ACCOUNTS PAYABLE BILL ENTRY FILE HELP
ACCOUNTS PAYABLE BILL ENTRY LOAD HELP
ACCOUNTS PAYABLE BILL ENTRY REPORT HELP
Entering A/P Terms for Partial Payments
Material, Direct, Subcontract (B)
Time & Material or Contract (B)
Freight & Other Adjustments (B)
Bill Entry Screen - How to Enter a Bill (B)
ACCOUNTS PAYABLE BILL ENTRY EDIT HELP <Ctrl A> Add a blank line at the cursor, pushing down any lines that are below. This only works in repeating fields.
<Ctrl E> Erases the line where the cursor is and moves up any lines that are below. This only works in the repeating fields.
<Ctrl Z> Undo present changes to line cursor is on.
<Crtl Home> Moves the cursor to the beginning field on the screen from any location.
<Ctrl End> Moves the cursor to the ending (non-repeating) field on the screen from any location.
<Page Up> Move the cursor up one screen at a time when the cursor is in the repeating fields. Any where else on the screen, place the cursor on the top line of the repeating fields.
<Page Down> Move the cursor down one screen at a time when the cursor is in the repeating fields or to the next available line.
<Shift Up-Arrow> This moves the cursor to the first repeating field.
<Shift Down-Arrow> This moves the cursor to the line just below the last line used on the invoice, order or quote. If the invoice is blank, it places the cursor on the top line.
ACCOUNTS PAYABLE BILL ENTRY FILE HELP
<Ctrl N> Clear the screen, without saving or unsaving the
current record, and set the reference number to the next
available number.
<F5> exit lookup <Shift F5> close all lookups
<F6> open lookup <Shift F6> alterate lookup
<F9> save record <Shift F9> delete record
<F10> selection screen <Shift F10> go to menu bar
<Esc> Exit one level <Alt-F4> exit ABC
ACCOUNTS PAYABLE BILL ENTRY LOAD HELP
<Shift F7> Search back for previous invoice for currently
loaded vendor. To search back for previous shipping
tickets for the currently loaded vendor, press <Shift F8> Search forward for next invoice for currently
loaded vendor. To search forward for next shipping tickets
for the currently loaded vendor, press Alt R to set the
Pay Code Y,N,S field to S which specifies shipping
tickets, then press
<Alt N> Load next vendor or inventory item in alphabetical
order. With the cursor in the top part of the screen, <Alt O> If a shipping ticket was entered from a purchase
order, you can find the shipping ticket by pressing
<Alt P> Load previous vendor or inventory item in
alphabetical order. With the cursor in the top part of the
screen,
H }Bh
R }B09r
ACCOUNTS PAYABLE BILL ENTRY REPORT HELP
<Alt S> When the cursor is on the same line as an item with
a serial #, pressing
ACCOUNTS PAYABLE BILL ENTRY TOOLS HELP
<Ctrl G> You will receive a message telling you what entry
location and field number your cursor is at. Type in the
number of the entry location you want your cursor to be
moved to and press enter, and your cursor will be moved to
that location.
<Ctrl J> or <Ctrl K> This gives you two notepads to keep
on file anything that you want to remember about this
purchase order. <Ctrl T> Dial Telephone. For detailed help, press <T>.
<Ctrl W> Puts the reference # on a Word processor list. To
see the list, press F10, W, Ctrl N (to clear screen), and
then type BLABELS. To learn more, press <W>.
<Alt 1> If you press
<Alt A> Add the G/L# on this line to the Vendor Field
G/L#'s. If it's not already there, the computer will ask,
"Add Acct# to Vendor G/L#s ?"
<Alt D> Divide amount by quantity to find price.To use this
feature, enter the Item # and quantity. Enter the amount
in the Price field and press <Alt G> Jump cursor to the Purchase Order Number field (P.
Order) if it is blank. If PO# is already filled in, give
option to tranfer items from purchase order to bill.
