Enter Payable Invoices

Use the Enter Payable Invoices window to enter A/P invoices that will be paid later. Use the Create Payable Checks window to generate checks to pay outstanding invoices.

 Select Activities>Enter Payable Invoices.

Use the Data Bar at the top of the Enter Payable Invoices Check window for common commands.

Enter invoices using the fields of the grid as follows: 

• Account—Select the accounts payable or credit card payable account that the invoices will be posted to.
• Batch—Enter a Batch Number to organize groups of entries separately. For example, enter all charges for the month to a credit card or a particular vendor in separate screens, but enter the same Batch Number in each screen (using alphanumeric characters). The Batch Number will tie the separate entries together for reporting or searching.

Invoice Total—The total amount of the active invoice.

Vendor Total—The total amount of all invoices posted to the active Vendor.

Page Total—The total amount of all invoices on the active window.

Customize the columns in the grid to suit your business requirements.

• Invoice Number—Enter the invoice number. If an invoice contains items that are posted to different expense accounts, enter each part on a separate line with the same invoice number.
• Vendor—Select the correct vendor from the drop-down list. Use the Contact Manager to add a vendor that is not on the list.
• Invoice Date—Enter the date of the invoice.  
• Due Date—Enter the due date of the invoice.
• Account—Enter the expense account that the invoice will be posted to. If an invoice contains items that are posted to different expense accounts, enter each part on a separate line with the same invoice number and vendor for each line.
• Description—This is the Name of the account selected in the Account column and is supplied
  automatically when the Account is selected.
• Qty—If you are posting to an account with track quantity selected, enter the quantity. If quantity is never entered for transactions, hide the column.
• Amount—Enter the amount for the invoice or the amount for the part of the invoice if posting parts of the invoice on separate lines to post them to different accounts.
• Memo—Enter a memo for the transaction, if desired, or leave blank. Hide the column if memos are never entered for transactions. Skip the column if memos are only entered occasionally.

Payable Invoices Options

Click the  icon on the Data Bar, or select Edit>Commands>Screen Options when the Enter Payable Invoices window is open.

A/P Register Client Tab—This tab contains options that only apply to the current open client.

A/P Register System Tab—This tab contains options that apply to all clients. 

Default Move (System)

• Default—The window will always open to a new transaction.
• First—The window will always open to the first transaction for the period covered (see Options>View Period) in numeric order.
• Last—The window will always open to the last transaction for the period covered (see Options>View Period) in numeric order.
• New—The window will always open to a new transaction.

 Always Ask Before Saving (System)

• Yes—A dialog box with the options Yes, No, or Cancel will open before the system advances to a new check.
• No—The current check will be saved automatically when advancing to a new check.

Ask Before Adding Contacts (Both)

• Default—Uses the setting from the System tab.
• Yes—When a name is entered in the Vendor field that does not match the Lookup for any contact in the Contact Manager, a dialog box will open asking if you want to add the contact. If you click No, the name in the Vendor will be cleared since an invoice cannot be saved without having a payee name recorded in the Contact Manager.
• No—When this is set to No, a new contact will automatically be created for the name entered. The Lookup and Display Name in the Contact Manager will contain the information entered in the Vendor field.
  Exception: If the user does not have permission to access the Contact Manager, a new contact will not be added, and the check will not be saved, since the payee is not a current contact.

Edit New Contacts (Both)

• Default—Uses the setting from the System tab.
• Yes—Opens the Contact Manager window so that information in addition to the Lookup and Display Name can be filled out for the new contact.
• No—The Contact Manager window will not open when a new contact is created.
  Exception: When the user does not have permission to access the Contact Manager, the Contact Manager dialog box will not open, and the check will not be saved, since the payee is not a current contact.

Automatic New Entry (Both)

• Default—Uses the setting on the System tab.
• Yes—Automatically creates a new transaction when a row is entered, but an account is not entered or selected.
• No—Continues to create new record rows even if no data is entered on a row.

Default Payable Account (Client)—Select the account that will be selected in the Account field when the Enter Payable Invoices window opens.

• [Account#]—When a specific account is selected from the list of Accounts Payable type accounts, the window will always open with that specific account selected.
• Last Used—When Last Used is selected, the window will always open to the Accounts Payable Account that was used last.

Autofill Invoice

• Yes—Defaults to the Invoice Number entered on the previous row of the transaction.
• No—The new row is created with this field blank.

Autofill Vendor

• Yes—Defaults to the Vendor entered on the previous row of the transaction.
• No—The new row is created with this field blank.

Autofill Memo

• Yes—Defaults to the Memo entered on the previous row of the transaction.
• No—The new row is created with this field blank.

Autofill Account

• Yes—Defaults to the Account entered on the previous row of the transaction.
• No—The new row is created with this field blank.

Autofill Amount

• Yes—Defaults to the Amount entered on the previous row of the transaction.
• No—The new row is created with this field blank.

Autofill Qty

• Yes—Defaults to the Qty entered on the previous row of the transaction.
• No—The new row is created with this field blank.

Include Credit Cards Payable Type Account (Both)

• Default—Uses the setting on the System tab.
• Yes—Includes accounts with Type of Credit Cards Payable in the Bank Account Selection list.
• No—Does not include accounts with Type of Credit Card Payable in the Bank Account Selection list.

Warn Duplicate Invoice Number (Both)

• Default—Uses the setting from the System tab.
• Yes—A warning in a dialog box will open if an invoice is being saved with a number that has already been used for the selected contact.
• No—A warning dialog will not open.

Warn when date not in period (Both)

• Default—Uses the setting from the System tab.
• Yes—A warning in a dialog box will open if a check is being saved with a date that is not consistent
  with the period.
• No—A date warning will not open.