Receipt of Invoice Entry - Fields

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Receipt of Invoice Entry

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Receipt Number

Enter the receipt number representing the receipt to add or maintain, or click the Lookup button to list all receipt numbers. Click the Next Number button to automatically increment the receipt number for a new receipt of invoice.

The receipt number is used as a reference on all reports and registers.

Click the Memo button next to the navigation buttons to view, create, or maintain memos for this transaction. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for this task, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.

Note Memos created in this task are accessible only in Receipt of Invoice Entry.

 

Batch No.

If batch processing is enabled, this field displays the current batch number and can only be viewed. This field is available only if the Enable check box is selected for batch processing in the module's Options window. For more information, see Batch Entry.

Click the Batch Number button to select a batch number from the list or to create a new batch number. Click the Transfer Document button to transfer the current document to a different batch.

1. Header

 

Purchase Order Number

Enter the purchase order number representing the purchase order against which this receipt information will be applied, or click the Lookup button to list all purchase order numbers.

You can enter multiple invoices against the same purchase order, and you can select multiple purchase orders for the same invoice. After selecting the first purchase order, click the Apply Purchase Orders button to select additional orders. The Apply Purchase Orders to Invoice window opens, and you can select the orders. Additional orders can be applied if the values in the following fields match those in the first order selected:

  • Terms code
  • Sales tax schedule for purchase order
  • Sales tax schedule for purchase address
  • Shipping code (entered in Ship Via field)

When more than one purchase order has been selected, "Multiple" appears in this field, and you can view the order number for each line on the Lines tab.

Click the Memo button to view, create, or maintain memos. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for this task, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.

 

Invoice Number

Enter an invoice number to enter receipt and invoice information simultaneously.

 

Invoice Date

Enter the invoice date, or click the Calendar button to select a date from the calendar.

 

Vendor No.

This field displays the vendor on the purchase order entered in the Purchase Order Number field and can only be viewed.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Click the Memo button next to this field or next to the Vendor button to view, create, or maintain memos for this vendor. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for this task, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.

 

Order Type

This field displays the order type of the purchase order selected in the Purchase Order Number field and can only be viewed.

 

Order Status

This field displays the order status of the purchase order number selected in the Purchase Order Number field and can only be viewed.

 

Required Date

Enter the required delivery date for this order, or click the Calendar button to select a date from the calendar.

 

1099 Form

Select the 1099 Form type for the vendor and invoice. This field is available only if the 1099 Reporting check box is selected in Accounts Payable Options, and Business or Individual is selected at the 1099 Form Vendor Type field in Vendor Maintenance.

 

1099 Box

Enter the number corresponding to the box on the 1099 Form where the accumulated year-to-date 1099 payments for this vendor are printed. The available numbers change depending on the form selected in the 1099 Form field.

This field is available only if the 1099 Reporting check box is selected in Accounts Payable Options, and Business or Individual is selected at the 1099 Form Vendor Type field in Vendor Maintenance.

 

Schedule

Enter the tax schedule for the order, or click the Lookup button to list all tax schedules. This field defaults from the purchase order. This field is available only if the Sales Tax Reporting check box is selected in Accounts Payable Options. This field is not available for Material Requisition order types.

Enter a new tax schedule code to add a tax schedule using Sales Tax Schedule Maintenance (On the Fly).

 

Use Tax

Select this check box to default new line items to calculate use tax. If this check box is selected, the invoice amount does not include sales tax. The sales tax amounts are calculated based on the tax schedule and tax class, but are recorded as use tax. This field is available only if the Sales Tax Reporting check box is selected in Accounts Payable Options.

 

Purchase Address

Enter a purchase address code to automatically enter an alternate address for the current vendor, or click the Lookup button to list all purchase address codes. The purchase address code defaults from the purchase order.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Enter a new purchase address code to add an address code using Purchase Address Maintenance (On the Fly).

 

Ship-To Address

Enter a ship-to address code, or click the Lookup button to list all ship-to address codes.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Enter a new ship-to address code to add a ship-to address using Ship-To Address Maintenance (On the Fly).

 

Terms Code

Enter a terms code, or click the Lookup button to list all terms codes.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Enter a new terms code to add terms using Terms Code Maintenance (On the Fly).