<Alt I> Insert Invoice Amount, at the top of the Bill, so
that it agrees with the total amount on the lines in the
bottom part of the screen. This allows you to enter all
the inventory items with their amounts and then <Alt M> Multiply List Price by Multiplier to find Book
Price. With the cursor in the Price field, enter the List
Price and press <Alt R> Enter shipping tickets. This sets the Pay Code
Y,N,S field to S which specifies this entry as a shipping
ticket. Press <S> to see more information on "Shipping
Tickets." The same information is found by pressing
<Shift F1>, selecting Questions, and then option S.
<F4> Start macro from the line the cursor is on. Press <Shift F4> Record macro. Press <Shift F3> calculator. Use + to add and total and - to
subtract. Use / to divide and * to multiply. Use ) to
clear and ( for off. Use = or
Bill Entry # (B)
Vendor # (B)
If Terms are set up on the Vendor file, the
computer will bring them across to the bill and
calculate Due Date, Discount Date, or both, based
on Invoice.
Invoice Date (B)
Invoice Number (B)
This field must be entered so the computer can check for
duplication. It will not allow you to enter two bills
with the same invoice number from one vendor.
When entering a partial invoice, you will need to make
more than one entry on the Bill screen (B) and the
computer will not allow you to enter the same invoice
number for all the partial inovices. In this case,
add a different letter onto the invoice number for each
entry.
Terms (B) (O) (V)
Terms can be setup or edited on the Vendor screen (V), the
Purchase Order screen (O), or the Bill Entry screen (B).
When Terms are setup on the Vendor screen, they will
automatically apply to all A/P Bills entered for that
Vendor. When Terms are edited on the Purchase Order
screen, they only apply to the A/P Bills that are
generated from that Purchase Order. When Terms are edited
on the Bill Entry screen, they only apply to that A/P
Bill.
Due Date, Discount Date, Payment Amount and Discount
Amount are calculated only on A/P Bills that have an
Invoice Date and an Invoice Amount. Following is a
description of the use of each field:
The REMARK field is for your information only.
The RECURRING PMT field is used to enter terms for bills
of the same amount from the same vendor that are repeated
periodically.
Press <R> to see information on "Setting Up Recurring
Bills." The same information is found by pressing
<Shift F1>, selecting Questions, and then R.
Put a "Y" in the PAY BY S/N field if you want to select
individual items on the A/P Bill for payment by serial
number. Leaving the field blank works the same as using an
"N". See Paying Bills by <Serial Number.> NOTE: Whether
you pay by serial number determines what kind of partial
payments you may set up on the bottom part of the Terms
window. See Entering A/P Terms for<Partial Payments.>
The BILL DATE field is set by the computer when you are on
the Bill Entry screen (B) and agrees with the date in the
top right corner of the screen.
The BILL AMOUNT is set from the Invoice Amt field, just
above the Terms field on the Bill Entry screen (B).
The 8 columns, in the bottom part of the screen, work
together in pairs. (You can jump the cursor to the first
field in Column 1 by pressing COLUMNS 1 and 2 - DUE DAYS and DUE DATE - If you enter Due
Days in Column 1, the computer enters the Due Date in
Column 2, based on the A/P Invoice date in the top right
corner of the Bill Entry screen (B). You can enter the Due
Date in Column 1 or Column 2. To change only the month,
enter the month number followed by a forward slash (/), in
the first column. For example, 10/ means October. To
change month and day, enter the month number followed by a
forward slash (/), then the day, in the first column.
Entering 10/2 means the 2nd of October. If the date you
enter is before Invoice Date, the computer will advance
the year of the due date.
You can also specify a due date that is a certain day of
the following month. To do that, enter a number followed
by an "N" (for next).
To specify a due date that is a certain day of the second
month after the invoice date, enter a number followed by
an "S".
To specify a due date that is determined by the day of
month on which the invoice date falls, use the pattern
shown in the examples that follow.
[There are nine more pages on Terms.]
Example 1: 15-20M Example 2: 15-20M,31-5N
Example 3: 16-15N,31-3S
Example 1 means, invoices from the 1st through the 15th of
the month have a due date on the 20th of the same month.
The "M" means the due date is in the same month as the
invoice date.
Example 2 means, invoices from the 1st through the 15th
have a due date on the 20th of the same month, and
invoices from the 16th through the 31st have a due date on
the 5th of the next month. Items in a series like this
must be in numerical order to work properly.
