The Invoice Entry option allows you to enter vendor invoices into the system. You may also use this option to make changes to existing invoices as long as no other transactions have occurred against the invoice. In addition, you are not allowed to bring up an existing invoice if the invoice has already been updated through the Invoice/Adjustment Register.
Header Section
PO NUM (6 characters) This is YOUR purchase order number that relates to this invoice. You may leave this blank, or you may enter a PO Number. If the PO exists in the Purchase Order system, the vendor code and name will automatically appear. You may also press [F7] to invoke the Purchase Order LookUp or [F4] to end this option.
VND CD (6 characters) This is the Vendor Code for which you are entering an invoice. You may press [F7] to invoke the Vendor LookUp or [F4] to end this option. Once you enter a valid code, the vendor's name appears to the right of the code. If you are set up for NonVendors, you may leave the Vendor Code blank. You will then be allowed to enter the vendor name.
If you enter a vendor code that does not exist, the following prompt appears:
That Vendor Does NOT EXIST -- Do you want to add it? (Y/N)
Enter Y if you want to add this vendor code to the Vendor Master file. You may then enter the vendor's name, which will be saved in the Vendor Master file. The system automatically puts this vendor on hold so that you don't forget to enter more information later.
Enter N if you do NOT want to add this vendor to the Vendor Master file. You are then allowed to reenter the vendor code.
VENDOR NAME (35 characters) This is the name of this vendor from the Vendor Master file. It is displayed by the system based on the Vendor Code that you enter. This will be blank if this is a new vendor or if this is a nonvendor - in which case you must enter a name.
INVOICE NO (10 characters) This is the invoice number that you are entering. It must be a unique number within this vendor. You may press [F7] to invoke the Invoice LookUp or [F4] to end this option.
If you are changing an existing invoice, the vendor, payment terms, and dollar amounts will appear. However, you may not use the Invoice Entry option to make changes to an invoice that has already been paid, adjusted, or updated.
INV DATE (mm/dd/yy) This is the date of the invoice that you are entering. There is no default so be sure to enter a date. You may press [F1] for today's date.
DISC % (99.99) This is the percentage of discount that the vendor extends to you for early payment. This is displayed by the system based on the DISCOUNT % in the Vendor Master file.
DISCOUNT DUE (999, 99TH, or mm/dd/yy) This determines how many days are extended to you for the early payment discount. This is displayed by the system based on the DISCOUNT DAYS in the Vendor Master file.
NET DUE DATE (999, 99TH, or mm/dd/yy) This determines when the invoice is due. The default is based on the NET DUE DAYS in the Vendor Master file. You may enter the date in one of three ways - the number of days, the day of the month, or the actual due date. For example, assume that the invoice date is 04/01/93:
Number of Days: Enter the actual number of days that is extended to you, e.g., 30 makes the invoice due on 05/01/93.
Day of Month: Enter the day of the month on which the invoice is due. However, remember that the system assumes the following month, e.g., the 1st makes the invoice due on 05/01/93.
Actual Due Date: Enter the date on which the invoice is due, e.g., 050193 makes the invoice due on 05/01/93.
GROSS AMT (99999999.99) This is the total amount of this invoice. This amount affects the Amount to Distribute (AMT TO DIST).
DISCOUNT (99999999.99) This is the amount of early payment discount that is allowed on this invoice. It is displayed by the system based on the Discount Percentage and Gross Amount. If the Gross Amount includes any freight, the system recalculates the Discount when you distribute an amount to a G/L Account that is set up in the A/P Freight Accounts file.
NET AMOUNT (99999999.99) This is the Gross Amount less the Discount Amount. It is calculated and displayed by the system.
AMT TO DIST (99999999.99) This is the remaining amount to be distributed. It is displayed by the system based on the Gross Amount and distributions already entered. The total amount to distribute is equal to the Gross Amount.
Distribution Section
The G/L Distribution section is where you "expense" the invoice to specific General Ledger accounts. The total amount distributed MUST equal the Invoice Gross AMOUNT. The Discount Amount does not need to be distributed because it is done automatically by the Check Register once you actually take the discount.
ACCOUNT (6 characters) This is the G/L Account Number to which you want to post. It must be a valid G/L Account from the Chart of Accounts Master file. You may press [F1] to select the vendor's default account (if applicable) or press [F7] to invoke the G/L Account LookUp. Press [F4] to exit the Distribution Section.
ACCT DESCRIPTION (45 characters) This is the description of this account from the G/L Chart of Accounts file. It is displayed by the system based on the Account Number that you enter.
DISTR AMT (99999999.99) This is the amount that you want to post to this account. The default amount is always the remaining amount to distribute.
