New Supplier Invoice

New Supplier invoices can be added for costs that are for jobs or for operating costs that are not charged to jobs.  First, basic invoice header information, such as supplier code, invoice amount, invoice date, is entered .  Then invoice details are added to allocate the invoice to specific jobs & tasks or to GL accounts.


To Create a New Supplier Invoice:


1.  From the "Accounting" menu, select "Payables" then "Supplier Invoices"  and "New Supplier Invoice" to go to the "Supplier Invoice Form" page.

2.  Use the to search for the suppler you want to use and select.  You can also input the first letter or letters of the supplier name in the Supplier Code box to see vendors that begin with those letters. If the supplier is new and has not been setup, click the to go directly to the Supplier screen and setup the Supplier.(required)

3. Enter the Supplier Invoice No. (required)

4.  Enter the invoice total as the Control Total if desired.  The control total will ensure that your detail input will match the invoice total.  In order to use this feature, you must select "Check Supplier Invoice Control Total on Approve" and enter an amount in this field.  If the amount in this field is left blank, AccountAbility will not check your control total against the invoice details.

5.  If you used a purchase order#, you can enter it or use the to find it.  If you did not create a purchase order for the purchase, leave the Purchase Order No. field blank.

6.  The office code will automatically fill-in based on the office code that has been assigned to the supplier.  Ensure the Office code is correct or select the correct one from the pull-down menu.

7.  Input the invoice date or select the date from the calendar menu.

8.  By default, the invoice will be entered into the current accounting month and year.  If you need to change that, select the box to the right of and make the appropriate changes to Accounting Year and Accounting Month using the drop down menus.

Note:  You will not be able to post an invoice to a closed year or period, so ensure the period is open if you override the current accounting month & year.

9.  Select the desired Default Tax Rate from the pull-down menu.  The corresponding tax rate will appear in the Tax % field.  (required)

9.  The "Due Date" and "Received Date" are optional fields you can use for additional information.  The "Added Date" will default to today's date and cannot be changed.

10. The currency will automatically fill-in based on the corrency that has been assigned to the supplier.  Ensure the currency to be used is correct or select the supplier code setup for the desired currency.

11.  Click to save your invoice header information.

12.  Once the header is saved, you will allocate the invoice to tasks & jobs or to specific GL accounts as follows:

To Allocate a Supplier Invoice to Jobs:

1.  Click the Add Billable Job Costs link to open the Supplier Invoice Add Billable Costs screen.  Basic invoice header details will be displayed on the top of your screen.  Five detail lines will be displayed below.  This is where you will allocate the invoice to specific jobs.  If you need to allocate the invoice to more than 5 lines, click to add an additional 5 lines.

2.  Enter the desired job number or use the to select the desired job number from a list.

3. Enter the desired task or use the to select the desired task from a list.

4.  Enter a description, if desired.

5.  Enter the amount of the invoice to be allocated to the job & task.  If you have used a tax rate on the invoice, and you wish to enter the total invoice amount including tax, AccountAbility will breakout the net purchase amount from the tax for you.  If you want AccountAbility to calculate and breakout the tax from the total, ensure that the box is checked.  You can override the tax on any line by clicking the Override Tax box for the line and entering the correct tax charged.

6.  AccountAbility will calculate the markup amount based on the "Supplier Invoice Markup %" that has been specified for the job.  You can accept the markup that has calculated or override the markup on any line by clicking the Override Markup box for the line and entering the correct markup.

7.  If you make changes to any of the calculations, clicking the button will recalculate the detail lines.

8.  Continue allocating the invoice to all the desired jobs and click to save the allocation details and return to the Supplier Invoice Form.

9.  Once your invoice has been fully allocated, click to post the invoice to Accounts Payable.

To Allocate a Non-Billable Supplier Invoice to a GL Account:


1.  Click the Add Non Billable GL costs link to open the Supplier Invoice Add Non Billable GL Costs screen.  Basic invoice header details will be displayed on the top of your screen.  Five detail lines will be displayed below.  This is where you will allocate the invoice to specific jobs.  If you need to allocate the invoice to more than 5 lines, click to add an additional 5 lines.

2.  Enter the desired GL or use the to select the desired GL number from a list.

3.  Enter the amount of the invoice to be allocated to the job & task.  If you have used a tax rate on the invoice, and you wish to enter the total invoice amount including tax, input the total amount in the Supplier Total field and AccountAbility will breakout the net purchase amount from the tax for you.  If you want AccountAbility to calculate and breakout the tax from the total, ensure that the box is checked.  If you want to enter the purchase and tax rates yourself, unclick the box.  You will then enter the net purchase amount in the Rate column and the tax amount in the Tax column. You can override the tax on any line by clicking the Override Tax box for the line and entering the correct tax charged.

5.  By default, the Description field will show the name of the GL account you have selected. If desired, you can add edit this and add your own description.

6.  You can enter a Job#, Task Type or Employee Code or use the to select the code from a list.  These costs won't post to individual jobs, but will allow you run GL reports that show this data.   On GL reports that allow job or employee selection, you will be easily able to filter GL account data by this criteria as well.

7.  If you make changes to any of the calculations, clicking the button will recalculate the detail lines.

8.  Continue allocating the invoice until it has been fully allocated. Click to save the allocation details and return to the Supplier Invoice Form.

9.  Once your invoice has been fully allocated, click to post the invoice to Accounts Payable.


Note:

You can split an invoice to both a job and a GL account.  First Add Billable Job Costs and save the detail.  Then Add Non Billable GL costs