Project Balance Sheet—Supplier Invoice

Basic Data Setup

Posting Control - Modify Accounts to Exclude Project Follow-Up

Purpose: The purpose of this exercise is to set up the basic data required for project balance sheet from a supplier perspective.

Windows:
Posting Control
Account

1. Open the Posting Control window.
2. Query for the IP1, IP3 and IP5 posting types and ensure that the following data is entered.

3. Select the line for IP1 Supplier Debts, Invoice, right-click and then click Details. The posting control details for each supplier group will be displayed
4. Select the record for your supplier group and zoom in on the Account field or open the Account window and query for the account connected to your supplier group.
5. Select the Exclude Project Follow-Up check box and save.
6. For posting type IP3 zoom in on the Default Value No. Details field.
7. Select the Exclude Project Follow-Up check box and save.
8. Repeat this procedure for posting type IP5.

Note: If the account has vouchers that have not been updated to the general ledger, you will not be able to modify the status of the Exclude Project Follow-Up check box.

General exercise for Posting Control

Posting Control - Set-up Preposting for Supplier Invoice Postings

Purpose: The purpose of this exercise is to set up the posting types used by the supplier invoicing process to support postings for project code part in creating a project balance sheet.

Windows:
Posting Control

1. Open the Posting Control window and query for the IP1, IP3 and IP5 posting types.
2. Create new records and enter the following details if they do not currently exist.

3. Save

General exercise for Posting Control

Create a New Project Specific Supplier Invoice and Match Purchase Order Receipt

Purpose: The purpose of this exercise is to enter a project specific supplier invoice.

Windows:
Manual Supplier Invoice
Purchase Order

1. Open the Purchase Order window and query for the purchase order you created in the previous exercise.
2. Copy the order number and the total amount of the purchase order.
3. Open the Manual Supplier Invoice window and create a new record.
4. Enter the purchase order number in the PO Ref field and the total amount of the purchase order in the Net Amount field.
5. Enter an invoice identity for the supplier invoice and save.

Note: The supplier information and project ID details will be automatically entered. Preposting for the project code part will also be updated on the supplier invoice header. Saving the record before matching with a purchase order will create a preliminary invoice. If a preliminary invoice is not required, then the suppler invoice should be saved after matching with the purchase order.

6. Right-click the invoice header, click Purchasing and then click Match PO Receipts.
7. Match the displayed order line by selecting the Matched check box. The value in the Remaining field becomes zero.

Note: The matching is executed by selecting the Matched check box or by clicking Match All. (This can be used when all displayed lines should be matched). If the order lines that are being matched do not add up to the amount entered on the invoice, the remainder is displayed in the Remaining field. The Matched field displays the amount that has already been matched.

8. Finish the matching process by clicking OK. Analyze the postings that your matching has created.

Note: If the standard cost inventory valuation method is used, purchase price difference postings will be created if the invoiced purchase price differs from the inventory value. If the weighted average or FIFO/LIFO inventory valuation methods are used, price difference postings will be created if the invoiced purchase price differs from the price on the PO line (the value on the arrival transaction). If the periodic weighted average method is used, the cumulative price difference can be viewed in the Inventory Part window, i.e., no price difference postings are made.

9. Save the invoice.
10. Post the invoice if it is not already posted (based on the settings in your company).

General exercise for Supplier Invoicing

Update Vouchers to the General Ledger

Purpose: The purpose of this exercise is to update vouchers in the hold table to the general ledger.

Windows:
Update GL Vouchers

1. Update the vouchers you created by the supplier invoice and purchase order receipt to the general ledger.

General exercise for Manual Postings

Query Project Balances in the General Ledger

Purpose: The purpose of this exercise is to query for project balances in the General Ledger.

Windows:
GL Balance Analysis

1. Open the Balance Analysis window.
2. Click the Code Part Value field, query for your project and click OK.
3. In the Zoom-In window select the code parts account and project and specify how the balances should be presented.

Note: All balance sheet accounts are updated with the project ID.