On Account invoices can be used to cut a check for payment of a shipment before the actual invoice is received from the vendor. Once the actual invoice for the products is received, it can be entered and then offset with an additional On Account invoice. The process can be broken down into five steps:
1.Enter the On Account invoice with the total amount that you are pre-paying
2.Cut a check to pay for the On Account invoice (creates a negative On Account invoice on the vendor's account)
3.Enter the actual invoice for the shipment, when you receive it
4.Cut a $0 (or reduced amount) check to remove the actual invoice and On Account credit
Enter the On Account invoice with the total amount that you are pre-paying
1.Select Accounting > Accounts Payable > Invoice Entry.
2.Enter the vendor for the shipment in the Vendor field and press Tab.
3.Click the On Account button in the bottom toolbar. This will automatically generate an invoice number beginning with OA.
4.Enter a reference code or PO # in the P/O or Reference # field. You will not have a receiving to link the invoice to at this time.
5.Enter the remaining invoice information as you normally would for the invoice. When you do receive the materials, you will enter the invoice information exactly the same as you did for this invoice.
6.Click the Save button to save the invoice to the vendor's ledger.
Cut a check to pay for the On Account invoice
Write or print an individual check for the invoice or include it as part of a check batch. The instructions below apply to printing an individual check from the system. For additional check printing instructions, see the Check Print page.
When you issue a check for the On Account invoice, the system will automatically generate a negative On Account invoice for the same amount on the Vendor's account. You will use this negative invoice to offset the vendor invoice that you enter for the receiving of the Purchase Order.
1.Select Accounting > Accounts Payable > Check Print. In the toolbar at the bottom of this screen, click the Individual Check button.
2.Enter the Vendor Number of the vendor that your check will be made out to in the Vendor field and press Tab. This will display all of the open invoices for the vendor.
3.The system will display the default check date as the current date in the Check Date field on the right side of the screen. To change the date, click the 
to the right of the field and select the appropriate date.
4.Check off the On Account invoice that you created to be paid, along with any other invoices that you also want to pay on this check.
5.Once you have selected the appropriate invoice(s), click the Save & Print button in the toolbar at the bottom of your screen. At this point, make sure that you have inserted enough check paper into the proper tray of the designated printer. Choose the correct printer from the printer window and click Print to print your check.
Enter the actual invoice for the shipment, when you receive it
1.Select Accounting > Accounts Payable > Invoice Entry.
2.Enter the vendor for the shipment in the Vendor field and press Tab.
3.Enter the Invoice Number and press Tab.
4.Click on the 
in the P/O Or Reference # field to search for the stock receipt that corresponds to this invoice. Link the receiving(s) to the invoice by checking them off and clicking the Select button.
5.Enter the remaining invoice information as you normally would for the invoice, including the Gross Amount.
6.Click the Save button to save the invoice to the vendor's ledger.
Cut a $0 (or reduced amount) check to remove the actual invoice and On Account credit
Write or print an individual check for the invoices, or include the check as part of a check batch. The instructions below apply to printing an individual check from the system. For additional check printing instructions, see the Check Print page.
1.Select Accounting > Accounts Payable > Check Print. In the toolbar at the bottom of this screen, click the Individual Check button.
2.Enter the Vendor Number of the vendor that your check will be made out to in the Vendor field and press Tab. This will display all of the open invoices for the vendor.
3.The system will display the default check date as the current date in the Check Date field on the right side of the screen. To change the date, click the to the right of the field and select the appropriate date.
4.Check off the On Account credit and the actual vendor invoice that you want to pay. If the On Account credit was a deposit, you will still have a positive Check Amount to print a check. If you prepaid the full amount of the invoice, the Check Amount should equal zero, as the On Account credit will match the invoice amount. Check off any additional invoices that you would also like to pay on this check.
5.Once you have selected the appropriate invoice(s), click the Save & Print button in the toolbar at the bottom of your screen. At this point, make sure that you have inserted enough check paper into the proper tray of the designated printer. Choose the correct printer from the printer window and click Print to print your check.