Properuseofinvoicedatesanddocument(invoice)numbers.

InvoiceDate
MakesurethattheINVOICEDATEMATCHESTHEACCTGPERIODforallCURRENTandFUTUREaccountingperiods.
TheexceptionisforinvoicesreceivedforPRIORmonthswheretheaccountingperiodMUSTbechangedtoreflectthecurrentperiod.
InvoiceNumber
Ifthevendorprovidesyouwithaninvoicenumber,pleaseusethathereandenteritexactlyasthevendorgivesittoyou
withoutspaces.Inotherwords"00001254","IN00245",etcwouldbeenteredexactlyaswrittenincludingtheleadingzeros.
Ifthevendordoesnotprovideaninvoicenumber,pleaserefertothediscussioninvolvingdocumentnumbersasyouwillneed
tomakeupauniqueoneforthisinvoice.Somerulesthatbearrepeatinghereis1)BECONSISTENTonhowyouassign
invoicenumbersandmakesureeveryoneinputtinginvoicesaredoingitthesamewayand2)DONOTPAYFROM
STATEMENTSalthoughtherecouldbeafewexceptionstothisrulebutinthsecasesagainbeconsistent.
ForInvoiceNumbers:
Usingthedateastheinvoicenumber

Format
yymmdd/descriptn

Usingthestatementdate

yymmdd/STMT

Usingtheaccountnumberin
combinationwithinvoicedate

ACCTNO/yymm

100630/CKREQ
100630/EXPREIMB
100630/GUEST
100630/PAYROLL

Example
fordateof06/30/2010

100630/STMT
forstatementending06/30/2010
100615/STMT
forstatementwithchgsfor06/0115
**EnteringaninvoicefromastatementshouldonlybedoneforVendorsnotissuinginvoiceswithinvoicenumbers(e.g.Utilities)

4154336911/1006

for(415)4336911phone
billforJun2010

Ingeneral,usetheformatyymmforMONTHLYinvoicesANDinconjunctionwiththeaccountnumber.Usetheformat
yymmddinallotherinstances.

Theobjectbeingasfollows:
1)usenumbersfordatesinsteadoftheircorrespondingalphanames.Thiswillenabletheinvoicenumbers
tosortinproperdateorder.Forthisreason,itisalsobesttoputtheyearfirstsothatthespecificyear
invoicesaregroupedtogetherproperly.Italsoprovidesmoreconsistencysincethereisconsiderablymoreways
toenterthemonth(ie.JulyorJuly2010orJul'10orJul10,etc.)
2)Useasmuchoftheaccountnumberasispracticalandinaformatthatwillmakeitmostreadable.Donotuse
spacesintheinvoicenumber(tomuchroomforinconsistency).Usedashes()toseparatepartsoftheaccountnumber
orpartsofadate.Useaslash(/)toseparatethetwosegmentsofthe"fake"invoicenumberasindicatedabove.
3)WHENINDOUBT,reviewpriorhistoryanduseyourbestjudgementifwhatwasdoneinthepastisappropriate
(andifso,continueusingit),orchangeittowhatisappropriateandthatmeetstheaboveparamaters.Consistency
isthekeyword.