P/O Invoice Entry Screen

Open Purchase Orders > P/O Transactions > Invoice Entry.

When Purchase Orders calculates the tax amount in a tax reporting currency, the program uses the Tax Reporting Currency Exchange Rate that appears (or that you enter) on the Rates tab.

However, if you have changed the tax reporting amount that appears on the Taxes tab, you can click the Derive Rate button to see the actual exchange rate between the tax amount and the tax reporting amount.

In other words, the Derive Rate button appears so you can derive the exchange rate for the tax reporting currency, if you change the calculated amount on the Taxes tab.

Use the Distribute Cost button to allocate a new additional cost to multiple receipts.

Select the additional cost detail on the Additional Costs tab, and then click the Distribute Cost button to open the P/O Cost Allocation screen. For more information, see P/O Cost Allocation Screen.

Purchase Orders automatically allocates the additional cost amount according to the proration method you selected on the Additional Costs tab. However, you can enter different amounts for each receipt manually.

Click the Calc. Taxes button to see tax amounts for a detail before you post the document.

Note: Tax amounts are not calculated automatically until you click the Taxes tab or the Totals tab, or you post the purchase order.

Click the Cost/Tax button to open the P/O Additional Costs Detail Costs/Taxes Screen. (Highlight the line on the Detail table on the Additional Costs tab, and then click the Cost/Tax button.)

On the P/O Detail Costs/Taxes screen, you can:

  • View existing additional cost details.
  • Add new additional cost details.
  • Check the tax information or change the tax classes and taxable status for a single detail.
  • Allocate the additional cost to multiple receipts using the Distribute Cost button.

Click the History button to open the P/O Purchase History screen, where you can check information about the items you have purchased from your vendors.

For more information, see P/O Purchase History Screen.

Click the Item/Tax button to open the P/O Detail Items/taxes screen for a detail so that you can check the tax information and change the tax classes and taxable status for the selected detail. You can also add new details.

For more information, see P/O Invoice Entry Detail Items/Taxes Screen.

Click Post to post the document, including any changes you made to an existing document.

In multicurrency ledgers, the vendor's currency code is displayed after you enter the vendor number. All amounts you enter for the invoice will be in the vendor's currency.

The currency is assigned for the vendor in Accounts Payable and you cannot change it in Purchase Orders.

If the transaction was entered manually in Purchase Orders, the field displays the user ID of the person who entered the transaction.

Use the Invoice Number field to enter a new invoice number or select an existing invoice.

Purchase Orders does not assign invoice numbers. You should use the number on the vendor invoice.

You can:

  • Start a new invoice. You can click the New New button button beside the field to clear existing information from the screen, or simply enter the new invoice number using up to 22 characters, and then press Tab.
  • View an invoice you posted previously. Use the navigation buttons or the Finder Finder button beside the field to select it. Note that you cannot make changes to invoices after posting them.

If necessary, you can enter more than one invoice with the same invoice number, for either the same vendor or different vendors.

When you enter a duplicate invoice number, a screen displays all invoices with the specified invoice number. On this screen, you can choose to create a new invoice with the same number or display other invoices with that number.

The Subtotal field displays the total of all item and additional cost details on the invoice.

This amount does not include taxes (unless tax amounts are included in detail cost amounts).

Identifies the vendor from whom you received the invoice. The vendor number sets the default tax group and payment terms. In multicurrency systems, the vendor number also specifies the currency of the document.

You can enter any vendor number for the invoice, even if the vendor was not entered on the receipt. This feature lets you enter invoices for additional costs that were not included on the receipt, and prorate the new costs to the items on the receipt.

If you do not enter the vendor number before selecting a receipt number, the primary vendor number is automatically displayed, but you can change to another vendor number to enter an invoice for additional costs that were charged on the receipt, or for new additional costs.

  • To select an existing vendor, use the Finder Finder button, or type the number and then press Tab.
  • To display address information for a selected vendor, click the Zoom Zoom button button beside the Vendor Number field.
  • To add a new vendor, do one of the following:
    • If you want to add the vendor record now, click the New New button button after typing the vendor number.
    • If you do not want to add the vendor record now, enter only the vendor number. (You can enter the vendor name on the next tab.)

      Warning! Although you can add a purchase order before you add the vendor record in Accounts Payable, you should not use this option in a multicurrency system.

Use the Additional Costs tab to:

  • Add additional costs charged on the shipment by either a primary vendor or a secondary vendor, such as for handling charges, service charges, and duty. For more information, see About Vendors.
  • Specify how to prorate new additional costs or reprorate the costs if you return the items.
  • Allocate new additional costs (added to the invoice) to one or more receipts.

Type the code for the additional cost you want to add, or select the code from the Finder.

If you are adding a cost for which no code is defined, skip this field and type the name of the cost in the Description field (the field beside the Additional Cost field in the Detail Cost/Taxes screen).

Note: You use the Additional Costs screen (in the P/O Setup folder) to maintain the additional cost charges you use in Purchase Orders.

Enter the amount of the cost (excluding taxes, unless you are entering a tax-included cost).

(job-related only)

For additional costs on job-related invoices, you also specify the Billing Type, Billing Rate, and AR Item Number that will be used for the customer invoice.

These fields will only appear for job-related invoices.

This field displays the A/R item number associated with the project resource used for the contract in Project and Job Costing. You can select a different A/R item number only for time and material projects, as follows:

  • On a standard project, this field displays the A/R item number and unit of measure specified for the project resource category as the default. You can accept the item number or select another valid A/R item number.
  • On a basic project, this field displays the A/R item number and unit of measure specified for the project category. You can accept the item number or select another valid A/R item number.
  • If you change the A/R item number, the item number must be a valid item number in Accounts Receivable, and the unit of measure must be a valid unit of measure both for the new item number and the vendor’s currency.

Cost plus and fixed price projects do not use an A/R item number.

