<?xml version="1.0" encoding="utf-8"?>
<ManualTopic ID="/baanerp/tf/onlinemanual/000104" xml:lang="en">
   <Header>
      <Title>To process purchase invoices</Title>
      <Keyword type="header" order="d1e1630665">
         <Level1>Purchase invoices</Level1>
         <Level2>process</Level2>
      </Keyword>
      <Keyword type="header" order="d1e1630670">
         <Level1>Purchase invoices</Level1>
         <Level2>receive and confirm</Level2>
      </Keyword>
      <Keyword type="header" order="d1e1630675">
         <Level1>Purchase invoices</Level1>
         <Level2>register</Level2>
      </Keyword>
      <Keyword type="header" order="d1e1630680">
         <Level1>Process</Level1>
         <Level2>purchase invoices</Level2>
      </Keyword>
      <Keyword type="header" order="d1e1630685">
         <Level1>Receive and confirm</Level1>
         <Level2>purchase invoices</Level2>
      </Keyword>
      <Keyword type="header" order="d1e1630690">
         <Level1>Register</Level1>
         <Level2>purchase invoices</Level2>
      </Keyword>
   </Header>
   <GeneralSection>
      <ProcedureList>
         <ListIntro>Recording and processing a purchase invoice in <GUIRef href="/baanerp/tf" role="package">Financials</GUIRef> consists of these
		  steps:</ListIntro>
         <ListItem>Optionally record receipt of the purchase invoices.</ListItem>
         <ListItem>Confirm the received
		  invoices if required, and register the purchase invoices.</ListItem>
         <ListItem>If a <Link href="/baanerp/tf/glossary/glossary#BlockiCode_tf" role="glossary">hold reason</Link> is linked to the
		  invoice, remove the hold reason.</ListItem>
         <ListItem> 
            <List>
               <ListIntro>Do one of 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 price differences.</ListItem>
         <ListItem>Display the error log and solve the approval errors.</ListItem>
         <ListItem>If payment approval is required, authorize the invoice for
		  payment.</ListItem>
      </ProcedureList>
      <Note>
         <SectionTitle>Note</SectionTitle>
         <Paragraph>If a <Link href="/baanerp/tc/glossary/glossary#PaymenSchedu_tc" role="glossary">receipt schedule</Link> is linked to the terms
		  of payment of the invoice, you perform the described actions on the receipt
		  schedule lines rather than on the invoice. For more information, refer to <Link href="/baanerp/tf/onlinemanual/000474" role="manual">Payment schedules – overview</Link>.</Paragraph>
      </Note>
      <Paragraph>You can process individual purchase invoices manually or you can
		match and approve ranges of purchase invoices in a background job.</Paragraph>
      <Paragraph>For the postings created
		during each step, refer to the <Emphasis>User's Guide for Financial Integration
		and Reconciliation Transactions</Emphasis>.</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.</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="option">Received</GUIRef> (optional) --&gt; <GUIRef href="/baanerp/tf/domains/acp.stap#registered" role="option">Registered</GUIRef>
         </ListItem>
         <ListItem>
            <GUIRef href="/baanerp/tf/domains/acp.stap#registered" role="option">Registered</GUIRef>--&gt; <GUIRef href="/baanerp/tf/domains/acp.stap#linked" role="option">Matched</GUIRef> if you have partially or fully matched the
		  invoice</ListItem>
         <ListItem> 
            <GUIRef href="/baanerp/tf/domains/acp.stap#linked" role="option">Matched</GUIRef>--&gt; <GUIRef href="/baanerp/tf/domains/acp.stap#approved" role="option">Approved</GUIRef>
         </ListItem>
         <ListItem>
            <GUIRef href="/baanerp/tf/domains/acp.stap#approved" role="option">Approved</GUIRef>--&gt; <GUIRef href="/baanerp/tf/domains/acp.stap#linked" role="option">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="option">Registered</GUIRef>.</Paragraph>
   </GeneralSection>
   <GeneralSection>
      <SectionTitle>1. To receive and confirm 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. LN then sets the status
		of the invoice to <GUIRef href="/baanerp/tf/domains/acp.stin#open" role="option">Received</GUIRef>.</Paragraph>
      <Paragraph>For example, if several
		employees or departments must confirm the invoices before the invoices are
		processed, you can first record receipt of the invoice. For more information, refer to <Link href="/baanerp/tf/onlinemanual/000494" role="manual">Confirmation of received purchase invoices</Link>.</Paragraph>
   </GeneralSection>
   <GeneralSection>
      <SectionTitle>2. To register purchase invoices</SectionTitle>
      <Paragraph>If you register a
		purchase invoice, LN 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>
