply invoice to expense accounts for several departments. Payables uses distributions to create accounting entries for invoices.

Enter distribution information for the line. You can enter distributions in the following ways:

• Automatically using a Distribution Set. Review the Distribution Set for the line. If the Distribution Set defaulted from the invoice header, you can change the distribution set as required.
• Automatically by Matching to Purchase Order. If the invoice is matched to a purchase order, the distributions default into the invoice from the purchase order. Review the distributions by clicking Distributions.
• Manually in the Distributions Window. To manually enter distributions for the line, click Distributions. You cannot enter distributions manually for the following types of invoice lines: purchase order/receipt matched lines, prepayment applications/unapplications, automatic withholding tax lines, or lines related to corrections.
• Manually by allocating charges. If you are entering a Freight or Miscellaneous line, you can create distributions by allocation. Click Allocation

Payment Schedules
When you first save the invoice header, Payables automatically schedules payment for each invoice based on the Payment Terms and Terms Date you enter for the invoice. Then during Invoice Validation, the system recreates the scheduled payments and overwrites any manual adjustments if:
• The Recalculated Scheduled Payment Payables Option is enabled, or
• The Exclude Tax from Discount Calculation Payables option is enabled and you have made changes to the tax amount on the invoice.

Payables uses the Payment Terms definition to calculate the due date, discount date, and discount amount for each scheduled payment. For example, if an invoice has Payment Terms of Net 30, Payables calculates the due date as 30 days after the Terms Date. You can assign default Payment Terms to a supplier. If you enable the Recalculate Scheduled Payment Payables option, Payables will also recalculate your scheduled payments during Invoice Validation. This recalculation is based on your most favorable available payment terms and start dates.

Tax Lines
Enter tax lines for the invoice. You can enter tax lines:

• Automatically :  Click Calculate Tax and E-Business Tax determines the applicable taxes based on the invoice header and line information and calculates the appropriate tax lines and distributions.
• Manually : If your tax setup permits, you can enter tax lines.