Example 3 means, invoices from the 1st through the 16th
have a due date on the 15th of the next month, and
invoices from the 17th through the 31st have a due date on
the 3rd of the second month after the invoice date.
COLUMNS 3 and 4 - % DUE and AMOUNT DUE - The third and
fourth columns are used for setting up<Partial Payments>on
bills. If you enter the Percentage Due in Column 3, the
computer enters the Amount Due in Column 4. (The computer
also calculates how much remains due after the first
payment and enters its calculations on the second line in
columns 1 to 4.) You can also enter the Amount Due in
column 3 if you put a $ after the amount.
You can also enter a "V" for variable in the % Due column.
See Entering A/P Terms for<Partial Payments.>
COLUMNS 5 and 6 - DISCOUNT DAYS and DATE - The fifth and
sixth columns work similar to columns 1 and 2. If you
enter Discount Days in Column 5, the computer enters the
Discount Date in Column 6. You can enter the Discount Date
in Column 5 or Column 6. To change only the month, enter
(in the fifth column) the month number followed by a
forward slash (/), for example 7/ means July. To change
month and day, enter the month number followed by a
forward slash (/), then the day, for example 7/4 means the
4th of July. If the date you enter is before Invoice Date,
the computer will advance the year of the discount date.
You can also specify a discount date that is a certain day
of the following month. To do that, enter a number
followed by an "N" (for next).
To specify a discount date that is a certain day of the
second month after the invoice date, enter a number
followed by an "S".
To specify a discount date that is determined by the day
of month on which the invoice date falls, use the pattern
shown in the examples that follow.
Example 1: 15-20M Example 2: 15-20M,31-5N
Example 3: 16-15N,31-3S
Example 1 means, invoices from the 1st through the 15th of
the month have a discount date on the 20th of the same
month. The "M" means the discount date is in the same
month as the invoice date.
Example 2 means, invoices from the 1st through the 15th
have a discount date on the 20th of the same month, and
invoices from the 16th through the 31st have a discount
date on the 5th of the next month. Items in a series like
this must be in numerical order to work properly.
Example 3 means, invoices from the 1st through the 16th
have a discount date on the 15th of the next month, and
invoices from the 17th through the 31st have a discount
date on the 3rd of the second month after the invoice
date.
COLUMNS 7 and 8 - DISCOUNT % and AMOUNT - The seventh and
eighth columns work similar to columns 3 and 4. If you
enter the Discount % in Column 7, the computer enters the
Discount Amount in Column 8. You can also enter the
Discount Amount in column 7 if you put a $ after the
amount.
The Discount % is used to calculate the Discount Amount on
A/P bills, based on the Invoice Amount.
Sometimes a bill contains an item or items that are not
included in the discount calculation. Sales tax and
freight are typical examples. To have the computer
calculate the Discount Amount in such cases, enter a
dollar sign ($) in the Update Code on any line item that
is not to be discounted. You can do this right on the Bill
screen. If you repeatedly encounter such items, you can
set them up on the Inventory screen (I) with a "$" in
Update Code. These items will be treated as no-discount
items whenever they are entered on a bill.
You can enter up to 12<Partial Payments.> To erase a line,
use When you enter Terms on a Bill, if the Vendor file does
not have Terms set up, the computer will ask if you want
to store the new terms on the vendor. Press Y if you want
these terms to automatically fill in whenever you enter
another bill with this vendor. Press N if these are not
the usual terms, or if you want to always enter the terms
on each bill with this vendor.
Entering A/P Terms for Partial Payments
In the following example, a 4% discount is given if the
entire bill is paid by the tenth of the next month.
Alternatively, the bill can be paid in three monthly
payments, with a 1% discount given for each payment made
by the tenth of the month. If the discount is not taken,
the payment is due the end of the month.
