Choice Technologies, Inc. Purchase Order/Bill Payment Set-Up

 

1.  Enter the appropriate fields on the Purchase Order & Print

  • To mark a PO line items as received simply click inside the "Received Box" for each line.  The system will automatically update the received amount and the received date fields with the appropriate information.  If a partial amount has been received enter the actual quantity received and the system will automatically create a second line item to track the receive date of the remaining quantity.

Note: Inventory will be automatically update after this step.

2.  To record a Supplier invoice or "bill", go to the Purchases tab and click on the "Enter & Pay One Bill" icon

  • The system will always default to retrieving the last bill entered, so click the New button at the bottom of the screen and click inside the PO Box if this bill is related to a PO and select the correct open PO.  If this bill is not associated to a PO simply pick the supplier combo box and locate the correct supplier.
  • Expense Type & Reason for Expense are free fields, which means you can any text that is appropriate
  • Enter the Invoice Number
  • The system will automatically complete the Bill screen based upon information from the PO and the Supplier set up forms (payment terms can be changed during this entry)
  • Click the Post button at the bottom of the screen when you have completed your entry.  To continue entering Supplier invoices simply click the New button again and repeat the above steps.  Helpful Hint: If you are entering a number of bills use the Batch Post option from the Purchases tab and verify your entries.
  • If you are entering a Supplier Credit simply enter the amount of the invoice as a negative number and the system will automatically create the record as a Supplier Credit

3.  To Select Bills to Pay:

  • Click the Accounts Payable Icon on the Purchases Tab and the Bill Payment Wizard will appear
  • Complete Bill Selection Criteria form and click the Next button at the bottom of the screen.  Helpful Hint: Make sure to verify the payment date is correct because this will be the date printed on the checks when they are created
  • If any open Supplier Credits exist you will receive a message asking if you want to apply them now
  • To apply the credits, simply highlight the credit on the top portion of the screen by clicking on it once.  The system will automatically display any open bills in the bottom portion of the screen.  You can apply the credit by pressing the Auto Apply button at the bottom of the screen, which will pay the oldest invoice first and continue using the credit amount on the following invoiced until the credit amount has been exhausted.  OR you can pick and choose which bills to pay with the credit by clicking on the Apply button for each line item you want to use.
  • Click the Next button at the bottom of the screen to get a list of all open Bills that fit into the defined criteria settings
  • Pick and choose which Bills to pay by clicking in the Select check box field and then click the Next button at the bottom of the screen.  Notice the system will take any discount available based upon the payment terms when a bill is selected to be paid.
  • Click the Next button and you will then see a list of all of the bills that have been selected for payment.  The number of bills the system is about to pay and the number of checks it will create
  • Click the Finish button at the bottom of the screen to create and print the checks or process the credit card payments

4.  To write a regular disbursements Check,-go to the Banking tab and click on the Enter Checks icon

  • Click New & fill in Check Body appropriately with Supplier, Amount, Memo, etc.  Helpful Hint: You do not have use a Supplier record to write a check, you can simply type a name and address in the payee field
  • Fill in Check Stub, assign a General Ledger account, click the Post button and then click the Print button at the bottom of the screen check
  • Helpful Hint: The only checks that will appear in the print queue, are those that have been designated as computer checks.   To add a manual check to the print queue, simply click on the "Add to Print Queue" button in the lower right of the checks screen.

 

 

 

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SafeChoice Support Center  888-221-7905

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