This field appears only in multicurrency systems for time and materials projects and for fixed price projects using billings and costs or accrual-basis accounting methods.

The billing currency is the customer's currency specified on the contract, and you cannot change it.

Billing currency is blank for Fixed Price projects using completed project or project percentage complete methods, and for Cost Plus projects.

Note: Billing currency is not displayed for basic or standard internal Time and Materials projects, or for single-currency Fixed Price projects that use billings and costs or accrual-basis accounting methods.

This field displays the billing rate for the specified resource (for standard projects) or category (for basic projects).

You can edit the billing rate if the billing type is Billable. The field displays 0.000000 if the billing type is Non-Billable or No Charge.

Note:
  • You can specify the billing rate for Time and Materials projects and for Fixed Price projects that use Billings and Costs or Accrual-Basis accounting methods.
  • Billing rate is disabled and set to 0.000000 on a basic or standard internal contract for Time and Materials projects or for Fixed Price projects using Billings and Costs or Accrual-Basis accounting methods.
  • The billing rate cannot be negative.
  • If a job-related additional cost is prorated by cost, quantity, or weight, the specified billing rate in functional currency will be prorated to the item details for projects that are Time and Materials or Fixed Price with an accounting method of Billings and Costs or Accrual-Basis.

The billing rate is not prorated to item details for Cost Plus or Fixed Price projects with completed project or project percentage complete accounting methods. Instead, it is converted to the contract customer’s currency when it is prorated to the item details during day end processing (using the current exchange rate).

The prorated billing rate for each detail is not displayed (and, therefore, you cannot change it).

This field appears in the detail-entry section only for job-related purchase orders.

The billing type indicates to Project and Job Costing whether to bill the cost to the customer. You can change this field only for a time and materials project, as follows:

On a basic project:

For a billable project, the category billing type determines whether you can change the billing type for the detail. If the specified category is:

  • Billable, the default billing type for the detail is billable, but you can change it.

    • If the detail is billable you can specify a billing rate for the detail.

    If you change the billing type for the detail to no charge or non-billable, the program sets the billing rate to zero and you cannot change it.

  • No charge or non-billable, the program sets the same billing type for the detail, and cannot change it. You cannot specify a billing rate for the detail, which the program sets as zero.

    • If the project is no charge or non-billable, the detail uses the same billing type as the project, the billing rate is set to zero, and you cannot change them.

On a standard project:

If the project is billable, the resource billing type determines whether you can change billing type for the detail. If the specified resource is:

  • Billable, the program displays Billable as default billing type, but you can change it for the detail. If the detail is billable, you can specify a billing rate for the detail.

    • If you change the billing type for the detail to no charge or non-billable, the program sets the billing rate to zero, and you cannot change it.

  • No charge or non-billable, the program sets same billing type for the detail, and you cannot change it. You cannot specify a billing rate for the detail, which the program sets as zero.

    • If the project is no charge or non-billable, the detail uses the same billing type as the project, and you cannot change it. The program also sets the billing rate to zero, and you cannot change it.

For fixed price and cost plus projects, the Billing Type field is blank. A billing type is not required for these types of projects.

This field appears for Time and Materials projects if you selected the Job Related option for this transaction.

You must enter a unit of measure that is valid for the item number/resource that you specified and for the contract customer's currency.

Note: For internal time and materials projects (basic or standard contracts) the A/R item unit of measure will be disabled or blank.

Select the Calculate Labor field if you want Project and Job Costing to calculate labor amounts for this cost and pass the amount back to Purchase Orders. (Purchase Orders creates the G/L entries for the additional costs.)

Do not select this option for an additional cost for which you don't want to calculate labor.

The program also lets you specify whether overhead or labor is calculated if you expense the additional cost.

Select the Calculate Overhead field if you want Project and Job Costing to calculate overhead amounts for this cost and pass the amount back to Purchase Orders. (Purchase Orders creates the G/L entries for the additional costs.)

Overhead is usually calculated on the discounted extended amount.

For example, you would not select this option if an invoice or debit note had additional shipping costs for which you didn't want to calculate overhead or labor.

The program also lets you specify whether overhead or labor is calculated if you expense the additional cost.

Enter an optional comment for the document.

Any comments you entered for the detail on the receipt are included on the invoice, but you can change or delete them.

Lines automatically wrap when you reach the end. If you want to start a new line before the line wraps, press Enter.

(job-related only)

If the invoice is job-related, specify for each additional cost detail where the items or resources are going to be used. If you use different terms than “Contract,” “Project,” and “Category” in Project and Job Costing, the program displays them instead.

You will also specify the Billing Type, Billing Rate, AR Item Number, and AR Item UOM for the additional cost.

Note: You specify this information only if you are not prorating the cost to individual detail lines (No Proration). The fields are disabled if you are prorating by cost, quantity or weight, or prorating manually (where you allocate costs to the individual lines on the Distribute Additional Costs screen). You enter/select the resource using the Item Number field.

Select or enter a category that is assigned to the project in Project and Job Costing.

Specify a contract number for each detail. You can enter or select only contracts that are open or on hold. (You cannot process transactions to a contract that is on hold, if it has never been opened.)

The program displays the cost class for the category used in each detail. You cannot change this field.

Use the Item Number field to identify the resource for this detail.

You must specify a resource that is assigned to the project and category in Project and Job Costing. You can specify an inventory item number, or the code for another type of resource (such as an equipment code, subcontractor code, or employee number).

Note: You cannot leave this field blank.

You can only enter or select projects that are:

  • Assigned to the contract that you selected.
  • Open or on hold. (If a project that is on hold has never been opened, you cannot select it.)
  • Not closed to costs.

If you selected manual proration, click this column heading to open the P/O Distribute Proration Screen. You must calculate all the costs and associated allocated taxes to prorate manually for each detail, then enter the amounts with the details.

