To enter an invoice that has already been paid using a credit card follow the easy steps below. This is only for instances where the invoice has already been paid on the credit card, but the credit card statement has not been received yet. This will post the invoice amount as an open invoice under the credit card vendor. When the statement is received, this amount should be deducted from the overall statement amount before the statement is posted.
1.Select Accounting > Accounts Payable > Invoice Entry.
2.Enter the Vendor Number in the Pay To Vendor field and press Tab. This is the vendor that filled the Purchase Order and sent you the invoice.
3.Enter the invoice number in the Invoice Number field and press Tab. If the vendor does not provide an Invoice Number, you can enter your own for reference. Invoice numbers cannot be duplicated for vendors.
4.In the Remit To Vendor field, enter the credit card vendor that you used to pay this invoice. This invoice will display under this vendor. When you receive the credit card statement, this invoice amount should be deducted from the overall statement total before it is entered.
5.Click on the 
in the P/O Or Reference # field to search for the stock receipt that corresponds to this invoice. If merchandise was received, you must link the invoice to its purchase order to complete the P/O. You can link multiple receivings to a single invoice, if necessary. If this invoice does not have a purchase order associated with it (such as an electric or telephone bill), you can also use this field to enter any reference information.
6.Enter the Invoice Date. The system will use this date to calculate the Discount Date and Due Date for the invoice, based on the vendor's payment terms.
7.Enter the total amount of the invoice in the Gross Amount field and press Tab. This includes freight and tax amounts.
8.Enter the shipping charge in the Freight Amount field and the tax charge in the Tax Amount field. You can enter detailed freight information by right-clicking in the freight field and selecting Detail... and then entering the freight charges and descriptions.
If you need to enter a Third Party Freight charge, you can do so through the Stock Receipts screen.
The Merchandise Amount and Balance Due will be automatically calculated based on your entries. The Merchandise Amount should match the amount in the Linked Receipts field before you save.
9.The system will automatically calculate the Discount Amount, Discount Date and Due Date based on your terms with the vendor. If you pay the invoice in time to qualify for the discount, the system will automatically recalculate the General Ledger entry to reflect it.
10.Now, look to the General Ledger Distribution window on the right side of the screen. This will display the General Ledger Accounts that will be affected, and the amounts that will be posted to them. The Total G/L Distribution must equal the Gross Amount before the invoice can be saved. An example is shown below.
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