Enter Transaction allows you to enter Accounts Payable transactions.
This Section Includes:
Select the Vendor in the Person Search window. By default the search text for the Name field searches for last names and organizations. To search for first and last names enter your search in the "lastname, firstname" format. You can also search by City and State. Select the vendor for which you are creating the transaction and click the Select button. Alternately, click the Close link to return to the previous page without selecting a vendor.
NOTE: Search for just a first name by starting your search with a comma (e.g., ", James"). Display a complete list of vendors by searching for just a comma. Results default to Accounts Payable, select All Applications from the drop-down list to view all names.
To use Multiple Selection, see Modify > Vendor Information > Multiple Selection.
The option to Apply to credit card becomes active when a credit card vendor is selected. Select the credit card for which you are creating the transaction from the drop-down list. Create an invoice with a credit card selected and then pay that invoice to have the payment show up in Credit Card Reconciliation (More Information).
The currently selected bank account is displayed above the Vendor. You can change the bank account in Current Financial Settings (More Information). Existing Terms are displayed below the selected vendor name. Select the type of transaction:
•Invoice: Invoices are entered into Accounts Payable to be later selected and paid. This method is used if you plan to process computer generated checks. You are able to select specific invoices you wish to pay when processing checks. After invoices have been entered, edited, and finalized they then move into Payment Processing as unpaid invoices and remain there until payment is made.
•Quick Check: Quick Checks allow you to quickly print checks without going through Payment Processing. Transactions entered as quick checks allow you to print checks directly from the Unposted Transactions page.
•Manual Check: Manual checks are those checks that are hand written rather than computer generated. This method processes all of the necessary information to General Ledger, Bank Account Management, and the vendor records without actually printing checks. When you save and finalize manual checks they do not go to Payment Processing.
•Adjustment: Adjustments are entered when an invoice has been finalized but not paid and needs to be adjusted due to either an error or a credit issued. You can make multiple adjustments to an existing invoice. This procedure does not change the original invoice, but adjusts the amount to be paid to the vendor.
•Electronic Funds Transfer: Electronic Funds Transfers allow you to record e-Payments, e-Checks, PayPal payments, or any other online bill payments. When this option is selected, the Check Date field changes to Payment Date, and the Confirmation # field becomes available.
•Send EFT to Manage Payments: Used for the same type of transactions as Electronic Funds Transfers. However, it allows you to process the transaction on an accrual basis (i.e., post Expense to one Period, but post Bank/Asset to a different Period). Like Invoices, these Electronic Funds Transfers post from Unposted Transactions to Payment Processing. However, when you choose Process Payments, you do not get a check or voucher.
There are a few additional options:
•Print on Separate Check: This option causes a separate check to be printed for this invoice rather than combining with multiple invoices to the same vendor.
•Use ACH: This option causes a new ACH tab to appear below and is only available for Invoices and Adjustments.
•Keep General Ledger Distribution for next vendor.
For each transaction you have access to the following fields (depending on transaction type):
•Invoice #: Use a different invoice number for each invoice. Accounts Payable assigns the next available number if left blank or you may want to assign a unique number to this invoice for future tracking purposes. If you enter an invoice number used previously for the same vendor you are warned and asked to enter a different invoice number or vendor.
NOTE: Accounts Payable increments the next available Invoice # on a per-vendor basis.
•Due Date: This date is when the invoice payment is due and is used to select invoices for payment.
•Invoice Total: The invoice can be distributed between multiple General Ledger accounts later in the process. You may enter a zero amount for a manual check if desired.
•Discount Type: If this transaction has a discount select Dollar or Percent in the drop-down list.
•Discount: Enter the discount as a dollar amount or percentage depending on what you selected for Discount Type. See below for more information about discounts.
•Check #: Enter the check number of the pre-written check. This field is only active if you are entering a manual check.
NOTE: If you enter a duplicate check number Accounts Payable prompts you that the check number is already entered against the bank account in history.
•Check Date: Enter the check date of the pre-written check. This field is only active if you are entering a manual check.
•Confirmation #: Enter the confirmation # of the electronic funds transfer. This field is only active if you are entering an electronic funds transfer.
•Tax: Enter the tax amount if it applies. The tax amount is distributed between each line amount on the invoice by a calculated percentage. This field is only active if you chose to record tax, freight, and other charges in Company Information.
•Freight: Enter the freight amount if it applies. The freight amount is distributed between each line amount on the invoice by a calculated percentage. This field is only active if you chose to record tax, freight, and other charges in Company Information.
•Other: Enter any other amount to be charged (e.g., handling fees and so forth). This amount is distributed between each line amount on the invoice by a calculated percentage. This field is only active if you chose to record tax, freight, and other charges in Company Information.
You may choose to simply reduce the line amount by the discounted amount rather than put it in the discount field. Review the scenarios below if you use the discount field.