PARTIAL PAYMENT TERMS EXAMPLE
Due Days % Due Discount Days Disct %
10N 4
31N 33.33 10N 1
31S 33.33 10S 1
31M3 33.34 10M3 1
Variable partial payments can be used only on bills paid
by serial number. They are used when there are multiple
discount rates and dates, but no preset due dates and
amounts, except a final due date for the balance. This is
used with some floor plan financing, where serial numbers
are typically due after they are sold. See Paying Bills by
<Serial Number.>
In the following example, a 3% discount is given on any
serial numbers paid by the end of the next month. The
discount is 2.5% for the following month, and so on. The
balance is due at the end of the seventh month, with no
discount on payments made that month. Note that with a
variable amount due, the discount applies to any payments
made in that discount period, unlike a fixed amount due,
where the discount requires full payment of the amount
due.
VARIABLE PAYMENT TERMS EXAMPLE
Due Days % Due Discount Days Disct %
VARIABLE 31N 3
VARIABLE 31S 2.5
VARIABLE 31M3 2
VARIABLE 31M4 1.5
VARIABLE 31M5 1
VARIABLE 31M6 .5
31M7
Tip: In the % Due column, you may enter a "V" and the
computer will convert it to "VARIABLE".
Note: Partial payment terms must be in chronological order
to work properly.
Due Date (B)
This field is calculated from the Invoice Date and the
Terms on the bill. Due Date appears on certain A/P
reports, and A/P Checkwriting (/) uses it, along with
Discount Date, to determine which bills are due.
You may be able to change the Due Date here. This will
automatically adjust Terms to use a fixed Due Date, so the
computer will keep the date you entered here even if you
change the Invoice Date later.
Depending what was in Terms before, the computer may not
allow you to change Due Date here, and instead give you
the option to enter the Terms window.
Discount Date (B)
This field is calculated from the Invoice Date and the
Terms on the bill. A/P Checkwriting (/) takes the discount
on a bill if Discount Date is on or before the Check Date.
You may be able to change the Discount Date here. This
will automatically adjust Terms to use a fixed Discount
Date, so the computer will keep the date you entered here
even if you change the Invoice Date later.
Depending what was in Terms before, the computer may not
allow you to change Discount Date here, and instead give
you the option to enter the Terms window.
Discount Amount (B)
This field is calculated from the Invoice Amount and the
Terms on the bill. A/P Checkwriting (/) will deduct the
Discount Amount if the bill is paid by the Discount Date.
You may be able to change the Discount Amount here. This
will automatically adjust Terms to use a fixed Discount
Amount, so the computer will keep the amount you entered
here even if you change the Invoice Amount later.
Depending what was in Terms before, the computer may not
allow you to change Discount Amount here, and instead give
you the option to enter the Terms window.
The Discount Amount can also be adjusted by excluding
one or more items on the bill from the discount. See
<Terms> for more information.
Job # (B)
Pay Code Y, N, S, F (B)
Y - means this bill will be selected for payment on the
A/P Checkwriting screem (/) by Due Date, or Discount Date,
if applicable. This is the default function; leaving Pay
Code blank will have the same effect.
N - means this bill will NOT be selected for payment on
the A/P Checkwriting screen (/) by Due Date, or Discount
Date. It must be manually selected or selected with the
"*" option, Pay Open Bills, if you want it to be paid.
P - means this bill will be selected for payment on the
A/P Checkwriting screen (/), when you use the "+" option,
Pay Due Bills, whether it's due or not. The "*" option,
Pay Open Bills, will also select this bill.
Other uses for this field are the following:
A - if this is an adjustment of Inventory Quantity.
Adjustment bills will not list on the A/P Checkwriting
screen (/). Report # 1-7, INVENTORY VALUE, will skip it.
DO NOT TRY TO APPLY A CHECK TO AN ADJUSTMENT BILL.
M - used when Material goes from your inventory to a job.
This is used with the ABC Job Costing Module.
S - if this is a Shipping Ticket. Press <S> to see
information on "Shipping Tickets." The same information is
found by pressing <Shift F1>, selecting Questions, and
then option S.
R - is no longer used for recurring payments; use the
Terms window instead. Press <R> to see information on
"Recurring Payments." The same information is found by
pressing <Shift F1>, selecting Questions, and then option
R.
F - is used for Floor Planning. Press <F> to see
information on "Floor Planning." The same information is
found by pressing <Shift F1>, selecting Questions, and
then option F.
