How do I register Invoices?

Overview

When you receive an invoice from a creditor or subcontractor, register it in Jobpac. Registration records the invoice header details without needing to know the coding allocations, and lets you attach a scanned copy of the invoice to the transaction record.

Register the invoices

Open the Register Invoices screen and enter each invoice in the batch.

1. Go to Finance > Accounts Payable > Invoice Processing > Register Invoices.

2. In Batch Total, enter the total of all invoices in the batch. You can leave this blank and set it later, but entering it now gives a useful check against typing errors as you go.

3. Enter or search and select the invoice details:

• Creditor — by Creditor ID or ABN
• Order No. (if known; otherwise leave blank)
• Authorising job or location
• Invoice number
• Amount
• Date
• Transaction Type — Invoice or Credit
• GST Code

4. Click OK to advance to the next screen, enter or modify the Description, then click OK and Yes.

5. When prompted, drag a file into the File Queue or click Add Files to attach a scanned copy of the invoice (PDF recommended) to the transaction record.

6. Repeat for all other invoices in the batch.

Post the batch

Once every invoice in the batch is entered, reconcile the total and post.

1. If you didn't enter the batch total earlier, go to Actions and select Modify Total.

2. Enter the batch total so it matches the sum of all invoices entered (the Difference should clear), then click OK.

3. When the batch is ready to post, click REGISTER in the toolbar (or go to Actions > Register), then Yes.