Accounts Payable Menu -> A/P Invoices -> ENTER BY P.O. button -> A/P Invoice by P.O. -> A/P Invoice Details by P.O. -> A/P Invoice Details
After the A/P Invoice header information captured in A/P Invoices or the invoicing by P.O. has been completed additional disbursement details can be completed in this G/L transaction screen.
The prompts are:
F (Freight) to enter a Freight charge.
The cost of freight can be expensed directly to a G/L account, or
can be distributed proportionately across the inventory items
received on this invoice, or across inventory received on a
selected P.O. or Packing Slip, as outlined in Apply Freight to P.O. or Packing Slip.
Refer to 'FREIGHT DISTRIBUTION Window' below for more
information.
N (NO) to enter a non-inventory charge, i.e. freight, taxes, or other expense.
Note: The Type will be restricted to only allow N if the operator does not have role permission in Operators as defined in the "Miscellaneous" window of Security Role Permissions to Enter A/P Invoices with Inventory.
R (Repair) to enter repair costs on a product.
Multiple repair transactions, may be recorded for a product on the
same date.
Explained in detail below in 'REPAIR INFORMATION Window'.
W (Work Order) to receive a sales product that is not received in the warehouse for use on a specific W.O.
Note: This feature can be activated by Texada Client Services
from the Custom Function Parameters.
For more information on this feature refer to the explanation below
in 'WORK ORDER INFORMATION Window'.
Y (YES) to enter Inventory Receiving including new
purchases or additions to enhance a product.
Explained in detail below in 'INVENTORY INFORMATION Window'.
Note: This Job Cost option can be useful for miscellaneous expenses specific to a job or for Sales products that are immediately expensed and are to be used on a job, or for re-rented equipment costs, but it is not recommended for use when receiving and invoicing Rental Equipment as the posting of the inventory cost goes to the job cost account and the Inventory Asset account in the G/L is not updated by the value of the asset purchased.
If the Type of transaction is Y for Inventory, R for Repair, or E for Re-Rent, then the relevant product number needs to be identified and the product # selection window prompts for the following:
If a product has been entered on a previous transaction, the
last number entered will still display.
If required, blank out this number in order to get to the Vendor
Product #.
To update your inventory with the correct Vendor Part number, use Update Vendor Product # and Description.
When the invoice is posted a repair history transaction will be
automatically written for the equipment and can be viewed in
Repair History Inquiry.
The vendor name and A/P invoice number can be viewed in the
expanded Parts detail in the Parts Totals window.
When the invoice is posted, the program will automatically write a re-rental cost transaction into Re-Rental Transactions.
Refer to Contract/Purchase Order Link Overview for details the process that provides the ability to order re-rent products and the supporting services and sales parts from the contract.
If inventory (Type=Y) was received, the Inventory Account for this product displays according to the Rental Product Class or Sales Product Class.
Note: When a product is ordered on a Purchase Order the Inventory posting account can be changed for that specific order, if the Allow Override Of GL Account On PO Details setting in the Company Security Parameters, so that this GL Account reflects the over-ride from the P.O. rather than the Inventory account defined in the Rental Product Class or Sales Product Class.
If a repair (Type=R) was entered, the G/L Account from the Repair Charge code will display, as defined in Repair Charge Codes.
If a re-rental (Type=E) was entered, the G/L Account from the Rental Product Class for the re-rental product will display.
If this is a freight (Type=F) charge, or any other expense, enter the G/L posting account number or select the account from the window, as outlined in G/L Account Search.
If a product for use on a Work Order (Type=W) was received, select the W.O. and product as outlined in Receive Against A W.O., the account number expensed for the purchase defaults from the Inventory Account as defined for the product in the Sales Product Class.
If not an inventory related (Type=N) charge, enter the appropriate expense account or select the account from the window, as outlined in G/L Account Search.
Note: The General Ledger control accounts for Accounts Receivable or Accounts Payable cannot be entered.