Floor Planning (B)
For information on how to enter<Terms>on a floor planning
bill, see Entering A/P Terms for <Partial Payments,> and
Paying Bills by<Serial Number.>
Recurring Payments (B)
To set up recurring payments, enter a Bill (B) for one
payment, and set the terms in the Recurring Pmt field in
the Terms window. 1M means the payments are monthly. A 3M
means payments every 3 months, etc. For payments every so
many days, enter the number of days followed by D. A
number followed by L, means the payments are due the last
of the month; 1L - the end of each month, 3L - the last
day of the quarter.
If the recurring payment is a Fixed amount (principal +
interest), to pay off a loan, enter the yearly interest
rate followed by F, in the Recurring Pmt field. (Use a
comma to separate this information from anything entered
previously). If the payments decrease each period, because
the principal paid is always the same amount and the
interest paid is less each time, enter the interest rate
followed by V, again using a comma if necessary.
If the principal is $2000.00, and the first payment of
principal is $200.00, the first line of the invoice should
be in caps and look like this: PRINCIPAL BALANCE 1800. Use
the loan ledger number. In the amount field enter 200.
If the payment includes interest, on the next line type
(in caps) INTEREST followed by a period. Use the interest
ledger number. In the amount field enter the current
interest payment.
The interest calculation is Days x Rate x Principal
divided by 365.
Purchase Order Date (B)
Purchase Order # (B)
You will have the option of transferring open items from
the P.O. to the bill (or shipping ticket). If the bill
already contains items, you can choose whether to replace
those items or add the P/O items onto the end. (When
transferring items from a P.O., quantities of any items
with tracked serial numbers will NOT be entered; they have
to be entered manually.)
You can get items from multiple purchase orders by
entering each P.O.# here and choosing the "Add" option.
(It doesn't really matter which P.O.# ends up in this
field, as the P.O.#s are stored on each line item below.)
Receive Number (B)
Invoice Amount (B)
If Discount % is set in the Terms field,
the computer will calculate Discount Amount
based on the Invoice Amount.
Material, Direct, Subcontract (B)
M - Posts directly to the Material field on the Job Detail file
('D) and does not affect Stock Quantity on the Inventory file (I).
D - Posts Quantity to Stock on the Inventory file (I). Enter "D"
if this entire bill is for items which were ordered for a specific
job. The job supervisor is supposed to keep track of the items
used on the job so you can enter them on the Material screen (M).
The items will then be billed on the Receivable Invoice screen (R)
which will subtract the Quantities from Inventory Stock Quantity.
(The M screen is part of Enhanced Package).
S - posts directly to the Subcontract field on the Job Detail file
('D) and does not affect Stock Quantity on the Inventory file (I).
Control Date (B)
Ship To (B)
You may enter a code from the Customer, Employee, Job, Name
or Vendor file. Type one of these letters, C, E, J, N or V
to specify which file followed by the record code that you
want to use. For example, to enter a Customer with the code
BRUBA0, enter CBRUBA0. If the specified code does not exist,
the computer will alert you.
Time & Material or Contract (B)
A "C" in this field indicates that the cost on the A/P Bill
screen (B) is not to be used for determining the amount to
invoice the customer. Instead, the customer will be billed
the Contract amount.
A/R Invoice # (B)
Receive Date (B)
This field is used with shipping tickets. Enter the date you
received the merchandise. If shipping tickets are being
posted to General Ledger, this date will select the G/L
period for posting the shipping ticket to inventory value
and purchases. Otherwise, this date is just for information.
Item#/Remark (B)
If the price update code is not specified in
the Inventory file (I), it will be taken from
the System Setup Screen 2 (&).
Quantity (B)
If this is a shipping ticket and the quantities
were loaded from a Purchase Order, you will need
to change the quantity if the quantity received is
different than the quantity ordered. When you save
the shipping ticket, Quantity will subtract from
Vendor Order and add to Received Qty on the
Inventory file.
Price (B)
If this is a shipping ticket loaded from a Purchase Order,
the price will load from the P/O when you enter the Item
#. You may change it here if necessary.
Price may contain fractional cents, UNLESS the item is
serialized (Track Serial# on I file contains a Y). If you
try to save a bill with fractional cents on a serialized
item, the computer will stop with an alert. To enter such
a bill, round the price to the nearest cent, and enter a
separate line item for the rounding adjustment needed to
get a correct bill total.