 

Ship Via

Enter a shipping code, or click the Lookup button to list all shipping codes. If the Sales Order module is installed, enter a shipping code from Shipping Rate Maintenance.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

 

FOB

Enter the FOB (freight on board) location. The FOB location indicates the location this order is placed on board a freight carrier at no charge to the vendor.

 

Warehouse

Enter a warehouse code, or click the Lookup button to list all warehouse codes. If you enter a ship-to address for which a default warehouse is defined in Ship-To Address Maintenance, the ship-to warehouse appears in this field.  

The default warehouse can be changed.

This field is available only if the Inventory Management module is integrated with Purchase Order and the Require Multiple Warehouses check box is selected in Inventory Management Options.

 

Confirm To

Enter the name of the person the vendor should contact regarding orders for the current ship-to address.

 

E-mail

Enter the e-mail address of the person to contact regarding receipt of invoices for the current ship-to address. This field displays the e-mail address defined for the primary purchase address entered in the Purchase Address field. If there is no primary purchase e-mail address, this field displays the e-mail address of the vendor selected for all order types except Material Requisition. Click the E-mail button to compose a new e-mail message to the address entered in this field. The e-mail address entered defaults to the To section of the e-mail.

 

Telephone

This field displays the vendor's telephone number and can only be viewed. This field displays the telephone number defined for the primary purchase address entered in the Purchase Address field. If there is no primary purchase telephone number, this field displays the telephone number of the vendor selected.

 

Ext

This field displays the vendor's telephone extension and can only be viewed. This field displays the telephone extension defined for the primary purchase address entered in the Purchase Address field. If there is no primary purchase telephone extension, this field displays the telephone extension of the vendor selected.

 

Comment

Enter a comment relating to this order.

 

2. Address

 

Vendor No.

This field displays the vendor number for the order and can only be viewed.

 

Location (Purchase Address)

Enter a purchase address location code to enter an alternate address for the current vendor, or click the Lookup button to list all purchase address codes for the vendor.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Enter a new purchase address code to add a purchase address using Purchase Address Maintenance (On the Fly).

 

Name (Purchase Address)

Enter the vendor's name.

 

Country (Purchase Address)

Enter the vendor's country code, or click the Lookup button to list all country codes.

A country code is needed to ensure that the correct city and state or province are entered based on the ZIP or postal code.

Enter a new country code to add it using Country Code Maintenance (On the Fly).

 

Address (Purchase Address)

Enter the vendor's address.

 

ZIP/Postal Code (Purchase Address)

Enter the vendor's ZIP or postal code.

Enter a new ZIP or postal code to add it using ZIP or postal code Maintenance (On the Fly).

 

City (Purchase Address)

Enter the vendor's city.

 

State/Province (Purchase Address)

Enter the vendor's state or province abbreviation.

 

Telephone

This field displays the vendor's phone number and can only be viewed.

 

Ext

This field displays the vendor's extension appears and can only be viewed.

 

Fax

This field displays the vendor's fax number and can only be viewed.

 

Ship To (Ship-To Address)

Enter a location code to automatically enter the corresponding shipping address, or click the Lookup button to list all location codes.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Enter a new ship-to address code to add ship-to addresses using Ship-To Address Maintenance (On the Fly).

 

Name (Ship-To Address)

Enter the ship-to name.

 

Country (Ship-To Address)

Enter the country code, or click the Lookup button to list all country codes.

A country code is needed to ensure that the correct city and state or province are entered based on the ZIP or postal code.

Enter a new country code to add country codes using Country Code Maintenance (On the Fly).

 

Address (Ship-To Address)

Enter the ship-to address in the lines provided.

 

ZIP/Postal Code (Ship-To Address)

Enter the ship-to ZIP or postal code.

Enter a new ZIP or postal code to add it using ZIP Code Maintenance (On the Fly).

 

City (Ship-To Address)

Enter the ship-to city.

 

State/Province (Ship-To Address)

Enter the ship-to state or province abbreviation.

 

3. Lines

 

Grid Button Bar

The buttons located above the primary grid allow you to select items, view history and item information, and enter extended item descriptions.

For more information, see:

Item Quantity Inquiry

Vendor Price Level Lookup

Reorder Data

Item Status

Item Maintenance

Item Memo

Receipts for Purchase Orders Linked to Work Tickets

 

Quick Row

This field displays the number of the selected row in the primary grid. Additional fields for the selected row appear in the secondary grid. Enter a row number to view or edit information for a different row, or click the Find Row button to search for a row in the Search Grid window.

