How to Add Accounts Payable Invoices

Go To User Guide - Accounts Payable

Accounting>File>Accounts Payable>Add/Edit Payables

Accounts Payable (A/P) invoices for non-inventory payables can be entered using the following instructions.  Payables for inventory items should be entered through the Costing routine in Roll or Item inventory.

When a payable is first entered, Accounts Payable is credited and the account to which it is assigned is debited.  When the check is printed, Accounts Payable is debited and the bank is credited for the amount of the check.  If earned discounts were taken, a credit will be posted to the standard account for earned discounts.

How To:

1. Click the Insert, , button.
2. Enter the Supplier, Invoice number, and invoice date if not current system date.
   
3. Enter the Due Date or select how many days until due.
4. Enter how much of the invoice is discountable or non-discountable. The invoice total will be calculated based on these.
   
5. Now you can distribute the payable. Click the Insert button or click F7 to copy the distribution info from the last time a payable was entered for this supplier.
   
6. In the Add Detail dialog select the Store Code or click F8 to select from the store code listing.
7. Select the G/L account code by clicking on the F8 key to select from the chart of accounts.
8. Enter a sub-account code, if desired.
9. Enter the amount to be posted to this distribution.
10. Click the OK button to save the distribution.
    
11. Continue inserting distributions until the total of the distributions equals the invoice total.  If they do not balance, the payable cannot be saved.
12. Click OK to save the invoice.

  Tip: When the system gives the option to add another payable, if you do so, use the F7 button on the keyboard to copy the supplier name from the previous payable. 

Add/Edit Payable Field Explanations

Field	Explanation
Supplier	Manually entered supplier name or one imported from the supplier list. Click on F8 to copy the name from the established supplier file. The first few letters of the supplier name may first be entered to skip through the list alphabetically.
Invoice #	This is the invoice number you entered on the single check dialog, or the system generated one if the "A/P Inv. #" was left blank.
Trans Date	Transaction System date inserted when the invoice was added.
Invoice Date	The date listed on the invoice is entered here. The due date and accounts payable aging is figured on the invoice date. The invoice date is used to post to the General Ledger.
Days Until Due	Enter the number of days until the invoice is due.
Due Date	If the "Days until Due" field is left blank, enter the date this invoice is due for payment or click F8 to display the calendar.
Discountable	Enter the amount on the invoice that is eligible for a discount.
Non Discountable	Enter the amount on the invoice that is not discountable. Usually, freight, cut charges, etc.
Invoice Total	The total is automatically calculated by the system.
Discount Rate	Enter the discount rate percentage for this invoice.
Status	An Accounts Payable invoice may be OPEN, PAID, VOIDED, FLAGGED, ON HOLD.
Date Paid	The date paid is the date of the check, if the status is PAID. The date paid is the date the invoice was voided, if the status is VOID.
Check #	The check number with which the invoice was paid.
Checking Acct.	The check register from which the invoice was paid.
Proj. Disc. Amount	The dollar amount in this field will be the system calculation of the discount rate multiplied by the discountable amount. However, this dollar amount may be changed. Because of the rounding inconsistencies of only two decimal places, this number may be adjusted by the system up or down a few cents, even after manually changing it.
Proj. Check Amount	System calculated. This is the projected amount of payment for this invoice if the invoice is paid within terms of the discount.

A/P Detail Section

Action	Details
Insert	Add a distribution.
Change	Change the selected distribution.
Delete	Delete the selected distribution.
F7 Copy	Copies journal account code from last entry.
Notes	Add internal note for supplier on this invoice.
Remit	Add remittance note for supplier on this invoice.