Amount (B)
WARNING !! If the amount field is blank and you
press
G/L# (B),(O)
1. When there is no Job #, the account number on the
Inventory file (I) plus the A/P G/L Adder from the System
Setup Screen 2 (&) is added together to get the account
number. If the resulting account number is zero, or if
there is no G/L# on the Inventory file (I), then the
Default Purchase Account # is used. If the number on the
Inventory file (I) is greater than the Purchase End
Account # on the System Setup screen (#), then the G/L
number from the Inventory file (I) is used.
2. When there is a Job # entered and there is an "S" in
M)aterial, D)irect, S)ubcontract field on the A/P Bill
screen (B), the Default Purchase Account # from System
Setup Screen 2 (&) is used unless there is a number in the
Subcontract Adder on the System Setup Screen 2 (&), then
that number plus the number on the Inventory file (I) plus
the A/P G/L Adder is used.
Job #'s are a part of ABC JOB COSTING MODULE.
#/Case (B)
Job Class (B)
Job Classes are set up on the Job Class file ('J).
If you entered a dash (-) in the Job Class field
on the Inventory file for this item it will appear
in this field. The dash (-) can also be entered
manually. This means that this amount will not be
added to the job cost. This is used for freight,
sales tax, discounts, etc.
Freight & Other Adjustments (B)
If there is more than one Freight or Other Adjustment item
on a bill, the computer pro-rates the Freight or
Adjustment on each line up to the previous Freight or
Adjustment item.
If there are several Freight or Adjustment items
immediately following each other on a bill, the combined
results will be displayed, prorated to each preceeding
item.
Freight & other adjustment amounts print on Report # 1-5,
INVENTORY PURCHASE HISTORY.
Purchase Order
G/L# (B)
1. - When there is no Job #, the account number on the Inventory
file (I) plus the A/P G/L Adder from the System Setup Screen 2 (&)
is added together to get the account number. If the resulting
account number is zero, or if there is no G/L# on the Inventory
file (I), then the Default Purchase Account # is used. If the
number on the Inventory file (I) is greater than the Purchase End
Account # on the System Setup screen (#), then the G/L number from
the Inventory file (I) is used.
2 - When there is a Job # entered and there is an "S" in M)aterial,
D)irect, S)ubcontract field on the A/P Bill screen (B), the Default
Purchase Account # from System Setup Screen 2 (&) is used unless
there is a number in the Subcontract Adder on the System Setup
Screen 2 (&), then that number plus the number on the Inventory
file (I) plus the A/P G/L Adder is used.
Bill Entry Screen - How to Enter a Bill (B)
2. Enter the Bill total in the INV AMT field. Press
3. Type in the Bill DATE. Type in DUE DATE, if necessary.
When there is a discount if paid by a certain date, enter
the DISCOUNT AMOUNT and DISCOUNT DATE.
4. Press 5. If you can't remember the ITEM code, press the 6. Enter the QUANTITY. If necessary, enter the PRICE. (If
you are not using Item #'s, the cursor goes directly to
the AMOUNT field.) After you enter the QUANTITY, you are
ready to enter the next Item.
7. Pressing 8. When the Bill has been properly saved, the screen is
cleared. The BILL ENTRY # is set to the next number. To
enter another Bill from the same Vendor, press
Crediting an Overcharge (B)
1. On the Bill Entry screen (B), enter the Vendor #.
2. Enter the Credit Amount as a negative figure in the
Invoice Amount field.
3. Enter the Credit # and Date in the Invoice Number
and Date fields.
4. Enter the Item #. Enter the quantity as a negative
figure.
5. Enter the original wrong price in the Price field.
The computer calculates the amount as a negative
figure.
6. On the next line enter the Item # again, the
quantity as a positive figure, and the correct price.
The computer calculates the amount as a positive
figure. The difference between the two lines should be
the amount that you are credited.
By doing it this way, Inventory Stock Quantities will not
be changed and the transactions will be recorded on the
Inventory Purchase History.
