Accounts Payable: Komatsu Invoice
Use the Komatsu ASN Invoices screen to download Advance Ship Notice (ASN) invoices for import into the IntelliDealer Vouchers system. Invoices are downloaded and imported automatically during the nightly process and are then available in the Komatsu ASN Invoices listing screen. This screen displays invoice details and provides the option to create a voucher directly from the imported invoice.
Prerequisites: Configure the interface at Configuration > Interfaces > Komatsu > ASN Invoice Import. See Configuration: ASN Invoice Import.
To access the Komatsu ASN Invoices screen, navigate to Financial Managements > Accounts Payable > Komatsu ASN Invoices.
Komatsu ASN Invoices screen
The filter fields on the Komatsu ASN Invoices screen are:
| Field | Description |
|---|---|
| Location | Search for invoices associated with a particular location. This field is generated by mapping the Dealer Number provided on the invoice by Komatsu to a Dealer Number configured on the Vendor Profile. |
| Invoice Type | Search for invoices based on the invoice type. This type is determined by the first character in the invoice number. |
| Invoice Number | Search for invoices by invoice number. |
|
From Date To Date |
Search for invoices within the provided date range. |
| Voucher Created | Search for only invoices that have already had a voucher created. |
The fields on the Komatsu ASN Invoices screen are:
| Field | Description |
|---|---|
| Invoice Number | The invoice's number |
| Invoice Type | The type of invoice. |
| PO Number | The purchase order number, or Multiple if there is more than one associated with this invoice. |
| Dealer Number | The dealer number associated with this invoice. |
| Location | The location. |
| Invoice Date | The date of the invoice. |
| Due Date | The date the invoice is due. |
| Invoice Total | The total amount of the invoice. |
| Voucher Created | Indicates whether a voucher has been created for this invoice. |
Select one or more invoices using the check boxes in the grid. Use the check box in the column header to select or clear all invoices on the current page.
Click Create Voucher(s) to create vouchers for the selected invoices.
When a parts invoice requires purchase order receipt matching, IntelliDealer opens the Match Purchase Order Receipt(s) window before voucher batch selection. The window can list multiple invoices and purchase orders when you selected more than one invoice or when an invoice has multiple PO lines (including amounts split across locations). For each PO line, expand the section, search for receipts, and assign receipts from the available grid to the Selected Receipts list. The Location column shows the branch for each receipt so you can match receipts at the correct location. Status labels show whether each PO line is Matched, Partial Match, or Unmatched. The summary bar compares invoice parts total to matched and remaining amounts.
When receipt matching is not required, or after you complete receipt matching, IntelliDealer opens the voucher batch selection screen. Select an existing voucher batch by clicking Batch Name in the grid, or create a new batch by providing a Batch Name and an optional G/L Date.
When voucher creation completes successfully, IntelliDealer displays a success message. If one or more invoices fail during a multi-invoice run, the error message lists the failures and states how many vouchers were created successfully. Successful vouchers remain in the batch; resolve the errors and process any remaining invoices again.
Select one or more invoices and click Download PDF Invoice to download PDF copies when available.
Click Reset Voucher Created Status to reset the Voucher Created status on an invoice. This may be necessary if a voucher must be voided and recreated.
Invoice Details
Click the Invoice Number to open a details screen which contains additional details about invoice lines and line pricing information.
Click Create Voucher to launch the batch selection screen.