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Add/Edit Vendor Invoices

This Module step is used when entering or editing A/P Invoices. The Vendor Invoices form will be displayed.  The data entry form will allow for splitting invoices into as many line items as are required to charge (debit) various expenses to separate general ledger accounts. You may also wish to split invoices so that different reference numbers or job numbers may be assigned to the individual line items on an invoice.

During input you may enter a projected pay date or the system will supply a default date of 30 days after the invoice date. When you double-click on the projected pay date or received date fields, a calendar will pop up. You can then select the correct date from the calendar. The P/O #, Voucher # and Ref # are optional fields.  Both the liability (credit) account general ledger number (normally accounts payable) and the expense (debit) account general ledger number will default to the account number on the supplier record. You may override these defaults by choosing a different general ledger account using the G/L account selector screen.

Job Cost and Type can also be entered on each detail line. Each detail line item can be charged to a different job cost number and designated as material, sub-contract, equipment or other. If subcontract is chosen the system will verify that a subcontract has been setup for the selected job and that the invoice amount does not exceed the subcontract amount.

Equipment expenses can also be tracked with information entered through this Module step. On each detail line item you can choose the piece of equipment, the category of the expense and the expense code. This information can then be displayed on the Equipment Expenses Module step run from the Job Cost Module Reports tab.

Purchase discounts are also accommodated. The discount is taken on the invoice as a whole and is not a line item discount. Three discount types are used to determine if and when discounts are to be taken. They are selected using the list box at the bottom of the form.

None There is no discount for this invoice. 
Date Discount will be taken if the invoice is paid by the discount date. 
Forced Discount will be taken whenever the invoice is paid. 

The purchase discount may be for a specific dollar amount or for a specified percentage.

If you have entered an invoice and you want to create a template using that invoice as the sample, press the [Save AP Template] button on the toolbar BEFORE saving the invoice. You will be prompted to enter the name of the template. 

After the initial input of invoices, an invoice may be changed at any time prior to being updated to the general ledger or prior to being paid. Choose [Edit] upon entry to the Add/Edit Vendor Invoices Module step to change an invoice. If [Edit] is selected and any dollar amounts are changed, the batch totals will be adjusted to accommodate the changes. The date, time and user will also be recorded on the batch table. 

After entering or editing a batch of invoices, you may obtain a batch list showing each supplier, invoice number, invoice amount and the total of the batch by running the Audit List in General Ledger. The batch list may be viewed and/or printed. The batch total should balance to a control tape (which is an adding machine tape of all of the invoices for the batch).  If the control tape and the batch list do not balance, you must make the necessary corrections. If an invoice is missing, return to the input form and add any missing invoices. If an invoice is entered for an incorrect amount, you must exit and re-enter the Add/Edit Vendor Invoices Module step in [Edit] mode and make the necessary corrections. The batch total will be adjusted by any changes you make.  For step-by-step instructions, see the Common A/P Transactions section.