 

Line Number

This field displays the line number in the grid and can only be viewed. The line number appears red for lines that are new or modified. After the Accept button is clicked, the line number changes from red to black.

 

Item Code

Enter an item code identifying the line item. Click the Lookup button to list all inventory item codes. Click the Alias Item button to display all alias item codes.

Alternately, start typing an item description to locate an item. As you type, a list of records matching your entry appears. You can then select an item from the list, and the item code will appear in the field.

  • Right-click and select Item Maintenance to view item information.

  • At the Item Quantity Inquiry button, click the drop-down arrow and select Vendor Price Level Lookup to look up price levels for the current vendor for the selected inventory item.

To view the Comments List, type /C and press F2. To view the Miscellaneous Item List, type /M and press F2. To view comments and miscellaneous items, type a slash ( / ) and press F2.

  • If the Inactive Item check box is selected for an item in Item Maintenance, the inactive item code cannot be entered in this field when adding a new line. Inactive items will appear in the Item List window when you click the Lookup button. To help distinguish which items are inactive, you can create a custom lookup view and add the InactiveItem field. For more information, see Create a Lookup View.

  • If you enter an active kit with inactive components, the components will be treated as active. If you are creating a receipt from a purchase order with items that are now inactive, the existing inactive items will be allowed; however, you cannot add new lines with inactive items.

Enter a new item code to add an item using Alias Item Number Maintenance (On the Fly) or Item Maintenance (On the Fly). These tasks can be accessed only with the appropriate security setup; some nonessential fields are omitted to speed data entry. You can access Alias Item Number Maintenance or Item Maintenance at a later time to enter additional information. For more information, see Add a New Inventory or Alias Item.

To invoice an inventory item as a fixed asset, enter the item code prepended with an asterisk (*) to make sure the inventory remains accurate.

If you enter an inventory item code or a miscellaneous item code, non-financial accounts cannot be entered in the G/L Account field.

If the Inventory Management module is not integrated with Purchase Order, all entries in this field are verified against the Miscellaneous Item Code field.

 

Invoiced

Enter the quantity invoiced for the item. When you have typed an invoiced quantity, the total invoice amount for the quantity invoiced is calculated and displayed.

 

Ordered

Enter the ordered quantity for this item. For inventory items, the quantity on purchase order and available in stock appears below the secondary grid.

  • If you selected an inventory item at the Item Code field, click the Item Quantity Inquiry drop down button to look up price and reorder information for the item. When you have entered an ordered quantity, the unit cost and the total purchase amount (extension) for the quantity ordered are calculated and displayed.

  • If the line item is for an existing purchase order, the original order quantity appears and can only be viewed.

The ordered quantity can be overridden only with the appropriate security setup.

For asset items, the number of assets created reflects the quantity of the line items received.

Expand/Collapse item Example

If the purchase order line reflects five chairs, then five assets are created. If the line reflects 2.5 lbs of a material (the quantity as a fraction), then one asset is created when 2.5 lbs are received and invoiced. The asset can be created only if the quantity invoiced equals the quantity ordered.

 

Unit Cost

Enter the unit cost for the item. If a new unit cost is entered, the extended invoice amount is recalculated.

You must have the appropriate security setup to increase the unit cost when you're recording the receipt of an invoice for a purchase order.

 

Extension

Enter the total cost amount for the item. The total cost amount is calculated by multiplying the quantity invoiced by the unit cost. If the value that appears is changed, the unit cost is adjusted accordingly.

If you entered a miscellaneous charge code at the Item Code field, type a miscellaneous charge amount.

 

Comment

Enter a comment for this line.

Press CTRL+ENTER to add a new line of text in the Comment field.

 

Description

Enter the description for this item. The description entered is printed on the current receipt of invoice.

Click the Extended Item Description button to view and maintain extended item descriptions in Item Text Maintenance.

  • If there is no extended description entered for an item, the Extended Item Description button appears blue.

  • If an extended description is entered for the line item, the Extended Item Description button appears yellow.

 

Warehouse

Enter a warehouse code, or click the Lookup button to list all warehouse codes. This field is not available if you selected a miscellaneous item code in the Item Code field.