When entering an additional cost detail that you will expense to a general ledger account, enter the account number in this field.

You do not enter a general ledger account number when you select a proration method for the detail.

To select an existing line to edit or delete, click the line, or enter its line number in this field on the P/O Detail Items/Taxes screen.

Note: You cannot delete completed lines.

This field displays the net amount of the additional cost you entered for the detail (excluding allocated taxes that are not included in the amount of the cost).

If optional fields have been defined in Purchase Orders for additional cost details for a transaction screen, an Optional Fields column appears in the detail entry table on the Additional Costs tab. You can click the column heading to display the optional fields assigned to a selected detail, and edit their contents.

In the Detail Costs/Taxes screen, you click the Zoom Zoom button button beside the Optional Fields field to display the optional fields for a detail.

For more information about using optional fields in transactions, see About Optional Fields in Transactions.

For new additional cost details, specify whether to prorate the cost to the received items by cost, quantity, or weight, or to expense the cost to a general ledger account.

You cannot change the proration method on an additional cost detail that was added to the receipt you are now invoicing. Note that you can manually prorate additional costs only on receipts. The option is not available on invoices.

If you are adding additional costs for non-inventory items, you must select No Proration. If you choose to prorate by quantity, cost, or weight, the program will display an error message and prevent you from posting the invoice.

Purchase Orders displays the receipt number for each detail, indicating the source of the detail.

Enter optional reference information for the detail.

In this field, enter the general ledger account number to which to post prorated additional cost amounts if you return items.

For new additional cost details, choose whether to reprorate the cost to the other items on the receipt if you return items with prorated costs. You can reprorate the cost amount, leave it as originally prorated, or expense it to a general ledger account.

You cannot change the reproration method on an additional cost detail that was added to the receipt you are now invoicing.

This field displays the total amount of taxes included in the additional cost amount.

In the Detail table, this field displays the amount of tax that is included in the extended item cost (when the cost includes tax).

On the zoomed Detail Items/taxes screen, this field displays Yes or No to indicate whether tax amounts are included in the item cost for each tax authority. The default choice for this option is provided from the vendor record in Accounts Payable or from the vendor contract cost.

Note: You can select Yes only if the tax authority is set up in Tax Services to allow tax-included costing.

You can also edit total tax amounts on the Taxes tab.

This field displays the amount of allocated tax for the detail. (Allocated taxes are included in the cost of the detail. Recoverable and expensed taxes are not included in detail costs.)

Use the Invoice tab to enter:

  • The receipt number (or numbers) to which the invoice applies.
  • The invoice date.
  • The invoice total.
  • The billing address for the invoice.
  • The remit-to location.
  • An optional description and reference.
  • The 1099/CPRS code and amount (for vendors who are subject to 1099 or CPRS reporting).
  • Invoice details.

Use the Bill-to Location field to edit an existing bill-to location address or to type a new billing address for the invoice. You do not have to enter a bill-to location code or address information.

If you use Inventory Control, select a location code to which the invoice will be sent for payment.

For more information, see P/O Bill-To Location Screen.

Use the Description field to enter an optional description for the invoice.

The description, if any, entered on the receipt is displayed but you can change it.

If you are creating an invoice based on several receipts, select this option, then use the Zoom Zoom button button to open the P/O Create Invoice From Receipts screen.

Note: You must enter a vendor number before you can select this option. After you select this option, the Receipt Number field is no longer available for the invoice. Likewise, after you enter a receipt number, you can no longer select From Multiple Receipts.

Use the Create Invoice From Receipts screen to select the receipts to which the invoice applies, then click the Invoice button to add the details to the invoice you are creating.

For more information, see P/O Create Invoice from Receipts Screen .

Use the Invoice Date field to enter the date you want to use as the invoice date.

You can specify a fiscal year and period that do not correspond to the invoice date.

The program displays session date you used to sign in to Sage 300.

You can change the posting date if you want a different date for the G/L transactions when they are posted in the General Ledger. (The posting date determines the fiscal year and period displayed beside the Posting Date field.)

Enter the total invoice amount, including taxes and additional costs.

When you post the invoice, the program checks the amount you entered as the invoice total against the total of the details and taxes you enter with the invoice. You cannot post the invoice if these totals do not balance.

If the receipt is job related, the Job Related option is selected, and you cannot change this selection. If you use retainage accounting, you can specify that the invoice uses retainage.

Because the invoice is job related, fields appear in the details section, enabling you to enter the contract, project, category, cost class and resource for each detail. Additional detail fields let you enter the customer billing type, billing rate, and A/R item used for billing.

Note: If you use different terms than “Contract,” “Project,” and “Category” in Project and Job Costing, those terms appear here.

Select the On Hold option to prevent this invoice from being paid in Accounts Payable.

If you want to pay this invoice later, you will have to edit the invoice in Accounts Payable, and clear this option.

If you are entering an invoice to a receipt that specified a purchase order number, the purchase order number is displayed for your information.

Enter the posting date for the transaction.

The posting date is different from the document date. The posting date is the date for transactions being posted to the General Ledger, so it also determines the contents of the Fiscal Year and Period fields.

If you have a multicurrency system, currency revaluation uses posting dates to select open documents for revaluation purposes, and thus, revaluation adjustments are posted to General Ledger in the correct fiscal year and period.

Depending on your settings in the P/O Options screen, Purchase Orders automatically displays the session date or the document date by default in this field.

You can change the posting date, but you cannot separately change the fiscal year and period.

Note: If you consolidate G/L transactions, the posting date for consolidated entries is the last date of the fiscal period.

After you select the receipt number for the invoice, the receipt date is displayed for your information.

Use the Receipt Number field to enter the receipt number that you are invoicing, or select it from the Finder. (The receipt must exist in Purchase Orders.)

