Steps
to Set Screen PreferencesNote: The instructions listed below explain each field as they appear on the Invoices screen when the screen preferences are set to the defaults. If the screen preferences were changed, the fields may be out of order as described below and there may even be fields that do not appear on the screen. If desired, the default screen preferences can be restored.
Steps
to Set Screen Preferences
Steps
to Restore Default Screen Preferences
Also, for any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
From the Accounts Payable screen, select the Data Entry menu and then Invoices.
If a batch already exists, the Invoice Batch Search screen will appear. To continue adding invoices to an existing batch, select the desired batch by double-clicking on the batch description; otherwise, to enter a new batch, click the New Record button and then complete the batch options. If a batch does not exist, the batch options screen will appear immediately in order to create a new batch.
Steps
to Complete Batch Options for Invoices
The Invoices screen will appear for the selected invoice batch. The description and processing month for the selected batch will appear in the title bar, and if the Recurring Entries field is selected for the batch, Recurring Batch will also appear.
Click the New Record button to initialize the screen for a new entry.
Complete the Header Information of the invoice.
Leave the Purchase Order Number field blank and do not select the Received in Full field unless you are invoicing a purchase order.
Note: Even if purchase orders were not entered into the School Accounting System, the purchase order number can be tied to this invoice if desired; refer to the instructions for invoicing purchase orders.
Steps
to Invoice a Purchase Order
In the Vendor ID field, enter the ID of the vendor from whom the invoice (or bill) was received. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: In order to enter an ID in this field for an entity already defined as an employee, employer history, payee, received from, ship to address, and/or customer, the entity role of Vendor must first be added by calling up the entity within the Vendor File and clicking Yes when prompted to make the entity a vendor.
Tip: If the user entering the invoice is tied to one or more vendor groups (in the User Security option), the vendor entered here must be included in one of the designated vendor groups.
Enter the number of the invoice (bill) to pay in the Invoice Number field. The invoice number ties the invoice to the vendor; thus, an invoice number can only be used once for each vendor because the system tracks the invoice number for each vendor to prevent an invoice from being entered and paid twice. If an invoice (bill) does not have an invoice number, use the date of the invoice as the invoice number, or leave the field blank to have the system automatically assign the current date as the invoice number using the yyyymmdd format once the invoice is saved. The invoice number can be alphanumeric and up to 20 characters long (for recurring invoices, only 15 characters).
Note: If having the system assign the invoice number and the invoice number has already been used for the vendor, the system will add a dash and four numbers starting with 0001 at the end (for example, 20150115-0001). If the Recurring Entries field is selected for the batch, the system will not assign invoice numbers if the field is left blank; also, upon posting the recurring invoices, the system will change the invoice numbers for the posted invoices by adding a dash and four numbers starting with 0001 at the end (for example, PHONE-0001) to make the posted recurring invoice numbers distinctive.
Enter the total amount of the invoice in the Invoice Amount field. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will typically be rounded to 2 decimal places by the system if capable. If desired, leave this field blank until all the detail lines have been entered; then click the Calculate button to have the system automatically add up all the detail line items and display the total in this field.
Note: If the Automatically Calculate Totals on Data Entry field in the Accounts Payable System File is selected, the system will automatically add up all the detail line items when saving the invoice and display the total in this field.
Enter the date of the invoice (bill) in the Invoice Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the field blank to default to the current date.
Enter the date the invoice is due in the Due Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the field blank to default to the current date.
Note: The Due Date is used to select which invoices to pay during a check cycle. Most school districts enter the date of the next board meeting as the Due Date.
Enter a summary description for what is included on the invoice in the Invoice Description field. The description can be alphanumeric and up to 40 characters long. The description entered here can be printed on the board report(s) and check stubs if desired.
Note: To use the description from the Vendor File for the specified vendor, enter a V in this field.
Enter the desired check sequence (1 to 99) for the invoice in the Check Sequence field to stipulate whether to include the invoice on only one check or separate checks if there are multiple invoices for the vendor. If there is more than one invoice for the specified vendor and separate checks should be printed during the check cycle for each invoice, enter a different sequence number for each invoice in the Check Sequence field. If there is more than one invoice for the specified vendor and only one check should be printed during the check cycle, enter the same sequence number in the Check Sequence field for all the invoices. Leave this field blank to have the system default to a check sequence of 1.