  • If no default item warehouse is defined, this field displays the warehouse code entered in the Warehouse field on the Header tab.

This field is available only for inventory items, if Inventory Management is integrated with Purchase Order, and if the Require Multiple Warehouses check box is selected in Inventory Management Options.

 

Unit of Measure

Enter the unit of measure for the item code, or click the Lookup button to list all units of measure. The unit of measure entered for an inventory item must be convertible to the item's standard unit of measure as established in Unit of Measure Conversion Maintenance.

This field is available only for inventory items.

 

Qty Received

This field displays the quantity of the item received in Receipt of Goods Entry and can only be viewed.

 

Job Number

Enter a job number to distribute the cost associated with the line item to a specific job, or click the Lookup button to list all job numbers. If the Define Job Statuses Allowed in Entry check box is selected in Job Cost Options, the system checks to see if the status of the job number entered is allowed in Job Status Maintenance.

If you enter a job number with a status that is not allowed, a message dialog box appears. If the appropriate security is set up in Role Maintenance, you can click Yes to enter the job number. If the appropriate security is not set up, you can click Yes to override security with a logon ID and password. In both cases, if you click No, the job number is removed from this field. If this field previously displayed a job number with a valid status, that number will reappear in this field.

This field is available only if the Job Cost module is integrated with Purchase Order.

 

Work Order

Enter the work order number representing the released work order to which you want to distribute the cost associated with the line item, or click the Lookup button to list all work order numbers. This field is available only if the Work Order module is integrated with Purchase Order.

 

Cost Code

Enter the cost code to use for recording the cost of the line item, or click the Lookup button to list all cost codes. Right-click this field and select Active Cost Code to view only the active cost codes on file for the job number entered in the Job Number field. This field is available only if the Job Cost module is integrated with Purchase Order, and if a job number is entered in the Job Number field.

 

Cost Type

Enter a cost type to specify the cost type to use to record the cost of the line item. If the cost code entered is only valid for a single cost type, that cost type appears automatically. This field is available only if the Job Cost module is integrated with Purchase Order, and if a job number and cost code were entered.

 

Required Date

Enter the required delivery date for this order. The required date defaults from the Header tab.

 

Original Unit Cost

This field displays the original unit cost entered on the purchase order and can only be viewed. The amount displayed at this field defaults to the current unit cost when entering new line items.

 

Tax Class

Enter the tax class for this purchase order, or click the Lookup button to list all tax classes. The tax class defaults from the purchase order. If you enter an item that is not on the original purchase order, then the tax class defaults from the Inventory file, but it can be changed. If the tax class is taxable, selecting the Use Tax check box recalculates use tax, regardless of the exemption numbers for the vendor. This field is available only if the Sales Tax Reporting check box is selected in Accounts Payable Options.

 

Use Tax

Select this check box to calculate use tax for the item code selected. The value that appears in this field is defaulted from the purchase order or from the Header tab, but it can be changed on a line-by-line basis. If the tax class is taxable, selecting the Use Tax check box recalculates use tax, regardless of the exemption numbers for the vendor. This field is available only if the Sales Tax Reporting check box is selected in Accounts Payable Options.

 

Extended Desc

This check box appears selected if the item has an extended description and can only be viewed.

 

Alias Item

This field displays the alias item code for the item code selected and can only be viewed.

 

G/L Account

Enter the general ledger inventory, work in process, or expense account number for posting the item entered, or click the Lookup button to list all general ledger accounts. Depending on the type of item entered in the Item Code field, this field defaults to the general ledger account set up in Product Line Maintenance (for inventory items), Miscellaneous Item Maintenance (for miscellaneous items), or Purchase Order Options (for expense and special items). The account can also default from Job Type Maintenance or Cost Code Maintenance if a job number is entered, and from Operation Code Maintenance if a work order number is entered.

  • Nonfinancial accounts cannot be entered in this field. For inventory items, this account can be overridden only with the appropriate security setup.

  • If you are receiving an asset item, enter an asset account set up in Asset Account Maintenance. An asset account must be entered to create assets in Sage Fixed Assets based on the item.

  • For special items, accept the default special item cost account number entered in Purchase Order Options, or enter the inventory or work-in-process account number that the special item is charged. For miscellaneous charges, enter the general ledger expense or work in process account number to post for the charge.

