Adding Bills
The following steps will explain in detail how to add a new Bill.
You may already be in the General tab of the Bills form with the vendor data you want present. If so, go to step number "2." If you are/are not in the Bills form and do not have the vendor data you would like present on this form, begin with step number "1." below. You will have two options in step "1."
1.If you are in the Bills form and do not have the Vendor data you want, click the New button to clear the form so you may enter a new record. You will now be brought to the New Bills search form that will be labeled, "Find the Vendor for this Bill." Click on the next words, Create New Bills for help on how to use the New Bills form. Once you complete the form, you may return to this Adding Bills help (there will be a link at the bottom of the Create New Bills form labeled Adding Bills to bring you back) to continue below.
If you are in the Main Menu, click on Purchases, then the topic New Bills. You will now be brought to the New Bills search form that will be labeled, "Find the Vendor for this Bill." Click on the next words, Create New Bills for help on how to use the New Bills form. Once you complete the form, you may return to this Adding Bills help (there will be a link at the bottom of the Create New Bills form labeled Adding Bills to bring you back) to continue below.
2.You will notice many of the fields on the General tab of the Bill form like Ship From and Ship To will fill in with data based on that Vendor. This can really help speed up data entry and is good reason why you should spend the time to enter data in key fields of the vendor form like Name, Sales Tax ID's, Ship Via, Terms and Currency. Review and adjust the fields as necessary, pressing the TAB or ENTER key to move your cursor to the each field. A description of the General tab fields is listed in this Help section after step number "5."
3.Next, click on the Bill Items Tab of the Bills form. Complete the filling in of the Item No, Qty, and other fields and reviewing the other fields to ensure they are appropriate for the particular order. This form has sub forms that you will need to review/add to as well. Note that the form automatically draws in the information you have entered previously. You may click on the following link, Bill Items Tab, for additional information on the Bill Items tab.
4.Next, click on the Bill Misc Tab of the Bills form. Complete the filling in/reviewing of the Description, Account ID, Job ID, Tax option and Amount to ensure they are appropriate for the particular order. Note that the form automatically draws in the information you have entered previously. You may click on the following link, Bill Misc Tab, for additional information on the Bill Misc tab.
5.Click back to the General tab. Here are some of the options you now have:
You may click on the Post button which will enable you to post the Bill at which time VisionCore will update your General Ledger with the data from the selected Bills form. See Posting Bills.
You may click on the X box button to close the Bill form and post it later.
You may print the Bill.
Description of General tab in the Bills form
1.The Bill Number field will be automatically filled in with a unique number based on the starting number that is assigned in the Starting Numbers form. This number is used as a reference for you and VisionCore to help find this transaction later if necessary. It can be manually changed on this form as long as it does not duplicate a previous Bill Number.
2.In the Vendor ID field you have the choice of either selecting an existing Vendor ID from the combo box or entering a new Vendor ID in the combo box. If you choose to enter a new Vendor ID press the 'Enter' key after you type the new Vendor ID and a message will appear asking if you want to enter the new Vendor ID. If you select 'Yes' the Vendor form will open where you will be able to enter a new vendor. See: Adding Vendors. In most cases, however, you will already have selected the Vendor, and therefor the Vendor ID, from the Find form.
3.After you add or enter a Vendor ID you will notice many of the fields on the form like Ship From and Ship To will fill in with data based on that vendor. This can really help speed up data entry and is good reason why you should spend the time to enter data in key fields of the vendor form like Contact Name, Sales Tax ID's, Ship Via, Terms and Currency. When you have finished entering data for each field, press the TAB or ENTER key to move your cursor to the next field.
4.The Transaction Type field is used to determine what type of transaction you are intending on processing.
5.The Date field is used to represent the date the Bill gets posted to the General Ledger when you Post the Bill. This date will be filled in automatically with today's date, but can be changed to reflect a different date if you wish. Click the drop down button next to this field to open the miniature calendar form where you can graphically enter the date.
6.The Bill Date is used to enter the date when you received the Bill. This date will be filled in automatically with today's date, but can be changed to reflect a different date if you wish. Click the drop down button next to this field to open the miniature calendar form where you can graphically enter the date. This is also the date where due date will be based depending on the terms selected on the Terms field.