Saving the Invoice
After you have entered the distributions, press [F4], and a prompt similar to the following appears:
Invoice Correct? (Y/N/ABORT/DELETE)
Enter Y to save the invoice or N to go back and make changes. Enter ABORT to exit this invoice without saving the changes you've made; this feature is only available when you're in the change mode. Enter DELETE to completely remove this invoice from the system.
If you save the invoice and have a valid PO Number from the RASER Purchase Order system, the following prompt appears:
Is This PO Completely Invoiced? (Y/N)
Enter Y if this purchase order is fully invoiced. This will mark the purchase order as "Invoiced". Enter N if this is only a partial billing.
ADJUSTMENT ENTRY
The Adjustment Entry option allows you to make changes to the Gross and Discount amounts of invoices that have already been entered into the system. You may also use this option to make changes to the G/L distributions of an invoice. The Adjustment Entry screen appears as follows:
Header Section
VENDOR CODE (6 characters) This is the Vendor Code to which you want to make an adjustment. It must be a valid code from the Vendor Master file. You may press [F7] to invoke the Vendor LookUp. Once you enter a valid code, the vendor's name appears to the right of the code. Press [F4] to end this option.
INVOICE NUM (6 characters) This is the Invoice Number to which you want to make an adjustment. You may press [F7] to invoke the Invoice LookUp. Once you enter an invoice, the invoice date and amounts are displayed on the screen.
INVOICE DATE (mm/dd/yy) This is the date of the invoice that you are adjusting. It is displayed by the system.
ADJSTMT DATE (mm/dd/yy) This is the date of this adjustment. The default is the current date. You may press [F1] for today's date.
REVERSE INV? (Y or N) This indicates whether you want to completely reverse this invoice. If you completely reverse this invoice, the rest of the header section and the entire distribution section is skipped.
Column Section
There are three columns of data in the header section. The "Old" column displays the existing invoice amounts. The "Adjustment" column is where you enter the adjustment amounts. The "New" column displays the new balance of the invoice after taking into account this adjustment.
GROSS AMT (99999999.99) This is the amount by which you want to adjust the Gross Amount. A positive number increases this amount, and a negative reduces it. An adjustment to this amount affects the Amount to Distribute (AMT TO DIST) in the Distribution Section.
DISCOUNT (99999999.99) This is the amount by which you want to adjust the Discount. A positive number increases this amount, and a negative reduces it. An adjustment to this amount does NOT affect the Amount to Distribute.
PAYMENTS (99999999.99) This is the amount that has already been paid on this invoice. It is displayed by the system.
NET AMOUNT (99999999.99) This is the total net change made to the invoice. It is displayed by the system as you enter adjustments.
AMT TO DIST (99999999.99) This is the amount left to distribute to General Ledger. It is displayed by the system as you enter adjustments and distributions. An adjustment to the discount amount does not alter this figure because the system automatically posts it through the Check Register when you actually take a discount on a check. Only an adjustment to the Gross Amount affects this amount. The Amount to Distribute must be zero in order to save an adjustment.
Distribution Section
When you make an adjustment to the Gross Amount, you are required to "distribute" the same amount to General Ledger. The system automatically distributes the Gross Amount adjustment to the Accounts Payable account. In the Distribution Section, you are recording the other half of the "journal entry". An adjustment to the discount does not require distribution because it is automatically posted when you actually take the discount on a check.
ACCOUNT (6 characters) This is the G/L Account Number to which you want to post. It must be a valid account from the Chart of Accounts Master file. You may press [F1] to select the vendor's default account (if applicable) or press [F7] to invoke the G/L Account LookUp. Press [F4] to exit the Distribution Section.
ACCT DESCRIPTION (45 characters) This is the description of this G/L Account from the Chart of Accounts Master file. It is displayed by the system based on the Account Number that you enter.
DISTR AMT (99999999.99) This is the amount that you want to post to this account. The default amount is always the amount left to distribute.
Saving the Adjustment
After you have entered the distributions, press [F4], and the following prompt will appear:
Adjustment Correct? (Y/N/ABORT)
Enter Y to save the adjustment, N to go back and make changes, or ABORT to exit this adjustment without saving it.
INVOICE/ADJUSTMENT REGISTER
The Invoice/Adjustment Register is a listing of the invoices and adjustments that have been entered since the last time the register was printed and "accepted". The register shows each invoice and adjustment and how each was distributed. It also shows a summary of the total amounts distributed to each G/L Account. A sample Invoice/Adjustment Register appears below.
After printing the register, you will be prompted as follows:
A/P INVOICE/ADJUSTMENT REGISTER Print Okay? (Y/N/REPRINT)
Enter Y if the register is okay. This will mark the invoices and adjustments as printed and make the appropriate posting to General Ledger. Enter N if the register is not okay. You will then be returned to the menu without updating any files. Enter REPRINT if you want to print the register again.
Invoice/Adjustment Register
