When you pay a vendor for a Purchase Order, you can enter the payment directly from the Project. You can also enter Vendor PO or WO payments (called Vendor Invoices) by going to Accounting > Vendor Deposits & Invoices in the navigation. The steps and video below show how to enter a payment from a Project. To learn how to enter a payment in Vendor Deposits & Invoices, click here.
1. Open the Project that contains the Purchase Order you want to apply a payment to, and click the Purchase Orders tab.
2. Check the box to the left of the Purchase Order you want to apply the payment to. Then click Actions on the right and select either Deposit on PO/WO or Invoice for PO/WO.
A Deposit on PO/WO is an initial payment the Vendor requires with the Purchase Order before they begin processing the order. Deposits are usually less than 100% of the cost of the merchandise being ordered. If you’re entering a deposit payment on a Purchase Order or Work Order, follow Step 3 below.
An Invoice for PO/WO is the final bill from the Vendor, or 100% of the cost of the merchandise ordered on a Project Purchase Order. If you’re entering a full or final payment on a Purchase Order or Work Order, follow Step 4 below.
You can apply a payment to only one Purchase Order at a time.
3. If Deposit on PO/WO is selected, enter the deposit information:
PO/WO Number: Automatically filled in with the selected Purchase Order or Work Order number
Vendor: Automatically filled in with the Vendor on the Purchase Order or Work Order
Deposit Date and Due Date: Automatically filled in with the date from the Purchase Order or Work Order. You can change these if needed
Trans. Desc.: Enter a description about the Vendor deposit
Amount: Enter the deposit amount. Note: If a Deposit % is set in the Vendor’s information, this field fills in automatically
Pay With: Select how you paid the Vendor Invoice
Notes: Add notes pertaining to the deposit if needed
When finished entering the information, click on Save.
The Vendor Deposit now appears under the New tab in the Vendor Invoices window. The deposit is not recorded until it’s posted. Review the information for accuracy, and if you need to make changes, click the Tx Ref No. When you’re ready, click Post in the top right. In the new window, select the fiscal month to post the payment to and click Post.
The Vendor Deposit now appears under the Existing tab in the Vendor Invoices window.
4. If Invoice for PO/WO is selected, enter the payment and invoice information:
PO/WO Number: Automatically filled in with the selected Purchase Order or Work Order number
Vendor: Automatically filled in with the Vendor on the Purchase Order or Work Order
Invoice Number: Enter the invoice or order number from the Vendor. If you don’t have one, you can enter a combination of letters and numbers, such as the date and Vendor name
Invoice Date and Due Date: Automatically filled in with today’s date. You can change these if needed
Trans. Desc.: A description about the Vendor Invoice
Pay With: Select how you paid the Vendor Invoice
Notes: Add notes pertaining to the Vendor Invoice if needed
Review the Items and Components listed for accuracy. For example, make sure they match the amount you paid on the Vendor Invoice. To change a cost, click the Ref. #, make your edits, and click OK. Confirm the Total is correct, then click Save.
The Vendor Invoice now appears under the New tab in the Vendor Invoices window. The invoice is not recorded until it’s posted. Review the information for accuracy, and if you need to make changes, click the Tx Ref No. When you’re ready, click Post in the top right. In the new window, select the fiscal month to post the payment to and click Post.
The Vendor Invoice now appears under the Existing tab in the Vendor Invoices window.