A job related vendor invoice is entered using the Receive Vendor Invoice action in the Order Entry node. Once all pertinent data is entered, and the Total Selected matches the vendor Invoice Amount, process the accounts payable record by selecting Commands > Process.
Go through the following exercise to receive a job related vendor invoice.
Make sure that you are at the Xebra Order Entry window, and find job 1009.
We just received the invoice from Arty Johnson for the Color Separation Negatives for this job.
To enter an invoice received:
Select Actions > Receive Vendor Invoice from the menu bar.
Enter ARTY<Tab> for the Vendor.
Enter the following on the Receive Vendor Invoice screen.
Invoice Number: 34211<Tab>
Date: Y<Tab> (to put in Yesterday’s date)
Amount: 226.50<Tab>
The Receive Vendor Invoice screen now shows all the items on the job that were ordered from vendor ARTY. In this case, there is only one.
double-click on the item displayed in the list box. This opens the Item Information dialog box.
Enter Y<Tab> for the Shipped Date.
In this case, the Quantity Ordered and Shipped are the same. All we have to do is <Tab> through the Buy and Sell Quantity Shipped.
<Tab> to accept the cost of $27.00 and click the Select button. (Note how the General Ledger Reference has already been identified.)
The Invoice Amount does not equal the Total Selected amount. If we had moved to the Process Invoice Command, the software would have given us the warning “The Invoice Amount does not match the total extension for selected Line items”.
A quick look at the vendor invoice shows us that they charged us 10.50 for a Federal Express charge to send the negatives to the printer. We need to enter this charge now and add it to the invoice.
To enter an Additional Charge:
Select Commands > Additional Charge from the menu bar.
For Item enter FRT<Tab>, tab to the Cost/Lt.: data field, and enter 10.50.
In this case, we are going to recover the cost by adding a shipping charge to the customer invoice. Enter 10.50<Tab> for the Price/Lt.
Notice that the system recognized this as a freight charge and checked the þ Total as Freight box for us. It was able to recognize this because of the General Ledger Reference in the Product Category we assigned to the FRT item code. Let's take a closer look at how this works. Click on Product Category and press <F6>. F6 is a command that allows you to view the details of a record you are referencing by code, in the case the Product category FRT.
Notice the Alternate GL Sales Reference is filled in with the general ledger account 4010 Freight & Shipping Income. This product category is defined as freight because the GL Cross Reference item Freight Revenue is also defined as 4010. Similarly, the Alternate GL Purchase Reference is filled in with account 5010, which matches the GL Cross Reference account for Freight Payments.
Close the Product Category window.
Close the Additional Charge dialog box by clicking OK.
The total in the Total Selected box now matches our vendor’s invoice amount. We can now process the accounts payable record.
To process the accounts payable record:
Select Commands > Process from the menu bar.
A message box asks if you want to view the Accounts Payable Record that was just created. Normally, in processing your work, you would answer no. The Accounts Payable Record has been created automatically. Click Yes to view Accounts Payable record. Ordinarily, no changes are required. If the vendor had unusual terms or varied from the standard discount procedures, you would be able to change the Due Date, Discount Date, or Discount Amount to match the vendor invoice.
Select File > Close to return to the job.
double-click on the CSEP line item in the job list box to open the Line Item screen.
Notice that the AP Sequence number is now shown in the lower right corner of the screen.
Select File > Close to return to the job.
