Bill Batch Entry

The Bill Batch entry form is used for entering a batch of totaled Bills.

This form can be used to add, edit or delete bill batch records. To add new Bill Batch Entry, simply click the New button at the top of Bill Batch Entry form. To get to the Bill Batch Entry form you may click on the Bill Batch Entry topic in the Purchases menu. If you need to edit existing Bill Batch Entry record, just click on the Bill Batch Entry topic in the Purchases menu which will bring you to the Find Bill Batch form. Select the record you want to edit and make any necessary changes to the fields for that record. If the Bill Batch Entry is posted it will be necessary to UnPost it prior to making any changes.

The record navigation buttons at the bottom of the form are used to move from one record to another. It also displays how many records are in the Bill Batch Entry form and what record you are currently on. Clicking on one of the four buttons will navigate you through your existing data. You may use the Find button to find a specific record.

There are several helpful options that can be set in the Company Preferences form to help make data entry easier and faster. One great feature in the Company Preferences form is to have the text fields displayed a certain way when you enter data so that it is easier to read and more consistent throughout the program. You should also take a look at the Security form > Default Accounts tab and the Starting Numbers form for other related options that can be set.

Fields

1. 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 bill batch entry. You can change it by selecting a different account from the combo box if you need to.

2. The Bill Batch 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 Batch Number.

3. The Batch Total field will display the total of the bill batch entry transaction. This field shows the total of all bills.

4. The Reference field is an extra field you can use to help reference this Bill Batch Entry. You can enter any kind of information into this field. If this field is filled up, the Description field in the grid area will have the same default value.

Fields in the grid area

1.In the Vendor ID field you have the choice of selecting an existing Vendor ID from the combo box.

2.The Vendor Name field is a read only field and will show the selected Vendor's Company Name.

3.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.

4.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. Terms are directly connected to the payables and will determine what discounts or interest you may receive.

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 Due Date field is the date that you need to pay the bill and is automatically filled in based on the terms you have selected in the Terms field.

8.The GL Account field will automatically be filled in with the Misc Expense account you assigned in the Security form > Default Accounts tab during set up. The GL Account field also has a combo box that you may then click on that will bring up the list of Accounts so that you may change the Account as appropriate.

9.The Description field will automatically be filled in with what has been entered in Reference field above. You can edit the description field for each line item if you need to.

10.The Tax ID field is used to indicate what type of Sales tax will be applied for the specific vendor.

11.The Total field is used to enter the total amount of the vendor's bill.

12.The Detail button is used to open the Bill form created for the line item. If the cursor/focus is on this line, you can press the space bar to open the Bill form. This allows you to enter additional miscellaneous detail for the Bill transaction. Any changes in the Bill form will reflect in Bill Batch Entry detail grid lines. You can also post the Bill and return back to Bill Batch Entry form, the particular posted Bill will be marked as posted in Bill Batch Entry form.

13.The Posted checkbox is read only. This checkbox is used to identify whether or not the specific detail grid line is posted or not. Posted detail grid line will display a checkbox with a check mark.

14.The Batch Total at the bottom of the grid area will sum up all bill Totals that have been added on the grid area.

Toolbar Buttons

Toolbar Buttons perform an action on the current record like adding, deleting or saving.

The New button will clear the form to allow a new Bill Batch Entry to be added.

The Save button will save the selected bill batch entry.

The Find button will enable you to Find Bill batch entry transaction.

The Delete button will delete the selected Bill batch entry.

The Undo button will cancel out the last change/s done to the record reverting it to its older state.

The Print button will allow you to print the Bill Batch Detail report and Grid Preview. See: What You See is What You Get Printing, Print Options for General Ledger and Batch Bill Entry form

The Tools button is a pull down menu button that when clicked will show the Vendor and New Vendor buttons. Click on Vendor button to open the selected vendor from the grid area. Click the New Vendor button to add a new vendor.

The Post or UnPost button will post or unpost the bill batch entry and update the general ledger.

The Pay Now button which is visible only after the Bill Batch has been posted will create Pay Bills once the bill batch is posted. See: Quick Pay Option

•The Close button will close the Bill Batch Entry form.

Press F1 or click F1-Help button in the Status bar for help on how to use the Bill Batch Entry form.