PAYABLES POST

 

 

 

 

DESCRIPTION:  Payables Post is used to enter invoice information into Pro Fund Accounting.

 

 

 

To access:  Click on the Payables  module then click the Payables Post menu item.   

 

The Open Journal window will appear first:

 

 

 

Enter the Effective Date (defaults to today's date) which is the date the information in this journal will be entered for your invoices.  The Source Of Entry will default to AP.  The Journal Number will be automatically entered by Pro Fund Accounting.  Click the OK button. 

 

The New Invoice window will appear next:

 

 

 

On this window, you can select a vendor by Code or by Name by clicking the appropriate option.  Enter the Vendor Code by using the drop down list.  There are two buttons to the right of the Enter Vendor Code field.  The first one will show this vendor's information from the Vendors menu item.  The second one will show a report that has all the transactions made to this vendor.  If you need to set up a NEW vendor, click on the Program Maintenance button  and enter the appropriate information.  When entering information into the fields, you can click in each field or you can press the TAB key on the keyboard to go to the next field.  Enter the Invoice Date or use the Calendar button to enter the Date.  This Invoice Date is the date that is printed at the top of the invoice, which should not be confused with the Effective Date of the Journal.  Entering the proper Invoice Date is important as this is the date that Pro Fund Accounting uses to determine any Purchase Discounts.  Enter the Invoice Number that is printed on the invoice.  If there is not an invoice number, click the button to the right and it will retrieve the LAST invoice number that was posted in Pro Fund Accounting for this vendor.  Change this invoice number before clicking OK.  This is important because the invoice number is used to determine if there is a duplicate invoice entered.  If you have not checked the box Enable duplicate invoice check in the System Tab of the Settings  and you enter an invoice number that has already been issued to you by this vendor, you will NOT be notified that the invoice already exists.  If you want to turn this feature on, click on the Settings button and check the box next to Enable duplicate invoice check.  Click the Done button to Save the change.  On the New Invoice window, click OK.

 

The Payables Post window will appear:

 

 

 

Pro Fund Accounting will be asking for the Invoice Amount; enter this amount.  Depending on the System options, you may need to enter the Purchase Order Number (P.O. #).  To set up your Purchase Order options, click on the Settings  button, select the System Tab, click the Use purchase orders box, then click the Done button.  Next, enter the Description for this invoice.  This description will be used on reports when invoices are to be shown.  Optionally, enter in the Memo field any pertinent information about this invoice you wish to retain.  The Memo field is optional, but if information is entered here, it will be printed on the check stub when the invoice is paid if the Print memo on accounts payable checks box is checked in the Settings  under the System Tab.  The bottom of the window contains information about the Discount Terms that are specified for this vendor from the Accounting Tab in the Vendors menu item.  The terms can be modified or to specify new terms for the invoice by changing either the percent or the amount.

 

Once this part has all of its information filled out, click on the Distribution Tab or the Distribution button next to the Description.  The Distribution Tab will look like the following:

 

 

 

Please note:  There are two sets of "buttons" on this screen – an outer set and an inner set. The outer set relates to the invoice; the inner set relates to the distribution of the invoice. During distribution posting, you must use the inside set of buttons to add new transactions.

To add a new distribution for an invoice, click the New button and enter the Account Number by using the drop down list.  Click in the fields Qty (Quantity), Amount, and a Description for this individual distribution.  This description will be shown in the reports when looking at a detail of invoices for a specific vendor.  Do NOT fill in the grid; that is for display purposes only.  Fill in the fields.  If the Quantity is greater than 1, enter the unit price of the item you are posting.

 

Pro Fund Accounting allows you to enter invoices that have to be split between multiple Account Numbers, even if those Account Numbers are also in separate funds.  Pro Fund Accounting will put the fund accounting offsets for each of the funds that may be specified in the distributions.  You will notice this as you enter additional distributions - the Amount field will automatically show the current balance due from the invoice amount.  The button next to the Amount field will always put the remainder of the invoice in the Amount.  You can enter multiple invoices in the same journal by clicking the New button and repeating the process.  When you are finished, click the inner Save button.  Repeat this process until your total invoice has been distributed.  If you have not fully distributed the invoice or have too much money being accounted for in the distribution items, a message window will appear saying that the invoice cannot be saved because the distribution is not in balance.  If this happens, check the line items distributed and correct any errors using the inner Edit button, or add additional distributions to bring the invoice into balance.  Click on the Invoice Tab, then click the Save button.  Continue posting all your invoices until you are done.  In the top part of the window, click the Commit button and Enter a Journal Description.  Click OK.  A success message window will appear.  Click OK.

 

To make a correction to an invoice or Add/Delete an invoice to an existing journal for invoices that have NOT BEEN PAID, open the journal.  To Add an invoice, click the New button and proceed as instructed above.  To Delete one invoice, click on the appropriate line item for that invoice, then click the Delete Ind button.  A confirmation window will appear asking, Are you sure you wish to remove this invoice from this post session?  Click Yes to Delete the invoice, or No to cancel the Delete.  If you want to Delete ALL of the invoices in the journal, click the Delete All button.  A confirmation window will appear.  Click Yes to Delete all of them, or click No to cancel the transaction.  If you want to Edit an invoice, locate the correct line item, then click the Edit button.  Make the necessary changes, then click the Save button.  NOTE:  If you change the Amount of the invoice, you will also need to change the distribution amounts of the invoice to match.  After all revisions are made, click the Commit button.  REMEMBER:  YOU CAN ONLY ADD/MODIFY/DELETE ON A JOURNAL THAT HAS NOT HAD ITS INVOICES PAID ALREADY.  If you try to modify a journal that has invoices already paid, an error message window will appear indicating this.  Click OK.

 

Click on the Done button or the X in the upper right corner of the window to close the window.

 

 

SPECIAL FUNCTION BUTTONS

 

We have programmed special function buttons to aid you in locating, setting up, and entering account numbers.  Each button is explained below.