If you enter an amount in the discount field and you are not treating discounts as income, the discount amount is distributed between each line amount on the invoice by a calculated percentage.
If you are treating discounts as income and enter a discount amount, the system makes the necessary entries to the General Ledger when the checks are written. In this case, the expenses is debited for the full amount and the discount income account specified in Company Information is credited.
If you entered terms on the vendor's record in %/days/net format as described in How to Set Up Vendor Information, the percentage automatically displays in the discount field. If you plan to pay the invoice within the approved discount period, skip the Discount field to accept the discount. Otherwise, you may remove or change the discount amount if needed. The due date is filled in for you bases on the %/days/net specified. How the discount is distributed depends on whether or not you are treating discounts as income which are described above.
There are four tabs on the Update page if you have Use ACH selected above.
The Details tab is where you put the transaction detail. If you are using a Distribution for this invoice select it below the grid from the drop-down list and click the Apply Distribution button. Otherwise, enter in your level information according to your account structure. Enter the Account # and a Description for the line. You can also select a Project and 1099 status.
NOTE: Click the icon or press "s" in any field with the Search icon to display a Search window. Use the filter at the top to narrow down your selection. On the Account Search window you can also specify the Account Type in a drop-down list. You can then double-click the item you want to select or click the item and click Select. Click the Cancel to return to the Update page without making a selection.
1099 Status Codes:
•Misc. Box 1 - Rents
•Misc. Box 2 - Royalties
•Misc. Box 3 - Other Income
•Misc. Box 4 - Federal Income Tax withheld
•Misc. Box 5 - Fishing boat proceeds
•Misc. Box 6 - Medical and health care payments
•Misc. Box 8 - Substitute payments in lieu of dividends or interest
•Misc. Box 13 - Excess golden parachute payments
•Misc. Box 14 - Nonqualified deferred compensation
•Misc. Box 15 - State Tax withheld
•NEC Box 1 - Nonemployee compensation
•NEC Box 4 - Federal Income Tax withheld
•NEC Box 5 - State Tax withheld
•Retirement - R - Used for non-taxable retirement.
•Retirement - R2 - Used for taxable retirement
•Retirement - R3 - Used for capital gains.
•Retirement - R4 - Used for Federal tax withheld from retirement.
•Retirement - R5
•Retirement - R9
Enter the Amount and then click the Add New icon to add another detail line if desired. As many detail lines as needed can be added in this fashion. You can also enter a number between 1-99 on the right and click the Add New icon to add multiple lines at once (e.g., Add 10 New Lines).
When “Display Remaining Budget Amounts on Entry” is selected in Company Information, the “Remaining Budget” will display below the Account name. “YTD” is calculated by subtracting Actual YTD from Budget YTD, and “Annual” is calculated by subtracting Actual Annual from Budget Annual.
The Link to Purchasing Management button is active if there are open Purchase Orders for the selected Vendor. You can also hover over the Information icon to see any pending requisitions for that Vendor. Click any of the Requisition links to open another browser tab and view that Requisition.
Click the Link to Purchasing Management button to open a new page displaying a summary of all open Purchase Orders for the past 3 years. For any Purchase Order, you can click the Expand icon to view all detail lines. In the Apply column select Apply and close order to apply and close the entire Purchase Order to the invoice or Apply to order to only apply part of the Purchase Order to the invoice. If you choose to only apply part of the Purchase Order you can edit the Quantity and Amount fields and choose to Close one or more detail lines. Any projects attached to the Purchase Order are automatically assigned to the transaction detail.
Click the Print icon to print a copy of the Purchase order. You can also click the user link in the Email Originator column to open an email to the Purchase Order's originating user in your default mail client.
Click the Update button to apply the Purchase Order to the transaction or the Close link to return to the Update page without linking the Purchase Order. Once the Purchase Order is applied to the transaction an Order # column is available. Click any link in this column to preview a copy of the linked Purchase Order.
The ACH information set up as the default on the vendor record is selected in the Account(s) assigned drop-down list. If desired use the drop-down list to select a different account. Informational fields for Account Type, Bank Routing #, Bank Account # display the settings for the selected account. You can also select add new account in the Account(s) assigned drop-down list and enter the appropriate information in the fields provided. This information is saved to the vendor record when you save the invoice.
The Attachments tab allows you to attach files accessible from your device or to scan image files using the Scanner.Client.exe program. See the Attachments Help Page for detailed information regarding the attachments feature.
Any attachments on a Purchase Order are automatically added to a transaction when it is linked to Purchasing Management.
Enter a note in the field provided if you wish.
When finished click the Apply button to save the transaction and start entering a new transaction, the Update button to save changes to the transaction and return to the Unposted Transactions page, the Reset link to undo all changes since the last time the page was updated, or the Cancel link to return to the Unposted Transactions page without saving your changes.