Shipping Ticket Entry (B)
There are two ways to enter a shipping ticket for a
purchase order that has been entered on the Purchase Order
Entry screen (O).
1. Bring up the Purchase Order that was made for the
shipping ticket and press
2. Enter the Shipping Ticket Number in the Receive
Number field.
3. Enter the Receive Date. This is the date you
received the merchandise. If shipping tickets are
being posted to General Ledger, this date will select
the G/L period for posting. Otherwise, this date is
just for information.
4. Check the item codes and quantities to make sure
that what was shipped agrees with the shipping ticket
on the screen. Make any adjustments necessary and save
with The second way to enter a Shipping Ticket is from the
Bill Entry screen (B).
1. On a blank Bill Entry screen (B), press 2. Enter the Shipping Ticket Number in the Receive
Number field.
3. Enter the Receive Date. This is the date you
received the merchandise. If shipping tickets are
being posted to General Ledger, this date will select
the G/L period for posting. Otherwise, this date is
just for information.
4. Go to the purchase order field by pressing ALT G
or by using the arrow keys. Enter the Purchase Order
reference # in the P.Order Number field, and press
5. Check the item codes and quantities to make sure
that what was shipped agrees with the shipping ticket
on the screen. Make any adjustments necessary and save
with If not all the items on the purchase order are on the
shipping ticket, you can make another shipping ticket
later from the Purchase Order. Following the above steps
will bring the remaining items over to the Bill Entry
screen. This can be done repeatedly, making a number of
shipping tickets for one Purchase Order.
You can also bring items onto a shipping ticket that were
on different purchase orders. Use these steps.
1. Use one of the above procedures to bring items
from one of the purchase orders.
2. Go to the Purchase Order Number field and enter
another PO#. Choose the "Add" option to add items to
the bottom of the shipping ticket.
3. Repeat step 2 as often as needed (or until the
shipping ticket is full).
4. Save your record with You can enter a shipping ticket without using the Purchase
Order screen (O). Follow these steps.
1. On a blank Bill Entry screen (B), enter the Vendor
code.
2. Press 2. Enter the Shipping Ticket Number in the Receive
Number field.
3. Enter the Receive Date. This is the date you
received the merchandise. If shipping tickets are
being posted to General Ledger, this date will select
the G/L period for posting. Otherwise, this date is
just for information.
4. Enter the Inventory Item codes and quantities.
5. Save with The items in the Inventory file (I) which were entered
on a Shipping Ticket will show the following:
1. If you had entered a Purchase Order for these
items, the quantity in the Vendor Order field will
move into the Received Quantity field.
2. The Stock Quantity field will show that the items
are now in stock.
3. The Received Quantity field will show the quantity
of the items received.
To change a Shipping Ticket to an Accounts Payable Bill,
change the Pay Code from S to a Y, N, P or leave the field
blank. Enter the Vendor Invoice #, Invoice Date and Due
Date. Save with
<Ctl L> Load last vendor. If you wish to load the vendor
which you just finished loading on the Vendor screen (V),
on the Ledger screen (L) or on the Bill Entry screen (B),
press
<P> Display Payment Information. Pressing
This is a number from 1 to 999999. The
computer automatically sets it to the next
available number. To view or edit a
previous invoice, enter the reference
number for that invoice.
This code references the Vendor file (V). The
computer will load the vendor and display the name
and address.
Enter the invoice date from the printed bill.
Enter the invoice number given on the printed bill. If
there is no number, enter the date or some other
identifying number. This number will be printed on the
check stub when this bill is paid.
When you press
A/P Terms allow two types of partial payments: fixed and
variable. Fixed partial payments are fixed percentages or
amounts of a bill that are due on different dates. They
cannot be used on bills paid by serial number.
ABC JOB COSTING MODULE - If all the items on this bill are
for one particular job, enter that Job # here. This code
references the Job file (J); therefore the codes must match.
When entering a shipping ticket from an order, this field
automatically loads from the Purchase Order screen (O) when
you enter the Purchase Order #.
This field is used with the Checkwriting screen (/). Here
are the options:
Floor Planning is an arrangement with your vendor to place
goods to be sold on your premises without you needing to
pay for them till they are sold. When you run Report #
2-11, PAYABLES BY G/L#, these amounts are posted to a
special account set up for this. Our standard Floor
Planning Account # is 224. This needs to be set up on the
System Setup Screen 2 (#).
