The Bill Entry (B) screen is used to track the shipping tickets and bills that you receive from your vendors. Ideally, a Purchase Order is created on the O screen when you first place your order with a vendor. Once the order arrives, you bring up the purchase order on the Bill Entry screen and verify that the items received and prices charged are correct. Also, you will want to enter such things here as the date of the shipment’s arrival, the shipping ticket #, and any other pertinent information.
If a shipping ticket is received from the vendor at the time of the shipment, but the bill is not received until later, you will want to return to the bill entry you created upon receipt of the shipping ticket and enter the correct letter in the Pay Code field to indicate that this bill is ready to be paid.
Helps Accessed From the Bill Entry (B) Screen
Ctrl+N—clears the screen, without saving or unsaving the current record, and sets the reference number to the next available number.
F5—exits lookup.
Shift+F5—closes all lookups.
F6—opens lookup. (Pressing F6 the after the Lookup has opened toggles between a list of All Vendors and Active Vendors.) Example: F6 on the Vendor Code field displays a list of all your vendors. The Search field at the top of the F6 Lookup window allows you to search for a specific vendor.
Shift+F6—opens alternate lookup. Example: Shift+F6 on the Vendor Name field displays a list of bills from this vendor.
F9—saves record.
Shift+F9—deletes record.
F10—goes to the Selection Screen.
Shift+F10—goes to Menu Bar.
Esc—exits one level.
Alt+F4—exits ABC.
Load Help (B)
Ctrl+L—Loads last vendor. If you wish to load the vendor which you just finished loading on the Vendor (V) screen, on the Ledger (L) screen, or on the Bill Entry (B) screen, press Ctrl+L.
Alt+A—adds the purchase order address as found for this vendor on the Names (N) screen.
Alt+N—loads Next vendor or inventory item in alphabetical order.
With the cursor in the top part of the screen, Alt+N will load the next vendor. With the cursor on a line with an Item # entered, Alt+N will load the next inventory item. If the cursor is on a line that doesn't have an Item # entered, Alt+N will load the next item after the one on the line above it.
Alt+O—If a shipping ticket was entered from a purchase order, you can find the shipping ticket by pressing Alt+O and entering the purchase order #.
Alt+P—loads the Previous vendor or inventory item in alphabetical order.
With the cursor in the top part of the screen, Alt+P will load the previous vendor. With the cursor on a line with an Item # entered, Alt+P will load the previous inventory item. If the cursor is on a line that doesn’t have an Item # entered, Alt+P loads the item previous to the one on the line just above.
F7—loads previous record.
F8—loads next record.
Shift+F7—indexes back for previous bill for currently loaded vendor. To search back for previous shipping tickets for the currently loaded vendor, press Alt+R to set the Pay Code Y, N, S field to S (this specifies shipping ticket), then press Shift+F7. (You must be on the Vendor code.)
Shift+F8—indexes forward for next bill 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 Shift+F8. (You must be on the Vendor code.)
Edit Help (B)
Ctrl+A—Adds a blank line at the cursor, pushing down any lines that are below. This only works in repeating fields.
Ctrl+C—Copies text. Place your cursor on the field that contains the text you wish to copy and press Ctrl+C. Then move your cursor to the field you want your information copied to and use the paste (Ctrl+V) function.
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+V—pastes text. Any text that has been copied (with Ctrl+C) or cut (with Ctrl+X) may be pasted into any other field by using the Ctrl+V function. Simply place your cursor in the field you want to copy the information to and press Ctrl+V.
Ctrl+X—cuts text. Place your cursor on the field you want the text removed from and press Ctrl+X. The text will disappear. If you want to replace this text in another field, simply move your cursor to that field and use the paste (Ctrl+V) function.
Ctrl+Z—Zap! Undoes latest changes to the line the cursor is on.
Home—places the cursor at the beginning of the field.
End—moves the cursor to the end of a field.
Page Up—moves the cursor up one screen at a time when the cursor is in the repeating fields. From the top part of the screen, it places the cursor on the top line of the repeating fields.
