This data entry screen sets up the fields which are used in processing accounts payable, purchase orders and vendor requests for quotes. Here is where you enter the starting P.O. numbers and also supplementary messages which can be printed on your purchase orders and RFQs. These can be overridden at print time, but remain in the system, as the default for each run.
Aging Periods
In Simple Accounting there are six user-definable aging periods. These four fields define the length of each of these periods as described below based on the number of days an invoice would be considered past due.
| The FIRST AGING PERIOD | always refers to Current Invoices; invoices which are not past their due date. This due date is defined by the terms ID of that invoice. |
| The 2ND AGING PERIOD | includes invoices which are no longer current, but which are past due a number of days less than the number indicated in the 3RD AGING PERIOD. |
| The 3RD AGING PERIOD | includes invoices which are past due a number of days equal to or greater than the 2ND AGING PERIOD but which are past due less than the number indicated in the 4TH AGING PERIOD. |
| The 4TH AGING PERIOD | includes invoices which are past due a number of days equal to or greater than the 4TH AGING PERIOD and which are past due less than the number indicated in 5TH AGING PERIOD. |
| The 5TH AGING PERIOD | includes invoices which are past due a number of days equal to or greater than the 5TH AGING PERIOD and which are past due less than the number indicated in 6TH AGING PERIOD. |
| The SIXTH AGING PERIOD | includes invoices which are past due a number of days equal to or greater than the 6TH AGING PERIOD.
Assuming that your terms are Net 30 days. If the age of open invoices, in days, are: 0-29 30-59 60-89 90-119 120-149 150+ PRD 3 PRD 4 PRD 5 PRD 6 N/A N/A 30 60 90 120 |
Fields
| Next Purchase Order | Enter the next vendor purchase order number to be generated. |
| Default P.O. FOOTER MESSAGE | Enter a message to appear at the bottom of all vendor purchase orders |
| DEFAULT RFQ FOOTER MESSAGE | Enter a message to appear at the bottom of all RFQs. |
| Inventory CoGS Calculation Method | This determines how the cost of goods sold on inventoried items will be calculated. Valid choices are:
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| AUTOMATICALLY POST TO/FROM STOCK PURCHASE ORDERS | If checked, when you receive or complete a Vendor Purchase Order, Simple Accounting will automatically attempt to post the appropriate A/P entries in the A/P Bills Browse. Also, whenever you edit an entry in the A/P Bills browse which is linked to a Purchase Order, any changes you make will automatically update the Purchase Order from which it originated. |
| AUTOMATICALLY POST TO/FROM SALES ORDERS (Sales) (Freight) (Art) |
These three check boxes determine whether or not the two way posting will automatically occur between sales orders and accounts payable. If you check these boxes (the default), then a sales order will automatically create the appropriate A/P entries in the A/P Bills Browse. Also, whenever you edit an entry in the A/P Bills browse which is linked to a sales order, any changes you make will automatically update the sales order from which it originated. Leave these fields unchecked only if you do not want sales to automatically post to A/P such as when you are first setting up customer or vendor balances and do not want the initial entries to post to A/P or the G/L. The second and third check boxes control whether or not freight and art charges are automatically converted into A/P bills along with sales. You can disable one or both of these if your business is not usually billed for freight or artwork on sales orders. |
| ALLOW A/P TO POST FROM MULTIPLE SALES ORDERS | Normally, you can only post line items from one sales order to a vendor invoice. Check this box to allow lines from multiple sales orders to post to a single Vendor Invoice number. This is very useful in cases such as freight where you are entering multiple jobs costed to a single freight carriers bill.
Enabling this field creates the potential of double posting, ie. two data entry people could possibly enter the same cost twice. Simple Accounting has no way of knowing whether or not you mean to doing so. Be careful! |
| ALLOW A/P TO UPDATE COSTS BACK TO SALES ORDERS? | By default, SAFE automatically updates the cost of sales orders referenced by an bill with a linked Sales Order ID in A/P. Unchecking this box disables this function. |
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