Vendor Invoice for Project Purchase or Work Order
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When the Invoice for Project PO type is selected, the following fields will appear.
Purchase Order Number (PO #): This field will contain the PO number for which you are recording the Vendor Invoice.
Pay With: The Pay With selection allows you to choose your method of payment for the deposit, either by check\wire transfer or a credit card. Click on the arrow to select from the menu. "A Check" will be the only selection that you can make unless you have defined a credit card in your Chart of Accounts. For more information on defining credit cards in Design Manager, see Paying a Vendor with a Credit Card.
Vendor: This field displays the Vendor for which the Invoice is being generated.
Invoice Number (Invoice #): You must enter the invoice number that is printed on the vendor invoice that you are entering. If you do not have an invoice number, you can place the PO number, date, or other designation into this field.
Invoice Date (Inv. Date): You must enter the date printed on the invoice or bill.
Due Date: This is the date that payment is due to the Vendor. It may be filled in automatically if you have recorded a payment due days amount on the Vendor Window - Defaults Tab, but can be changed.
Transaction Description (Trans. Desc.): This is an optional field which allows you to enter a brief description of the Vendor Invoice transaction.
PO Components Grid: This grid will list all of the Components included on the Purchase Order. It is important that the Quantity On Invoice (Qty. On Inv.) and Cost on Invoice (Cost on Inv.) for each Component exactly match the the corresponding information printed on the physical invoice from the Vendor. If the Invoice you are recording is only for a portion of an order, be sure that you set the costs of the Components that do not appear on this invoice to zero. To do so, select th Component and click the Edit Button to display the Vendor Invoice Distribution Windowor click the Clear Button to automatically set the cost to zero for all Components.
Reference Number (Ref. #): This is the Item / Component reference number.
Type: The Component Type of the ordered Component will be displayed in this column.
Description: The first few words of the Component description will be shown here. You can hover your cursor over this cell to see the entire Component description.
Manufacturer's Catalog Number (MFG Cat. #): This column shows the Manufacturer’s Catalog number if one has been recorded.
Purchase Order Quantity (PO Qty.): The original quantity ordered of this Component on this Purchase Order.
Purchase Order Cost/Estimated Cost (PO Cost (Est.)): This is the estimated cost of the Component on this Purchase Order.
Cost-to-Date: The total of any previous Invoices from the Vendor for this Component on this order will be displayed here.
Quantity on Invoice (Qty. On Inv.): This is the quantity of the Component as listed on the invoice you are entering. The quantity on invoice amount corresponds to the paid for quantity on the Vendor Invoice Distribution Window.
Cost On Invoice (Cost On Inv.): This is the actual cost of the Component as listed on the invoice you are entering.
Edit Button: This button opens the Vendor Invoice Distribution Window where you can edit or update the information on this grid.
Clear Button: This button will set the costs for all Components on the grid to zero. This a useful feature when you are recording a Vendor Invoice for only a portion of the original PO. In other words, when you are currently paying for only one or two Components on the Purchase Order, click the Clear Button to remove all the costs and re-enter the costs on the Components for which you are paying.
Distribute Invoice Cost: See Distribute Invoice Cost Window
The following fields appear below the grid:
Discount: The discount field shows any cost reduction offered from the Vendor for early payment, if available. The discount will automatically be calculated if you have entered a discount percentage on the Vendor Window - Defaults Tab. Please note that the discount does not reduce the merchandise amount! The discount will reduce the amount of the check when paying the Vendor.
Days To Take: This is the number of days after you receive the Vendor Invoice that payment must be made in order to receive the discount from the Vendor (entered in the Discount field above).
Subtotal: This is the subtotal amount for this invoice, prior to the deposit.
Less Deposit: This is the deposit that was previously paid to the Vendor for this Purchase Order. You can reduce the deposit amount, but Design Manager will prevent you from using more deposit than has been recorded on the PO.
Amount Due: The amount due is the invoice total less the deposit amount. This must match exactly the amount that you need to pay the Vendor for this Invoice.
Hand Check/Wire Transfer (Hand Check Wire Xfer): If you are going to use a hand written check, wire transfer, or debit card to pay this invoice, click this button to open the Hand Check / Wire Transfer Window. The Hand Check Window allows you to fill in a check/transfer number and date to record the payment in your checkbook.