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Introduction Whenever a vendor invoices you, that bill must be entered into the Bills table for a cheque to be issued. This section shows you how to enter a bill and lets you know what all the buttons do; however, since they do not show up on the Purchase Orders form, some fields need some explanation. The Fields The bill 3 of 6 is a guide. If you enter two bills against a PO then delete the first one before you print the bill register, then the second bill will show up as bill 2 of 2 even though you deleted the first. If you delete the second one only then it will say bill 1 of 1. While most of these fields appear on the Purchase Orders screen, below is a description of a few other fields:
Entering a bill is similar to entering a purchase order. In fact, if purchase orders are required, then entering bills is quite easy since most of the work is already done. All you have to do is select the purchase orders number and many of the fields will be automatically entered for you. If the quantities and prices have not changed, then you may only have to enter the bill reference and description. If you do not enter purchase orders, then you must start by selecting a vendor.
Once again there are some defaults that are entered for you as soon as you open the form. These are PO Status, Bill Status, Billed date, Ordered date, Due date, Tax code and Rebate code. Some of these can be changed after you select the vendor. When you get to the Reference field, you may not be able to leave until you enter the vendor's invoice number. Putting a check in the box beside Unique Bill reference in the Setup Wizard will determine if the reference is required. If it is like a phone bill that does not have an invoice number, just enter the date like 20090619 to make sure you are using a unique value. Finally, make sure to enter the Bill Amount near the top right. The detail section of the bill needs more information. All you really need to do though is select the account and the This Bill amount and the rest will be calculated for you. The Expense is calculated as This Bill amount less the Rebate amount. Calculating tax on individual items may result in the total tax on this form not being equal to the total tax showing on the bill. Simply change one of the GST amounts if this occurs.
Budget field: Shows the budget amount of the account in the current detail record when visible. At the end of this box is a Show Budget Check box. Clicking this check box toggles between making the Budget field data visible and invisible. Paid By field: Shows the cheque or credit card used to pay this bill. Accept: Click this button when you are done entering a bill and want to save it. When you are browsing previously entered bills, the Accept button will read New instead. Both will save any changes to the current bill before sending you to a blank Add New Bills form. Cheque: This button will save the bill then show you one of two screens. Which screen will appear depends on how many bills have been entered for the currently showing vendor.
On the other hand, if the vendor has more than one bill waiting to be paid, then the screen below will appear.
With this form, you get to choose which bills to pay with this quick cheque. You also have the chance to enter in the Signature Diskette password, but the same 3 criteria as above must be met for electronic
signatures to be available. The only thing that is missing from this
Credit crd: Indicating that a bill has been paid by a credit card
is easy. Really, this is a toggle button. If more than one credit card exists in the system, then the screen on the left will appear allowing you to choose a credit card number from the list. In case you clicked the Credit crd button by accident and Credit card information now shows in the Paid by box, not all is lost. Just click it again. Upon the next click of this button, if there is credit card information in the Paid by box, then it will just be toggled off. Delete: Click this to delete the current bill. You cannot delete a bill once a cheque has been issued except by using the Voiding Cheques form.
Register: Clicking this brings up the Register selection screen. From this screen you, depending on the data, you may be able to print the bill register, the deleted bill register the credit card register and the quick/manual cheque register . Check the registers you wish to see and click the print button. When the registers are closed, you can click the Update button to commit the registers you chose.
Close: Click this button to close the form.
Use this screen to find the desired recurring bill and click the Select button. The information will be copied to the bill form with today's date ready for you to change the reference and bill amounts as needed.
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[Vendors] [POs] [Packing] [Bills] [Void Chq] [Ship To] |
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