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You can add new invoices in Accounts Payable. Many users find it helpful to enter invoices as they are received, and adopting this practice significantly increases your efficiency.

Invoice Terms

When you select a term, the invoice due date is automatically set. If you enter a discount percent or amount on the term, the term's Discount Amount and Discount Date display as links next to the Invoice Term field. To change the amount or date, click the appropriate link. If you change either one, the Invoice Term changes to Other.

Discount amounts or percentages are based upon payment terms established between your organization and the vendor. If you set up a default discount for a vendor when you created the vendor's record, the percentage automatically displays.

Distributions

The Accounts Payable module allows you to easily distribute amounts to more than one expense account. In the Distribution section, determine the number of expense and checking accounts you want to use and which accounts to use. If you assigned an expense account to the vendor, ACS inserts the account code in the expense account field (Exp Acct). To select a different account, click Lookup .

If you selected Enable Fund Accounting in Accounts Payable Setup, ACS inserts the fund's account code in the checking account field (Chk Acct). To change the Account Code in the distribution, click Lookup . If you enter a checking account from a different fund, a crossing funds message displays. If you intended to cross funds, accept the message. Otherwise, you can make a corrected Journal Entry or void the check that displays on the report, then correct the invoice. You may also need to edit your Chart of Accounts if your accounts aren't flagged for the correct fund.

 To add an invoice
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Accounts Payable Invoices and click Go .
  3. Click Add/Edit Invoices, then Add.
  4. Select a Vendor. To do this, enter the name of the vendor and press Enter, right-click to select Lookup by Code and enter a vendor code, or click Lookup .
  5. Optional: Click Select Purchase Order to create an invoice from an existing purchase order. This option is only available if you own the Purchase Orders module.
  6. Optional: Click the up and down arrows in the Month and Year date boxes to select a different posting period.
  7. Enter the Invoice #, Invoice Amt., Due Date, and Partial Amt.
  8. Optional: In the drop-down list, select an Invoice Term. This information displays when you select the invoice's Due Date, but you can change it.
  9. Optional: Select Autofill Text? to display text from previous invoices in the Invoice Description and Comment fields. When adding additional invoices and entering text in those fields, entries from the previous invoices in the session display in a drop-down list for selection.
  10. Optional: Enter an Invoice Description. This text prints in the check's memo field.
  11. If applicable, select the Invoice Date. This defaults to the current date.
  12. Press TAB, then enter the invoice disbursement information. To distribute the invoice to multiple accounts, enter the amount to distribute to the current account and press TAB. After you finish adding information related to this account, press ENTER to add a new line and select a new account to disburse some portion or the remaining portion of the invoice.
  13. Click OK, then Yes.


Additional Field Information

 

Invoice

  • Vendor Inquiry — After selecting a vendor, click to open the Vendor Inquiry window.
  • Attach Document — Click to attach a document to the invoice.
  • Select Purchase Order — Click to create an invoice from an existing purchase order. The purchase order number will display in this window when the invoice is created. This option is only available if you own the Purchase Orders module.
  • Invoice # — Enter the invoice number or click Next to assign the next invoice number for the selected vendor.
  • Invoice Amt — Enter the total invoice amount. If amount is a credit to your account, you can enter a negative amount (no check is cut for the vendor until an invoice that exceeds the credit amount is entered- then, a check for the difference is created).
  • Due Date — Displays the current date. Click the Down Arrow to select a date in the calendar.
  • Partial Amt — If you are not paying the invoice in full, enter the amount you are paying in this field.
  • Invoice Term — Click the Down Arrow to select the discount terms the vendor offers to your organization. If the discount terms are entered on the vendor's record, the terms display.
  • Autofill Text? — To display text from previous invoices in the *Invoice Description* and Comment fields, select this option. When adding additional invoices and entering text in those fields, entries from the previous invoices in the session display in a drop-down list.
  • Invoice Description — Enter an invoice description. This text prints in the check's memo field.
  • Invoice Date — Displays the current date. Click the Down Arrow to select a date in the calendar.
  • Pay Separate? — To pay this invoice separately from other invoices for the same vendor, select this option. If you do not choose this option and there are multiple invoices for the same vendor in a single check run, one check prints with a combined total for all invoices paid to the vendor in this check run.
  • Force — To force payment of this invoice in the next check run, regardless of whether or not the invoice is due at that time, select this option.
  • Suspend? — To suspend payment of this invoice, select this option. The invoice is not paid until you clear this option.
  • 1099? — To include this amount in the 1099 total for this vendor, select this option.

Distribution

  • Exp Acct — Displays the vendor's assigned expense account. To enter an expense account, click Lookup to select an account.
  • Chk Acct — Displays the checking account. To enter a checking account, click Lookup to select an account.
  • Amount — Enter the distribution amount for the expense account.
  • Proj — If necessary, enter a project code for the distribution. This field only displays if Projects In Use is selected in General Ledger Transaction Setup.
  • Comment — If necessary, enter a comment for the distribution. Comments print on the check stub, along with the associated expense account and distribution amount. Comments also print on several Accounts Payable reports and display in the Inquiry window when you view Accounts Payable information.
  • 1099 Box — Select which box to print the total in on the 1099 form.
  • Pay — Select or clear the distribution to pay.
  • Disbursed — Displays the amount of the invoice that has been disbursed.
  • Balance — Displays the amount of the invoice that needs to be disbursed.