Invoice Entry

Select:

Invoice / Credit Selections -> Vendor Invoices -> Enter New Invoices

Figure: Invoice Entry Window

1. Double click the Vendor Code box to select the vendor name from the vendor Database. (You can not enter invoices for vendors who are not in the Vendor Database.) When the Vendor Selection Window appears highlight the vendor name by placing the mouse pointer over the name and clicking a mouse button. The Vendor's name will automatically appear in the name box. Verify that it is the vendor you want and then close the Vendor Selection Window.
2. Enter the Invoice Number. (For ``non-invoice-debts'' - In the box that asks for the Invoice Number, if there is no invoice number, simply assign some arbitrary value. The program does not know, or care, if the Invoice Number is valid. However, you must enter some kind of invoice number for each debt you intend to record.) Each invoice number must be unique.
3. Today's Date will be automatically completed. You may override date this if you wish.
4. Enter the Invoice Date shown on the vendor's invoice, or the origination date of the debt if there is no invoice.
5. Enter the Days Allowed for Payment. As soon as you move the cursor out of this box the Due Date will be automatically calculated and entered in the next box. You may override this date if you wish - in which case the Days Allowed will be automatically recalculated.
6. You may enter the vendor's Payment Terms from the invoice but this data is not required.
7. Enter the Total Invoice Amount. This is the total amount of the invoice (or debt) before any discounts or other deductions.
8. Double click the Accounts Payable Account to see a list of liability accounts which are allowed to be entered into this box. (This list will contain the liability accounts you created in the General Ledger before starting the BBAP program.) Click the appropriate account in which you wish to record this debt. (In accounting terms this account be 'credited' with the amount of the debt.)
9. If you have your own order number, or other purchase reference which you wish to include with this invoice, enter it in the box labeled, Our Order Number. This entry is for your information only and has no function in the program.
10. If there is a discount offered on this invoice enter the appropriate data next. Start by double clicking the Earned Discount Accnt Number box. You will then be able to select an appropriate account from the General Ledger. Next complete either the Discount Percentage Allowed box or enter the actual discount amount. If you enter a percentage, the discount amount will be automatically calculated and entered. If you wish to override the discount amount calculated by the percentage entry you may still make an entry in the amount box after the percentage calculation. You must also enter the number of days allowed for taking the discount. If there is no discount offered, skip these boxes. You are not required to enter anything for discounts since there may not be any discount allowed. However, if you do make an entry in any one box for discount data you must make entries in all discount boxes.
11. Next, complete the ``charge'' items for this invoice or other type of debt. You may spread (divide) each invoice over up to four expense or Purchase Accounts. When you have finished these entries the total amounts spread to the different accounts must equal the Total Invoice Amount. Double click the Purchase GL Acct boxes to select the BBGL account to which the invoice should be charged. Then enter the amount to be charged to that account in the adjacent box. (In accounting terms this is the 'debit' offset to the credit in the liability account.) Example: You might spread the total amount of an invoice between purchased items, freight, and tax. In this case you would enter the total amount of the invoice to the Total Invoice Amount and then enter the three separate components of the total into the three separate expense accounts so that the total amount spread equals the total invoice amount. The order in which you enter these charge (debit) items is of no consequence. You may enter only one amount or, you may make entries in all four boxes, so long as the total of these individual entries equals the Total Invoice Amount.
12. INVOICE COMMENTS: Enter any comments you wish to add to this invoice entry. They will be available for review whenever you examine the invoice on the screen but, otherwise, they have no effect.
13. Click SAVE to add this invoice to the Database.
14. Add another invoice on the blank screen or Cancel to return to the main menu.

Once invoices have been entered additional options under Invoice Maint and Selection allow you to see invoices on the screen and to delete invoices from the Database. A variety of sorting and selection methods are provided for reviewing invoices.