  • If the account number is longer than the field, use the left and right arrow keys to view the entire account number.

Accounts can be created in this field if the appropriate settings are defined in the Auto Create when all Segments are Valid field in General Ledger Options.

Note Sage Fixed Assets refers to the fixed assets product used with Sage 100.

 

Item Type

This field displays the item type of the item selected and can only be viewed. Inventory item types can be accessed and maintained in Item Maintenance.

 

Weight Ref

Enter the weight reference assigned to the inventory item. This field is available only if an inventory item is selected in the Item Code field. The information in this field defaults from the Weight field in Item Maintenance.

Weight

Enter the weight of the inventory item to calculate freight allocation. This field is available only if an inventory item is selected in the Item Code field. The information in this field defaults from the Weight field in Item Maintenance.

Expand/Collapse item Entry Sample

 

Weight field
(Item Maintenance)

Weight field
(Data Entry)

Weight Reference field
(Data Entry)

1.23456789

1.2346

1.23456789

1 lbs.  

.0000

1 lbs.
Pounds
.0000
Pounds
2
2.0000
2

 

Product Line

This field displays the product line of the item selected and can only be viewed. This field is available only if the Inventory Management module is integrated with Purchase Order.

 

Product Type

This field displays the product type of the item selected and can only be viewed. This field is available only if the Inventory Management module is integrated with Purchase Order.

 

Costing

This field displays the cost description of the item selected and can only be viewed. This field is available only if the Inventory Management module is integrated with Purchase Order.

Sales Order No.

This field displays the sales order number and can only be viewed. This field is available only if the Sales Order module is set up.

 

Customer PO No.

This field displays the customer purchase order number and can only be viewed. This field is available only if the Sales Order module is set up.

 

Work Ticket No.

This field displays the work ticket number and can only be viewed.

This field appears if the Production Management module is integrated with Purchase Order.

 

W/T Desc

This field displays the work ticket description and can only be viewed.

This field appears if the Production Management module is integrated with Purchase Order.

 

Step No.

This field displays the work ticket step number and can only be viewed.

This field appears if the Production Management module is integrated with Purchase Order.

 

Step Desc

This field displays the work ticket step description and can only be viewed.

This field appears if the Production Management module is integrated with Purchase Order.

 

Asset Template

Select the asset template to use to create assets in Sage Fixed Assets. Asset templates are set up in Sage Fixed Assets and allow you to predefine values for new assets to be created. Assets are created when the order is invoiced.

Note Sage Fixed Assets refers to the fixed assets product used with Sage 100.

Assets can be created from the purchase order items only if an asset template is selected in this field. If the Require Template to Create Assets from A/P and P/O check box is selected in Fixed Assets Options, you must select a template to complete the purchase order entry.

To make sure the latest templates are available in this field, you can refresh asset templates. For more information, see Refresh Asset Templates.

This field is available only under the following conditions:

  • The Fixed Assets module is integrated with Purchase Order.

  • An asset account is entered in the G/L Account field. Asset accounts are set up in Asset Account Maintenance.

  • The Job Number or Work Ticket field is not entered for the line.

  • You have the appropriate security setup.

For more information on asset templates, refer to the Sage Fixed Assets Help system.

The number of assets created reflects the quantity of the line items ordered.

Expand/Collapse item Example

If the purchase order line reflects five chairs, then five assets are created. If the line reflects 2.5 lbs of a material (the quantity as a fraction), then one asset is created when 2.5 lbs are received and invoiced. The asset can be created only if the quantity invoiced equals the quantity ordered.

 

Work Order

Enter the work order number representing the released work order to which you want to distribute the cost associated with the line item, or click the Lookup button to list all work order numbers.

This field is available only if the Work Order module is integrated with Purchase Order.

This field is not available if Drop Ship is selected in the Order Type field.

 

Step

Enter the step number against which you want to distribute the cost associated with the line item, or click the Lookup button to list all step numbers for the current work order. This field is available only if the Work Order module is integrated with Purchase Order and if a work order number is entered.

 

Trans Type

Select a transaction type to use to record the cost of the line item. This field is available only if the Work Order module is integrated with Purchase Order and if you entered a work order number.

 

Total Amount

This field displays the total amount for this order and can only be viewed.

 

PO Number

This field displays the purchase order number and can only be viewed. This field is available only if multiple purchase orders have been applied to this invoice. If only one purchase order has been applied, you can view the order number on the Header tab.

