Field

Description

Company#

The company number to which all transactions are posted.

Batch

If you are controlling bills to be posted by grouping them into batches, enter the assigned batch number here (any number from 01 - 99). After a batch has been edited and posted, you can reuse the batch number.

Batch Date

The current date is inserted as the default. This date appears on the A/P ledger and reports as the voucher date, which is the date the transaction was entered into the system.

Vendor

The valid vendor codes are:

• V - If the vendor number references the Vendor File.

• S - If the vendor number references the Supplier File.

• M - If the vendor number references neither file miscellaneous vendor. A temporary record will automatically be created by the program.

Note:   Use code M if you want to post A/P invoices without entering a record in either the vendor or supplier files. Enter the vendor's name and address in the lines provided. The voucher number of the transaction is used as the Miscellaneous Vendor Number. You can access miscellaneous vendors the same way you do regular vendors and suppliers when viewing or processing the A/P ledger.

Enter the six-digit vendor number if the transaction references a vendor in the Vendor File. Enter the three-character supplier number if the transaction references a supplier in the Supplier File. Skip this field if the transaction references a vendor or supplier that is not in either file, and will be considered a miscellaneous vendor.

Invoice#

When entering vendor invoices or credit memos, enter the number that the vendor has assigned to it. This number will appear on the check that pays for the invoice or uses the credit memo. It is the vendor’s reference number. If you are entering adjustments, enter the invoice number that the adjustment relates most closely to or another meaningful reference. To prevent duplicate invoices from being entered, the system does not accept invoice numbers that have been previously entered.

Invoice Date

Enter the date printed on the vendor’s invoice or credit memo.

Note:   If you are issuing checks based on the vendor’s invoice date, be careful to enter the correct date. You should also be aware of vendors who predate their invoices in order to receive early payment.

Amount

Enter the amount of the invoice.

Terms (%)

Discount

Net

These three fields work together to calculate the discount provided by the vendor if the invoice is paid within the set number of days.

For example, if a supplier's terms are “2% 15 Days, Net 30”, then the AP system initially sets the due date at 15 days from the invoice date. With this feature activated, via a system wide setting, if the invoice is not paid by the due date, then the due date will be changed to be 30 days from the invoice date. These types of terms are referred to as two tier terms, as they have 2 due dates - one to get the discount, and a final ‘net due” date.

Discount terms are pulled from the Supplier and/or the Vendor File, and used as the default terms in the Accounts Payable entry screen.

For example:

• an invoice dated 1/1/2010 is entered into AP

• the terms are 2% 15, Net 30 (meaning that it must be paid in 15 days to get the 2% discount)

• the due date is initially set to 1/16/2010

• Let's assume that the invoice is not paid by the due date

• during the first Night Jobs AFTER 1/16/2010, the program (if switched on via a system wide setting) will automatically change the due date to 1/31/2010 based on the net due days of 30.

• All AP reports will now show the due date as 1/31/2010

Trans Code

Payables transaction codes always begin with a number, and cash disbursements transaction codes always begin with a letter. The default transaction code 00 is entered for you, and represents invoices from vendors. The two payables transaction codes you will use most often, if not exclusively, are 00 and 11 - credit memo from vendor.

Due Date

If you leave this field blank, the program calculates the due date by adding the terms to the vendor invoice date. For example, if the vendor invoice date is 111510 and the terms are 0200% Disc, 030 Days, then the program assigns 121510 as the due date. If you enter a due date, the program will not override what you entered.

Pay Date

If you leave this field blank, the program will enter the due date as the pay date. If you enter a pay date the program uses your entry. This field is important if you intend to issue checks by pay date. You can assign a scheduled pay date that can override the actual due date.

1099 (Y/N)

This field appears only for invoices for Miscellaneous vendors. Check this box if you want to issue a 1099 for this miscellaneous vendor.

Discount

The discount available to be taken. The program calculates the discount available to take by multiplying the terms and the invoice amount. For example, if the terms are 0200% Disc, 030 Days and the invoice amount is $10,000.00, then the discount to take is $200.00.

Net$

You cannot edit this field. It shows the result of subtracting the discount from the gross invoice amount.

Default Accounts

• Cash Account - The default G/L cash account number entered in the Company File. This is the cash account to use for payment when the check is issued. For a prepaid expense/manual check, it is the cash account already used for payment. All cash requirements and check writing reports are sorted by cash account number.

• Discount Account - The default G/L cash discount account number entered in the Company File appears here. This account number will be used for posting to the G/L if a cash discount is to be, or was taken.

• AP Discount - The default G/L accounts payable account number entered in the Company File appears here. When you enter a vendor’s invoice, you usually debit expense and credit Accounts Payable. When you issue checks, you debit Accounts Payable and credit Cash, and sometimes credit Purchase Discounts. The default account numbers are used to create the G/L entries.

If Prepaid

Use this section only if you are entering transactions that were previously paid. If you are reversing a check posted from a previous method, enter the check information here. You can also enter information about a check that does not relate to an invoice. For example, an advance deposit or an on-account payment to a vendor.

Field Name

Description

Line

The current line number of the voucher. The line numbers for each voucher are assigned consecutively starting with line 1.

Amount

Enter the amount to post to the expense account number, branch, cost center, and job on this line. This amount can be a portion of the invoice amount, or the entire invoice amount.

Note:   Cost centers and job numbers are optional. Ignore these fields if you are not accounting by Cost Centers or Job numbers.

Discount$

Enter the amount of the discount you actually intend to take on the portion of the invoice to which this line relates. Entering an amount in this field does not commit you to deducting the amount from payment. Leaving it blank does not prevent you from deducting an amount from payment at check writing time. If you leave this field blank, the discount to take will be automatically calculated based on the terms entered in the middle part of the screen. You can override the amount in this field during cash disbursements.

Description

Enter any information that may be useful in identifying or describing this entry. It can print on your checks depending on your check format.

Account

The expense account number to which the Line Amount will be posted.

Branch

You can allocate the expense to a specific three-character branch code.

Cost Center

You can allocate the expense to a specific three-character cost center number or code, or to no cost center by leaving the field blank.

Job/PO

You can allocate the expenses to a specific job by entering the job number in this field or you can enter the last five digits of the purchase order number. You can use the PO number to link direct ship orders to A/P invoices for reconciliation.

For installation jobs, this entry can be used to reconcile labor.

Manifest

You can allocate expenses to a specific manifest number by entering the manifest in this field.

Suppress Discount

Activate this option if you want to suppress a discount for that line only. Then, you can enter a discount percentage that applies only to certain items on an invoice. Do not activate this option on the lines you are applying the discount to.

For credit memos, you must activate this option to prevent a negative discount. This setting has no effect if neither a discount percentage nor a discount dollar amount is entered. This feature applies to suppliers who invoice for products and freight on a single invoice, but only let you take a discount on the product.