Operators can be restricted from posting to a control account by role permission as defined in Security Role Permissions.
Note: If a product purchase is being entered ensure that this division matches the warehouse receiving location for the inventory.
When entering inventory purchases and Type= Y, the amount
displayed is the total amount (quantity * cost each) for this
product.
After accepting the amount, a window appears to update the
inventory details, including the quantity received and the cost, as
explained below in the Product Receiving Information
Window.
To enter a CREDIT invoice, type in the amount as negative ( -10.00).
Calculator:
A Calculator window is provided on this
field that can be useful if the total for this sequence entry
consists of more than one amount.
Click OK to accept the values.
If the Invoice Amount was adjusted, the Amount for
the line item is also adjusted accordingly (less taxes).
When this invoice is completed, corresponding tax transactions for
this detail line will automatically be added to the invoice. These
can be viewed if the invoice details are reviewed in 'Change'
mode.
Click NO if the freight expense applies to products other than those on this invoice or if there are no inventory charges previously entered on the A/P invoice and select a P.O. or Packing Slip as follows:
Note: Freight charges are displayed for rental products on the
Asset Tag in the Additional field. Freight charges cannot be
distributed against sold rental equipment.
The inventory cost increase may require an Over-shipped Cost Adjustment if sales items are sold before this freight charge was reported. This will be reported on the posting report from Post A/P Invoices.
The product number, description, and last cost information
displays, as selected earlier in the Select Product #
window.
Complete the receiving information as follows:
Example
An air compressor is purchased from a vendor and entered into the
inventory file.
Later, a separate service invoice from a different vendor arrives
for freight and this freight cost needs to be included in the value
of the inventory without increasing the quantity on hand. This can
be entered as an Addition to an existing quantity.
Uncheck this box for rental items when the quantity is being updated.
Check this box for rental items when additional costs are being entered relating to a previous inventory purchase, and the quantity on hand is not being updated. The Warehouse Trx# field does not apply and will be skipped, but an Asset Tag # must be selected.
Note: Negative amounts can also be entered to reverse and
decrease value of rental items.
For Non-Bulk Rental products, the negative amount must be less than
the Book Value of the product on the Fixed Asset Tag.
When an addition is assigned to a Fixed Asset Tag and the invoice is posted, a note is written to the tag with the date, source and amount. These can be viewed in Rental Inventory in the window on the "Additions" field of the appropriate Fixed Asset Tag.
Leave this field blank if a Purchase Order was not entered for
this product purchase, or enter the P.O.#, or search for it in the
window.
The Purchase Order Search window lists the P.O.#, Product #,
Description, Order Balance, and Delivery Date.
Selecting a Purchase Order removes the item from the outstanding orders with this Vendor.
The purpose of the Warehouse Transaction number is to match up the inventory entries from the packing slip with the invoice entry. The results of this "matching up" can be viewed using Inventory Receiving Inquiry and printed out using Receiving Report By Vendor. This will be helpful when tracking down inventory questions.
This field does not apply when Additions are being entered, as it is only the value that is being added to the fixed asset.
Window to select the warehouse receipt that matches the invoice
and purchase order.
The date, vendor#, P.O.#, packing slip #, quantity received, any
quantity already invoice through A/P, and the W/H Trx # are all
listed.
Note: Only warehouse receipts matching the DIVISION (location)
entered on the A/P invoice detail line will display in this window
for selection.
Also, receiving records for any re-rent products that were ordered
using the P.O./Contract link process will not be found in
this window, as these re-rent products must be invoiced through
A/P Invoice Details by P.O.
If there is no W/H TRX # present in the window, the packing slip
has not entered yet through the Warehouse
Receiving (or else the wrong division was selected on the
invoice).
This step must be done, before the invoice can be entered.
To determine open inventory items, i.e. items received in
inventory but not matched up to an A/P Invoice, use O/S Warehouse Receiving Report.
