This help is accessed from the Terms window based on the Vendor screen and carried over to the Bill Entry and Purchase Order screens. To get into the Terms window, go to the Terms field on any one of those screens and press F6. The helps as follow will describe the uses of this screen and its fields.

Helps Accessed From the Purchases Vendor Terms Window

Terms

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 “Entering A/P Terms for Partial Payments.”

• The BILL DATE field is set to the current date by default, and is determined by the date in the top right corner of the of the bill you are entering on the Bill Entry (B) 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 “Entering A/P Terms for 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.