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, then click on the PAYABLES POST button..png)
ACCOUNTS PAYABLE POST
DESCRIPTION: Before you start posting your invoices, it is recommended that you run an adding machine tape of all the invoices that you are posting. This will make sure that the total of your physical invoices equals the total of the amounts posted to Pro Fund Accounting.
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POSTING NEW INVOICES
To access Accounts Payable Post, click on the PAYABLES button on the Main Screen , then click on the PAYABLES POST button.
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1. EFFECTIVE DATE: .png){kind=small}
Enter the effective date (defaults to today's date) for the invoices you are posting.
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(The Source of Entry will default to AP, and the next available journal number will pop up.) Then click OK.
2. NEW INVOICE SCREEN: .png)
Here you will Select whether you want to enter your invoices by CODE or by NAME by clicking the radio button next to the appropriate selection.
3. VENDOR CODE: .png){kind=small}
You can start typing the first few letters of the Code/Name if you already know it, or if you need to locate the vendor, you can click on the drop-down arrow and search for it. (Again, just start typing the first few letters and it will go to that general area. Ex: Type Fe will take you to FEENY.) If you need to set up a NEW vendor, click on the .png){kind=small}
program maintenance button and enter the appropriate information.
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4. INVOICE DATE: .png){kind=small}
Enter the date of the invoice or click on the calendar button and search for the appropriate date. If you have selected INSERT DATE ON NEW INVOICES in the Preferences program, the current date will be inserted in the Invoice Date field. This date may be overridden if necessary.
5. INVOICE #: .png){kind=small}
Enter the invoice number. If you want to use the last invoice number (or check the last invoice number) issued to you by this vendor, click the button .png){kind=small}
at the end of the field to retrieve it. If you want to change it, you may do so as long as it's not been paid.
If you have elected TURN OFF DUPLICATE INVOICE CHECK in the Preferences program and you enter an invoice number that’s already been issued to you by this vendor, you will not be notified that the invoice already exists. If you want to turn this feature on, you will need to exit the AP Post program, run the Preferences program (located at the bottom left-hand corner of the main screen .png){kind=small}
), Select POST OPTIONS, then remove the check mark from the TURN OFF DUPLICATE INVOICE CHECK field.
6. Click OK .png){kind=small}
to continue to the AP POST screen.
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1. INVOICE AMOUNT: .png){kind=small}
The cursor will automatically start here. Enter the full amount of the invoice. Then press TAB.
2. P.O. #: .png){kind=small}
If this vendor requires a P.O. number, enter it in the P.O. # field. If the field is grayed out, then no purchase order number is required. Then press TAB.
To set up your P.O. options, you would click on the Preferences program (located at the bottom left-hand corner of the main screen ), Select POST OPTIONS, then click USE PURCHASE ORDERS.
3. DESCRIPTION: .png){kind=small}
Give a brief description of what this invoice is for. Ex: Fuel.
4. MEMO: .png)
The Memo field is optional, but if information is entered here, it will be printed on the check stub when the invoice is paid if the PRINT MEMO ON AP CHECKS box is checked in the Preferences file.
5. DISTRIBUTION BUTTON/TAB: .png)
When you are done entering all the information on the Invoice Tab, you can either click on the Distribution Tab towards the top, or click on the Distribution Button towards the bottom.
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Please note there are two sets of "buttons" on this screen – an outer set and an inner set. The outer set relates to the invoice; the inner set relates to the distribution of the invoice. During distribution posting, you must use the inside set of buttons to add new transactions. To add a new distribution for an invoice, click the NEW button. You will be asked to enter the account number for this distribution.
1. NEW: .png){kind=small}
Click the NEW button to start distributing your invoice amount.
2. ACCOUNT NUMBER: .png)
Enter the appropriate account number. (Cursor will automatically start here once you clicked NEW.) Then press TAB.
3. QUANTITY: .png){kind=small}
Enter the quantity of the item you are posting. Then press TAB.
