Before going through this tutorial, please take the time to look at the EZJOB help document. You can access this document by pressing the F1 key twice while on any form. When the help document appears, click on the EZJOB entry in the left panel. You will then see some important general information in the right panel. This is a very short section that describes important features, functionality and short-cut keys.
This exercise is intended to show you how to enter a vendor’s invoice, correct the original invoice and finally post the invoice. Begin by clicking on the Purchases menu and select the Record Vendor Invoices option. You will see a form that is titled Confirm Company and Period. It shows Company 1 and Period 200806. For right now, just click on OK. The form Record Vendor Invoices appears with the cursor flashing at the Vendor ID field. Let’s enter an invoice from Ace Lumber & Construction Supplies. We can look up the Vendor ID for Ace by clicking on the ‘looking glass’ button to the right of the Vendor ID field. Then type "ACE" and three vendors are listed, with our Ace Lumber on the top. Double-click on Ace Lumber or just press . The Vendor ID for Ace shows up on our form, so just press . Enter an invoice number of "123456" and press . The next fields are for subcontract or PO numbers, just through them. For the invoice amount, enter $150.00. You are now prompted for the Retainage Amount. This is used for subcontract invoices, just press . Now, enter the date of 07/01/2008. You will notice that you get a warning message that states "The invoice date entered does not match your current accounting period". This message is simply to prevent you from entering invoices into the wrong accounting period; however, you can enter whatever date you want. You can keep this date for this example. The next field allows you to enter a description of the invoice. You can enter up to 256 characters in this box. After pressing on the Description box, the focus goes down to the “Add” button at the bottom of the form. Click on the “Add” button or press to add the first distribution for this invoice. We are going to code this invoice partially to a job and the remainder to a general ledger account. A new form appears allowing you to enter invoice distribution. It has the date filled in with the invoice date and the description already has whatever you typed in the Invoice Description field. For our example, just through those fields, and also through the “Item ID” field. Now, we are on the “Job ID” field. Look up the Job ID by pressing the "looking glass" to the right of the field. Select job "060113". Then look up the Cost Code in the same manner, selecting "01-1000-2" (General conditions – Material). After you press on the Cost Code field, the Account field is filled in automatically for you. The system found the general ledger account that has been assigned to that cost code for that job. Since we are not entering an invoice for inventory product, the Quantity field is optional. However, whatever quantity you enter here appears on all job cost reporting. Enter a quantity of 5.00. The Unit Price field is also optional on non-inventory invoices (those without an Item ID). Then, for the Amount field, enter $100.00. Finally, click on OK or press . The red form goes away and you see your first distribution on the Invoice Entry form. Now, we still need to distribute the remaining $50 somewhere, so let’s “Add” another invoice distribution. This time, do not enter a Job ID, just enter the general ledger account "69900" and an amount of $50.00. Now, the invoice amount balances to the invoice distribution and we can press Ctrl+S to save the invoice (or you could click on the “Save” toolbar button). The invoice form gets cleared and the Vendor ID gets set with "ACE" just in case we have another invoice for this vendor.
The invoice that we just entered is not actually recorded into the general ledger until we post it. So, click on “Post to GL” in the Quick Launch menu. A form appears showing the current company and accounting period. In the body of the form are all of the possible types of posting functions. They appear in pairs, a button and a checkbox. The checkbox will either be enabled or disabled, based on whether or not there is anything to post for that category. The button to the left of the checkbox, when clicked, will produce the edit report associated with that posting function. For example, you should see that the “Vendor Invoices” checkbox is enabled. So if you click on the button to the left of that check box, you will see an edit listing for the invoice we just entered. Click on that button and view the report. You can use this report to verify the data that you entered. Then when you are satisfied with the results, you simply "check" the checkbox for “Vendor” Invoices and then click on the “Post” button at the bottom of the form. After the posting process is finished, you will have an opportunity to view a listing of the posted journals. For our example, please choose “Yes” to see the journal listing. In this listing, you will see the general ledger and job cost effects of our invoice.
That’s it. You can now see this invoice in the A/P Aging report and the associated G/L transactions in the G/L Detail Ledger.
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