Specifying A/P Invoice Information

After you select the vendor and enter the batch information, the cursor moves to the Invoice # box. You use the Invoice portion of this tab to enter detail about the invoices you want to pay.

To specify invoice information:

1 In the Invoice # box, enter a unique invoice number and press Enter. You can enter up to 12 characters in this box.

Note: If you enter an existing invoice number, the information for the invoice appears. Click to clear the existing invoice and enter a unique invoice number.

2 After you enter a unique invoice number, the invoice date and discount percentage appear in the Invoice and Disc % boxes. The cursor moves to the Total $ box. In this box, you can enter the invoice total, or leave the box blank. Press Tab.

Note: If you enter an amount in the Total $ box and do not specify the exact amount when posting invoices, you will be notified that the amount you entered in the Total $ box and the amount you specified for invoices do not match. The Total $ box acts as a guideline to ensure that you enter the proper amount when posting invoices.

3 The cursor moves to the Invoice box. The Invoice through Special boxes let you specify the invoice date; voucher and net dates; discount percentage; purchase order number; and the check number. You can change this information if necessary. Click the box you need to change, and enter the information according to the following:

4 Next click the Charges box and enter the amount of the invoice, and press Tab.

5 The Rev GL box represents the reverse general ledger number for this transaction. This information comes from the G/L # box in the Vendor Master tab. You can accept the default reverse general ledger account number, or click the down arrow and select the correct reverse G/L number from the list.

6 In the Remarks box, enter the general ledger information that describes this line entry. For example, if the posting is for furniture, you might enter FURNITURE in this box. You can enter up to 14 alphanumeric characters.

Note: Do not use the words DISCOUNT or DISC in the Remarks box. If you do, the information stays in the system and cannot be deleted.

7 In the PO Number box, you can enter a purchase order number for your own reference.

8 When the cursor moves to the Disc % box, you can use the Disc % and Discount $ boxes to enter a discount percentage or amount. (The Disc % box defaults to the percentage set in the Discount % box in the Vendor Master tab, if any.)

To enter a discount percentage, enter the percent in the Disc % box, .10, for example. The system calculates the discount amount and displays it in the Discount $ box.

To enter a discount amount, enter the amount in the Discount $ box, 10.00, for example. The system calculates the discount percentage and displays it in the Disc % box.

9 In the Check # box, you can enter a check number that will be used to pay the displayed invoice.

If you are posting an invoice that has already been paid with a hand check, enter the check number.

To have the check number automatically assigned, or if you have not yet written the check, leave this box blank.

10 Press Enter. The invoice moves down one line, and the cursor returns to the Charges box. At this point, you can post another entry to the same invoice number for this vendor. To do so, enter the information for this line of the invoice in the Charges through Check # boxes.

11 When you finish this line, press Enter. You can continue to enter as many lines on this invoice as necessary. After you finish, you can post the invoices. Go to Posting A/P Information.