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Additional fields for Invoices Manual Checks Debit Memos Apply Payables transaction Defaults menu Options menu
Enter Payables transactions |
  
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Additional fields for Invoices Manual Checks Debit Memos Apply Payables transaction Defaults menu Options menu
Enter Payables transactions |
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In this form you enter transactions into transaction entry tables. These transactions are not posted to the actual transaction tables until you Post them. You can change, delete or print them before you Post them.
If you previously entered any Payables transactions which have not been Posted they are still here. Otherwise you’re viewing the form without any data. The sample below shows a typical Invoice transaction.
Header panel
Type
The ApType for a new transaction is your current default Type. When other ApTypes are available you can select a different one from the drop-down list.
TransID
The permanent ApTransID assigned to this transaction. No other Payables transaction will have this same value. If you delete this transaction before posting it this ApTransID value will not be reused.
SupplierID
Enter the SupplierID when you know it or use Lookup to find it.
Name
Shows the name of this Supplier.
Date
Transaction Date. If your System Administrator has specified Earliest Open and/or Latest Open Dates for transaction entry and importing then this date must be within that range.
Reference
This is the appropriate external reference for this transaction. When posting Invoices the appropriate reference is the Supplier’s Invoice number. When posting a manually issued check the appropriate reference is that Check number.
Amount
Accounts Payable Amount. The Amount may be 0.00 if this is a cash transaction without any affect on Accounts Payable.
You always enter this Accounts Payable Amount without any sign. The system knows whether this is a Debit or Credit to Accounts Payable based on the ApType.
Currency
When Currency Manager is installed this shows the Currency for this Supplier.
Notes
Use this memo field for any supplementary description for this transaction.
Detail panel
The Detail panel is used to distribute the Accounts Payable Amount entered in the Header panel to the appropriate General Ledger Accounts.
If you have set up a list of commonly used AccountIDs for your current ApType then they will be set up whenever you Insert a new transaction or change the ApType. Enter in the appropriate Debit or Credit amounts for those AccountIDs that are active in this transaction. Ignore other AccountID records that you don’t need for this transaction.
The total of all Debit and Credit amounts for this transaction are shown at the bottom of each column. These totals include the Accounts Payable Amount in the Header panel.
For example, assume you enter an Invoice with an Amount of $225.00. Until you enter an Amount in the Detail panel the total Debits is 0.00 and the total Credits is (225.00).
If you do not want to post a transaction as part of a batch posting you can leave the transaction in an out-of-balance condition. When a transaction is not in balance it cannot be posted to the permanent tables.
AccountID
Enter the AccountID when you know it or use Lookup to find it.
Debit
Amount to Debit to this Account.
When an ApType is Invoice then the Accounts Payable Amount is a Credit and a typical distribution amount is a Debit so you’d enter it in the Debit column.
Credit
Amount to Credit to this Account.
When an ApType is Payment or DrMemo then the Accounts Payable Amount is a Debit and a typical distribution amount is a Credit so you’d enter it in the Credit column.
JobID
When Job Costing is installed this field is available to specify a JobID when applicable. Enter the JobID when you know it or use Lookup to find it. JobID may only be left blank when CostID is also blank. When CostID is specified then JobID must also be specified.
CostID
When Job Costing is installed this field is available to specify a CostID when applicable. Enter the CostID when you know it or use Lookup to find it. CostID may only be left blank when JobID is also blank. When JobID is specified then CostID must also be specified.
In either the Debit or Credit column you can press [Ctrl+D] or select Defaults | Debit/Credit Balance from the menu or its shortcut or double-click your mouse and the system will automatically fill in the applicable Debit or Credit amount to balance this transaction.