Page Down—moves the cursor down one screen at a time or to the next available line when the cursor is in the repeating fields.
Shift+Up arrow—moves the cursor to the first repeating field.
Shift+Down arrow—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.
Tools Help (B)
Ctrl+G—Gets or jumps to the address of a certain field. When you press Ctrl+G, a message box appears telling you the address of the field your cursor is on. You are also given opportunity to jump to another address. Enter the location number of the field you want to jump to, or enter F and the field number of the field you want to jump to.
Ctrl+J—accesses a Journal to record anything that you want to remember about this bill. To see previous notes, press Ctrl+J. When you are done, press F9. The notes will be saved with the date and time.
Ctrl+K—accesses a second journal. It is similar to the Ctrl+J journal, but saves your notes with only the date.
Ctrl+T—Telephone dialing. This option allows you to dial the phone # for the person or business currently on your screen. Press Ctrl+T. You will be given a choice of numbers if more than one number on record. Press Enter on the correct number and the number is dialed. (A TAPI driver must be installed on your computer to run this feature. Contact your ABC Accounting representative for further information.)
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 BLIST. Ctrl+W
Alt+1—If you press Alt+1 when the cursor is on an inventory item line, you are taken to the Inventory (I) screen, with the item loaded on the screen. This is useful for changing price or description if you want to. Pressing F9 on the Inventory screen, returns you to the Bill Entry screen.
NOTE: If you run a screen report while you are on the I screen (such as S for Sales History, or B for Purchase History), F9 will not return you to the invoice. You must press F10 and B and then reload the Bill. Anything that had not been saved on the Bill will be lost.
Another NOTE: If you changed the cost on the inventory screen, and you want that price to take effect on the current bill, you should reload the inventory item that has a new price. One way to reload the item is to press Alt+N and then Alt+P.
Alt+A—Adds (if you are on the G/L # field) the G/L # on this line to the Vendor Field G/L #s. If it's not already there, you will be asked, "Add Acct # to Vendor G/L #s?"
Alt+D—Divides amount by quantity to find cost. To use this feature, enter the Item # and quantity. Enter the amount in the Cost field and press Alt+D with the cursor on the Cost field. The amount will be divided by Quantity, the Cost and Amount fields will automatically be filled in and the cursor will jump to the next line.
Alt+G—jumps cursor to the Purchase Order Number (P. Order) field, if it is blank. If the Purchase Order # is already filled in, it gives you the option to transfer items from the purchase order to the bill.
Alt+I—Inserts 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+I fills in the Invoice Amount at the top.
Alt+M—Multiplies the entered List Price by the multiplier in the Inventory screen to find Cost. With the cursor in the List field, enter the List Price and press Alt+M. The entered price will be multiplied times the Multiplier from the Inventory (I) screen and put the result into the List field.
Alt+R—enters shipping tickets. This sets the Pay Code Y, N, S field to S which specifies this entry as a shipping ticket.
Alt+S—When the cursor is on the same line as an item with a serial #, pressing Alt+S will take you to the Serial # entry screen.
Shift+F3—brings up an accountant's* calculator when your press it the first time. The second time you press it, the final calculations showing are entered into the field the cursor was on.
+ adds or totals - subtracts / divides
* multiplies ) clears ( exits calculator
= totals or equals
*If you are not familiar with an accountant’s calculator, you may want to take a little time to familiarize yourself with the differences in usage here. Figures are entered as positive or negative: i.e. 100+50-75= would be entered as 100+; 50+; 75- The answer calculates each time you press the positive or negative sign. The = sign or Enter key seldom need be used unless you are multiplying or dividing.
Report Help (B)
(The F11 hot key takes you straight to the Report Menu. Then you can just press the letter of the report you wish to run. Of course, using your mouse works too.)
Y—runs Report 2-7, which lists paid bills for this vendor, displaying the check number used to pay them, the amount paid, discount taken and such like.
