Invoice Entry

Opens the Edit Payment Schedule form, which allows users with proper security to modify the number of payments, first payment date, payment amounts, and deposit amount. Only active if the Terms selected on the order are flagged as "Multi-Payment Terms".

File explorer used to select the spreadsheet that will be used to add lines to the invoice.

Enter the total number of payments.

Sets the date of the first payment for the series.

Optional. Indicates the amount provided for deposit.

Display only.

Display only. Indicates how many total payments are set for this schedule.

Remaining amount to pay off the entire amount.

Display only. Total amount, in dollars, for the purchase order.

Payment due date as determined by the Due Type and Payment Due fields on the Term record.

Indicates the date that the cash for this order is expected to be received.

• Used in conjunction with the Accounting Reporting "Anticipated Cash Receipts" report, which is used to show receivables by financial period.

Payment amount.

Click to link all the filtered POs to this purchase order.

Defaults to the Vendor indicated in the Vendor field on the General tab. The POs generated when the Continue is clicked will be filtered by this Vendor.

• If the "Restrict Link to POs to Same Vendor" field on the Vendor record is checked, this Vendor search box will be disabled.

Optional. Defaults to Purchase Order. The POs generated will be filtered to this Order Type. Options are Purchase Order, Quote, Pricing, Complaint, Requisition, and All

Option to specify a Facility that will be used when filtering POs to link.

• Defaults to the Facility specified on the purchase order.

Read only. Displays the Deacom internal invoice number.

Search field used to select the Vendor to be invoiced.

• Once the vendor is selected, several fields on this tab will populate with the default from the Vendor record.

Indicates the Facility into which the items ordered will be received.

• Vendor Facility specific defaults which allow users to set Facility specific order defaults by Vendor. If a Facility is selected with a matching Vendor Facility record, the defaults specified on the Vendor Facility record, and not the order defaults on the Vendor record, will be used during order creation. Users may change the defaults if desired.

The number that will be listed on the check when printed. Defaults to the value listed in the "Default Invoice" field on the Order Defaults tab of the Vendor record. If the "Require Unique Invoice Number" flag is marked as true on the General tab of the Vendor record, the value in this field must be unique from other Invoice Numbers entered for this Vendor. Attempting to enter a duplicate Invoice Number will result in the user receiving a prompt and being unable to proceed.

Select the appropriate accounts payable account to credit.

Option to enter a description for this invoice.

Amount to be invoiced.

• Once the Invoice Account, Description, and Amount have been entered for the expense amount, users may hit the tab key to have this line automatically added to the Lines form on the right hand side. This eliminates the needs for additional clicks and opening another form.

The date specified on the invoice received from the Vendor. Defaults to today's date.

• This date affects the GL aging for this Vendor in connection with the Payment Due information specified on the Terms.
• The "No Posting Before" and "No Posting After" dates in Accounting Options do not control entries in this field.

The date the system will post the invoicing transaction to the General Ledger. Defaults to the current date and should be left unchanged. Postings may be restricted to certain dates via the "No Posting Before" and "No Posting After" fields in Accounting Options.

The Term that will be used when entering invoices for this Vendor. May be changed if appropriate.

Determines which Accounts Payable account to invoice (if using an AP Suspense account)

Determines the A/P Suspense account to use for this invoice.

Indicates the date the Invoice was created.

• Defaults to today's date.

Specifies user-defined dates.

• Captions for these fields are managed via System > Maintenance > Captions.
• PO Date 3 (tp_duedock) is set to "Due to Dock (MRP)" by default and is used in conjunction with MRP and the Dock Calendar.
  • In MRP, calculations are based on this date. When creating POs via MRP, Lead Times are considered when defaulting this date.
  • In the Dock Calendar, this date defines when available Dock space is required for receipt of the items on the order.

Display only. Indicates the username of the user who entered the invoice.

Only option is Invoice.

Displays the total amount from the "Lines" portion of the Invoice Entry form.

Currency that will be used for the invoice.

• Once a vendor is selected, the currency from the vendor's Order Defaults tab will populate this field.

Displays the Currency conversion rate, as defined on the Currency record, if a Currency other than USD is selected.

• This rate will be updated at the time of invoicing so that when viewing the invoice, the system displays the exchange rate from when the invoice was created.

Memo field used to enter additional notes, which may be printed on the check sent to the Vendor.

Memo field used to store notes regarding the invoice.

Pick list used to determine if this purchase order invoice should be treated as Public or Private.

• The security setting "Purchase orders -- view private" controls a user’s ability to both create and view Purchase Orders with a "PO Type" of "Private".
• The option to mark orders as "Private" is useful in situations where certain orders, such as those dealing with monthly rent or equity payments, should only be viewed by accounting personnel.

Search fields used to select user-defined data regarding the purchase order invoice.

• Captions for these fields are managed via System > Maintenance > Captions.

Memo field used to display the history of what has occurred on this order, including which users saved, received, invoiced, and applied payment(s).

• Orders flagged with "Invoice/Pre-Pay" will only show an Invoice Order line, even though the postings will show both receiving and invoicing. This is because the Invoicing and receiving are combined into one step. This applies to orders for either stocked and non-stocked Parts or both.