When you enter the receipt number, all receipt details and other information for the selected vendor are displayed in Invoice Entry. You cannot change the tax group or add or delete item detail lines (for the primary vendor). You can add additional cost details.

The receipt details that appear include all item and additional cost details for the primary vendor, or all the additional costs for vendors who charged only additional costs on the original receipt.

Note: You can enter any number of invoices for a receipt. Only receipt details that have not already been fully invoiced can be used in the current invoice. Once all the details are fully invoiced, you can no longer use the receipt in an invoice.

Enter optional reference information for the document. If reference information was entered for the receipt, it appears here, but you can change it.

Use the Remit-To Location field to look up the address information entered for the selected remit-to location. Address information appears only if you select a remit-to code for the vendor.

You cannot edit information in this screen. Use Accounts Payable to add and edit remit-to locations for vendors.

If a primary remit-to address is assigned for the vendor in Accounts Payable, the code for the address appears automatically but you can change it.

When you post the invoice, the remit-to location you specify is included on the invoice created by Day End Processing for Accounts Payable.

If the Retainage option is selected in Accounts Payable, you can select retainage accounting for the invoice.

Additional retainage fields appear for each invoice detail line to let you enter a different retainage percentage and period.

On the Retainage tab, you can specify the retainage terms and specify the exchange rate that you use for multicurrency retainage invoices.

The account set from the vendor record appears in this field as the default. It specifies the general ledger payables control, purchase discounts, prepayment, and retainage accounts to which the transaction will be distributed.

You can change the account set for a particular purchase order, receipt, return, invoice, credit note, or debit note. If you use multicurrency accounting, however, the new account set must use the same currency as the vendor's account set.

Note: If you change the account set on a receipt, make sure that you use the same account set for returns, invoices, and credit or debit notes.

This is the fiscal year and period to which the invoice transactions will be posted in the general ledger. You can change the fiscal period by changing the posting date.

You can enter a different invoice date, and you can enter a different posting date for the document.

Note: You cannot post transactions to closed fiscal periods.

These fields appear only if the Subject To 1099 Reporting option is selected for the vendor in Accounts Payable.

For vendors who are subject to 1099 reporting, enter the 1099 code and amount.

The1099 code and amount are included on the invoice created by Day End Processing for Accounts Payable.

Use the Details table on the Invoice tab to:

  • Edit or remove item detail lines for an invoice from a primary vendor. For more information, see About Vendors.

    Note: You cannot add more detail lines to the invoice tab. All lines must have been on the receipt. You can, however, add costs to the Additional Costs tab, and you can change the quantity being invoiced.

  • Edit received quantities, item costs, and detail discounts, if you have security rights to do so.
  • Enter comments and optional fields for the details.
  • Display all the fields, including tax fields, for a selected detail on the P/O Item/Tax Detail screen.

This field displays the total tax amount that was allocated to the selected detail line for each tax authority.

(job-related only)

For job-related invoices, you also specify the billing type, billing rate, and AR item number that will be used for the customer invoice.

You must select the Job Related option on the Invoice tab for these fields to appear.

This field displays the A/R item number associated with the project resource used for the contract in Project and Job Costing. You can select a different A/R item number only for time and material projects, as follows:

  • On a standard project, this field displays the A/R item number and unit of measure specified for the project resource category as the default. You can accept the item number or select another valid A/R item number.
  • On a basic project, this field displays the A/R item number and unit of measure specified for the project category. You can accept the item number or select another valid A/R item number.
  • If you change the A/R item number, the item number must be a valid item number in Accounts Receivable, and the unit of measure must be a valid unit of measure both for the new item number and the vendor’s currency.

Cost plus and fixed price projects do not use an A/R item number.

This field appears only in multicurrency systems for time and materials projects and for fixed price projects using billings and costs or accrual-basis accounting methods.

The billing currency is the customer's currency specified on the contract, and you cannot change it.

Billing currency is blank for Fixed Price projects using completed project or project percentage complete methods, and for Cost Plus projects.

Note: Billing currency is not displayed for basic or standard internal Time and Materials projects, or for single-currency Fixed Price projects that use billings and costs or accrual-basis accounting methods.

This field displays the billing rate for the specified resource (for standard projects) or category (for basic projects).

You can edit the billing rate if the billing type is Billable. The field displays 0.000000 if the billing type is Non-Billable or No Charge.

Note:
  • You can specify the billing rate for Time and Materials projects and for Fixed Price projects that use Billings and Costs or Accrual-Basis accounting methods.
  • Billing rate is disabled and set to 0.000000 on a basic or standard internal contract for Time and Materials projects or for Fixed Price projects using Billings and Costs or Accrual-Basis accounting methods.
  • The billing rate cannot be negative.

This field appears in the detail-entry section only for job-related purchase orders.

The billing type indicates to Project and Job Costing whether to bill the cost to the customer. You can change this field only for a time and materials project, as follows:

On a basic project:

For a billable project, the category billing type determines whether you can change the billing type for the detail. If the specified category is:

  • Billable, the default billing type for the detail is billable, but you can change it.

    • If the detail is billable you can specify a billing rate for the detail.

    If you change the billing type for the detail to no charge or non-billable, the program sets the billing rate to zero and you cannot change it.

  • No charge or non-billable, the program sets the same billing type for the detail, and cannot change it. You cannot specify a billing rate for the detail, which the program sets as zero.

    • If the project is no charge or non-billable, the detail uses the same billing type as the project, the billing rate is set to zero, and you cannot change them.

On a standard project:

If the project is billable, the resource billing type determines whether you can change billing type for the detail. If the specified resource is:

  • Billable, the program displays Billable as default billing type, but you can change it for the detail. If the detail is billable, you can specify a billing rate for the detail.

    • If you change the billing type for the detail to no charge or non-billable, the program sets the billing rate to zero, and you cannot change it.