S—displays a Sales History report about the item your cursor is currently on. It details who all you have sold this item to, when you sold it, which invoice # it was, how many you sold, and how much you sold it for.
V—shows a Vendor purchase order report, detailing the P/O date, P/O #, Vendor you ordered the item from, how many of the item you ordered, how many you received, and how much you paid. Make sure you have your cursor on the item in question before pressing V.
P—displays Purchase detail, where you have ordered this item from in the past, which Bill Entry #s were used, the date you received it, how many you received, and how much you paid. Once again, the cursor must be on the item number you are investigating.
Bill Entry # (B.0)
This is a reference number from 1 to 999999. Entries are numbered sequentially. To view or edit a previous invoice, enter the reference number for that invoice.
This code references the Vendor (V) screen. Use F6 to look up a Vendor Code if you don’t know it. The Vendor’s name, address, and terms are brought over and entered on this Bill Entry.
Enter the date from the printed invoice your received.
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.
In the event of a long number, just keep typing. The field will scroll and allow you to enter quite a lot here. To view it later, click on the little curved arrow icon. A box opens up for viewing whatever was entered here in its entirety.
This field must be entered to avoid the risk of duplicate entries. The program does not allow two bills with the same invoice number from one vendor.
There are occasions when you will need to make two Bill Entries for one Purchase Order because of back orders or something. There may also be multiple shipping tickets with parts of your order arriving one day and another part another day. In such a case, where you will need to create more than one Bill Entry for the same invoice number, add a different letter onto the invoice number for each entry.
When you press F6 with your cursor in the Terms field, a window appears for entering the vendor's terms. To return to the main screen, press F5.
Terms can be set up or edited on the Vendor (V) screen, the Purchase Order (O) screen, or the Bill Entry (B) screen. When terms are set up on the Vendor screen, they will automatically apply to all bills entered for that vendor. When terms are edited on the Purchase Order screen, they only apply to the bills that are generated from that purchase order. When Terms are edited on the Bill Entry screen, they only apply to that bill.
Due Date, Discount Date, Payment Amount and Discount Amount are calculated only on 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.
See the help titled, “Recurring Payments.”
- 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 or not determines what kind of partial payments you may set up on the bottom part of the Terms window.
See “Partial Payments.”
- The BILL DATE field is set automatically when you are on the Bill Entry (B) screen 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 (B) screen.
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 Shift+Up arrow.)
- COLUMNS 1 and 2—DUE DAYS and DUE DATE—If you enter Due Days in Column 1, the Due Date in Column 2 is set by default, based on the date on the top right corner of the Bill Entry (B) screen. 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 date will be advanced to that date in the following year.
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 the 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 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 Amount Due in Column 4 is set automatically. (The program 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 “Partial Payments. “
- COLUMNS 5 and 6—DISCOUNT DAYS and DATE—The fifth and sixth columns work similarly to columns 1 and 2. If you enter Discount Days in Column 5, the Discount Date is automatically entered 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 the 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 year will be advanced to the following year.
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 Discount Amount is automatically entered 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 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 properly 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 Entry (B) screen. If you repeatedly encounter such items, you can set them up on the Inventory (I) screen with a $ in the 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 Ctrl+E.
When you are finished, press F9 or F5 to return you to the main screen. The Check Writing screen uses the terms you have set up to determine which bills to pay.
When you enter Terms on a Bill, and you have not previously entered Terms for this Vendor, you will be asked if you want to store the new terms on the Vendor (V) screen. Press Y if you want these terms to automatically fill in whenever you enter a bill from 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
Accounts Payable 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.
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
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 payments are typically due after items 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
Tip: In the % Due column, you may enter a V and it will be converted to VARIABLE automatically.
Note: Partial payment terms must be in chronological order to work properly.
This field is calculated from the Invoice Date and the Terms on the bill. The due date appears on certain A/P reports, and the Check Writing (/) screen uses it, along with the discount date, to determine which bills are due.