Indicates the Freight Type which will be used to determine charges related to shipping the materials.

Indicates the Ship Via Method for this invoice.

• Facility and order type (sales or purchase order) restrictions can be defined for Ship Via Methods.

Displays the Job Number, based on the selected Facility, that is associated with this purchase order invoice.

• Useful in situations where a Job is created for capital improvements involving production equipment or production lines. In this case, Purchase Orders are entered for the related maintenance, part replacements, and consulting costs which are then recorded and posted to the linked Job.

Displays the Sales Order Number, based on the selected Facility, that is associated with this purchase order invoice.

Indicates the Progress Billing to which this invoice is linked. 

Displays the Purchase Order to which this invoice is linked.

• Useful in situations where companies would like to link (1) a credit memo PO or (2) a freight PO to the original PO the item was received on.
• The "Restrict Link To POs To Same Vendor" flag on the Vendor's Order Defaults tab determines if POs cut to other Vendors may be selected. A PO for a different Vendor may be selected if, for example, the linked PO is for freight charges relating to this order.

Option to select form a list of active sales Projects to which the invoice is associated.

Indicates the Ship-to Location to which the order will be shipped.

Search field used in conjunction with the "1099 Required" flag to select a 1099 Form Type, which is used to determine which 1099 box the invoice amount should be included on.

• The selection in this field is used to provide the default setting for the "1099 Form Type" on each individual Purchase Order line.

If checked, indicates that a 1099 Form is required for printing.

• The "1099 Required" flag on the Vendor's Order Defaults tab determines this flag's default setting.
• The setting on this field is used as the default setting for the "1099 Required" flag on individual Purchase Order lines.
• Leaving this flag unchecked is useful when non-reportable reimbursement checks are cut to 1099 Vendors. Note that the system evaluates the 1099 Required flag on individual Purchase Order lines when determining which amounts to include when generating 1099s. Unchecking this flag on the Misc 2 tab will uncheck the same flag on all Purchase Order lines.

Determines if discounts as specified on the Terms assigned to the selected Purchase Order will be taken during the invoicing process.

• If checked, (1) the "Discount %" listed on the Terms assigned to the Purchase Order will be applied to the "Balance" amount on this form, regardless of the invoiced versus paid date range, (2) the resulting value will be displayed in the "Cash Discount" field, and (3) the "Date to Pay" on this form will update based on the "Discount Type" and associated cut-off specified on the Terms. If not checked, the "Cash Discount" field defaults to 0 and the "Date to Pay" will calculate based on the "Due Type" and associated due date values specified on the Terms. Defaults based on the "Take Discounts" flag on the General tab of the Vendor record. If the "Take Discounts On Freight" flag is set to true on the General tab of the Vendor record, the discount will be applied to the "Invoice Amount" as opposed to the "Balance" amount. If the value in the "Cash Discount" field is manually adjusted then this flag is checked, the value in the "Cash Discount" field will revert to the original value, but may be overridden.

Displays the system-generated line number.

Account to which the invoice will be debited.

Displays the Description of the Part selected.

The amount of the Part/Service being invoiced.

• This value must be a multiple of the "Incremental PO Qty" defined on the Part's Item Master MRP tab, unless the security option to allow non-incremental quantities is set to Yes.

The price for a single unit of the selected Part/Service.

Displays the extended price of the line, calculated as "Quantity" multiplied by "Quantity Per" multiplied by "Stock Unit Price".

Search field used to select the Part being purchased.

• When modifying the Facility on a Purchase Order, the system checks to make sure all lines have a Facility item specified, if the part is flagged to "Require Facility Entry" on its Item Master Properties tab.
• This field will be disabled when using the "Manufacturing Vendor" field below.

The Units in which the Part is purchased.

• Item Master records contain a restricted purchase unit option on the Units tab which may be used in connection with this field.

The Units in which the Part is priced.

• Defaults to the "Stock Pricing Unit" as defined on the Part's Item Master header.
• Users with the security setting "Purchase Orders -- change pricing unit" set to yes may change this value.
• If changed, this will be the unit used for calculating the line's "Extension".

Memo field used to store notes regarding this line.

Displays the Job Number associated with this line used to issue the item to the Job upon receipt.

• For non-stock or non-inventory items, put the purchased item cost into the "WIP Purchases" account for that Job.
• If the Job is not a WIP Job or has already been closed:
  • The item is immediately relieved
  • The cost for stocked items is posted to the "Material Expense" account
  • The cost for non-stock or non-inventory items is posted to the "Charge To" account.

Search field used to link the line to a Bill-to Company.

• Used in situations where companies wish to allocate expenses to their customers.
• Upon receipt of an order with a "Bill-to Company" selected:
  • The order lines will be displayed in the Sales "Profit Detail" report, when run with a "Status" of "Shipped", with a value of "ap" in the "Order Type" column (A value of "ar" indicates it is a Sales Order line).
  • The Shipped date indicates the Received date of the Purchase Order.
  • Revenue and Profit are represented as a negative extension of the PO line and Cost is 0.

Option to select form a list of active sales Project to which the invoice line is associated.

• Value defaults from the Project on the main Invoice Entry from but can be changed.