Table of Contents Quasar Commands Up: Purchases Previous: Vendor Invoice List Next: Vendor Payments

Vendor Invoice



Use the vendor invoice window to enter a vendor bill into Quasar. The vendor invoice updates item on hands and values, payables and ledger accounts.

Use the search feature to find items in large invoices. Just click on the "Search" button on the right and search by item or description.

Invoice No

The invoice number is incremented by Quasar. This may be changed by the user. If the invoice number entered is the same as an existing invoice number then a warning message will be displayed.

Reference

A number that references the vendor invoice.

Date

The date for the vendor invoice. The date determines the accounting period in which the vendor invoice will be posted.

Time

The time that the vendor invoice is created.

Shift

The shift that the vendor invoice is linked to through a shift close.

Store

Select or change the default store. If a store has been defined for the user, then the user's store will display by default. If no store has been defined for the user, then the default store specified in the "Quasar Configuration" will be displayed.

Station

The station (work station) on which the vendor invoice is created.

Employee

The employee creating the vendor invoice.

Vendor

Select or enter the vendor for the vendor invoice.

Address

The address of the vendor.

Terms

Enter the payment terms for this vendor. An existing set of terms may be used or a new set of terms may be defined. Payment terms entered in the vendor master screen or purchase order will appear here by default. (More)

Ship Via

Enter the shipping method.

Vendor's Date

Enter the vendor's invoice date as displayed on the hard copy of their invoice.

Type

Select either item or account. Select item if the vendor invoice will be used to purchase or return items. Select account if the vendor invoice will reflect a direct charge or credit to a ledger account.

Memo

Defines the vendor invoice.

Item Entry Table



Enter the items, quantity and cost of the items on the vendor invoice. Note, the items can be imported from the purchase order by clicking on the "Orders" button, and/or they can be imported by clicking on the "Receive" button.

Totals



The totals folder displays the various totals for the vendor invoice.

Comments



Enter comments that are specific to the invoice.

Taxes



Displays the individual taxes and tax totals applicable to the invoice.

Charges



Use the charges folder to define internal and external charges that will affect the invoice.

Internal Charges Table

Use the internal charges table to define internal charges affecting the order. Internal charges will be included on the vendor invoice and added to payables. An example of an internal charge is where a franchiser bills a franchise a service fee.

External Charge Table

Use the external charge table to define charges that will increase the landed cost of the item. External charges will not print on the hard copy of the invoice nor will they impact vendor payables. The purpose of defining external charges on an invoice is to provide the ability to calculate the landed cost of each item. An example of an external charge is freight from a third party carrier.

An external charge that allocates back to items will in fact increase the inventory value of each item and increases the inventory ledger account. The offsetting entry is made to the accrual account specified in the charges master.

  • External Charge - Enter or select the external charge to apply.
  • Amount - The amount of the external charge. This may be calculated or entered.
  • Tax - Displays the tax code applicable to the charge.

Ship To



Where products are shipped to a card or address other than the company or store address the ship to address can be entered in the ship to folder. The ship to address is printed on the hard copy of the vendor invoice.

Item Info



The item info folder displays specific information on the line where your cursor resides in the item entry table.

Orders

Use the orders folder to import the items from a purchase order. This saves having to enter items manually.

Voided?

Toggle on or off. Toggle on to void the vendor invoice. Toggle off to re-set the vendor invoice to a non-voided state.

Search



Click on the "Search" button to search for items in large orders. You can search by item or by description.

Print

Click on the "Print" button to print a copy of the vendor invoice to the printer.

Payment

Click on the "Payment" button to make a vendor payment and/or allocate a payment or return to an invoice. Clicking on "Payment" will cause the "Vendor Invoice Payments" window to be displayed. This window will display all transactions that can be allocated to the invoice.

History

Click on the "History" button to display the sales history for the item in the line where your cursor resides. As you move from one item to another the sales history will refresh and display the history for the current item.

Claim

Toggle on or off. Toggle on to create a vendor claim.

Vendor Invoice Payments




If there are no transactions that can be allocated towards the payment of the invoice the body of the window will be blank. If there is a return or a credit that can be allocated to the invoice the details will be dispayed in the body of the window.


Invoice Number

The invoice number for the invoice that you are paying or allocating a return or payment too. Note! you may also allocate an invoice to a return.

Date

The date of the invoice.

Total

The Total amount of the invoice.

Paid

The amount of the invoice that has previously been paid.

Memo

The memo for the invoice. This memo displays on the journal transaction for the invoice.

Vendor

The vendor who has invoiced you.

Balance

The current balance of the vendor payable account.

Auto Allocate

Click on the "Auto Allocate" button to automatically allocate to the invoice.

Quick Payment

Click on the "Quick Payment" button to create a payment for the invoice using the "Vendor Payment" window.



Table of Contents Quasar Commands Up: Purchases Previous: Vendor Invoice List Next: Vendor Payments