You may change the Due Date here. This will automatically adjust terms to use a fixed Due Date. In that case, the date you entered here is fixed, even if you change the Invoice Date later.
Depending what was in Terms before, you may not be allowed to change the Due Date here. In that case, you will need to go into the Terms window and make your changes there.
This field is calculated from the Invoice Date and the Terms on the bill. Check Writing (/) takes the discount on a bill if Discount Date is on or before the check date.
You may change the Discount Date here. This will automatically adjust terms to use a fixed Discount Date. In that case, the date you entered here is fixed, even if you change the Invoice Date later.
Depending what was in Terms before, you may not be allowed to change the discount date here. In that case, you will need to go into the Terms window and make your changes there.
This field is calculated from the Invoice Amount and the Terms on the bill. Check Writing (/) will deduct the Discount Amount if the bill is paid by the Discount Date.
You may change the Discount Amount here. This will automatically adjust terms to use a fixed Discount Amount. In that case, the date you entered here is fixed, even if you change the Invoice Amount later.
Depending what was in Terms before, you may not be allowed to change the Discount Amount here. In that case, you will need to go into the Terms window and make your changes there.
The Discount Amount can also be adjusted by excluding one or more items on the bill from the discount. See help on Terms for more information.
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 (J) screen; therefore the codes must match. When entering a shipping ticket from an order, this field automatically loads from the Purchase Order (O) screen when you enter the Purchase Order #.
Note that any documentation referring to the Job Costing Module (Material, Job, or Job Detail screens) does not apply to most users. It is a custom feature.
This field is used with the Check Writing (/) screen. Here are the options:
Y—means this bill will be selected for payment on the Check Writing (/) screen by Due Date, or Discount Date, if applicable. This is the default function; therefore, leaving the Pay Code field blank has the same effect.
N—means this bill will Not be selected for payment on the Check Writing (/) 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 Check Writing (/) 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.
A—shows an Adjustment of Inventory Quantity. Adjustment bills will not list on the Check Writing (/) 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—is used for a Shipping ticket. See the section later in this chapter titled, “Shipping Ticket Entry.”
F—is used for Floor planning (as discussed in the next section).
Floor Planning (B)
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 3240. This needs to be set up on the Company Setup (#) screen.
For information on entering Terms on a floor planning bill, see “Partial Payments,” and “Paying Bills Serial Number.”
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.
To set up recurring payments, enter a bill 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 are made every 3 months, etc.
For payments every so many Days, enter the number of days followed by D. A number followed by an L, means the payments are due the Last of the month.
1L means the end of each month. 3L means 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.
This field is used with shipping tickets. The P/O Date loads from the order automatically when the P/O # is entered.
Enter the Purchase Order # for the bill or shipping ticket you are entering. The purchase order is loaded to the Bill Entry screen, displaying Vendor information, and asking if you want to load the items you had ordered to the screen.
(When transferring items from a Purchase Order to the Bill Entry screen, quantities of any items with tracked serial numbers will NOT be entered. You will have to enter them manually.)
You can get items from multiple purchase orders by entering each PO # here and choosing the Add option. (That’s right. Just overwrite the PO# already there with another one, and it will add those items into this Bill Entry underneath the previous ones. You can do this repeatedly.)
This field is used with shipping tickets. Enter the shipping ticket number here.
Enter the total from the printed bill. If this amount doesn’t match your Purchase Order total, as displayed in the Pd/Dist field, you will not be able to save the record.
If Discount % is set in the Terms field, Discount Amount is calculated based on the Invoice Amount.
Material, Direct, Subcontractor (B.14)
Note that any documentation referring to the Job Costing Module (Material, Job, or Job Detail screens) does not apply to most users. It is a custom feature.
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.
M—Posts directly to the Material field on the Job Detail ('D) screen and does not affect Stock Quantity on the Inventory (I) screen.
D—posts Quantity to Stock on the Inventory (I) screen. 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.
The items will then be billed on the Receivable Invoice (R) screen which will subtract the Quantities from Inventory Stock Quantity.