  • No charge or non-billable, the program sets same billing type for the detail, and you cannot change it. You cannot specify a billing rate for the detail, which the program sets as zero.

    • If the project is no charge or non-billable, the detail uses the same billing type as the project, and you cannot change it. The program also sets the billing rate to zero, and you cannot change it.

For fixed price and cost plus projects, the Billing Type field is blank. A billing type is not required for these types of projects.

This field appears for Time and Materials projects if you selected the Job Related option for this transaction.

You must enter a unit of measure that is valid for the item number/resource that you specified and for the contract customer's currency.

Note: For internal time and materials projects (basic or standard contracts) the A/R item unit of measure will be disabled or blank.

Enter an optional comment for the document.

Any comments you entered for the detail on the receipt are included on the invoice, but you can change or delete them.

Lines automatically wrap when you reach the end. If you want to start a new line before the line wraps, press Enter.

(job-related only)

If the invoice is job related, specify for each purchase order detail where the items or resources are going to be used. If you use different terms than “Contract,” “Project,” and “Category” in Project and Job Costing, those terms appear here.

For job-related invoices:

  • You must select the Job Related option for these fields to appear.
  • You also specify the billing type, billing rate, and A/R item number for the customer invoice near the end of the detail line.
  • You select the resource using the Item Number field.
  • If the invoice is being created from multiple receipts, all receipts must be either job-related or non-job-related.
  • Purchase Orders updates the committed quantities and costs for jobs with the amounts on purchase orders.

Specify a contract number for each detail. You can enter or select only contracts that are open or on hold. (You cannot process transactions to a contract that is on hold, if it has never been opened.)

This field displays the cost class for the category used in each detail. You cannot change this field.

Use the Item Number field to specify the resource for this detail.

You must specify a resource that you have assigned to the project in Project and Job Costing (such as an equipment code or a subcontractor code). You cannot leave this field blank.

You can only enter or select projects that are:

  • Assigned to the contract that you selected.
  • Open or on hold. (If a project that is on hold has never been opened, you cannot select it.)
  • Not closed to costs.

Enter a percentage to calculate the discount amount for the item detail.

If you prefer not to enter discounts for individual details, you can enter a discount percentage for the entire invoice on the Totals tab. Purchase Orders then prorates the discount amount for the document details, overriding any discounts you may have entered manually for the details.

Enter an amount in the Discount Amount field to calculate and display the discount percentage based on the extended cost. Alternatively, you can enter a percentage in the Discount % field, and let the program calculate the discount amount.

If you prefer not to enter discounts for individual details, you can enter a discount amount for the entire invoice on the Totals tab. Purchase Orders then prorates the discount amount for the document details, overriding any discounts you may have entered manually for the details.

You can enter a separate discount percentage or amount for each detail. When you enter a discount amount, the program calculates the discount percentage, and displays the result in this field. If you enter a percentage, the program calculates and displays the discount amount.

Note: If you enter a discount for the invoice on the Totals tab, the program distributes the total discount amount to the details, overwriting any detail discounts you entered.

Select Yes in the Discountable field if the vendor payment terms allow early payment discount.

This field displays the extended cost less the discount amount.

If you entered a non-inventory item number for the detail line, enter the account number of the general ledger expense account to which you want to post the detail.

This field displays the number entered with the detail on the receipt, but you can change the number.

For new detail lines, this field displays the account number specified on the P/O Options screen for the Default Inventory Expense Account option.

Enter the extended cost for the number of units of the item that you ordered.

If you change the extended cost, the program automatically recalculates the unit cost.

Enter the extended weight for the number of units of the item that you ordered.

If you change the extended weight, Purchase Orders automatically recalculates the unit weight.

The total weight entered for all items on the purchase order appears on the Totals tab.

Use the Fully Invoiced field to indicate whether the detail line is now fully invoiced:

  • If the quantity invoiced equals the quantity you received for the detail, accept Yes in this field.  
  • If the quantity invoiced is less than the quantity received, either double-click the field or press the spacebar to select No.

Note: When working with a serialized or lotted item, Yes can appear by default when the receipt number is entered. This cannot be changed to No for serial and lot detail lines and they will be marked as fully invoiced even if the Quantity Invoiced field is changed to less than the quantity received.

This field displays the item description from the P/O Vendor Contract Costs record (if one exists) or from the Inventory Control or Purchase Orders item record. If necessary, you can change it.

If you enter an item number that does not exist in Inventory Control, you also enter the description for the item. You can enter non-existent item numbers only if you selected the Allow Non-inventory Items option on the P/O Options screen.

Purchase Orders displays the item description that was entered with the detail on the receipt, but you can change it.

The program displays the item number that was entered with the detail on the receipt.

To select an existing line to edit or delete, click the line, or enter its line number in this field on the P/O Detail Items/Taxes screen.

Note: You cannot delete completed lines.

This field displays the location code entered for the detail on the receipt.

If you entered a manufacturer's item number in the Item Number field on the requisition or purchase order, the number appears in the Manufacturer's Item Number field.

Manufacturer's item numbers are alternative item numbers— such as bar codes or shortcut codes— that identify your inventory items. You set up manufacturer's item numbers in Inventory Control.

You can enter manufacturer's item numbers wherever you enter item numbers in Purchase Orders.

This field displays the extended item cost, minus any applicable tax amount. You cannot edit the amount.

Use the Non-Stock Clearing Account field to change the non-stock clearing account associated with this item's account set.

If the item used in the detail is a non-stock item, the non-stock clearing account associated with the item's account set appears.

If you are returning a non-stock item, the non-stock clearing account associated with the item's account set appears. You can specify a different account, if necessary.

Optional fields are fields that have been added by your company to the transaction-entry screens and detail lines in purchase orders transactions.

Note: You must have Transaction Analysis and Optional Field Creator to add and use optional fields.

If the Optional Fields column appears, you can click the column heading to display the optional fields that have been assigned to this screen, and edit their contents.