Note: Click the Search button to see all other unpaid invoices and check sequences entered for the specified vendor in order to specify or select a same or different check sequence for the current invoice; or click the New Record button to assign the current invoice the next available check sequence number. If the Credit Card Payment Batch section is completed for the invoice batch, the Check Sequence field will default to 1 and cannot be changed.
If the invoice (bill) has already been paid (by a check that was written manually or by a payment automatically deducted from your checking account) or the check will be printed immediately after entering this invoice, complete the Prepaid Information section as follows:
Note: If the Credit Card Payment Batch section is completed for the invoice batch, the Prepaid Information section will already be completed and cannot be changed.
Enter the type of payment (Prepaid Check or Automatic Payment) made to the vendor in the Check Type field, or click the down-arrow button to select the correct one. If a check was written manually or will be printed immediately after entering the invoice, enter Prepaid Check. If the payment was or will be automatically paid (deducted) from your checking account, enter Automatic Payment.
Note: If the Recurring Entries field is selected for the batch, a prepaid check cannot be used as the type of payment.
Enter the ID of the checking account from which the check was written (or will be written if printing the check immediately after entering the invoice) or the automatic payment was (or will be) made in the Checking Account ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Enter the check number of the check or the automatic payment stub number in the Check Number field. The check number can be up to 9 digits long.
Note: If Automatic Payment is specified as the Check Type for the invoice, the system will automatically display the next available automatic payment stub number in the Check Number field (unless a vendor has multiple automatic payments entered in the batch; in which case the system will default to the same automatic payment stub number of the invoice (automatic payment) with the same check sequence), but it can be changed if needed. If the Recurring Entries field is selected for the batch and Automatic Payment is specified as the Check Type for the invoice, the Check Number field will be disabled, as the system will assign the next available automatic payment stub number and it cannot be changed.
Enter the date of the check or automatic payment in the Check Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the field blank to default to the current date.
Note: If the date entered in this field is not within the processing month for the batch, is more than two weeks different from the current date, or is more than two months different from the current date, a warning icon will appear to the right of the field; verify the date entered is correct (the date for the check should be within the specified processing month for the invoice batch or else it could result in not being able to successfully complete a check reconciliation batch). Also, if the date entered in this field is more than six months different from the current date, the system will not allow the date to be saved and an error icon will appear to the right of the field; verify the date entered is correct, and if needed, contact Customer Support for assistance in entering a date more than six months different from the current date. Also, if the Recurring Entries field is selected for the batch and Automatic Payment is specified as the Check Type for the invoice, the Check Date field will be disabled, as the system will assign the check date using the Due Date for the invoice and it cannot be changed.
Complete the Detail Information of the invoice.
Select the Invoice field to post the amount of the line item to the specified account number in General Ledger. A checkmark will appear in the box if the field is selected. This field is selected by default when adding a new line item to the invoice (unless the field is set to repeat within the Set Screen Preferences).
Note: If invoicing a purchase order, select the Invoice field for a line item that has been fully or partially received or will be cancelled.
Enter the account number to debit for the line item in the Chart of Account Number field. Typically, the account number entered here is an expense account. If the account number is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. If one or more default chart of account numbers had been entered in the Vendor File for the vendor, the designated account number(s) will appear in the detail section with each account number as its own detail line item; the detail lines can be changed as desired.
Tip: If the user entering the invoice is assigned to one or more account groups with the AP & WL Data Entry usage (in the User Security option), the account number entered here must be included in one of the designated account groups. Once the account number is specified, the name of the account and the budget balance (including the total of unposted invoices (including the current invoice) and unposted purchase orders for the particular account number, if applicable) will display in the status bar located at the bottom of the screen; if the account number is in a fund defined as an activity fund, the appropriate fund balance will also display. Also, the total of all outstanding requisitions (those that have been approved but not yet converted to purchase orders) for the particular account number will display, if applicable. If desired, click the Go To button located to the right of the Budget Balance, Fund Balance, or Approved Requisitions in the status bar to open the Chart of Accounts and display the Inquiry screen for the appropriate account number.
Note: If entering a prepaid invoice or an automatic payment and the Allow Override Checking Account on Prepaid Information field in the Accounts Payable System File is not selected, the account number(s) entered here must have the same checking account designated in the Fund File as the checking account entered in the Prepaid Information section.
Enter a description for the line item in the Invoice Detail Description field. The description can be alphanumeric and up to 40 characters long.
