Jeff what you posted makes little sense. You have already paid the invoice in full and are now trying to enter the invoice? How did you pay the invoice in the first place?  And if it is a purchase order are you saying they charged you sales tax?  Fuel and Freight can go in the freight field and tax in the tax field. But still how did you pay in full.

hi,

yes, I know.  we paid it with a hand check.  I have since figured out how to use the tax item button and to also put freight and such on the freight like after clicking totals.

I have my answer.  and yes, we should not pay invoices before entering the invoice.

thank you for the input.

jeff

Enter the invoice and then go into Manual Check Entry and record the check and pay the invoice.

Specifically, enter the invoice in the PO module.  Entering the invoice in A/P will create issues with the Purchases Clearing account (unless you do the proper account entries in A/P), but more importantly the Purchases Clearing report in the PO Module.  I think the PO will remain open as well (as I recall, the definition is a PO with matching received, invoiced, quantities).

Specifically, enter the invoice in the PO module.  Entering the invoice in A/P will create issues with the Purchases Clearing account (unless you do the proper account entries in A/P), but more importantly the Purchases Clearing report in the PO Module.  I think the PO will remain open as well (as I recall, the definition is a PO with matching received, invoiced, quantities).

i like the way you explain, easy for a dummy like me to follow.  although a former accountant, been  years since worked with a system like this.  (mostly quickbooks in recent years).

the real challenge for me is to get the open purchase order clean and void of the many p.o.'s that show up.  many are "complete" with invoices posted and quantities received properly but still on the list and I think that has to do with the "Purge" function?  

we haven't done this since april and our year end is this month.  the ramifications of the purge I am not completely clear on.  what settings to put the options on.  do the p.o.'s remain in history ect?

you say?

thank you for the straightforward explanations.

jeff

Purchase Orders that are closed but remain in the system are there because of the setting in Purchase Order options. If you have it set to 720 days then it will stay in the system for 2 years even if completed. At that time they will purge out. And there is no history. Once gone, they are gone. Note that the Quantity Ordered must equal the quantity received AND the dollars ordered must equal the dollars received for the purchase order to be purged.

when  you say "they are gone" - what about reports say, for example, purchase orders issued to this vendor for period x thru period y?  covering a couple of years or so.  that history, if the options are set at 365 days - is not available?

doesn't make sense if true.  

heff