Optional field information on invoice detail lines is inherited from any matching optional fields in the receipts.

If the optional fields were not on the receipt:

  • For non-job related invoices, optional field information defaults come from item records or, if the fields do not match, from the default value in the P/O Optional Fields screen.
  • For job-related invoices, the optional field defaults depend on the contract style and project type.

If you use the same optional fields for categories or resources in Project and Job Costing, default optional field information will be inherited from the category for basic projects, or from the resource with standard projects.

For more information, see About Optional Fields.

Enter the number of a sales order for which you are creating the detail. If you use Sage 300 Order Entry with Purchase Orders, you can also use the Finder Finder button to select an Order Entry order number.

You can change or erase an order number that is displayed with a detail you added from a purchase order or posted previously with the screen.

If you change an order number that is displayed with a detail line, the new order number does not replace the previous number on the corresponding receipt and will not be reported on the P/O Shippable Backorders report.

You also enter the unit weight, extended weight, vendor item number, comments, and the G/L expense account specified for non-inventory items.

Use the Quantity Invoiced field to edit the number of units of the item that you received.

If the item is a serialized and/or lotted item, you may have to allocate numbers in a separate screen. Purchase Orders displays the number of units entered for the detail on the receipt, in the unit of measure selected for the detail.

Be sure that any new quantity you enter is in the unit of measure that is used for the detail. You cannot change the unit of measure on the invoice.

If you increase or decrease the invoiced quantity, the Quantity Invoiced field is updated on the purchase order. During posting or during Day End Processing, item costs are updated in Inventory Control and, if necessary, new general ledger transactions are created to reflect the change.

Purchase Orders displays the receipt number for each detail, indicating the source of the detail.

If the Retainage option was selected for the receipt, retainage-related fields appear for each invoice detail line.

The default retainage percentage and retention period that appears in these fields are based on the Default Retainage From option for the contract in Project and Job Costing.

On the Retainage tab, you can specify the exchange rate that you want to use for the retainage amount on multicurrency invoices.

Note: Retainage accounting applies only to job-related transactions, and is available only if you selected retainage accounting in Accounts Payable.

In the Detail table, this field displays the amount of tax that is included in the extended item cost (when the cost includes tax).

On the zoomed Detail Items/taxes screen, this field displays Yes or No to indicate whether tax amounts are included in the item cost for each tax authority. The default choice for this option is provided from the vendor record in Accounts Payable or from the vendor contract cost.

Note: You can select Yes only if the tax authority is set up in Tax Services to allow tax-included costing.

You can also edit total tax amounts on the Taxes tab.

Enter the cost of a single unit of the item you are ordering in the detail.

Purchase Orders displays a default cost as follows:

  • If you have set up vendor contract costs, Purchase Orders displays the cost specified as a contract cost for the item and unit of measure.
  • If P/O does not find a valid contract cost, it uses the inventory cost specified on the P/O Options screen.

Use the Finder Finder button to view any vendor contract costs, regular vendor costs, and other costs maintained by Inventory Control.

Purchase Orders uses the unit cost to calculate the extended cost. If you change the unit cost, the extended cost is recalculated.

In multicurrency ledgers, the cost is expressed in the vendor's currency.

Note: You can assign security to the Unit Cost and Extended Cost fields, to prevent unauthorized changes to the fields.

If you use Project and Job Costing, unit cost is defaulted as follows:

  • If the project is a standard project:
    • For a category cost class of Subcontractor, Overhead, or Miscellaneous Equipment, the unit cost is defaulted from the category resource.
    • For a category cost class of Labor, the default unit cost is based on the Default Unit Cost From option for the employee resource category.
    • For a category cost class of Material (if you are using Inventory Control), the default unit cost is based on Purchase Orders' default item cost (set in P/O Options).
    • For a category cost of Material (if you are not using Inventory Control), the unit cost is based on Purchase Orders vendor costs.
  • If the project is a basic project:
    • For a category cost class of Subcontractor, Overhead, or Miscellaneous Equipment, the unit cost is defaulted from the category.
    • For a category cost class of Labor, the default unit cost is based on the Default Unit Cost From option for the labor category.
    • For a category cost class of Material (if you are using Inventory Control), the default unit cost is based on Purchase Orders' default item cost (set in P/O Options).
    • For a category cost of Material (if you are not using Inventory Control), the unit cost is based on Purchase Orders vendor costs.

This field displays the unit of measure entered for the detail on the receipt.

Enter the weight of a single unit of the item you are ordering in the detail. On new detail lines, the weight specified in the Inventory Control item record is displayed, but you can change it.

Purchase Orders uses the unit weight to calculate the extended weight. If you change the unit weight, the extended weight is recalculated.

You can select from the weight units of measure defined in Purchase Orders. Weight is expressed in the unit selected for the Weight Unit Of Measure option on the I/C Options screen.

On invoices, enter the weight of a single unit of the item for which you were invoiced. The program displays the weight specified for the item on the receipt but you can change it.

Purchase Orders uses the unit weight to calculate the extended weight. If you change the unit weight, the extended weight is recalculated.

You can see the total weight estimated from your entries for the invoiced items on the Totals tab.

Enter the code the vendor uses to identify the item.

If the vendor's item number is specified in the Inventory Control item record, the code appears in this field. (Enter vendors' item numbers when assigning vendor types in Inventory Control item records.)

If the vendor's item number is specified on the receipt for which you are entering an invoice, the code appears in this field. (You can enter vendors' item numbers when assigning vendor types in Inventory Control item records.)

The Optional Fields tab contains optional fields added by your company that apply to the transaction as a whole. Optional fields on detail lines apply to the individual transaction detail.

This tab appears only if you use Transaction Analysis and Optional Field Creator.

For more information, see About Optional Fields.

