Help:AP1-Edit AP Invoice Initial
The window titled Adding an A/P Invoice will appear if you pressed the [Insert] button the window titled Initial Setup of A/P Invoices. This window is used to add another outstanding A/P invoice. The window titled Changing an A/P Invoice will appear if you pressed the [Change] button the window titled Initial Setup of A/P Invoices. This window is used to change any of the data fields for the highlighted entry in this file. The window titled Removing an A/P Invoice will appear if you pressed the [Delete] button the window titled Initial Setup of A/P Invoices. This window is used to delete the highlighted entry from this file. Each of these windows contain the same data fields as listed below:
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.
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. Please note that a new vendor can be set up from that window.
Invoice Number: Enter the Invoice Number for this invoice. Please note that this Initial A/P Invoice Setup program will NOT check for duplicate invoice numbers for the same vendor. Since you can view all invoices in this window, it is your responsibility to ensure that you do not enter the same invoice twice.
Invoice Date: Enter the date of this invoice. NOTE: Press the [?] 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 was posted in the General Ledger. This is normally taken from the Invoice Date.
Description: Enter a brief description of this invoice. The [...] button to the right of this field will open another window titled Show Full Invoice Description. This window allows you to input additional information regarding this invoice.
Due Date: The Due Date is automatically calculated by the system using information from the vendor's master file. It is the Invoice Date plus the Terms field in the vendor's master file record. This is the last date on which payment is due and not considered past due. NOTE: Press the [?] 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.
PO Number: Enter your Purchase Order Number for this invoice, if applicable.
Invoice Amount: Enter the total amount of this invoice.
[√] 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.
Discount Type: If the Use Discount box is checked, then you must also enter the discount type. Select Percentage if the discount is a percentage or Dollar Amount if the discount is a fixed dollar amount. NOTE: This field is only available if the Use Discount field above has been checked.
Discount Rate: If the Discount box is checked, then enter the rate of the discount. If the Type is Percentage, then enter the discount percentage. (2% would be entered as 2.00). If the Type is Dollar Amount, then enter the dollar amount of the discount. NOTE: This field is only available if the Use Discount field above has been 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 Discount Type and Discount 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 only available if the Use Discount field above has been checked.
[ Add ] This button will appear if you pressed the [Insert] button on the window titled Initial Setup of A/P Invoices. Press this button to add this entry to the A/P Invoice File. Please note that no entries are made in any other file since this program will not produce a financial transaction.
[ Save ] This button will appear if you pressed the [Change] button on the window titled Initial Setup of A/P Invoices. Press this button to save any changes you made to the highlighted entry in the A/P Invoice File. Please note that no entries are made in any other file since this program will not produce a financial transaction.
[ Delete ] This button will appear if you pressed the [Delete] button on the window titled Initial Setup of A/P Invoices. Press this button to confirm your desire to delete the highlighted entry from the A/P Invoice File. Please note that no entries are made in any other file since this program will not produce a financial transaction.
[ Cancel ] Press this button to end this invoice setup session and return to the menu.
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
