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Invoices Form

Action: INVOICE

This form displays the invoices entered in ProfitSystem®, whether or not they have been exported. Invoices in the invoice grid may be sorted by Invoice number or Received date for fast lookup. Invoices that do NOT contain an export date will be exported when the Export AP/GL function is selected. New Invoices may be added from this form, but typically are created via the Purchase Order receiving process.

Fields

Vendor..The vendor the invoice is payable to.

  • QuickBooks Pro 2005 note: You can only select vendors that have a Vendor export number set up.
  • Peachtree and QuickBooks 2001 note: , ProfitSystem will use the ProfitSystem vendor number for the export vendor number if no export vendor number is defined for the vendor.

Export Vendor Number... The number/code that matches to the vendor in the accounting package. This is the code that is exported to the accounting program.

  • For QuickBooks Pro 2005, use the lookup button to select the vendor from a pick list.

Due Date...This is the date the invoice is due to be paid for the vendor based on the vendor terms entered on the vendor form.

Date received...The date the invoice is received (not the date entered).

Exported...The date that this invoice was exported. The invoice cannot be changed if it has been exported.

Invoice date...Date the invoice used for discount computations.

Inventory Category...The category of the inventory item received.

Invoice Number...This is the vendor's number/code assigned to the document being paid.

PO Number...The PO the item was ordered on.

Merchandise total...The total merchandise on the order, not including freight or other special charges. This is the discountable amount.

Non-merchandise total...The total of freight or other special charges. This is the non-discountable amount.

Total... The grand total of the merchandise & non-merchandise.

Discount amount...The discount amount is computed automatically, based on the terms entered on this invoice.

Terms.. The discount terms allowed by the vendor. These may be pre-setup on the vendor form & they will automatically be entered or manually entered when the invoice entry is being created.

Purchase...The GL account that the merchandise total will be exported to.

Shipping...The GL account that the non-merchandise total will be exported to.

Payables...The GL account for the accounts payable.

  • QuickBooks Pro 2005 note: The Payables account is disabled since QuickBooks Pro 2005 automatically posts to the correct accounts payable account.