Payables - Enter Bills

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Payables - Enter Bills

Enter Bills allow you to enter bills (invoices)to be paid at a later date and/or time.

To enter bills, from the Menu Tree Menu select Bookkeeping, then Payables and then select Enter Bills.

The Vendor Selection Table is displayed.

Use the cursor movement keys or the mouse to select a vendor and then press the button.

The Payables Invoice Selection Table is displayed listing Bills (invoices) for the selected Vendor.

Press the button or right click inside the table to get a popup menu to add a new invoice entry/record.

The Invoice Maintenance Form is now displayed.

If not already selected, select the General tab.

Select the Invoice Type indication whether this is an invoice (a bill that needs to be paid) or a pre-written check (a bill that has already been paid). When you select prewritten check fill in the fields as prompted on the screen. Enter the Check Number and Date as requested.

Next, enter the Invoice Date or use the button to select a date.

The Due Date is automatically calculated based on the Due Delay Days indicated for the selected vendor. The Due Date can be manually changed.

Now enter the Invoice Number, the Purchase Order Number (if used), and the Invoice Amount.

Note that if you use a Purchase Order Number it will be validated against open purchase orders. Once validated, an initial distribution is created from the line items on the selected purchase order.

Next, enter the Payee if not defaulted.

Make any necessary changes to the payee name and address, and then select the Distribution tab.

If a default expense account was specified for this vendor, an initial distribution was created.

Press the Insert button to add a new distribution entry, or select an existing entry and press the button to modify an existing entry. In both cases the Distribution Maintenance Form is displayed.

First, enter or the General Ledger Expense Account Number for this entry.

If this entry is to be received into Inventory then check the Apply to Inventory box. Otherwise, skip this box.

Next, enter or the Inventory Item Number, the Quantity Received, and the Total Cost of the items purchased.

When you are finished entering the distribution information, press the Ok button to complete the entry.

You are now returned to the Distribution Table.

You can add additional multiple distribution entries if you have multiple items on the invoice or if you are distributing an entry to multiple General Ledger Accounts. When you are finished, press the button to complete the invoice data entry.

Repeat this process for all bills/invoices to be entered this session.