Accounts Payable > Accounts Payable Invoice > Create AP Invoice

The Information Page is automatically opened when you click New in the AP Invoice Transaction function. Most information needed to create an invoice is found in this tab.

Perform the following procedures in this tab:

1.Review the information in the Vendor Details area which comes from the vendor record. You may click the underlined field labels to view detailed information that comprises the balance displayed in the applicable fields. Simply click the Show () button to display the Vendor Details section.

2.Amend or accept the payment terms in the Terms field as applicable. The default information in this field comes from the pay code record used for the vendor.

3.Amend or accept the default dates in the following fields, as necessary:

oInvoice Date

Invoice date is the date specified in the vendor invoice. The default date is the current system date.

oPost Date

Post date is the date you want the system to post the invoice to the General Ledger. The default post date may be based on the Invoice Date or System Date depending upon the option chosen in the Invoice Post Date Based On area of the AP Module Setup function.

oDiscount Date

Discount date when the invoice must be paid in order to avail of the prompt payment discount. The default discount date is based on the values in the Terms and Invoice Date fields.

oDue Date

Due date is the date when the invoice must be paid in full to avoid finance charges. The default due date is based on the values entered in the Terms and Invoice Date fields.

4.If you are recording a foreign currency denominated invoice, amend or accept applicable exchange rate in the Exchange Rate field adjacent to the Currency field.

5.Enter the gross amount for this invoice in the Invoice Amt field. This amount should include any purchase discount and freight charges, but before any early-payment discount or adjustment.

6.Enter in the Non Disc Amount field, the non-discountable amount of the invoice, if any. For instance, you may not be able to avail of discounts against certain items purchased, or against freight charges. This will be deducted from the invoice amount in the calculation of the discount amount.

7.Amend or accept the amount in the Discount Amount field. The system calculates the default value for this field by subtracting the non-discountable amount from the invoice amount and multiplying that difference by the prompt-payment discount percentage entered in the Terms field. Refer to the matrix below on the how the system computes the value in this field.

Gross Amt	Terms	Non-Discount Amt	Computations
$100.00	2% 10, net 30	$20.00	($100.00 - $20.00) x 2% = $1.60

Note: If you change the discount amount in the Discount Amt field, the system will immediately change the related discount percentage rate in the Terms field.

8.Mark the Hold Payment checkbox if you want to stop any payments or payment authorization for this invoice; otherwise, leave the checkbox unmarked.

9.If the company's country tax is Canada, perform the following in the Input Tax Credit section:

oTax Code

Accept or amend the value displayed in this field. The default comes from the vendor record. This field is disabled once line items are added in the Line Items Page. The value in this field shows as "Multiple" if different line items have different tax codes.

oGST Claim checkbox

Mark this checkbox if you want that all GST Claim checkboxes in the Line Items page are automatically marked by default; otherwise, leave this checkbox unmarked.

oPST Claim checkbox

Mark this checkbox if you want that all PST Claim checkboxes in the Line Items page are automatically marked by default; otherwise, leave this checkbox unmarked.

10.If the Require PO # for AP Invoice option is marked in the vendor record, you must enter a purchase order number in the PO # field. Alternatively, you may click the List box button beside the field to display a list of all applicable purchase orders for the vendor. Click the purchase order number to select.

You may also click the Detail Analysis button beside the PO # field to display the PO # [xxx] window where you can view detailed information of the PO number you specified. Specifically, this window shows the net purchase order amount, net received amount, net backorder amount and invoiced amount.

Note: If the Verify PO # option is marked in the vendor record, you must enter an existing PO number; otherwise, the system will not allow you to save this transaction.

11.Complete the following fields as necessary:

oReference

Reference can be used as key word by which you may want to sort invoice records. You may want to enter here that the invoice is for “Office Supplies,” “Shipping Services”, and the like. References then, vary depending on your company’s needs.

oDescription

Description is any word that can describe the invoice transaction. You can enter in this field information like “Purchase of Computers”

12.Accept or amend the value in the 1099 Type field. This field is only activated when you have assigned a 1099 type code for this vendor.