Recurring payments is when you need to pay the same amount
to the same vendor repeatedly, at regular intervals. This
could be mortgage payments, rent payments, lease payments
or other periodic payments.
This field is used with shipping tickets. The P/O
Date loads from the order automatically when the
P/O # is entered.
Enter the P.O.# for the bill or shipping ticket you are
entering. The computer will load the order and related
fields: Vendor # with Name and Address, Job # with
Description, Terms, Purchase Order Date, etc.
This field is used with shipping tickets.
Enter the the shipping ticket number here.
Enter the total from the printed bill. The
computer will check this amount against the
total of all items entered when saving the
record and display a message if they do not
agree.
ABC JOB COSTING MODULE - It determines how the A/P Bills for this
vendor are posted when a valid Job # is entered. If nothing is
entered in this field it automatically defaults to an "M" for
Material.
This field is automatically set to the system date at
the time the invoice is entered, but may be changed.
It determines which G/L period the invoice will be
posted into for General Ledger and Job Costing.
The Ship To code comes from the Purchase Order if it was
specified there. You may change it here if desired.
ABC JOB COSTING MODULE - This field determines how the
material on this bill is invoiced when using Report # 5 - 31
GENERATE INVOICES FOR JOBS. You may enter one of two
options--"T" or "C". "T" takes the cost from the A/P Bill
Screen (B), adds the A/P Markup % from the System Setup
screen 2 (&) and uses that amount to invoice the customer.
It also brings the cost across to the customer invoice and
posts it from there to the Job file (J). Therefore when an
A/P Bill is invoiced and it has a number in A/R Invoice #
the posting to the Job file (J) is reversed.
ABC JOB COSTING MODULE - This field works with
Report # 5-31, GENERATE INVOICES FOR JOBS. When an
A/P Bill is invoiced using this report, the
computer automatically enters the Accounts
Receivable Invoice # in this field.
Enter your inventory code for the item, or a
remark followed by a period (.). If you
enter an item code, the computer will load
the item, display the description, and set
G/L#, #/Case and Price Update Code.
Enter the quantity of items or enter the number of
cases if there is a number in the #/Case field. If
there is a "Y" in the Track Serial # field on the
Inventory file (I), the computer will display the
Serial # Entry screen and require you to enter the
serial numbers for the item(s).
Enter the price each, or price per case if there is a
number in the #/Case field.
The amount is automatically calculated from the
quantity and price, but may be edited.
The G/L# is the account number for the amount on this
line. When an Item # is entered, the G/L# is automatically
entered as follows:
This is the number of items per case when an item is bought
in case quantities, but sold individually. When an Item # is
entered, this loads from the purchase order specified in the
P.Order # field or from the Inventory file (I) if there is
no purchase order number specified. This may be changed
here. When the computer posts this line to the Inventory
file (I), the quantity is multiplied by the number per case,
to obtain the individual quantity that is added to Stock or
Ordered Quantity on the Inventory file.
ABC JOB COSTING MODULE - If you have entered a Job
number on this bill, you must enter a Job Class
here unless it was entered in the Job Class field
for this item on the Inventory file.
This field on the Bill screen is filled automatically when
an A/P invoice with a freight charge or other adjustment
(such as sales tax or a discount) is saved by pressing
When an Item is entered, the computer searchs the
Purchase orders for the vendor that is loaded from
the oldest to the latest for that item and places
the P.O. in this field.
The G/L# is the account number for the amount on this line. When
an Item # is entered, the G/L# is automatically entered as follows:
1. Press F10, then B to go to the Bill Entry Screen. Type
the Vendor # or Code. If you cannot remember the Vendor
Code, press the
If you are overcharged for a certain item, and later a
credit is received to adjust the price; the credit must be
entered as a separate bill to reverse the original entry.
Here are the steps for entering the credit:
Shipping tickets, or packing slips, are entered when you
receive an order but you have not yet received the invoice
for it. You want the computer to show the order was
received and the items are now on stock, even though you
haven't paid for them.