Each invoice contains various items of information. To post an invoice, you must enter this information into the system. If an invoice refers to an existing transaction, certain items of information will already be available in the system. The system proposes this information as default data so that you only need to compare it and, if necessary, correct any possible variances.

If an invoice refers to a purchase order, for example, you only need to enter the number of the purchase order. The system selects the right transaction and proposes data from the purchase order, including the vendor, material, quantity ordered, terms of delivery, terms of payment. You can, of course, overwrite this default data if there are variances. You can display the purchase order history to see, for example, which quantities have been delivered and how much has already been invoiced.

If there are variances between the purchase order or goods receipt and the invoice, the system will issue a warning on the screen. If the variances are within the preset tolerance limits, the system will allow the invoice to be posted but will automatically block it for payment. The invoice must then be released in a separate step. If the variances are not within the tolerances, the system will not allow the invoice to be posted.

When the invoice is entered, the system also finds the relevant account. Automatic postings for sales tax, cash discount clearing, and price variances are also generated and the posting records displayed. If a balance is created, the user is required to make corrections, as an invoice can only be posted if the balance equals zero.

As soon as the invoice is posted, certain data, such as the average price of the material ordered and the purchase order history, is updated in the system.

The invoice posting completes Invoice Verification. The data necessary for the invoice to be paid is now contained in the system. The accounting department can retrieve the data and make the appropriate payments with the aid of the Financial Accounting component.