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 Overview

Use this procedure to enter vendor invoice information and to distribute the invoice amount to the appropriate general ledger accounts. Enter all outstanding invoices and adjustments to previously recorded invoices.

If the Fixed Assets module is integrated with Accounts Payable and you have the appropriate security setup, you can select the asset account and template to create assets in Sage Fixed Assets based on the invoice entry.

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

 Before You Begin

• If you are setting up Accounts Payable, verify that your accounts payable and general ledger accounting records are in balance.
• Verify whether or not the Use P/O Receipt of Invoice Entry for this Vendor check box is selected for the vendor in Vendor Maintenance. If the check box is selected, entering the invoice in Receipt of Invoice Entry is the preferred method to avoid leaving a purchase order in a backorder status.
• To use an expense distribution table, the Enable Expense Distribution Tables check box must be selected in Accounts Payable Options and a table must be set up in Expense Distribution Table Maintenance.

 

To enter an Accounts Payable invoice

1. Select Accounts Payable Main menu > Invoice Data Entry.
2. Enter the vendor number and invoice number. For more information, see A/P Invoice Data Entry - Fields.
3. Enter the appropriate invoice information such as the invoice date, invoice amount, and discount amount.
4. Enter the Prepaid Invoice field to apply a prepayment to this invoice. For more information, see Prepayment Information.
5. If sales tax is calculated during data entry, enter the schedule and tax class fields.
6. To distribute the invoice amount using accounts and percentages defined in Expense Distribution Table Maintenance, select a table code in the Exp Distribution Table field.
7. If the vendor is a 1099 vendor, select the 1099 form type to use for this invoice in the Form field and select the corresponding box number in the Box field.
8. Click the Lines tab.

 If the Accounts Payable module is not integrated with Job Cost

1. In the G/L Account field, enter the general ledger account number to debit for the invoice. If a default account is set up in Vendor Maintenance, that account number will appear, or if you selected an expense distribution table in step 6, the accounts defined in the table will appear on separate lines.

Note To create assets based on this invoice, enter an asset account in the G/L Account field and select a template in the Asset Template field.

2. In the Amount field, enter the amount to distribute for the account. If you selected an expense distribution table in step 6, amounts calculated based on the percentages defined in the table will appear on lines with the corresponding accounts.
3. In the Comment field, enter a line comment.

 If the Accounts Payable module is integrated with Job Cost

1. Enter the job number, cost code, and type to use a job number for distributing the invoice cost.
2. In the Amount field, enter the amount to distribute for the account.
3. In the G/L Account field, enter the general ledger account number to debit for the invoice.

Note To create assets based on this invoice, enter an asset account in the G/L Account field and select a template in the Asset Template field. Assets can be created only if the Job Number field is not entered for the line.

4. Enter the appropriate information in the remaining fields.

9. Click Accept and then click Print to print the Accounts Payable Invoice Register.
10. Verify your invoice entries by preparing an adding machine tape of the invoices entered and check the total against the total on the register. If the totals do not match, make the necessary changes in A/P Invoice Data Entry before updating the Invoice Register.

The Accounts Payable invoice is entered. Update the Accounts Payable Invoice Register.