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.
If desired, the Display Zero Balance Purchase Order Detail Lines option can be turned on in order to view all the lines for the specified purchase order, including the lines that were previously invoiced (received in full or cancelled) and have a zero balance; otherwise, if the Display Zero Balance Purchase Order Detail Lines option is off, only the lines for the specified purchase order that have outstanding balances are displayed. By default, the Display Zero Balance Purchase Order Detail Lines option is turned off.
Steps
to Turn On Display Zero Balance Purchase Order Detail Lines
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.
Enter the number of the purchase order to invoice in the Purchase Order Number field. If the purchase order 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.
Note: To track the purchase order number tied to the invoice if the purchase order was not entered within the School Accounting System, enter the purchase order number here; then once the invoice is saved, the system will prompt to create that purchase order (see Step 10 below). This prompt will not appear if the Automatically Create Purchase Order in Invoice Entry field is selected in the Accounts Payable System File.
The vendor ID, total amount remaining for the specified purchase order, and description (if one was entered for the purchase order) will appear in the appropriate fields in the Header Information of the invoice. The detail lines from the purchase order will also appear in the Detail Information of the invoice, along with the quantity received and comments if a receiving had been entered for the purchase order.
Note: If the specified purchase order had not been entered within the School Accounting System, the information stated above will not appear on the screen.
If the purchase order is received in full (or if the purchase order is not received in full, but the remaining items are cancelled), select the Received in Full field. If the purchase order is not received in full and the remaining items are still expected, leave this field unselected to allow the remainder of the purchase order to be outstanding (active). A checkmark will appear in the box if the field is selected.
Note: If the Received in Full field is selected, the system will automatically select the Invoice field for all the line items in the Detail Information section and change the Received in Full Status field to reflect Final.
If the invoice is for a different vendor than the one displayed in the Vendor ID field, delete the ID displayed and enter the correct ID. 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.
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. 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.
If the amount for the invoice is different than the amount of the purchase order because not all of the merchandise was received, or because shipping charges were added, change the amount displayed 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, this field can be left unchanged until all the detail lines have been invoiced; 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.
If a description was entered on the purchase order, it will display in the Invoice Description field, but can be changed if desired. If a description was not entered on the purchase order, enter a summary description for what is included on the invoice at this time. 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.
Note: If the purchase order was received in full and the Received in Full field was selected, skip this step and continue with Step 9 as the system automatically invoiced the entire purchase order.
Select the Invoice field for a line item that has been fully or partially received or will be cancelled, in order to post the amount of the line item (or release the encumbrance if cancelled) to the specified account number in General Ledger. A checkmark will appear in the box if the field is selected.
The account number entered for the line item on the purchase order will display in the Chart of Account Number field, but can be changed, if needed. 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 not appear when invoicing purchase orders.
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 other unposted invoices 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 requisitions that have been approved 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.
The description for the line item entered on the purchase order will appear in the Invoice Detail Description field, but can be changed if desired. 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 applicable, the ID of the cost center to track for the line item as entered on the purchase order will appear in the Cost Center ID field, but can be changed if needed. 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.
The amount of the line item still outstanding from the purchase order will display in the Invoice Detail Amount field. If only part of the line item was received, change the amount shown in this field to the amount that was received. If the line item was cancelled, do not change the amount in this field as it will automatically change to zero when you specify Cancelled in the next step. 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.
Enter the appropriate status (Incomplete, Final, or Cancelled) for the line item in the Received in Full Status field, or click the down-arrow button to select the correct one. If only part of the line item was received and the rest is still expected, select Incomplete. If the line item was received in full, select Final. If the line item was cancelled and will not be received, select Cancelled. If applicable, the status from the receiving line will appear but can be changed.
Note: If Incomplete is selected, be sure to change the amount of the line item in the Invoice Detail Amount field as needed. If Cancelled is selected, the system will automatically change the amount of the line item to zero.
Tip: To help determine the line item status, refer to the Purchase Order Detail Quantity, Received Quantity, and Comments (from Receiving) fields for the line item. The original quantity ordered for the line item appears in the Purchase Order Detail Quantity field. If a receiving had been entered for the purchase order, the quantity received for the line item from the receiving lines that have not yet been invoiced will display in the Received Quantity field. Also, the comments entered for the receiving lines not yet invoiced will appear in the Comments (from Receiving) field.
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 original quantity ordered from the purchase order for the line item appears in the Purchase Order Detail Quantity field and cannot be changed.
If a receiving had been entered for the purchase order, the quantity received for the line item from the receiving lines that have not yet been invoiced will display in the Received Quantity field and cannot be changed.
If a receiving had been entered for the purchase order, the comments entered for the receiving lines not yet invoiced will appear in the Comments (from Receiving) field and cannot be changed. If multiple receiving lines had been entered for one purchase order detail line item, the comments from all the receiving lines not yet invoiced will be listed together in this field.
Repeat the steps to complete the Detail Information until all the line items have been invoiced.
Note: The Distributed amount for the invoice must equal the Invoice Amount specified in the Header Information. These totals along with the batch total and the amounts for the selected detail line item from the purchase order (Amount, Balance, and Balance-Unposted) are displayed at the bottom of the screen.
If the Invoice Amount field was left unchanged (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 updated total.
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. If a purchase order number was specified, but the purchase order had not been entered within the School Accounting System, a prompt will appear asking whether or not to create that purchase order; click Yes to save the invoice and create the purchase order, click No to save the invoice but not create the purchase order, or click Cancel to not save the invoice nor create the purchase order.
Note: This prompt will not appear if the Automatically Create Purchase Order in Invoice Entry field is selected in the Accounts Payable System File.
11. Once all the purchase orders have been invoiced, print a listing and post the invoice 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.