S—posts directly to the Subcontract field on the Job Detail ('D) screen and does not affect Stock Quantity on the Inventory (I) screen.
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.
You may enter a code from the Customer, Employee, Job, Name or Vendor screen. Type one of these letters, C, E, J, N or V to specify which screen 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, you will be alerted.
Time & Material or Contract (B.17)
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 Bill Entry (B) screen, adds the A/P Markup % from the Company Setup (#) screen 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 (J) screen. Therefore when an A/P Bill is invoiced and it has a number in A/R Invoice # the posting to the Job (J) screen is reversed.
C in this field indicates that the cost on the Bill Entry (B) screen is not to be used for determining the amount to invoice the customer. Instead, the customer will be billed the Contract amount.
Note that any documentation referring to the Job Costing Module (Material, Job, or Job Detail screens) does not apply to most users. It is a custom feature.
ABC JOB COSTING MODULE—This field works with Report # 5-31, GENERATE INVOICES FOR JOBS. When the bill is invoiced using this report, the Receivable Invoice # is entered into this field automatically.
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)
Enter your inventory code for the item, or a remark followed by a period (.). If you enter an item code, the item is loaded along with all the necessary information as recorded on the Inventory (I) screen.
If the price update code is not specified in the Inventory (I) screen, it will be taken from the Company Setup (#) screen.
Quantity (B)
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 (I) screen, the Serial # Entry window pops up so you can enter the serial numbers for the item(s).
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 screen.
Cost (B)
Enter the price each, or price per case if there is a number in the #/Case field.
If this is a shipping ticket loaded from a Purchase Order, the cost will load from the PO when you enter the Item #. You may change it here if necessary.
The cost may contain fractional cents, UNLESS the item is serialized (Track Serial # on Inventory screen contains a Y). If you try to save a bill with fractional cents on a serialized item, the total amount is rounded to the nearest cent. You may need to enter a separate line item for the rounding adjustment needed to get a correct bill total.
Change Inventory costs from the bottom line.
Amount (B)
The amount is automatically calculated from the quantity and cost, but may be edited.
WARNING !! If the amount field is blank and you press F9 while the cursor is on the Amount field, any amount remaining in the Amount to Distribute field above, will be entered into the Amount field, and the bill will be saved.
G/L # (B)
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. When there is no Job #, the account number on the Inventory (I) screen plus the A/P G/L Adder from the Company Setup (#) screen is added together to get the account number. If there is no G/L # on the Inventory (I) screen, then the Default Purchase Account # is used. If the number on the Inventory (I) screen is greater than the Purchase End Account # or less that the Sales Start Account # on the Company Setup (#) screen, then the G/L number from the Inventory (I) screen is used.
2. When there is a Job # entered and there is an S in M)aterial, D)irect, S)ubcontract field on the Bill Entry (B) screen, the Default Purchase Account # from the Company Setup (#) screen is used unless there is a number in the Subcontract Adder on the Company Setup (#) screen; then that number plus the number on the Inventory (I) screen plus the A/P G/L Adder is used.
Job #s are a part of ABC JOB COSTING MODULE.
Note that any documentation referring to the Job Costing Module (Material, Job, or Job Detail screens) does not apply to most users. It is a custom feature.
This is the number of items per case when an item is bought in case quantities, but sold individually. This number is usually already defined in the Inventory (I) screen, but it may be changed here. If you change it here, 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 screen.
The update code determine how prices for this item will be updated by Report # 2-10, INVENTORY PRICE UPDATE. Alternatively, you can select certain features of bill entry and not use the line in calculating discounts.
The update code is found on the Company Setup (#), Inventory (I), Bill Entry (B) and Purchase Order (O) screens. It is automatically set on the Bill Entry and Purchase Order screens from the Inventory screen. If there is none on the Inventory screen, it comes from the Company Setup (#) screen, but may be changed manually.
Here are some possible entries:
A—Always updates the cost and the list price.
B—updates the cost if it increased.
