Recording a Supplemental Invoice

A supplemental invoice is an invoice for additional charges not included on the original invoice. For example, a vendor might send you a supplemental invoice for a serial item whose actual price is more than the estimated amount you paid earlier.

You record supplemental invoices with the New Supplemental option on the Statement menu. This option creates a statement header with a type of “Supplemental Invoice.” This type of invoice lets you add supplemental lines only to the statement.

If the statement you are recording includes one or more regular invoice lines, along with supplemental lines, you must record a regular invoice and add supplemental lines to it as necessary. (To record a regular invoice, see Recording an Invoice.)

A supplemental invoice assumes an existing invoice. This means the lines you add to a supplemental invoice must already be included on a regular invoice.

To record a supplemental invoice

1 Start the New Supplemental process.

The default location of this process is the Acquisitions\Statement folder on the navigation bar.

Horizon displays the Compound Search window.

2 Search for the vendor whose statement you are recording.

After you choose the vendor, Horizon displays the Edit Statement (new) Header window:

3 Complete the fields in the window. (For a description of each field, see Edit Statement Header Window.)
4 Save the file.

Horizon displays the Statement window:

This window lets you add the lines that are included on the vendor statement.

5 Click Candidates to search for the PO lines.

Horizon displays the Find Candidate Lines window.

6 Do one of these steps:
Mark Search to search for the lines.
Mark Vendor to display all PO lines for the vendor that have been invoiced.

Horizon displays all the lines that match your search criteria and that have already been invoiced. Only those lines you record a supplemental invoice for are actually added to the statement. The rest are removed when you close and reopen the statement.

7 Highlight the lines that are included on the vendor statement.

To help you identify the items you have displayed for possible inclusion, you can click the Display button to display other columns. (For example, you can display the PO number to identify which purchase order a line is attached to.)

8 Click Sup Invoice to display the Supplemental Invoice PO Line window:

9 Complete the fields on the window:

Field

Action

Quantity

Enter the invoice quantity (as shown on the vendor statement). (The quantity that has been invoiced appears by default.)

Amount

Enter the line amount shown on the vendor statement for the title. (Enter the total line amount, not the unit price.)

Sup Invoice Line

Enter the line number on the vendor statement that corresponds to the title.

Internal Note

If you want, enter an internal note about the supplemental invoice.

These notes are appended to the notes in the Internal Note field on the PO line and are recorded in the PO Line Item History window. They are not printed on any correspondence you send to the vendor.

10 Click OK.

If you highlighted multiple lines, the next title appears in the Supplemental Invoice PO Line window, along with the notes you entered for the last title.

11 If another title appears in the Invoice window, repeat steps 9 and 10.

 


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