 

4. Totals

 

Purchase Order Number

This field displays the purchase order number entered and can only be viewed.

If more than one purchase order has been applied to the invoice, "Multiple" appears in this field. To view a list of applied purchase orders, click the Apply Purchase Orders button on the Header tab.

 

Hold Payment

Select this check box to exclude the invoice from the Accounts Payable automatic payment selection process prior to check printing. Clear this check box to include the invoice in the automatic payment selection process.

If one or more of the purchase orders applied to the invoice are on hold, this check box is automatically selected.

 

Vendor No.

This field displays the vendor number entered and can only be viewed.

 

Invoice Number

This field displays the invoice number entered and can only be viewed.

 

Taxable Purchases

This field displays the total of all line items received that are taxable and can only be viewed.

 

Nontaxable Purchases

This field displays the total of all line items received that are nontaxable and can only be viewed.

 

Freight Amount

Enter the appropriate freight amount for the items received or invoiced. Freight costs are posted to jobs for inventory item lines that have landed costs. If a value appears in this field, the value defaults from the Freight Amount field in Purchase Order Entry and can be changed.

 

Sales Tax Amount

This field displays the total sales tax for the order and can only be viewed. The sales tax amount is calculated by multiplying the amount in the Taxable Purchases field by the total tax rate for the state, county, and/or local codes that apply to this receipt of goods. To modify the sales tax amount displayed, click Tax Detail and enter the new sales tax amount in the Tax Amount field in the Tax Detail window.

The sales tax amount is calculated based on the following conditions:

  • The selection made in the Allow Entry of Sales Tax and Freight Without an Invoice check box in Purchase Order Options.

Note If the Sales Tax Reporting check box is cleared in Accounts Payable Options, sales tax is not calculated.

 

Invoice Total

This field displays the total of all line items invoiced, freight amounts, and tax amounts when all field entries are complete. This field can only be viewed.

 

Prepayment Available

This field displays the prepayment amount available and can only be viewed. If there are multiple purchase orders applied to this invoice and more than one includes a prepayment, this field displays the total amount. Click the Prepayments from Applied Purchase Orders button to view a list of the applied orders and the prepayment amounts for each one.

For more information, see Process Deposits Paid to Vendors.

 

Prepayment Applied

Enter the prepaid amount to apply against the invoice. For more information, see Process Deposits Paid to Vendors.

 

Prepaid Check Number

Enter the check number for the prepaid amount. This field is available only if an amount is entered in the Prepayment Applied field. For more information, see Process Deposits Paid to Vendors.

 

COD Number

Enter the COD number for the invoice. For more information, see Process COD Payments.

 

Less COD Amount

Enter the COD amount to apply to the invoice. This field is available only if an amount is entered in the COD Number field. For more information, see Process COD Payments.

 

COD Check Number

Enter the check number for the COD amount. This field is available only if an amount is entered in the Less COD Amount field. For more information, see Process COD Payments.

 

Bank Code

Enter a bank code, or click the Lookup button to list all bank codes. The bank code is used for posting the COD payment to the cash account in the General Ledger module and to record the check information to the Accounts Payable and Bank Reconciliation files. This field is available only if a COD number was entered in the COD Number field.

 

Invoice Balance

This field displays the invoice balance of the receipt and can only be viewed. The invoice balance is calculated by subtracting the amounts in the Prepayment Applied and the Less COD Amount fields from the Invoice Total field.

 

Invoice Due Date

Enter an invoice due date, or click the Calendar button to select a date from the calendar. The invoice due date is based on the terms code information entered for the current vendor.

 

Discount Date

Enter a discount date, or click the Calendar button to select a date from the calendar. The discount date is based on the terms code information entered for the current vendor.

 

Discount Amount

Enter a discount amount. The discount amount is based on the terms code information entered for the current vendor.

 

Prepaid Freight

Enter the amount of prepaid freight allocated to the cost of received inventory items. This amount does not affect the invoice totals. The prepaid freight amount added to the freight amount is allocated to the cost of each inventory item based on the cost, quantity, or weight of each item.

This field is available only if the Inventory Management module is integrated with Purchase Order, and an option other than None is selected in the Allocate Freight on a Line Item Basis field in Purchase Order Options.