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<ManualTopic ID="/baanerp/tf/onlinemanual/000104" xml:lang="en">
	<Header>
		<Title xmlns:ssa="http://www.ssaglobal.com" xmlns:HTML="http://www.w3.org/TR/REC-html40">To process purchase invoices</Title>
		<Keyword><Level1>Purchase invoice</Level1>
			<Level2>to process</Level2>
		</Keyword>
		<Keyword><Level1>Purchase invoice</Level1>
			<Level2>to register</Level2>
		</Keyword>
	</Header>
	<GeneralSection><Paragraph>Recording and processing a purchase invoice in <GUIRef href="/baanerp/tf" role="package">Financials</GUIRef> consists of the following steps:</Paragraph>
		<ProcedureList><ListItem>Optionally record receipt of the purchase invoices.</ListItem>
			<ListItem>If the invoices are blocked, authorize the invoices.</ListItem>
			<ListItem>Register the purchase invoices.</ListItem>
			<ListItem><List><ListIntro>Do the following:</ListIntro>
					<ListItem>For cost invoices, enter the transaction lines.</ListItem>
					<ListItem>For purchase invoices, match the invoices to the related receipts, purchase orders, or freight orders.</ListItem>
				</List>
			</ListItem>
			<ListItem>Display the error log and solve the matching errors.</ListItem>
			<ListItem>Approve the purchase invoices.</ListItem>
			<ListItem>Display the error log and solve the approval errors.</ListItem>
		</ProcedureList>
		<Paragraph>You can process individual purchase invoices manually or you can match and approve ranges of purchase invoices in a background <Link href="/baanerp/tt/glossary/glossary#000025" role="glossary">job</Link>. For details, refer to <Link href="/baanerp/tf/onlinemanual/000106" role="manual">To match and approve purchase invoices</Link>.</Paragraph>
		<Paragraph>For the postings created during each step, refer to <Link href="/baanerp/tf/integrations/PurOrd" role="manual">Business process - Purchase Order</Link>.</Paragraph>
		<Paragraph>If you use <Link href="/baanerp/tf/glossary/glossary#000008" role="glossary">self-billing</Link>, you agree with your suppliers that they do not send you invoices, and you automatically generate the required purchase invoices. The procedure for self billed invoices is similar to the purchase invoices procedure. For details, refer to <Link href="/baanerp/tf/onlinemanual/000008" role="manual">Self billing</Link>.</Paragraph>
		<ProcedureList><ListTitle>The invoice status</ListTitle>
			<ListIntro>The invoice status reflects the various stages of the process, and can change as follows:</ListIntro>
			<ListItem><GUIRef href="/baanerp/tf/domains/acp.stin#open" role="enum">Received</GUIRef> (optional) --&gt; <GUIRef href="/baanerp/tf/domains/acp.stap#registered" role="enum">Registered</GUIRef>
			</ListItem>
			<ListItem><GUIRef href="/baanerp/tf/domains/acp.stap#registered" role="enum">Registered</GUIRef>--&gt; <GUIRef href="/baanerp/tf/domains/acp.stap#linked" role="enum">Matched</GUIRef> if you have partially or fully matched the invoice</ListItem>
			<ListItem><GUIRef href="/baanerp/tf/domains/acp.stap#linked" role="enum">Matched</GUIRef>--&gt; <GUIRef href="/baanerp/tf/domains/acp.stap#approved" role="enum">Approved</GUIRef>
			</ListItem>
			<ListItem><GUIRef href="/baanerp/tf/domains/acp.stap#approved" role="enum">Approved</GUIRef>--&gt; <GUIRef href="/baanerp/tf/domains/acp.stap#linked" role="enum">Matched</GUIRef> if you unapprove the invoice.</ListItem>
		</ProcedureList>
		<Paragraph>You can also approve an invoice without matching it first. If you unapprove the invoice, the status becomes <GUIRef href="/baanerp/tf/domains/acp.stap#registered" role="enum">Registered</GUIRef>.</Paragraph>
