Accounts Payable > Accounts Payable Invoice > Create Invoice from One-Time Vendors

One-time vendors in AccountMate Enterprise refers to vendors that you transact business with occasionally. Since you do not constantly purchase goods or avail of services from these vendors, it would be unnecessary and time consuming if you set up a separate vendor record in the Vendor Maintenance function. This functionality allows users to create invoices for these one-time vendors.

Some of the salient points in this feature are the following:

•This feature allows you to create a temporary vendor record from the AP Invoice Transaction function and record the AP invoice simultaneously. The system will automatically enter the accounts payable, general expense and nonpayment GL Account IDs from the GL Account Selection function as default GL distribution accounts for this transaction.

•You can pay using credit card for one-time vendors.

To record invoices from one-time vendors, perform the following steps:

1.Access the AP Invoice Transaction function from the Transactions menu to display the AP Invoice Transaction function screen. Click New to create a new AP invoice.

2.Click the One-Time Vendor icon next to the Vendor # input field. A pop-up message box will display to confirm whether you want to create a one time vendor or not. Click the Yes button to proceed.

3.Enter the company name of this one-time vendor in the Company field.

4.In the Invoice # field, enter the invoice number you want to assign to this AP invoice transaction. Assign invoice numbers which can easily identify the transaction entered.

5.Enter the complete address of this one-time vendor in the Address fields (Address, City, State, Zip and Phone), if applicable.

6.Enter in the Terms fields the payment term you assign to the one-time vendor.

7.Enter in the invoice amount, non-discounted amount, discount amount in the corresponding fields.

8.Enter the appropriate values in the Authorize Payment area, if applicable.

9.Access the GL Distribution page. Accept or amend the GL Account IDs shown in this page. You can enter one or more GL distribution accounts in the grid as applicable. Default GL Account IDs come from the GL Account Selection function.

10.View or update the vendor activities in the Activity Page. Refer to the Activity Page topic for more details.

11.Enter one-time vendor information in the Notes page. For more details, refer to the Notes Page section.

12.When you are ready, click the Save button in the Transactions toolbar to save the invoice for the one-time vendor. The system will then display a pop-up window showing a system-generated voucher number. Voucher numbers are used in maintaining the audit trail for the invoices that were already entered into the system. AP invoice numbers that are entered in your system normally cannot be in numerical sequence. This is because you do not have the control of the numbering of the invoices since your vendors are the ones who issued such invoices.

Note: To help you account for the completeness of invoices recorded in the system, access the AP Invoice Voucher # Report function.

Q. When posting an AP invoice from a one-time vendor, I notice that the system displays default GL distribution accounts once I entered the invoice amount. Where do these default accounts come from?

A. The GL accounts that appear in the posted AP invoice from a one-time vendor are the accounts defined in the GL Accounts Selection function.