Vendor No.
Enter the "Vendor No" which was assigned to the
vendor in IVVM ("Vendor Maintenance") or
press <F3> to lookup the assigned vendor number. The name and address of the
vendor will be displayed.
The IVPR=F7 command
button, to the right of the "Vendor #" field, allows you to run the IVPR program, for merging into inventory the purchase
order for the invoice, prior to entering the invoice for payment. If the purchase
order is merged at this point, the vendor number, invoice number, invoice date, and PO
number fields will default. (Most stores merge the purchase orders immediately after
checking-in the product and do not wait until entering the invoice to be paid.)
Invoice #
Enter the invoice number; up to twelve characters. You cannot
use the same invoice number twice.
We suggest you be consistent in the way you enter invoice numbers.
It will make it easier to find the correct invoices in API,
and it also prevents entering the invoice twice (i.e. entering a number once with a hyphen
and again without a hyphen, etc.).
Invoice Date
Enter the date of the invoice.
P O Number
Enter the purchase order number. At this field, you can look up
the PO number to see if it has been merged/received into inventory, by pressing <F3>
for lookup.
Gross Amount
Enter the total amount to be paid. If an invoice has 30-60-90 day
billing, a way for you to pay the invoice in three payments is to enter an A, B, and C at
the beginning or ending of the invoice number, and enter one third of the gross amount to
be paid each time.
G/L Distribution
When vendors are added in APM, a default
general ledger number is requested. The default general ledger number for that
vendor will appear in this field. You may overwrite the default number.
If you do not know the G/L account number, enter <F3> for G/L Look Up.
The type of account, (A) asset, (L) liability, (E) expense, (C) capitol, (I)
income, (H) header, or (T) total will be shown to the right. (You cannot post to an H or T
account.) Highlight the correct account, select OK, and the number will be
transferred to the distribution field. The gross amount will default as the amount.
If the amount is overwritten, and does not equal the gross amount, the next distribution
will automatically default to the freight account
number that is set up in APHD ("Company Header Info"). You may
distribute the amount of the invoice to as many accounts as needed. If the purchase
order was merged at the vendor account number at the top of the entry, when you get to the
G/L distribution, you may press <F2> and get a breakout of what was bought on the
invoice.
Discount
There are three ways you may take a discount amount.
Note:
A
½ percent discount can be calculated by entering the percentage with a
decimal point. (Example: On an
invoice of 5.00, enter 1.5, press <F6>, and a 1½ percent discount
of .07 will be calculated and entered in the field.)
The discount will be computed on all distribution except
the amount for freight.
Disc Date
Enter the date to be paid in order to receive the
discount. If the invoice is pulled, to be paid after the date to receive the
discount, the discount will not be taken. The full amount of the invoice will be
paid.
Due Date
You may enter the date due for an invoice to be paid, or press
<Enter> and the date 30 days from the invoice date will be entered. Press
<Enter> for due date of a credit memo, and the same date as the credit memo date
will be entered so the credit may be taken as soon as possible.
Status
Net
The net amount that will be paid on the invoice will be
automatically calculated.
Check #
To be filled in when invoice is paid with office check.
Ck Date
To be filled in when invoice is paid with office check.
Options=F5
-
Select Save to accept the information entered.
-
Select Undo to cancel the entry.
-
End Batch - You may switch back and forth from invoices to credits in one batch
by pressing <Esc> and choosing "Credit Memo" or "Invoice."
After all invoices and credits have been entered, select "End Batch=F5"
and choose the "Batch Total"
option. The total amount of the invoices, minus the credit memos, will be
displayed. Choose "OK & Accepted," if the total of the batch is
correct. To display the entries, choose "Change/Delete Items."
Arrow up/down to choose the one with the error and press <F5> to display the entry
for changing or deleting. You may also add other invoices/credits by choosing "Add
Missing Item." When the batch total is correct, you may enter more batches or
exit the program. The data you entered will be printed on the "Accounts Payable
Input Audit Register."
-
Select Cancel Options Screen to change information in the event you entered
something incorrectly. You can change any field up to the "Invoice #"
field. The invoice number and the vendor number cannot be changed. You will have to
cancel and re-enter if either is wrong.
Cancel
You may cancel the entire entry data without saving.
Credit Memo:
The total amount of the invoices, minus the credit memos, will be
displayed. Choose "OK & Accepted" if the total
of the batch is correct. To display the entries, choose "Change/Delete
Items." Arrow up/down to choose the entry that needs to be
changed or deleted, the press <F5> to display and
make changes or delete. You may also add other invoices/credits by choosing "Add
Missing Item." When the batch total is correct, you may enter more
batches or exit the program. The data you entered will be printed on the
"Accounts Payable Input Audit Register." The listing will include vendor
number and name, invoice or credit memo number, invoice date, amount, discount, P.O.
number, G/L distributions account number and name, amount, and due date. Also
included will be the batch total, the general ledger account for Accounts Payable Trade,
and the amount that will be credited to the account when the entries are sent to the
general ledger.