	</GeneralSection>
	<GeneralSection><SectionTitle>1. To record receipt of the purchase invoices</SectionTitle>
		<Paragraph>Before you register received purchase invoices, you can optionally record the receipt in the <GUIRef href="/baanerp/tf/acp/tfacp1500m000" role="session">Received Purchase Invoices (tfacp1500m000)</GUIRef> session. SSA ERP does not create an <Link href="/baanerp/tf/glossary/glossary#OpenInvoic.tf" role="glossary">open entry</Link> in the <GUIRef href="/baanerp/tf/acp" role="module">Accounts Payable</GUIRef> module and a posting to the general ledger. The invoice gets the <GUIRef href="/baanerp/tf/domains/acp.stin#open" role="enum">Received</GUIRef> status.</Paragraph>
		<Paragraph>For example, if the invoices must be authorized by several employees or departments before they are registered, you can use this step.</Paragraph>
	</GeneralSection>
	<GeneralSection><SectionTitle>2. To authorize blocked purchase invoices</SectionTitle>
		<Paragraph>To authorize an invoice, select the invoice in the <GUIRef href="/baanerp/tf/acp/tfacp1500m000" role="session">Received Purchase Invoices (tfacp1500m000)</GUIRef> session and on the <GUIRef href="" role="menu">Specific</GUIRef> menu, click <GUIRef href="/baanerp/tf/acp/tfacp1500m000#tfacp1101m000" role="formcommand">Authorization Data</GUIRef>. The <GUIRef href="/baanerp/tf/acp/tfacp1101m000" role="session">Authorization Data (tfacp1101m000)</GUIRef> session starts, which you can use to authorize the invoice.</Paragraph>
		<Paragraph>Alternatively, you can use the <GUIRef href="/baanerp/tf/acp/tfacp1104m000" role="session">Authorize Purchase Invoices (tfacp1104m000)</GUIRef> session.</Paragraph>
	</GeneralSection>
	<GeneralSection><SectionTitle>3. To register purchase invoices</SectionTitle>
		<Paragraph>If you register a purchase invoice, SSA ERP creates an <Link href="/baanerp/tf/glossary/glossary#OpenInvoic.tf" role="glossary">open entry</Link> in the <GUIRef href="/baanerp/tf/acp" role="module">Accounts Payable</GUIRef> module and a posting to the general ledger.</Paragraph>
		<ProcedureList><ListTitle>To register purchase invoices immediately</ListTitle>
			<ListIntro>To register the invoices immediately, take the following steps:</ListIntro>
			<ListItem>Start the <GUIRef href="/baanerp/tf/gld/tfgld1101m000" role="session">Transactions (tfgld1101m000)</GUIRef> session.</ListItem>
			<ListItem>Select or create a transaction batch.</ListItem>
			<ListItem>Add a record to the batch, using a transaction type of the <GUIRef href="/baanerp/tf/domains/gld.catg#purchase.inv" role="enum">Purchase Invoices</GUIRef> transaction category. Do not forget to save the record.</ListItem>
			<ListItem>Select the record and on the <GUIRef href="" role="menu">Specific</GUIRef> menu, click <GUIRef href="/baanerp/tf/gld/tfgld1101m000#exec.cont.process" role="formcommand">Transaction Entry</GUIRef>. The <GUIRef href="/baanerp/tf/acp/tfacp1110s000" role="session">Purchase Invoices (tfacp1110s000)</GUIRef> session starts. You can enter a new purchase invoice in this session.</ListItem>
		</ProcedureList>
		<Paragraph>When you enter an invoice in the <GUIRef href="/baanerp/tf/acp/tfacp1110s000" role="session">Purchase Invoices (tfacp1110s000)</GUIRef> session, the <GUIRef href="/baanerp/tf/acp/tfacp1110s000#tfacp200.stap" role="formfield">Invoice Status</GUIRef> field is set to <GUIRef href="/baanerp/tf/domains/acp.stap#registered" role="enum">Registered</GUIRef>.</Paragraph>
