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4. Invoice Total and Payment

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The following fields will appear:




║           INVOICE TOTAL:       0.00                                          ║

║     AMOUNT ALREADY PAID:       0.00                                          ║

║  DISCOUNT ALREADY TAKEN:       0.00                                          ║


      ╔ Description of Invoice ══════════════════════════╗

      ║                                                  ║

      ║                                                  ║




INVOICE TOTAL*} Type the total charges on the invoice, including freight, tax and other charges.


AMOUNT ALREADY PAID *} Type any amount already paid on the invoice. If no payment has been made, leave this field at zero. If you post a check to this invoice from the Jewelry Shopkeeper, this field is updated automatically. If you don’t use the Jewelry Shopkeeper to track the checkbook you will have to manually update this field when you have paid for this invoice.


DISCOUNT ALREADY TAKEN *} Type the dollar amount of any discount already taken on this invoice.


DESCRIPTION OF INVOICE*} The description you type here will be printed on the check when printed and kept with the invoice as reference. You might want to type in a description of what the invoice was for.


After entering this information, you will see a summary of that vendor’s balance.




║  0 - 30 DAYS: ______.__║

║ 30 - 60 DAYS: ______.__║

║ 60 - 90 DAYS: ______.__║

║ OVER 90 DAYS: ______.__║

║              ========= ║

║        TOTAL: ______.__║








Next you will be allowed to break down the invoice total into different expense codes to indicate the different accounting and expense categories. Usually this step is already done for you because the program finds the main Expense Code by looking at the vendor screen. If you entered amounts into the Freight or Additional Taxes fields above, they will be broken down and assigned the default expense codes for these expenses. Default expense codes are entered in the Set Default Account Numbers screen. For a more detailed explanation of breaking down an expense or a transaction into different accounts, see the appendix.



                                 ║ MORE ↑, press <┘                          ║  

                                 ║ 501         General Merchandise           ║  

EXPENSE CODE   AMOUNT            ║ 502         General Merchandise (Stones)  ║  

════════════   ═════════         ║ 503         General Merchandise (Findings)║  

501            ______.__         ║ 505         Freight Expense               ║  

505            ______.__         ║ 506         Additional Taxes Expense      ║  

506            ______.__         ║ MORE ↓, Press <┘ (<Enter>)                ║  

──────────     ─────────         ╚═══════════════════════════════════════════╝  



After breaking down the expense, you will return to the first screen of this section where you can either work on another invoice or return to the Accounts Payable menu. See the appendix for more information on entering expense codes.