See also Close Open Warehouse Receivings
to fix any mistakes.
The percentages used to calculate the Exchange, Duty/Brokerage, and Freight values default from the Vendor Information.
Note: If Costs are being updated in the warehouse through Post Warehouse Cost Adjustments, these costs cannot be adjusted here, as they have already been posted. The flag to control A/P vs Warehouse cost postings can be set in the Company Inventory Parameters.
e.g. Exchange 57.53%, Duty/Brokerage 2%, Freight 3%
LCF = (1.5753 * 1.02 * 1.03) Rounded to 4 decimal places
LCF = 1.6550
The costs update the Inventory sub-ledger.
To also update the G/L use one of the following two methods:
If the LCF does not apply, leave the Landed Costs Factor at 1.00.
This does not apply to Additions to inventory.
NOTE: Order conversion applies to Sales Items only. It is assumed to be 1.00 unless specified. See Sales Inventory.
If an Addition is being invoiced, this field reflects the amount entered for the detail line.
If a Rental product is being received or this is an Addition to
a rental product, a Fixed Asset Tag must be assigned to capture the
financial information about the rental item.
e.g. Purchase Cost, Depreciation and Disposal information.
Note: For bulk items that have multiple tags and a quantity
greater than one is being purchased but each unit has a serial
number to be recorded, enter each unit on a separate sequence on
the A/P Invoice so that a separate tag is created for each
unit.
i.e. Each sequence must have the quantity of 1, to be assigned a
new tag.
If the product is NON-BULK and there is no existing tag, then
the window to add a new tag is automatically triggered.
If the product is BULK with multiple tags and the Asset Tag was
assigned to the product purchase in Warehouse
Receiving, a window is provided to view and select the tag for
this rental product as outlined in the Asset
Tag Search window.
If the tag was not assigned to the equipment in the warehouse and
the bulk product can have multiple tags, a new tag is added for
this purchase information.
For BULK items that do not allow multiple tags a single tag is
used for all purchases.
This window is only triggered if there is no existing tag.
Note: A setting in the Company Inventory
Parameters controls the ability to change the list price of a
product in A/P invoicing.
If changed, the new list will be stored in the Inventory File.
A Reason Code can be required if the Reason Codes on
Override processing is activated in the Company Security Parameters.
A password can also be required to enter the List Price, if
RSPF is setup with a password in the Module
Passwords table and the Security Role
assigned to the operator does not have permission to RSPF without
it.
The same number of serial numbers to equal the quantity entered
above must now be registered.
The serial # records will be written using the Division on the A/P
invoice detail as the Location and the Date as the Date
Received.
The serial numbers print on the A/P Purchases Journal.
Note: The serial number window does not apply if the Company Inventory Parameters, have been set to Update Average Costs in the Warehouse.
Serial Number Search
If your firm uses the 2-STEP method of entering inventory, then the
serial numbers will already have been entered in Warehouse
Receiving.
A window is provided to select the correct serial number from those
received on this Warehouse Trx. The Model, Make information will
reflect the information at receiving and will now be display
only.
Note: When adding Serial #'s to Sales Inventory, the number of serial # records should match the quantity received.
The expanded detail line also provides a window is to view any Serial#'s, lists tax information, a line total, and any exchange, duty or freight values used in the Landed Cost Factor.
ACTIONS:
Additional actions provided by buttons on
the A/P Invoices screen include:
This button will only be enabled if the operator has a role assigned in Operators that has permission in the "Miscellaneous" window of Security Role Permissions to access A/P Invoices with Inventory.
Distribute Invoice For Multiple Payments:
This feature enables a large A/P invoice total to be split into
multiple invoices with varying amounts to be paid off on scheduled
dates.
After an A/P invoice has been entered and prior to posting, click
the DISTRIBUTE button to split the total invoice
dollar amount out over multiple invoices and set the dates due for
payment as outlined in A/P Invoice
Distribution Details.
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