This tab appears if you use multicurrency accounting. Use it to review and edit exchange rates for Purchase Orders documents.

The program displays the exchange rate currently in effect for the specified currency and the displayed rate type and rate date, but you can change the rate.

You receive a warning if you change an exchange rate by an amount that exceeds the Spread setting for the currency in Common Services' Currency Rates table.

The program also displays the exchange rate entered on the receipt.

Type or select the date to use to select the exchange rate for the document you are entering.

The program displays the rate date that is nearest the document date you entered, but you can specify a different date for which an exchange rate exists for the currency in Common Services' Currency Rates table.

If you change the rate date, Purchase Orders checks the rate tables for a date match, and updates the rate if necessary.

Use the Invoice Rate Type field to enter the rate type code.

Purchase Orders uses rate types when converting multicurrency amounts on the invoice to functional currency. Examples of rate types might be "spot rate," "average rate," and "contract rate."

You define rate types using the Currency Rate Types screen in Common Services, and assign the default rate type for Purchase Orders on the Processing tab of the P/O Options screen.

This field displays the exchange rate entered on the receipt.

This field displays the rate date used with the receipt.

This field displays the rate type used with the receipt.

This tab appears only if you select the Retainage option for job-related invoices. (This option appears only if you use retainage accounting in Accounts Payable.)

You use this tab to:

  • Select payment terms for retained amounts.
  • Specify whether to use the original retainage exchange rate for the receipt or use the current exchange rate (if the items were originally received in another currency).

Use the Taxes tab to:

  • Check or change the vendor's tax group.
  • Check tax information or edit the tax class and tax amount for the vendor's tax authorities.

If the invoice is for imported goods, enter the import declaration number for the invoice. This number is required for tax purposes in some jurisdictions (such as Malaysia and Singapore).

For new vendors (not yet added to Accounts Payable), select the tax group that identifies the tax authorities to which the vendor is subject. You must use a tax group that is defined for your company in Common Services.

When entering invoice information for a vendor who is defined in Accounts Payable, you can change the default tax group.

You must enter a valid tax group for every invoice vendor.

This field displays the total tax amount calculated for each authority in the vendor's tax group. You can change this amount, if necessary.

To cancel all your changes to tax amounts at the same time, click the Calculate Taxes button.

This field appears on the Taxes tab for Receipt Entry, Invoice Entry, Return Entry, and Credit/Debit Note Entry if retainage applies to the document.

It shows the amount of tax calculated for this authority for the retainage portion of the document if you report tax for retainage amounts when you create the retainage document (not when you create the original document).

Retainage appears only on job-related documents if you select the Retainage option on the first tab of the transaction entry screen.

Retainage tax amounts are computed using the retainage tax base and the tax rate for each tax authority.

The retainage tax base is the amount (before included taxes) used as the base for calculating taxes on the retained amount.

Essentially, the retainage tax base is the retainage portion of the document (excluding tax) if you report tax for retainage amounts at the time that you create the retainage document (not when you create the original document).

Retainage appears only on job-related documents if you select the Retainage option on the first tab of the transaction entry screen.

Retainage tax amounts are computed using the retainage tax base and the tax rate for each tax authority.

From all details in the document, the total of reverse chargeable tax amounts owed to a tax authority, if the Reverse Charges Base for the tax authority is above the reverse charges threshold amount for the tax authority. If the Reverse Charges Base is not above the reverse charges threshold amount, this field displays 0.

Note: The amount in this field is calculated automatically, but you can change it.

From all details in the document, the total of Tax Base amounts used to calculate reverse chargeable tax amounts owed to a tax authority.

This field displays the amount of tax that is due for each authority.

For each authority, Purchase Order calculates a tax amount if:

  • The vendor is subject to tax.
  • The transaction contains taxable items or taxable additional costs.
  • Tax rates are specified for the tax authorities and classes in Tax Services.

If no tax amounts appear, click the Calculate Taxes button.

Tax amounts are not automatically calculated on a purchase order until you post it or click the Totals tab.

These columns list the codes and corresponding descriptions for all the tax authorities in the tax group specified for the document.

You enter tax information in the Tax Services module in Common Services.

The tax base shows, for the tax authority, the net cost of items before tax is added. (This field is useful for items that have tax included in their prices.)

The program displays the total amount of tax that is not included in item costs for the authority.

The program displays the total amount of tax that is included in item costs for the authority.

You can include tax amounts in item costs only if permitted by the authority.

Tax reporting fields appear on the Taxes tab only if the tax group's tax reporting currency is different from your functional currency and the vendor's currency.

Along with the tax reporting currency, the program displays the amount of included and excluded tax to be reported in that currency on tax tracking reports for all the tax authorities listed on the document.

You set the tax reporting currency for tax groups in the Tax Services module in Common Services.

This field displays the sum of the tax reporting amounts for all tax authorities.

It appears only if the tax reporting currency for the tax group is different from your functional currency and the vendor's currency.

You set the tax reporting currency for tax groups in the Tax Services module in Common Services.

This field appears on the Taxes tab for Receipt Entry, Invoice Entry, Return Entry, and Credit/Debit Note Entry if retainage applies to the document.

It shows the total amount of tax calculated for the retainage portion of the document if you report tax for retainage amounts when you create the retainage document (not when you create the original document).

Retainage appears on job-related documents only if you select the Retainage option on the first tab of the transaction entry screen.

Retainage tax amounts are computed using the retainage tax base and the tax rate for each tax authority.

These columns list the tax classes that are assigned to the tax authorities to which the vendor is subject, and their corresponding descriptions.

You can change a tax class to another tax class that is assigned to the authority, but not the description.

To change the description for the tax class or make other changes for the specified tax group, use the Tax Services screens in Common Services.

Use the Terms tab to

  • Check the vendor's terms.
  • Enter or edit the due date and discount terms of an invoice.
  • Edit a payment schedule when you are making a series of payments over time.

