Inventory Bills |
  
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The INVENTORY BILLS option allows users to enter or update bills (A/P Invoices) relating directly to either inventory received or manufacturer repair bills.
To ADD a new payable or bill, click ADD. The system will automatically assign the next available bill number.
To VIEW a previously entered bill, use the 
tool to search by Vendor Name, Date Range, Reference Number or Order Number.
To edit or CHANGE an existing bill, find the bill and click CHANGE. Then click the button to search for an existing bill by vendor.
After finding a selected bill, you can delete it by clicking DELETE.
The screen prompts are:
BILL NUMBER - Press Enter to accept the automatically assigned bill number.
VENDOR - Select a vendor from the drop-down list.
ADDRESS INFO - If the selected vendor has been set up to prompt for the address information during bill entry (within Vendor Information ACCOUNTS PAYABLE > VENDOR INFORMATION) users will be able to change the name and address by clicking the … button. Otherwise this field will be disabled.
LOCATION - From the drop-down list, select the location for which the bill is to entered. (If your user id has been set up to NOT prompt for location, this field will be disabled).
REFERENCE NUMBER - If applicable, enter the invoice number on the vendor's invoice. Use up to 30 characters. Usually this refers to the vendors invoice number.
SHIPMENT NUMBER - If applicable, enter the shipment number associated to this bill.
ACCOUNT NUMBER - If an Account Number has been associated to the selected vendor within Vendor Information, that information will appear here.
PHONE NUMBER - If a Phone Number has been associated to the selected vendor within Vendor Information, that information will appear here.
BILL DATE - Press Enter to accept today's date or type in the preferred bill date.
DUE DATE - Press Enter to accept the due date calculated by using the terms for this vendor as stored in the Vendor Information screen, or override with the correct due date. The terms calculate based on the BILL DATE.
USER - The user will default to the user currently logged into the software. This is used for audit purposes.
ON HOLD - A check mark in this field indicates that this bill is not ready to be included in the Daily Close - Accounts Payable Transactions export, so it will not be included in the export AP feed. (The default for whether this ON HOLD field is checked by default is within Company Parameters). Bills marked as ON HOLD will still appear on the Vendor's account and on various Accounts Payable reports.
NOTE - Click the … to enter detailed notes for this bill.
PRODUCT - Enter the product number for the item on the bill. (Alternatively, you can search for a product by entering the first few characters of the product description in the product number field, then pressing Enter).
DESCRIPTION - The product description will display automatically.
QTY - Enter the quantity billed.
COST - Enter the unit cost of the product billed (before taxes.) Users can enter up to 3 decimal places on cents.
NET AMOUNT - This amount will calculate automatically.
Click the CONTINUE icon to display the bill totals window. Enter both the Tax 1 and Tax 2 amounts as needed. Any applicable taxes must be entered here on the Bill. This is the tax information that will flow through to your accounting system if importing our accounting feeds and appear on the SALES TAX PAID report.
Click the CONTINUE icon to complete and close the bill entry screen.
Note - If you create a vendor invoice for either received goods or a repair and it is inaccurate, you can go to Bills, and find the bill and edit it. If you edit a serialized item, and have the parameter "UPDATE SERIAL COST FROM BILL" turned on within CLINIC PARAMETERS, the edited serialized cost will flow through to that unsold serial number within the PRODUCT INFORMATION file. If the cost on a serial number can not be editing from the Bills screen, the user will receive a message warning that the serial number did not have it's cost updated. A print out is available of the serial numbers that did not have cost updated.
If you create a vendor invoice for an inventory expense that is inaccurate, you can go to INVENTORY BILLS, and find the bill and edit it. You can only edit a bill up until the point where you Export Purchase Transactions to your accounting package.