About payable invoices

In the 4-2 Payable Invoices/Credits window, you can enter transactions that affect vendor accounts. You can create payable invoices or credit invoices, track and release retention, or view a history of payments for a specific invoice.

Another critical tool for managing vendors is the ability to print and post two-party checks. From the 4-2 Payable Invoices/Credits window, you can access the Secondary Payees window to manage such invoices. Secondary payees are most often involved with subcontractor invoices because they have subvendor suppliers who have lien rights to the project. It is critical to ensure that these suppliers get paid. The use of two-party checks provides this assurance.

A number of other features enhance record entry. When you select the Manufacturer Details option, Sage 100 Contractor includes the manufacturer’s name and part number in the description of each part. To help manage inventory, select the Allow Freight/Variance option to post variances in material or freight costs. When you have finished entering records, use the batch list to verify the invoice totals against the actual invoice totals. The Use PO Sales Tax option is turned on by default. If you enter an invoice using information from a purchase order, the sales tax is calculated automatically.

Some states do not require subcontractors to carry Workers’ Compensation insurance. In these states, the subcontractors use the general contractor’s insurance policy for the duration of the job, and the general contractor deducts the cost of coverage from payments to the subcontractor. Check with your state for compliance requirements as the laws vary in each state. When entering a payable invoice for a subcontractor, you can calculate the cost of coverage and add it to the invoice as a credit.

Use the Remove Paid/Void Invoices option to remove paid or voided invoices that meet the following criteria:

• The status is Paid or Void.
• The invoice does not have a job number.
• Associated payments have been posted prior to the current year.

Filtering in the Cost Code lookup window

When you enter job costs on a new invoice that includes a subcontract, the Cost Code lookup window displays only cost codes used in the specified subcontract by default. You can change the View by filter for the lookup window to display cost codes for the job, the job and phase, or all cost codes, if you prefer.

Similarly, if you specify a purchase order for the invoice, the Purchase Orders lookup window for the Job Costs grid initially displays only cost codes from the selected purchase order. You can change the View by filter to display cost codes for the job, the job and phase, or all cost codes.