		<ProcedureList><ListTitle>To register <GUIRef href="/baanerp/tf/domains/acp.stin#open" role="enum">Received</GUIRef> invoices</ListTitle>
			<ListIntro>If you first record the receipt of the invoices in the <GUIRef href="/baanerp/tf/acp/tfacp1500m000" role="session">Received Purchase Invoices (tfacp1500m000)</GUIRef> session, take the following steps to register the invoices:</ListIntro>
			<ListItem>In the <GUIRef href="/baanerp/tf/acp/tfacp1110s000" role="session">Purchase Invoices (tfacp1110s000)</GUIRef> session, on the <GUIRef href="" role="menu">Specific</GUIRef> menu, click <GUIRef href="/baanerp/tf/acp/tfacp1110s000#copy.from.preregistration" role="formcommand">Copy Received Purchase Invoices</GUIRef>. The <GUIRef href="/baanerp/tf/acp/tfacp1210m000" role="session">Copy Received Purchase Invoices (tfacp1210m000)</GUIRef> session starts</ListItem>
			<ListItem>Select the invoice to be copied.</ListItem>
		</ProcedureList>
		<Paragraph>The invoice receives the <GUIRef href="/baanerp/tf/domains/acp.stap#registered" role="enum">Registered</GUIRef> status. In the <GUIRef href="/baanerp/tf/acp/tfacp1500m000" role="session">Received Purchase Invoices (tfacp1500m000)</GUIRef> session, the copied invoice receives the <GUIRef href="/baanerp/tf/domains/acp.stin#copied" role="enum">Copied</GUIRef> status. You cannot copy an invoice multiple times.</Paragraph>
		<List><ListIntro>How you continue the purchase invoice procedure depends on the type of invoice that you select in the <GUIRef href="" role="manual">Invoice Type</GUIRef> field of the <GUIRef href="/baanerp/tf/acp/tfacp1110s000" role="session">Purchase Invoices (tfacp1110s000)</GUIRef> session. The following invoice types exist:</ListIntro>
			<ListItemHead><GUIRef href="/baanerp/tf/domains/acp.inv#expence" role="enum">Cost invoices</GUIRef>
			</ListItemHead>
			<ListItem>Purchase invoices for which no related purchase orders exist.</ListItem>
			<ListItem><GUIRef href="/baanerp/tf/domains/acp.inv#purchase" role="enum" Update="No">Invoices related to purchase orders</GUIRef>
			</ListItem>
			<ListItem><GUIRef href="/baanerp/tf/domains/acp.inv#freight" role="enum" Update="No">Invoices related to freight orders</GUIRef>
			</ListItem>
		</List>
		<Paragraph>For details about how to process cost invoices, refer to <Link href="/baanerp/tf/onlinemanual/000195" role="manual">To process cost invoices</Link>.</Paragraph>
		<Paragraph>For details about how to process other invoice types, refer to <Link href="/baanerp/tf/onlinemanual/000106" role="manual">To match and approve purchase invoices</Link>.</Paragraph>
	</GeneralSection>
	<RelatedTopics><SectionTitle>Related topics</SectionTitle>
		<RelTopic><Link href="/baanerp/tf/onlinemanual/000106" role="manual">To match and approve purchase invoices</Link>
		</RelTopic>
		<RelTopic><Link href="/baanerp/tf/onlinemanual/000195" role="manual">To process cost invoices</Link>
		</RelTopic>
		<RelTopic><Link href="/baanerp/tf/onlinemanual/000101" role="manual">To block purchase invoices</Link>
		</RelTopic>
		<RelTopic><Link href="/baanerp/tf/onlinemanual/000434" role="manual">The automatic payment process</Link>
		</RelTopic>
		<RelTopic><Link href="/baanerp/tf/onlinemanual/000008" role="manual">Self billing</Link>
		</RelTopic>
		<RelTopic><Link href="/baanerp/tf/onlinemanual/000027" role="manual">Financial business partner group ledger accounts</Link>
		</RelTopic>
		<RelTopic><Link href="/baanerp/tf/integrations/PurOrd" role="manual">Business process - Purchase Order</Link>
		</RelTopic>
	</RelatedTopics>
</ManualTopic>
