Help:AP1-Record Invoices

Record Accounts Payable Invoices

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This window titled Record Accounts Payable Invoices is used to record the invoices received from the vendors. An invoice must be recorded before all or part of it can be paid.

Vendor: Enter the number of the vendor to which this invoice belongs. The vendor's name and address will be displayed to the right of this field. Press the drop down button to the right of this field to open a window titled Select the A/P Vendor which displays the current vendors. A new vendor can be set up from this window.

A/P Account: Enter the A/P Account to which this invoice is to be posted. The name of the selected A/P Account will be displayed to the right of this field. Press the drop down button to the right of this field to open a window titled Select the A/P Account which displays the current A/P Accounts.

Invoice #: Enter the Invoice Number for this invoice. If a duplicate invoice already exists for this vendor, you will be warned. Press the drop down button to the right of this field to see the current invoices which have been recorded for this vendor.

Invoice Date: Enter the date of this invoice. NOTE: Press the calendar to the right of this field to activate a pop-up calendar which can be used to select the date. Once a date has been selected, the up/down arrows to the right of this field can be used to move the date up or down one day at a time.

Posting Month/Year: Enter the Month and Year to which this invoice is to be posted in the general ledger. This is normally taken from the Invoice Date.

Description: Enter a description of this invoice.

[...] Press this button if you want to add a longer description for this invoice. A window titled Show Full Invoice Description will open on which you may identify the exact nature of this invoice in more detail.

Due Date: The Due Date is automatically calculated by the system. It is the Invoice Date plus the number of days found in the Terms field in this vendor's master file record. This is the last date on which payment is due and not considered past due. The up/down arrows to the right of this field can be used to move this date up or down one day at a time.

PO Number: Enter your Purchase Order Number for this invoice, if you use one.

[√] Use Discount: Check this box if an early payment discount applies to this invoice. The discount will be automatically calculated when this invoice is selected for payment based on the next three fields. If no discount applies to this invoice, then leave this box unchecked.

Type: Select %-Percentage if the discount is a percentage or select $-Dollar Amount if it is a dollar amount. NOTE: This field is not available unless the Use Discount field is checked.

Rate: If the Type selected above is %-Percentage, then enter the discount percentage. (2% would be entered as 2.00). If the Type selected above is $-Dollar Amount, then enter the dollar amount of the discount. NOTE: This field is not available unless the Use Discount field is checked.

If Paid Within ?? Days: Enter the number of days from the Invoice Date you have to take advantage of the discount. If this invoice is selected for payment within this discount period, then a discount will be calculated based upon the Type and Rate entered above. If the day on which it is selected for payment is beyond the discount period, then it will be ignored. NOTE: This field is not available unless the Use Discount field is checked.

[√] Select For Payment Check this box if you wish to select this invoice for payment immediately so that it can be included automatically on the next check run. Leave this box unchecked if you wish to select this invoice for payment at another time.

Invoice Amount: Enter the total amount of this invoice. NOTE: When you press the Tab Key to exit this field, a window titled Edit Distribution Entry will appear. This window will continue to appear until the total amount of this invoice has been applied. There is no limit to the number of general ledger accounts to which this amount can be distributed.

Void Existing Invoice Press this button to void an invoice for this vendor that has not yet been paid. Please note that partially paid invoices cannot be automatically voided. Pressing this button will activate a screen titled Select Invoice to Void that lists all of the unpaid invoices for this vendor. Highlight and Select the invoice you want to void. The system will create a credit invoice that will reverse all of the entries from the original invoice.

Auto Offset Invoices Check this box if you want the system to automatically offset this credit invoice with the selected invoice. This will save you the time and trouble of manually offsetting these invoices through Print Checks---Offset Invoices.

[ Add ] Press this button to Add a new distribution line.

[ Edit ] Press this button to Edit the highlighted distribution line.

[ Delete ] Press this button to Delete the highlighted distribution line.

[ Record Entry ] This button will only be available when the total of the distribution lines equals the total invoice amount. Press this button to record this entry in the various files.

The following files are updated:

• A/P Invoices File (AP1D01 & AP1D02)
• A/P Purchases Journal (AP1D03 & AP1D04)
• Batch Control File (GL1D09)
• G/L Detail History File (GL1D04)
• G/L YTD Amounts File (GL1D02)
• Job Cost Detail Files (JM1D02 & JM1D03)
• Vehicle Detail Files (VM1D02 & VM1D03)
• Commission Detail File (CM1D02)

[ Exit ] Press this button to end this invoice processing session and return to the menu.

Batch Number Assigned: This field will tell you the Batch Number which has been assigned to this batch of entries. This is an informational field only. You cannot edit the information in this field.

Total Entries This Session: This field will tell you the total number of entries in this posting batch. This is an informational field only. You cannot edit the information in this field.

Posting File: This is an informational field only. You cannot edit the information in this field.

[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.