A/P Invoice Entry

From AutoCount Resource Center

A/P Invoice Entry

This is to create, edit or view A/P Invoice Entry.

A/P Invoice Entry is different from Purchase Invoice though they are both involving creditors:

  • A/P Invoice Entry is an Accounting entry (no bill printing); while Purchase Invoice is a billing document (Invoice can be printed)
  • A/P Invoice Entry (upon save) will automatically update the related G/L accounts; Purchase Invoice (upon save) will post automatically (depends on option setting) the entries to A/P Invoice Entry and update the related G/L accounts.
  • A/P Invoice Entry is mainly used when you are not using Invoicing system;
  • You are not allowed to edit A/P Invoice Entry if it was posted from other source (Purchase Invoice).

To Create New A/P Invoice Entry

Go to A/P > A/P Invoice Entry

Click on Create A New A/P Invoice

Creditor: key in the first number/alphabet, OR click on the drop down arrow button, OR click on Search button to assign/select a creditor number.

Journal Type: you may select the journal type if you have maintained more than one journal type belonged to this Entry Type (refer to Journal Type Maintenance)

Agent: assign a purchase agent (if any). The default Purchase Agent can be assigned in Creditor Maintenance.

Supplier IV No: To maintain supplier invoice number.

Ref. No.2: key in other reference number if any.

Invoice No: <<New>> means to follow auto-running numbering (maintained at Document Numbering Format Maintenance), and the next possible number is displayed at the top bar of the window. You may click on it to key in any number you like.

Date: system date is automatically captured, you may click to change.

Terms: credit terms of this creditor.

Due Date: auto-calculated according to Date and Terms.

Functional Buttons:

to be save in K.I.V folder to be use later.

to be save as recurrence. (Refer recurrence)

to add / insert a detail row. (Insert)

to insert a detail row before the highlighted row. (Ctrl + Insert)

to delete highlighted row. (Ctrl + Delete)

to move the detail row up/down. (Alt + Shift + Up/Down)

to undo (Ctrl + Z)

to select all detail rows (Ctrl + Alt + A), so that it can be deleted or modified in one shot (using Range Set)

range set (F12)... a range setting windows will be prompted. This is usually used to apply changes to several/all selected detail rows.

to set the aging date of the document.

to set the original document date.

to set the GST date of the document.

to copy an AP invoice which previously already save.

to copy existing AP invoice to a new AP invoice.

Edit tab:

Copy Whole Document: To copy the whole document to clipboard.

Copy Selected Details: To copy some item details to clipboard. (press ctrl+ highlight the item to copy)

Paste Whole Document: To paste the whole document from the clipboard.

Paste Item Detail Only: To paste some item details from clipboard.

Undo: To undo (reverse one step) the header section.

Edit MRU Items: to edit /delete historical descriptions (which was keyed in previously). MRU = Most Recently Used

Rounding Method: There are 2 options for rounding, whole document rounding (ver3) and line by line rounding (ver 2).

View Posting Details: To view the account transaction posting.

Show Tax Summary: To show the summary of the tax.

Details Column

Purchase A/C: click on '+' sign to add a new row and select the account number; you may key in the first few number/letters of the account number/description and select from the lookup screen.

Description: this is called detail description... will capture the account description automatically (amendable)

Amount: key in the invoice amount. (add several rows if you want to show itemised amounts.)

GST Type: to show the GST code.

GST Rate: to show the rate of GST.

GST Permit No: to use in Singapore only.

GST: to show the amount of GST.

GST Adjustment: to adjust the GST amount.

Subtotal (ex): to show the net total amount before tax.

GST: to show the total GST based on taxable amount.

Net Total: to show the net total after tax.

Description: this is called document description...will remember from most recently keyed in description.

Outstanding: the outstanding amount of this Invoice. This value will change accordingly if payment/partial payment is made.

Proceed new A/P Invoice: when this is checked, a fresh screen will be ready for new entries upon Save; if unchecked will exit the transaction screen upon Save.

A/P Invoice Entry Listing

Print A/P Invoice Listing

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AutoCount Accounting 2.0 & 2.1

AutoCount Accounting 1.8 / 1.9
AutoCount Payroll
AutoCount POS

AutoCount On The Go
AutoCount Accounting Plug-In Documentations