Receiving, Verifying, and Posting Furniture Orders

Double-click $graphics\AP_ICON16.gif$ .
Click the Accounts Payable Post P/O tab. The cursor moves to the ID box.
Select the vendor. For instructions, see Selecting a Vendor in Accounts Payable.
In the Batch Information dialog box, specify the batch information and click OK. For instructions, see Specify A/P Batch Information.
In the Invoice # box, enter the invoice number and press Enter.
In the Inv Total box, enter the total amount for this invoice and press Tab. If you enter an invoice total, the amount you specify must match the total invoice amount.
In the Journal box, click the down arrow to select the name of the file to post from, or press Tab to accept the default, PO-MASTER. (Since the P/O has not been received, the system defaults to the current file rather than the JOUR-PO file.
Select the purchase orders to include on this invoice using the purchase order number, acknowledgment number, project number, or order number.
If you know the number, enter it in the appropriate box and press Enter.
If you do not know the purchase order or project number, click $graphics\FIND_A_RECORD16.gif$ . In the browse dialog box, click the purchase order or project to highlight it and click OK.

The system displays information for the purchase order you specified on the right-hand side of the tab. You can continue to select up to 12 purchase orders numbers per invoice.
After you have verified the vendors and corresponding purchase order numbers, specify whether to include all purchase orders or open purchase orders only. You can also limit the items by acknowledgment number and received date.
To include only open purchase orders, click the Open P/Os Only option.
To limit the items to include on the invoice, click the Acknowledgment # and Received From Date/Received To Date boxes to set limits for the items to include.

Note: To change the order, click the Change Order button. In the Order Entry Change tab, make any necessary changes and click Finished.

Click Next.
Since the order has not been received, all amounts are zero. To verify the order, click the Verify Order button.
At the Verify Order prompt, select initial or final verify. When you final verify orders, the order moves to a Status B (invoice).
The order opens in the Verify tab, and the cursor moves to the Ship box. Enter the quantity of this item the customer received. For example, if two items were drop shipped to the customer's site, enter 2.
The system begins totaling the invoice and displays the invoice totals by item department. The amount of each item department appears in the Dept Total box corresponding to the department number or letter. The Subtotal box displays the subtotal of all the items on the invoice.
To view information for an item, click an item department to highlight it, and click Item Detail. Change the cost for this line item by clicking the Cost box and enter the new cost over the existing cost. Click Update Cost. At the Update Changes message, click Yes. To return to the Post P/O Totals tab, click Exit.
To exclude departments with zero amount, click the Exclude Zero Amounts box.
To change department information, click the department number corresponding to the amount to change. For example, if the amount is in Dept 6, click Dept 6. Enter the correct amount for this department. The system recalculates the subtotal and total amounts.

When you finish, click Next.
The Freight - Post tab opens, and the cursor moves to the Loc box. Enter the location number for this invoice. Press Tab.
In the Additional Charges box, enter any additional charges for this invoice. For example, to add a freight charge, enter the amount of the freight charge, including the decimal point, and press Tab.
In the G/L # box, enter the general ledger account number to charge the freight cost to and press Tab. If you do not know the account number, click the down arrow in the G/L # box to select from a list.
In the Remarks box, enter any remarks for this additional charge.
You can change additional information for this invoice. Click the Sub Total through Remarks boxes and enter the new information over the existing information. For details, see In the Accounts Payable Post P/O Tab.
When you are ready to post the purchase order information to accounts payable, click Post Invoice.

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