7.The Currency field is used to assign a default currency for each Bill. Normally, this will automatically fill in with your default Currency ID setup for the selected vendor in the Vendor form. You can override the Currency after it fills in if you need to. If the currency you want to use is not in the list you will have to add it to the Currency Exchange Rate form. You will notice that if you use a different currency other than the default currency set in the Company Preferences form, the Total fields will display a different background color as to what is setup in Company Preferences form.
8.The A/P Account will be filled in automatically with the Accounts Payable ID setup in the Security form > Default Accounts tab. This is the Account Payable account that will be affected when you Post this transaction. You can change it by selecting a different account from the combo box if you need to.
9.The Ship From area will display all the details of the selected vendor. You can click the Ellipse button next to this section to open the Purchase Ship From Information form where you can change this location.
10.The Ship To area will display all your default company information that is entered in the Company Setup form. You can click the Ellipse button next to this section to open the Purchase Ship To Information form where you can change this location.
11.The Drop Ship button in the Ship To area when clicked will open the Select the Customer to Drop Ship find form where you can select the customer the order is to be dropped ship. Selecting a customer on the Select the Customer to Drop Ship find form will populate the customer's ship to information into the Ship To area. If the customer selected has more than one ship to location, the Drop Ship form will open and give you the choice to select one from the Ship To list. To select a ship to location, click on the ellipse button to the left of the ship to line item and that ship to information will be populated into the Ship To area.
12.The Terms field will fill in with the default terms setup for the selected vendor. This field is used to enter the payment terms for the Bill, which details how you pay that vendor for the merchandise. If the Terms you receive are not in the combo box click the Ellipse button next to the field to open the Terms form where you can add or edit the terms. Terms are directly connected to the payables and will determine what discounts or interest you may receive.
13.The Due Date field is the date that you need to pay the purchase invoice or bill by and is automatically filled in based on the terms you have selected in the Terms field.
14.The Ship Via field will fill in with the default ship via setup for the selected vendor. This field is used to assign a shipping method for the Bill. If there is not a shipping method you want to use in the combo box click the Ellipse button next to the field to open the Ship Via form where you can add or edit the shipping methods.
15.The Reference field is an extra field you can use to help reference this Bill. You can enter any kind of information into this field.
16.The Invoice No field is used to track the vendors invoice number if you want. This gives you another way to search for this transaction at a later date.
17.The Sales Rep field will fill in with the default contact name entered for the selected vendor. You can change this field to any name you want.
18.The Ordered By combo box field can be used to enter the Employee ID of the employee who placed the order.
19.Enter any items to be purchased in the Bill Items Tab for Inventory related purchases. Enter any items to be purchased in the Bill Misc Tab for non-Inventory related purchases.
20.At the bottom of the form the Subtotal field will display the total before sales tax of all the line items entered in the Line Item Detail.
21.The Freight field can be used to enter shipping costs for the transaction. The combo box field to the right of this field is the Tax field where you can enter different methods of charging tax for the Freight field.
22.The Tax field will display the calculated tax for the Tax Code fields. You may override the computed tax by double-clicking on the Tax field itself. A message will prompt you if you want to change the total tax manually. Clicking YES on the message will bring the cursor to the Tax field allowing you to manually change the tax amount. Once Tax is manually changed, double-clicking on the Tax field again will allow you to either change the tax amount or let the system compute the tax automatically. Clicking YES on this message will allow you to manually change the tax. Clicking NO will automatically compute the tax.
23.The Total field will display the total of the transaction, which you owe the vendor. This field adds the Subtotal, Freight, Tax fields together to come up with the total amount. This is the amount that will be entered to the Accounts Payable account in the General Ledger when you post this transaction. You will also see this amount in the Payables form for this vendor.
24.The Bill On Hold check box at the bottom of the form will allow you to put the Bill on hold. If you do this the Bill will be locked but the inventory will be updated. When you decide to release the Bill from being on hold it will unlock the fields and back the inventory out. This works just like the Post button except it does not affect your general ledger.
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