Accounts Payable (AP) Invoices and Credit Notes

Accounts Payable (AP) Invoices and Credit Notes

AP (Accounts Payable) Invoice Entry is used to enter any non stock Invoices or Credit Notes that need to be entered against supplier accounts in Costar.

Note: All invoices for stock must be processed in Purchasing, Purchase Orders. All Credit Notes for stock must be processed in Order Entry Options, Supplier Returns.

Processing AP Invoices

  1. From the Suppliers menu.
  2. Click New.
  3. Enter the Supplied Total.
  4. Click Entries.
  5. Enter the Invoice Number from your paperwork.
  6. Change the Description if required.
  7. Select the Date of the Invoice.
  8. Enter the Amount of the Invoice.
  9. Enter the Purchase Order number if applicable.
  10. Select the Supplier.


Note: All of the above information will be available on your Invoice from the supplier.


 

In the Distribution area:

  1. The amount will automatically populate on the first line of the distribution. Only change if you need to split the coding of the invoice to different GLs other than GST.
  2. Move to the GL field where it displays Missing! Manually enter the GL or click the arrow () to search for the GL.
  3. Select the appropriate TaxCd
  4. When you come off the first line of the distribution the GST will be split out on the second line.


 

Processing AP Credit Notes

  1. From the Suppliers menu.
  2. Click New.
  3. Enter the Supplied Total. For a credit note the supplied total should be entered as a negative value.
  4. Click Entries.
  5. Change the Document Type to Credit Note.
  6. Enter the Credit Note Number from your paperwork.
  7. Change the Description if required.
  8. Select the Date of the Credit Note.
  9. Enter the Amount of the Credit Note. Enter as a positive amount as the system has already been told that you are processing a credit note.
  10. Select the Supplier.

Note: All of the above information will be available on your Credit Note from the supplier.

 

 

In the Distribution area:

  1. The amount will automatically populate on the first line of the distribution. Only change if you need to split the coding of the credit note to different GLs other than GST.
  2. Move to the GL field where it displays Missing! Manually enter the GL or click the arrow () to search for the GL.
  3. Select the appropriate TaxCd
  4. When you come off the first line of the distribution the GST will be split out on the second line.

 

  

To Finalise the Batch

When all entries are correct and you are ready to finalise the batch:

  1. Click Back
  2. Tick the Post? tick box on the batch you just entered
  3. Select Post on the top toolbar
  4. Select the appropriate accounting period to post the batch to
  5. Click Ok

 

 

The document you just processed will now be on the suppliers account

 


If you have any queries regarding Accounts Payable (AP) Invoices and Credit Notes in COSTAR, please contact the Support Desk.

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