Note: To use the description from the Vendor File for the specified vendor, enter a V in this field. To use the invoice description entered in the Header Information, enter an H in this field. To use the description for the account number from the Chart of Accounts File, enter a C in this field.
If desired, enter the ID of the cost center to track for this line item in the Cost Center ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Enter the amount to be distributed to the specified account number for this line item in the Invoice Detail Amount field. The amount can be up to 14 digits long (including the decimal point, if applicable) and will be rounded to 2 decimal places by the system if capable.
Leave the Received in Full Status field blank unless you are invoicing a purchase order.
Select the Asset field to track the line item as an asset within the Fixed Asset Inventory module, if applicable. A checkmark will appear in the box if the field is selected. By selecting the field, the item will post to a pending file and then can be added to a batch within the Add New Assets option (using the View Accounts Payable Assets option) once the batch of invoices is posted.
Note: If the amount of the line item is equal to or greater than the amount entered in the Minimum Inventory Amount field in the Accounts Payable System File (if applicable), a warning icon will display if the Asset field is not selected for the line item.
If the Asset field is selected for the line item, click the Edit Record button located to the right of the Asset field to enter additional information for the asset (for use when adding the asset to the Fixed Asset Inventory module).
Note: Multiple assets can be entered for one detail line, if needed.
Steps
to Complete the Asset Details
If applicable, enter the amount of the line item (from the Invoice Detail Amount field) that is reportable on the 1099 form issued to the vendor in the Vendor 1099 Amount field. The amount can be up to 14 digits long (including the decimal point, if applicable) and will be rounded to 2 decimal places by the system if capable. If the Accumulate 1099 Amount field is selected for the vendor (in the Vendor File), the amount entered in the Invoice Detail Amount field will appear in the Vendor 1099 Amount field for the line item, but can be changed or deleted, if needed.
If desired, complete the Split Percent field in order to do one of the following:
1) To split an amount proportionately among multiple line items already entered, such as for shipping, enter the percent sign (%) in the Split Percent field, leave the Chart of Account Number field blank, complete the remaining fields with the appropriate description and amount, and then save the invoice. The system will expense the amount (shipping) proportionately to the expense accounts specified for the line items already entered and list a second line for each expense account with the proportionate amount.
2) To expense a certain percentage of the total amount of the invoice (as entered in the Invoice Amount field) to the line item, enter the percentage of the total amount to use for the line item in the Split Percent field and the system will then calculate the amount for the line item and display it in the Invoice Detail Amount field. For example, if 15% of the invoice total should be expensed to this line item, enter 15 in this field.
3) To calculate a percentage of a particular amount to expense to the line item, enter the percentage followed by the percent sign (%) and then the particular amount; for example, enter 20%299.75 to have the system calculate 20% of $299.75 for the line item and display it in the Invoice Detail Amount field.
Note: The information entered into the Split Percent field is not saved with the invoice and will be cleared after advancing from the field or saving the invoice.
The Purchase Order Detail Quantity, Received Quantity, and Comments (from Receiving) fields will be blank and are only utilized when invoicing a purchase order.
Repeat the steps to complete the Detail Information to enter all the detail line items for the invoice.
Note: The Distributed amount for the invoice must equal the Invoice Amount specified in the Header Information. These totals along with the batch total are displayed at the bottom of the screen.
If the Invoice Amount field was left blank (and the Automatically Calculate Totals on Data Entry field in the Accounts Payable System File is not selected), click the Calculate button for the Invoice Amount field at this time to have the system automatically add up the total of all the detail line items and display the total amount.
Click the Save button.
Note: If the invoice is a prepaid check or an automatic payment, click the To Screen & Save button instead to save the invoice and print the check or automatic payment stub now, using the default check or direct deposit format for the applicable checking account as defined in the Check Setup - Vendors option. When printing a check for a prepaid invoice, be sure the correct check with the specified check number is in the printer. If using a check-writing software, click the Check Writing Software button (displays in place of the To Screen & Save button) to save the invoice and print the check or automatic payment stub to a file; when prompted, specify the correct path (drive and folders), edit the file name if needed, and then click the Save button.
10. Once all the invoices have been entered, print a listing and post the batch.
Tip: Print the Invoice Listing-Detail or Invoice Listing-Summary from the Reports menu to view a listing of all invoices in the selected batch. Print the Asset Details Report for Invoices from the Reports menu to print the detail information for the line items tracked as assets for posting to the Fixed Asset Inventory module.