Data Fields on the Invoice tab – Enter A/P Invoice

The data fields on the Invoice tab of 'Enter A/P Invoice' are described below.

Invoice Date

The invoice date stated on the invoice.

Hint: Press the F6 key on your keyboard to select the date from a calendar.

Posting Date

The posting date will default to the invoice date. The Posting Date is the date the liability will affect general ledger and generally, the liability should affect ledger when it was incurred. For this reason we do not recommend changing the posting date.

Invoice#

The invoice number stated on the invoice. If you are entering an invoice, bill or statement that does not have an invoice number, it will be necessary to create one.

Example: If the invoice does not have a number associated with it, we recommend using as the invoice number an abbreviation of the vendor followed by the invoice date, such as BRC030100.

Sub#

The invoice sub number, if applicable. If a sub number is not entered, the 'Sub#' will default to 0.

Example: An example of when the sub number might be used is if the vendor sends statements at the end of the month for the amount of a finance charge. The way to attach the finance charge to the original invoice would be to enter the original invoice number in the 'Invoice#' box and enter a unique sub number in the 'Sub#' box.

Note: If the invoice is going to be set up on an installment plan, the sub numbers will automatically be assigned at the time the installments are calculated; therefore, 'Sub#' should be left at 0. Refer to 'Installments' for more information.

PO#

The purchase order number the merchandise or services were ordered on. It is important to enter the purchase order number here if you are using the accounting functions of AIMsi. To view the items received on the purchase order number and to make inventory cost adjustments, refer to 'Updating the Inventory Cost' .

Terms

The payment terms on the invoice.

If the Terms was entered on the vendor account, the number will automatically appear here; however, it may be changed as necessary.

Example: If the invoice has payment terms of net 30, enter 30 as Terms.

Due Date

The date the invoice must be paid in full by.

The Due Date is automatically calculated according to the Invoice Date and Terms; however, it may be changed as necessary.

Expense

The total amount on the invoice, including any shipping charges. The Expense amount is the total before any discounts earned are subtracted.

COD

Refer to 'Invoice was Paid COD' for information on the COD portion of the 'Enter A/P Invoice' window.

Discounts

If discount terms were established on the vendor account, the Discounts box will be checked and the discount terms will automatically appear in the Discount fields that follow.

If discounts are not offered on the invoice and the Discounts box is checked, deselect the Discounts box by either LEFT clicking in the box with the mouse or by pressing the Space bar while on the 'Discounts' field.

If discounts are offered on the invoice and the Discounts box is not checked, select the Discounts box by either LEFT clicking in the box with the mouse or by pressing the Space bar while on the 'Discounts' field.

If discounts are not offered on the invoice the following Discount fields do not apply. Skip to 'Unpaid'.

Disc%

The best discount percent offered on the invoice, in decimal format.

On

The invoice amount the discount may be taken on. This amount may or may not be the amount entered in the Expense window.

Example: If the invoice is for merchandise received, the discount may only apply to the merchandise and not the freight.

Upon tabbing or entering out of the 'On' field, the discount amount will be calculated according to the discount percent and invoice amount.

By Date

The date the invoice must be paid in order to receive the discount stated.

Hint: Press the F6 key on your keyboard to select the date from a calendar.

Disc%

The next best discount percent offered on the invoice, in decimal format.

On

The invoice amount the discount may be taken on. This amount may or may not be the amount entered in the Expense window.

Upon tabbing or entering out of the 'On' field, the discount amount will be calculated according to the discount percent and invoice amount.

By Date

The date the invoice must be paid in order to receive the discount stated.

Hint: Press the F6 key on your keyboard to select the date from a calendar.

Unpaid

The invoice amount that remains to be expensed. The Unpaid amount is the amount in the Expense box and cannot be changed.

Comments

Any comments regarding the invoice may be typed in the Comments box. These comments may then be read when viewing the invoice in 'View Vendor History'.