Account

The A/P account will prefill based on the Chart of Account setup. If you have multiple A/P Accounts, use the drop-down to select the account if necessary.

Vendor

Enter the Vendor Sub-Account.  (You can press the [/?] key to display a pop-up window of vendor selections to choose from.)  To add a new vendor, press [F12].  

Note: If you have an invoice for a one time vendor (i.e. one that you don't want to setup in Sub-Account Maintenance), enter ZZMISC as the vendor. You can then input the vendor name and address for the one time use. This vendor will not save anywhere. NOTE: A 1099 will not be created for any payment made under the ZZMISC vendor.

Edit

Use this button to access Sub-Account Maintenance. This is an easy way to add vendors or make vendor changes on the fly.

Scan/Document Maint

Works with the add-on scanning feature.  This feature allows you to scan invoices for each accounts payable entry.

Reference

Auto-generated by the system so that each entry will have a unique reference.

Invoice #

The Invoice # is not required. If not filled in the Reference # will be used upon being saved. However, we recommend coming up with a scheme (such as the date) even if your invoice doesn’t have an invoice number. The reason is that this field is used in the duplicate checking process. Since Reference numbers are always unique, it would do no good when entering in a duplicate. The Invoice # will also print on the stub when the check is printed.

Invoice Amt

The Invoice Amt is the amount to be paid to the vendor.

Invoice Date/GL Effective Date

When filling in the Invoice Date, the G/L Effective date will populate with the same date. However, these can be different if the client chooses. For example, some clients track the difference between the invoice date and the received date. The Invoice Date is informational only. The G/L Effective date is the date the entry will be posted and will affect the Financial Reports.

If the invoice or effective date is not within the posting allowed date range, the will warn you that the date range is too restrictive. Additionally, the date fields will be red. The posting allowed date range must be changed before the system will allow you to continue. If the invoice number field is left blank, the system will assign the reference number as the invoice number. If you are entering manual reference numbers versus letting the system generate them (recommended), you must ensure that they are unique so there is no the possibility of duplicate invoices.

Due Date

Enter either a Due Date from the invoice or use the default due date set in the vendor's Sub-Account.

Note:  If you are writing checks using the due date feature, make the due date the date you plan on writing the check not the actual due date on the invoice. It is important to fill in the correct Due Date for check writing purposes. Oftentimes check runs will use this date to pull in the invoices that need to be paid

Additional Check Stub Desc

This is an optional field that can contain a description that will appear on the printed check stub as well as replicate to the Description field on the G/L Coding for the expense. (for example, account numbers for a utility bill). For the Additional Check Stub Description to be replicated to the Description field, the Box for "Copy Description to Coding" must be checked.

Note: You have the option to add a check memo that will always print on the check stub. This can be entered in the Sub-Account Maintenance on the Check Memo Description field. This is the preferred method if the description is the same each time since it only needs to be entered in once.

Coy Desc to Coding

The "Copy Desc to Coding" option will duplicate the "Additional Check Stub Desc" onto the G/L Coding Description if checked.

Discount tab

Discount tab - (only shows if discount is enabled in Company Maintenance) - enter the discount amount and date.  See AP Discounts.

Other tab

Used with the PO system

Approval tab

Approval Tab - (only shows if A/P routing  is enabled) - enter the routing path.

Account/Sub-Account

Enter as many Accounts/Sub-Account lines as needed. Use the lookup field to help you search for the Account or Sub-Account you need. Reminder, if a Sub-Table is not attached to an Account, then a Sub-Account will not be needed, and the Sub-Account field will be grayed out.

Only add new/separate lines if the Account/Sub-Account is different. For example, if you have 3-line items on your invoice, but they will all be coded until the same Account/Sub-Account, then you would only need to enter one line.

If you have entered a default expense account in the vendor's Sub-Account Maintenance (F12), the system will automatically display the default Account and Sub-Account. Setting up default expense accounts saves time when entering invoices. You can press enter to accept the default or key in a new account to change the account information.

Amount

Enter the amount to be posted to the particular expense defined above.  If this amount is different than the invoice amount, the difference will display in red at the bottom of the screen.  The invoice amount can be allocated to an unlimited number of different accounts.  The total expense amounts entered must equal the Invoice amount entered at the top portion of the screen.

Description

The description will automatically default to the vendor’s name.  Additional descriptions can be added after the vendor’s name. Generally, the larger the amount, the more need for additional description.  By using the [F5]-Expanded Description hotkey, you can expand the description field for ease of typing. Whatever is typed in the Description field will appear in the General Ledger

NOTE: If using the ZZMISC vendor you will want to leave the Vendor Name in the description, so you know who you paid later on.

Quantity

The  associated with the purchase can be used to record the number of units bought.  Quantity may be hidden if not in use.

AFE #, Stage, and Deck #

The fields are available for those companies that use the JIB/AFE (Authority for Expenditures) feature in the system. These fields are associated with the billing account/Sub-Account in A/P.

Looking for Duplicate Amount or Invoice Number(VDups)

The system automatically checks for duplicate invoice numbers or amounts on the posted and unposted invoices if duplicate checking was enabled at the Company (See Company A/P Entry Options) or if it duplicate checking was set at the vendor level (See Sub-Account).  If matches are found, they will be displayed.  If duplicate checking was skipped, once the G/L information has been entered on the invoice entry screen, duplicate invoice checking can be done using the V-Dups option.  A pop window will display all duplicates, you must click Continue to proceed.  

Detail Line Maintenance

Puts the cursor in the detail (bottom) portion of the screen to make corrections.

Allocate Difference dollars to each line item

If you change the invoice amount and want to allocate the change to the expense accounts, select this option and the difference will allocate based on the percentages of the whole.  

TECH TIP: If you have an invoice to several departments and want to allocate sales tax without having to use a calculator to figure the allocation, enter the amounts per department and select Alloc, the system will automatically pro rata the difference.

Undo Allocation

This will restore the expense amounts back to their original amounts prior to the allocation.

Save above GL coding for this vendor

This allows you to save the expense account/Sub-Accounts and percentages as a "Code Set" for this vendor. This is the recommended process for setting up Default Expense accounts.

Transfer from another User ID

This allows the invoice entries to be transferred from one user ID to another user ID.  For example, an AP supervisor has the ability to transfer unposted A/P invoices from a user ID who only does not have security authorization to post invoices.

Transfer from another company

Gives ability to transfer A/P invoices from another company using the same User ID.  Select the company to transfer from, then select the invoice(s), then click on the Import button.  This utility moves the invoice from the other company into the current company.

Import from Excel (A/P Import)

This AP Import. allows entries to be imported from an Excel spreadsheet. Also see Accounts Payable Import.

Export to Excel

This feature will allow users to export from one set of books and import into another license set of books.

View A/P documents

Works with the add-on scanning feature in Pak Accounting.

Process Batch AP documents

Allows scanned images to be imported by batch. See Process A/P Batch Documents.

Import Credit Card CSV - (WolfePak Only)

The credit card import will import credit card transactions from your credit card provider. Typically credit card companies allow their subscribers to access their account information online and they have a function that will export their transactions to a CSV file. You can then import that CSV file into the system, thus saving time by not having to key each and every credit card transaction throughout the month (or any range of dates). At this time, this option only works with Discover Card and Capital One.