Enter the amount due for each of the payments in a schedule.

Enter the date from which the terms are calculated. Purchase Orders automatically displays the document date, but you can type another date.

For example, if the first payment is not due for six months (so you would consider the first invoice date as six months from today), add six months to the As of Date, then press the Tab key to recalculate the schedule.

This field displays the discount percentage specified for the terms code, if any.

You can change the displayed rate. If the terms code does not use discounts, you can enter a discount percentage for the individual invoice, if necessary.

This field displays the discount amount specified for the terms code, if any.

You can change the displayed amount. If the terms code does not use discounts, you can enter a discount amount for the individual invoice, if necessary.

If the terms code uses discounts, this field displays the date on which the period for an early-payment discount expires. You can change the date.

If the terms code does not use discounts, this field displays the session date. You can assign a discount amount and date for an individual invoice.

This field displays the due date calculated from the invoice date and the specifications for the terms code but you can change the date, if necessary.

When you specify a terms code that uses a payment schedule, this field displays the number of payments permitted in the schedule.

You can enter payment amounts for all the payments in the schedule, or for only some of them. You cannot enter more payments than are permitted by the schedule.

Edit the terms code in Accounts Payable to change the number of payments in a payment schedule.

When you are entering a payment schedule, this field displays the number of each payment line.

Use the Terms Code field to add or change the code that identifies the payment terms the vendor allows your company.

To change a terms code, type the new code or select the code from the Finder. You must enter a terms code for each vendor and you must use one of the terms codes you have defined in Accounts Payable.

You can also edit dates, payment, and discount information on the Terms tab.

Use the Totals tab to:

  • Check tax and detail totals.
  • Verify invoice totals for the vendor.
  • Enter a discount percentage or a total discount for the invoice. When you enter a discount on this tab, the program distributes the total amount to the invoice details, overwriting any discounts you entered for details.
  • Enter comments for the invoice.
  • Check the estimated weight of the goods for which you were invoiced.
  • Check the number of item and additional cost details entered for the vendor on the invoice.
  • Check the invoice subtotal and total additional costs and excluded taxes for the vendor.

Enter an optional comment for the invoice, up to 250 characters.

This is the tax amount that will be applied to the retainage invoice (if the tax authority allows you to defer tax on retained amounts on an original receipt and invoice).

If you are applying all tax amounts to the original invoice, this amount will be zero.

Retainage amounts are invoiced at a later time, in Accounts Payable.

This field displays the total amount of tax that is included in item costs for the authority.

You can include tax amounts in item costs only if permitted by the authority.

This field displays the total of all item detail costs, if any, entered from the invoice, including tax-included amounts.

The subtotal does not include tax amounts that are not included in item costs or the additional costs you added for the vendor.

You can enter an optional discount percentage or discount amount for the entire document, or enter discounts for individual detail lines.

If you enter a discount for the entire document, Purchase Orders prorates the discount amount for the document details, overriding any discounts you may have entered manually for the details.

This field appears if this invoice is a job-related document that includes retainage amounts.

This field appears if this invoice is a job-related document that includes retainage amounts.

The program displays the number of additional cost detail lines you entered for the document.

Check this number against source documents to make sure you entered all the details you require.

The program displays the number of item detail lines you entered for the primary vendor on the document.

Check this number against source documents to make sure you entered all the details you require.

This field displays the total amount of additional costs entered with the invoice, excluding taxes (except taxes that are included in the cost amounts).

This figure appears on invoices for primary vendors that include both item and additional cost details.

This field displays the total excluded tax amount of all item and additional cost details for the vendor. This amount does not include taxes that are included in the cost amounts.

This field displays the total of all item and/or additional costs and taxes for the vendor and invoice.

The total of Reverse Charges Amounts for the document.

This field displays the total tax amount calculated for each authority in the vendor's tax group. You can change this amount, if necessary.

To cancel all your changes to tax amounts at the same time, click the Calculate Taxes button.

This field displays the total weight of the invoiced goods, calculated from the weight and invoiced quantity entered for each item detail.

Use this amount to check invoiced shipping charges.

Overview

Use the P/O Invoice Entry screen to:

Note: Before entering invoices, make sure you post the receipts to which the invoices apply.

Additional Costs Tab

Use this tab to:

Invoice Tab

Use this tab to enter:

Optional Fields Tab

This tab appears if you have assigned optional fields to the P/O Invoice Entry screen (using the P/O Optional Fields setup screen).

If you have assigned optional fields to invoice and additional cost details, you can enter optional field information for each item on the individual detail lines. For more information about optional fields, see About Optional Fields in Transactions.

Rates Tab

This tab appears only if you use multicurrency accounting and you are entering an invoice for a primary vendor who does not use the functional currency.

Use the Rates tab to:

For more information, see About Vendors.

Retainage Tab

This tab appears only if you select the Retainage option for job-related invoices. (This option appears only if you use retainage accounting in Accounts Payable.)

You use this tab to:

Taxes Tab

Use this tab to:

Click the Calc. Taxes button to recalculate tax amounts after changing tax classes or the tax included option. (If you changed tax totals on the invoice, the Calc. Taxes button restores the original amounts.)

Terms Tab

Use this tab to:

Payment terms can be as simple as a due date and a discount date and rate, or they can include payment schedules to allow for several installment payments.

All payment terms are defined in Accounts Payable but you can change them on the Terms tab before you post the invoice.

Totals Tab

Use this tab to:

Note:
  • On invoices for the primary vendor, the Totals tab shows the total weight of the invoiced items, number of item and additional cost detail lines, tax information for the invoice, invoice subtotal (net of taxes and additional costs), totals of additional costs and taxes, and invoice total. 
  • On invoices for a secondary vendor, the Totals tab shows only the number of additional cost details, related tax information, invoice subtotal, excluded tax amount, and invoice total.