4. AMOUNT: .png){kind=small}
If the quantity is greater than 1, enter the unit price of the item you are posting. Then press TAB. If you have already posted a number of distributions for this invoice and only have one remaining distribution to make, clicking this small button .png){kind=small}
will use whatever balance remains to be distributed for the amount.
5. INVENTORY: .png){kind=small}
If an inventory code is used for this particular vendor, enter the inventory code here, unless box is grayed out. If you do not know the inventory code, you can click on the Program Icon .png){kind=small}
to search for the code, or if you need to set up a NEW inventory code, you can click on the Maintenance Button .png){kind=small}
to set up a new inventory code.
If the unit price of inventory changes by more than 5%, you will receive the following message:
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Verify you entered the unit price correctly. If the price differential is OK, then click on the CONTINUE WITH THIS POSTING button. If it is not correct, that click on the CANCEL THIS POST button.
6. DESCRIPTION: .png){kind=small}
Enter a description for this particular line item, if desired, or you may click the small button .png){kind=small}
at the end of the Description field to use the invoice's description. Then press TAB.
7. SAVE/CANCEL: .png){kind=small}
Click on the INNER SAVE button to save this entry, or CANCEL if you wish to cancel the entry.
8. Repeat this process until your total invoice has been distributed. If you have not fully distributed the invoice or have too much money being accounted for in the distribution items, you will receive a message saying the invoice cannot be saved because the distribution is not in balance. If this happens, check the line items distributed and correct any errors using the inner EDIT button, or add additional distributions to bring the invoice into balance. Once it has been distributed in full, click the OUTER SAVE button.
9. Continue posting all your invoices until you are done.
10. Once all your invoices have been posted, (or if you need to stop at some point), click the COMMIT button .png){kind=small}
and give your journal a name that will be easily recognizable in the future, then click OK.
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You will receive the following confirmation if everything saved correctly. Click OK, then Done (on the next screen).
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MODIFYING/EDITING EXISTING JOURNALS
To make a correction to an invoice or add/delete an invoice to an existing journal for invoices that have NOT BEEN PAID:
1. Click on ACCOUNTS PAYABLE POST. .png)
2. JOURNAL NUMBER: .png){kind=small}
Enter the Journal Number, or if you don't know it, click on the yellow envelope icon .png){kind=small}
to search for it. Once you've found the correct journal, double-click on the appropriate journal, or click on the appropriate journal and click OK.
3. If you already knew the journal number, VERIFY that the journal date is the appropriate date. (This is why it's better to search for the journal by clicking on the yellow envelope icon because it will automatically put in the correct date for you.)
4. Click OK.
5. Once the journal opens up, you can either add a new invoice, delete an invoice (if not already paid), or modify an existing invoice (if not already paid.)
6. To add an invoice, click NEW and proceed per instructions above.
7. To delete one invoice, click on the appropriate line item for that invoice, then click Delete Ind .png){kind=small}
. This will delete the ONE line item you chose. You will receive the following message asking you to confirm that you want to delete this invoice.
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Click YES to remove (or delete) the invoice, or NO to cancel the delete.
8. If you want to delete ALL of the invoices in the journal, you would click Delete All .png){kind=small}
. You will then receive the following message asking you if you are sure you want to delete ALL the invoices in the journal. Click YES to delete all of them, or NO to cancel the transaction.
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9. If you want to modify/edit an invoice, perhaps to change the distribution account number or change the amount, locate the correct line item, then click on EDIT, make the necessary changes, then SAVE. Don't forget that if you change the AMOUNT of the invoice, you will also need to change the distribution amounts of the invoice to match.
10. After all revisions are made, whether deleting one invoice, adding a new invoice, or modifying an invoice, click on the COMMIT (outside) button to confirm all of your changes/additions/deletions.
REMEMBER, YOU CAN ONLY ADD/MODIFY/DELETE ON A JOURNAL THAT HASN'T HAD ITS INVOICES PAID ALREADY. If you try to modify a journal that has invoices already paid, you will receive the following message:
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SPECIAL FUNCTION ICONS
We have programmed special function icons to aid you in locating, setting up, and entering account numbers. Each icon is explained below.
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