Adding Accounts Payable Invoices

Accounts Payable (A/P) invoices for non-inventory payables can be entered using the following instructions.

  Tip: Payables for inventory items must be entered through the Costing routine in Roll or Item inventory for proper balancing. (needs to be done in core b/c of next limitations).

How To:

1. From the AP screen click the Add button, , in the toolbar.
2. Select the Supplier, enter the Invoice #, Discountable/Non-Discountable amount, and due date.
3. Fill in the general ledger distribution under the Payable Details section
4. Click  or .

Filling out the General Ledger Distribution

Before the A/P invoice can be saved, postings must be distributed the general ledger account codes. See Distributing the Payable for more information on each data field.

1. The Button	Insert a new distribution for this invoice.
2. Copy Last Details	Last used Store and Account Code will be input.
3. Store	Select a store using the dropdown box.
4. Account Code	Use the dropdown box to select a General Ledger account code. You can enter a search term to filter the list. The distribution amount will be posted there. The account code and name will be listed together
5. Sub-Code	Use the dropdown box to selected a sub-account code. The sub-code does not post anywhere in the general ledger. Sub-codes are for reporting purposes only. Descriptions of sub account codes are made in the accounts codes screen.    Note: Sub-account code 99 is reserved for use by the system. Entering sub-account code 99 distributes the entry between all the active store codes.
6. Amount	Enter the amount of this distribution. The total of all distributions must equal the invoice total. By default the amount will be set to the full amount of the invoice. For each added distribution the system will insert the amount remaining on this invoice in this field.
7. Comment	The comment entered here will print on the Print Journal report in Core.
8. Delete	Click to delete an existing A/P distribution for this invoice.