D—always updates the cost.
I—always updates the cost. Updates the list price if it increased.
L—updates the cost if it increased. Updates the list price if it increased.
N—No price update.
F—Freight or Other Adjustment items (sales tax & discount). See “Freight and Other Adjustments” below.
G—G/L Distributions. See section titled “G/L Distributions” below.
O—Omits Purchase Order posting. (Don't post this item to purchase order.)
P—brings up list price instead of cost when entering item on a bill.
S—Skips Quantity & Price and goes to Amount.
Q—Stock Quantity and pricing are not changed by Unit when purchasing. This is generally used when a number followed by # is used in Unit. (Q must be the LAST letter used in the Update Code field.)
Z—shows Zero amount on Report # 1-7, INVENTORY VALUE. (Normally, this report ignores zero purchases. A Z forces the zero value to appear.)
$—Do not apply cash discount to this item. Use this with items that are not discounted, such as sales tax and freight. This code may be combined with another function; example: F$.
Job Class (B)
Note that any documentation referring to the Job Costing Module (Material, Job, or Job Detail screens) does not apply to most users. It is a custom feature.
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 screen.
Job Classes are set up on the Job Class ('J) screen.
If you entered a dash (-) in the Job Class field on the Inventory screen for this item, it will appear in this field. The dash can be entered manually, too. 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)
This field on the Bill Entry screen is automatically filled when a bill with a freight charge or other adjustment (such as sales tax or a discount) is saved by pressing F9. You must either have an F in the Updt field on the Inventory screen, or enter an F in the UC field on the Bill Entry screen for this to work. This pro-rates (or divides evenly among several items) the amount on each line that comes before the Freight or Other Adjustment item, based on the total amount of that line.
If there is more than one Freight or Other Adjustment item on a bill, the program pro-rates the Freight or Adjustment on each line up to the previous Freight or Adjustment item.
If several Freight or Adjustment items immediately follow each other on a bill, the combined results will be displayed, pro-rated to each preceding item.
Freight & other adjustment amounts print on Report # 1-5, INVENTORY PURCHASE HISTORY.
Changing Inventory Pricing (B)
When Enter is pressed on the price, the message line at the bottom of the screen displays: “Cost I=x.xx B=x.xx List I=xx.xx B=xx.xx Change C/L/B? “
For example: “Cost I=6.00 B=6.50 List I=12.00 B=13.00 Change C/L/B?
Basing our explanation on this example, the message means:
- Cost I=6.00 The Cost on the Inventory screen is $6.00.
- B=6.50 The Cost on this Bill Entry is $6.50.
- List I=12.00 The List price on the Inventory screen is $12.00.
- B=13.00 The List price on this Bill Entry is $13.00.
- Change C/L/B? Do you want to change the Cost, the List price, or Both?
a. Enter C to change Cost.
b. Enter new list price and an L to just change the List.
c. Enter new list price and a B to change Both cost and list.
How to Enter a Bill (B)
1. Click on the Purchases module; then choose Bills (or F10; B) to go to the Bill Entry screen.
2. Enter the Vendor Code. If you cannot remember the Vendor Code, press the F6 key. Then you can use the Up or Down keys to find the Vendor you want. Press Enter when the cursor is on the correct Vendor. (If you can't find the Vendor in the F6 screen, press Alt+A to jump directly to the Vendor screen and Add it.)
3. A list of open Purchase Orders for this Vendor is displayed in a Lookup window.
a. Select the order that this bill is for.
b. Then press 1 to add the list of items ordered to this Bill Entry.
4. Enter the Bill total in the Inv Amt field.
5. Press Enter until the cursor is at the Invoice Number field and type in the invoice # from the bill. (If the bill does not have a number, use the date of the bill as its number.)
6. Enter the Invoice Date.
7. Enter the Due Date, if necessary. (When Terms are set up correctly for this Vendor, the due date will enter automatically.)
8. In the event that there is a discount if paid by a certain date, enter the Discount Amount and Discount Date. (This could already be set up in Terms for this Vendor.)