         <ListIntro>To register a purchase invoice, you can enter a new purchase
		  invoice in this session or you can copy a received purchase invoice from the <GUIRef href="/baanerp/tf/acp/tfacp1500m000" role="session">Received Purchase Invoices (tfacp1500m000)</GUIRef> session. Complete these 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="option">Purchase Invoices</GUIRef> transaction category. Save the record.</ListItem>
         <ListItem>
            <Paragraph>Select the record and on the <Link href="/baanerp/tc/glossary/glossary#specific" role="glossary">appropriate</Link> menu, click <GUIRef href="/baanerp/tf/gld/tfgld1101m100#enter.transactions" role="command">Transaction Entry</GUIRef>. The <GUIRef href="/baanerp/tf/acp/tfacp1110s000" role="session">Purchase Invoices (tfacp1110s000)</GUIRef> session starts.</Paragraph>
         </ListItem>
         <ListItem>
            <List>
               <ListIntro>Do one of the following:</ListIntro>
               <ListItem>To enter a new
				purchase invoice, enter the invoice details.</ListItem>
               <ListItem> 
                  <ProcedureList>
                     <ListIntro>To register <GUIRef href="/baanerp/tf/domains/acp.stin#open" role="option">Received</GUIRef> invoice, complete these steps:</ListIntro>
                     <ListItem>In the <GUIRef href="/baanerp/tf/acp/tfacp1110s000" role="session">Purchase Invoices (tfacp1110s000)</GUIRef> session, on the <Link href="/baanerp/tc/glossary/glossary#specific" role="glossary">appropriate</Link> menu, click <GUIRef href="/baanerp/tf/acp/tfacp1110s000#copy.from.preregistration" role="command">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 and click OK. LN copies the invoice
					 details to the <GUIRef href="/baanerp/tf/acp/tfacp1110s000" role="session">Purchase Invoices (tfacp1110s000)</GUIRef> session.</ListItem>
                  </ProcedureList>
               </ListItem>
            </List>
         </ListItem>
      </ProcedureList>
      <Paragraph>When you enter an
		invoice in the <GUIRef href="/baanerp/tf/acp/tfacp1110s000" role="session">Purchase Invoices (tfacp1110s000)</GUIRef> session, LN sets the <GUIRef href="/baanerp/tf/acp/tfacp1110s000#tfacp200.stap" role="manual">Invoice Status</GUIRef> field to <GUIRef href="/baanerp/tf/domains/acp.stap#registered" role="option">Registered</GUIRef>.</Paragraph>
      <Paragraph>If you copied a received
		invoice, in the <GUIRef href="/baanerp/tf/acp/tfacp1500m000" role="session">Received Purchase Invoices (tfacp1500m000)</GUIRef> session, LN sets the status of the copied invoice to <GUIRef href="/baanerp/tf/domains/acp.stin#copied" role="option">Copied</GUIRef>.
		You cannot copy an invoice multiple times.</Paragraph>
      <Paragraph>If you defined a general default <Link href="/baanerp/tf/glossary/glossary#BlockiCode_tf" role="glossary">hold reason</Link> or a default hold reason for the invoice-from
		business partner, LN blocks all registered purchase invoices for automatic processing.</Paragraph>
      <List>
         <ListIntro>How you continue the purchase invoice procedure depends on the
		  type of invoice that you select in the <GUIRef href="/baanerp/tf/acp/tfacp1110s000#tfacp200.appr" role="manual">Invoice Type</GUIRef> field of the <GUIRef href="/baanerp/tf/acp/tfacp1110s000" role="session">Purchase Invoices (tfacp1110s000)</GUIRef> session. These invoice types exist:</ListIntro>
         <ListItem>
            <GUIRef href="/baanerp/tf/domains/acp.inv#expence" role="option">Cost Invoice</GUIRef> (purchase invoices for which no related purchase orders exist)</ListItem>
         <ListItem>
            <GUIRef href="/baanerp/tf/domains/acp.inv#purchase" role="option">Invoice Related to Purchase Orders</GUIRef>
         </ListItem>
         <ListItem>
            <GUIRef href="/baanerp/tf/domains/acp.inv#landed" role="option">Invoice Related to Landed Costs</GUIRef>
         </ListItem>
         <ListItem> 
            <GUIRef href="/baanerp/tf/domains/acp.inv#freight" role="option">Invoice Related to Freight Orders</GUIRef>
         </ListItem>
      </List>
   </GeneralSection>
   <RelatedTopics>
      <SectionTitle>Related topics</SectionTitle>
      <RelTopic>
         <Link href="/baanerp/tf/onlinemanual/000017" role="manual">Purchase invoice authorization</Link>
      </RelTopic>
      <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">Authorization of registered invoices</Link>
      </RelTopic>
      <RelTopic>
         <Link href="/baanerp/tf/onlinemanual/000434" role="manual">Automatic or uninterrupted 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>
   </RelatedTopics>
</ManualTopic>