Entering payable invoices

Consider the following points when entering payable invoices:

• When using the Inventory module, you can assign inventory to a specific location.
• To track parts using the serial numbers, enter each part as a separate item. Then for each item, enter the serial number in the Part Serial# box. Sage 100 Contractor does not check for duplicate entry of serial numbers.
• If you enter an invoice using information from a purchase order, Sage 100 Contractor uses the taxability of each purchase order detail to calculate the sales tax for the invoice by default. You can turn off automatic sales tax calculation and enter the sales tax manually.

To enter a payable invoice:

1. Open 4-2 Payable Invoices/Credits.
2. In the Invoice# box, enter the invoice number.

3. The Order# box and Subcontract# box are mutually exclusive. Do one of the following:

   • If the invoice is for a purchase order, in the Order# box, enter the purchase order number, and then press the Enter key.
   • If the invoice is for a subcontract, in the Subcontract# box, enter the subcontract number, and then press the Enter key.

4. After pressing the Enter key, the program may automatically fill in some boxes and grid cells with data and values.

   Tip: You can turn on an option to verify the contract balance against the invoice.

5. In the Vendor box, enter the vendor number.
6. In the Job box, enter the job number.
7. If the job uses phases, enter the phase number in the Phase box.
8. In the Description box, enter a description.
9. In the Invoice Date box, enter the date of the invoice.

10. In the Due Date box, enter the invoice due date.

    Note: The default due terms in the vendor record determine the default invoice due date. If the default terms are for the "xxTH" date, Sage 100 Contractor displays the "xxTH" date for the following month.

11. In the Discount Date box, enter the discount due date.

    This is the last day by which the vendor can receive payment for you to receive a discount.

12. If needed, in the Shipping# box, enter the shipping tag or ticket number.
13. If needed, in the Reference# box, enter an invoice or credit number to apply this entry to.
14. If needed, check the Hot List button to add the record to the hot list.
15. In the Status list, click the invoice status.
16. In the Type list, click the invoice type.
17. (Optional) In the User Def and User Def2 text boxes, enter the user-defined information as necessary.

18. When considering Workers’ Compensation rates and use tax:

    1. If the vendor is set up with a Workers’ Compensation rate, and you want it to be calculated with this record, click the Wk/Comp button.
    2. If the vendor is set up with a use tax rate and you want it to be calculated with this record, click the Use Tax button.

    Important! You have to manually click the Wk/Comp button and the Use Tax button in order for the record to calculate the vendor's Workers' Compensation rate and use tax rate. You can set up the use tax rate and the Workers' Compensation rate on the Invoice Details tab of 4-4 Vendors (Accounts Payable).

19. In the grid, do the following:
    1. In the Description cell, enter a brief statement about the item.
    2. In the Price cell, enter the price per unit.
    3. In the Account cell, enter the ledger account number.
20. Repeat step 19 for each item.
21. Below the grid, in the Discount box, enter the discount for early payment. By default, Sage 100 Contractor calculates the discount amount using the rate from the vendor record.
22. In the Retention box, enter the amount of retention. By default, Sage 100 Contractor calculates the retention (if applicable) using the rate from the subcontract, which is found in 6-7-1-Subcontracts.

23. Save the invoice.

    Note: If you enter an invoice using information from a purchase order, the sales tax will automatically default into the invoice. You can choose to deactivate the automatic sales tax feature and to enter the sales tax manually.