Part IV - Complete the Grid Fields

  1. After completing any relevant, optional windows click the New button. The Line and Company columns will default and your cursor will be in the G/L account column.
  2. The default G/L Account to which this vendor's invoices should be posted displays (as entered in the Vendor Defaults screen).
  3. Enter the Amount to be distributed to the entered General Ledger account (and, as appropriate, the job/phase/cost type or equipment/cost category).
  4. Where your cursor lands next depends on the type of transaction you are entering. For example, if the GL Account is a Direct Job Cost account, you will be prompted to enter a job; if this is a subcontract invoice the phase and cost type will default, if the Equipment Control module is present you can complete Equipment and Cost category columns, and if the Work Order module is present you can complete the Work Order, Item code, Site equipment and Component columns. For more information on any of these fields, please Vendor Invoice Entry - Field Descriptions: Grid Entry Fields.
  5. Enter the Quantity for this invoice detail line and the Unit Cost will be calculated automatically.
  6. Enter the Um (unit of measure) for the detail line. When 'phase + cost type' is changed,the system automatically reassigns the unit of measure of the new phase to this detail line.
  7. Enter any relevant Remarks for this detail line and then enter the Tax code for this line. This field will be reset if the Job, Phase or Cost type (Ct) fields are edited. The Tax type and associated percentage rate display and the Tax amount is calculated.
  8. The Discount field is a display-only value allowing organizations to enforce the security rule that all discount decisions are to be made at time of payment, not at entry of an invoice.
  9. Click Save. If there are any discrepancies on the invoice, an Invoice Out of Balance Error window displays and you will need to correct the errors before you can proceed.
  10. Once everything looks good, the invoice will be saved and you will return to the first field on the Vendor Invoice Entry screen so you may begin your next entry.