Notes:

•If a vendor provides both 1099 and non-1099-type of services for your company, you can identify invoices for non-1099-type services by selecting N/A in the combo box.

•This field is not accessible if the company's country tax is Canada.

13.Amend or accept the value in the Pay Class field. Pay Class codes facilitate the timely payment of invoices by allowing you to select them for payment based on their level of urgency. Click the List box button to select from the list the applicable pay urgency code for this vendor. Pay Class codes from 0 to 9 are available and can represent whatever degree of urgency you want. For example, you may want to use Pay Class code 1 for vendors that must be paid on the first day of the month. When you process the invoice for application of payment and check printing, you can then ask the system to display only those invoices assigned with Pay Class code “1”.

14.Accept or amend the bank number specified in the Bank # field. The default value comes from the vendor record.

15.If you want to authorize payments for the invoice in the AP Invoice Transactions function, enter the applicable amounts to the following fields:

•Apply Amt

•Apply Disc

•Apply Adj

Notes:

•The sum of the amounts in the Apply Amt, Apply Disc and Apply Adj fields must not be more than the value in the Invoice Amt field. For example, if the invoice amount is $300.00 and you enter $250.00 in the Apply Amt field, the combined apply adjustments and apply discount amounts cannot exceed $50.00.

•You may also authorize payments using the AP module's Apply Payment function.

•When you are accessing a non-profit company that uses the US (United States) country tax and the Multiple Payable Account feature is activated in AP Module Setup, a Multiple Payment Distribution button is available beside the Apply Amt field. Clicking that button displays the Multiple Payment Distribution window.

16.Click the Apply Debit button if you want the system to pay-off the invoice by the vendor's open debit balance.

17.If the Enable Nonpayment checkbox is marked in the AP Module Setup function, AccountMate will display a Non-Payment field in the AP Invoice Transactions function. Enter an amount in this field as applicable.

The Nonpayment feature allows you to book a portion of an invoice to a designated account separate from the Accounts Payable account you set up for the vendor. If this option is enabled in the system, you can enter the applicable GL Account ID in the GL Distribution tab for the non-payment account for this specific invoice.

Note: The amount you entered in the Non-Payment field will be excluded from the gross invoice balance.

Q. Can AccountMate handle payment or partial payment of an AP invoice that will be paid in the form of barter?

A. Yes. Simply enter the barter amount in the Nonpayment field of the AP Invoice Transaction function. Note that you have to first check the Enable Nonpayment checkbox in the General (1) tab and assign a GL account ID for the nonpayment in the GL Accounts tab of the AP module setup function for this feature to be activated.

Q. I want to record an AP invoice relating to rent but I cannot change the type in the 1099 Type field of the AP Invoice Transactions function. What did I miss?

A. To activate the 1099 Type field, make sure that you have set your vendor to qualify for 1099-Misc reporting in the vendor record by defining any 1099 Type in the 1099 Type field except "N/A".

Q. I received an invoice from a vendor. If half of the invoice amount has already been paid through credit card, how do we record the AP invoice to recognize the entire invoice amount as an expense, but only half of the invoice amount as a liability to the vendor?

A. To record the entire invoice amount as expense, but recognize only a portion of that amount as a liability to the vendor, perform the following:

1.Mark the Enable Nonpayment option in the AP Module Setup function to activate the Nonpayment field in the AP Invoice Transactions window.

2.When recording the AP Invoice, enter the amount that has been paid through credit card in the Nonpayment field.

3.Verify or enter the correct nonpayment account number in the GL Distribution tab, to which the amount you entered in the Nonpayment field will be posted. The Nonpayment account is a liability account that reclassifies the portion you have paid through credit card from the amount payable to the vendor.

Information Page

Information Page

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