9. Compare the items listed on your purchase order with the hard copy of the bill sent to you by the Vendor.
10. If there are any discrepancies (changes of price or incomplete orders) between the two, make the necessary adjustments on this Bill Entry, so that it reflects the hard copy bill.
11. Once you save this Bill Entry, any items or quantities that were not shipped are saved, so that when the remainder of the items arrive, you can create another Bill Entry for the rest of the order.
12. Pressing F9 when the cursor is in the Amount field puts the Amt to Distribute figure in the Amount field and saves the bill. If something is lacking, you will not be able to save. Make the suggested correction, and press F9 again.
13. If you want to enter another bill from the same vendor, press Ctrl+L, which loads the last Vendor used into the Vendor Code field.
Crediting an Overcharge (B)
If you are overcharged for a certain item, and later a credit is received to adjust the cost; the credit must be entered as a separate bill to reverse the original entry. Here are the steps for entering the credit:
1. On the Bill Entry (B) screen, enter the Vendor #.
2. Enter the credit amount as a negative figure in the Inv Amt field.
3. Enter the credit # and date in the Invoice Number and Date fields.
4. Enter the item #.
5. Enter the quantity as a negative figure.
6. Enter the original wrong price in the Cost field. This amount is calculated as a negative figure.
7. On the next line enter the Item # again, the quantity as a positive figure, and the correct cost. This amount is calculated 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 tickets, or packing slips, are entered when you receive an order but have not yet received a bill for it. You want to show that the order was received and the items are now on stock, even though you don’t have to pay for them yet.
I. There are two ways to enter a shipping ticket for a purchase order that has been entered on the Purchase Order Entry (O) screen.
A. The first way to enter a shipping ticket is from the Purchase Order (O) screen.
1. Bring up the Purchase Order that was made for the shipping ticket and press Alt+R. This will switch you to the Bill Entry (B) screen with the Purchase Order information copied onto the screen. The Pay Code Y, N, S field is set to S, indicating that this is a Shipping Ticket. The Invoice Date and Due Date fields are cleared and your cursor jumps to the Receive Number field.
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 information on the screen. Make any adjustments necessary and save with F9.
B. The second way to enter a shipping ticket is from the Bill Entry (B) screen.
1. On a blank Bill Entry (B) screen, press Alt+R. The Pay Code Y,N,S field is set to S, indicating that this is a Shipping Ticket. The Invoice Date and Due Date fields are cleared and your cursor jumps to the Receive Number field.
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 Purchase Order Number field, and press Enter. This gives you the following message: "1—Add PO Items to Bill, or Enter—Don't get items." Choose 1 to load all outstanding items from that purchase order onto the screen.
5. Check the item codes and quantities to make sure that what was shipped agrees with the information on the screen. Make any adjustments necessary and save with F9.
6. (Optional) If not all the items on the purchase order are on the shipping ticket, you can press Ctrl+E on the items that were not received. That returns them to the original P/O as non-received items. Then 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.
II. You can also bring items onto a shipping ticket that were on different purchase orders. Use these steps.
A. Use one of the above procedures to bring items from one of the purchase orders.
B. Go to the Purchase Order Number field and enter another P/O #. Choose the Add option to add items to the bottom of the shipping ticket.
C. Repeat step B as often as needed (or until the shipping ticket is full).
D. Save your record with F9.
III. You can enter a shipping ticket without ever having used the Purchase Order (O) screen. Follow these steps.
A. On a blank Bill Entry screen (B), enter the Vendor code.
B. Press Alt+R. The Pay Code Y,N,S field is set to S, indicating that this is a Shipping Ticket. The Invoice Date and Due Date fields are cleared and your cursor jumps to the Receive Number field.
C. Enter the Shipping Ticket Number in the Receive Number field.
D. 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.
E. Enter the Inventory Item codes and quantities.
F. Save with F9.
The items in the Inventory (I) screen 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 F9.