VENDOR ID

Enter the Vendor ID here. Use the field lookup button to lookup vendors.

 If this is not a regular vendor which you have entered into FILES|Vendors, enter “CASH” as the Vendor ID and type the name and address in the ADDRESS tab. This creates a One-Time Vendor.

INVOICE 

You must enter an invoice number which is unique for this vendor. Entries posted from customer invoices will be filled in except for this field or leave the field blank.

The Vendor Invoice is not

INVOICE DATE 

Enter the invoice date.

TERMS ID 

The payment terms for this transaction. The default is the Terms ID entered for this vendor under FILES|Vendors.

DUE DATE 

If the selected TERMS ID has the User-Defined box checked, then this field will be enabled, allowing the user to enter their own Due Date. Otherwise, this field consists of the INVOICE DATE plus the NUMBER OF DAYS TO PAY selected with the Terms ID.

A/P ACCOUNT # 

Enter the Accounts Payable G/L account number here. The default value is the DEFAULT A/P ACCOUNT field you specify in Setup Global Options. Most businesses will stick with the default. However, this field allows you to maintain separate A/P journals for different parts of your business, if necessary.

EMPLOYEE ID 

Enter the employee responsible for this expense. You may wish to set up a HOUSE ID to cover expenses not applicable to any one employee.

REFERENCE # 

This is a user defined field. Use this field to track jobs across multiple invoices, or between customer invoices and AP. The job # from sales orders is entered automatically for you if this is an entry posted over from a customer invoice. The job number is posted to G/L entries to allow you to track job costs in that module.

ORDER ID 

This field will contain the sales order ID for any Vendor Bill automatically generated when a Sales Order was invoiced. This not only allows you to cross-reference automatic sales invoices to allow you to cross-reference sales and their costs.

 You can also add additional costs to a sales order, simply by adding or changing a Vendor Invoice which has the Sales Order ID to which you wish to link! Even if new bills come in after you invoiced your customer, these costs will correctly update the profitability of the sales order!

PURCHASE ORDER 

This field will contain the purchase order number for any Vendor Bill automatically generated with a purchase order, either when an Distributor Purchase Order was received or completed in the Vendor P.O.s browse or when a sales order was invoiced.

INVOICE NOTES TAB

Enter any special comments or notes about this invoice for future reference here.

ADDRESS TAB

If this is one of your regular Vendors, the address information appears here as entered in the Vendor Master. In that case, these fields will all be read only. This is a good double-check for making sure you’ve selected the correct vendor.

If this is a One Time Vendor, you must enter the Vendor’s Name and Address here.

 One Time Vendors can be converted to a regular Vendor under the Name tab of the Bills Browse.