Enter a Purchase Invoice

• From the Tasks menu, do one of the following:
• Select Purchases.
• Select Bills and then Enter Bills.

1. Enter or select the vendor ID. To display a list of existing vendors, type ? in this field, or select the Lookup button. To add a new vendor, type + or double-click the field, which displays the Maintain Vendors window.

   When the vendor is selected, Sage 50 supplies the vendor default information, including name, remit address, shipping method, and payment terms.

   Tip: If you haven't set up the vendor, you can click the Add a new vendor link to open the Maintain Vendors screen where you can enter the vendor information.

2. Enter the vendor's invoice number in the Invoice # field. This is a required field.

   If you have not yet received a vendor invoice (bill) for this shipment, select the Waiting on Bill from Vendor check box. Once your vendor sends you the bill, edit this invoice; clear the Waiting on Bill from Vendor check box; and enter the invoice number. Then, when you post the invoice with the invoice number, you will be able to select the invoice for payment.

   Note: If you have received inventory from a vendor by entering a purchase using the Waiting on Bill from Vendor option, Sage 50 will warn you when you select this vendor so you don't enter the invoice for this vendor's order twice by mistake.

1. Enter the date of the invoice if it is different from the displayed invoice date.
2. Enter the due date of the invoice if it is different from the displayed due date.
3. Change the shipping address if necessary and the method of shipment. Click the Ship To drop-down arrow to display ship-to information. To change the shipment method, select the method from the Ship Via drop-down list.

1. Change the discount amount if necessary, as well as the displayed terms.

   The Displayed Terms field automatically fills in with the default terms.

2. If the vendor used special terms, enter the new term information here.

3. If yours is an accrual-based company, you can select the accounts payable A/P account for this purchase. On financial statements this will be your accounts payable liability account. If yours is a cash-basis company, this field will display <Cash Basis>.

   Note: If you have the Hide General Ledger Accounts global option activated, Sage 50 will not display the A/P Account field in this window. To modify the A/P account used for this transaction, you must click Journal.
   
   If there are open POs, the Apply to PO tab is in front. To enter a purchase, select the Apply to Purchases tab. I want to apply a purchase order to the invoice.

1. Enter the information for each item on a separate line, including the item's quantity, item ID, U/M (displays if multi-packs enabled in Inventory Item Defaults), description, unit price (the number of decimal places is selected in Maintain Global Options), and job information (if applicable). The default unit price is the last posted price for this item.

2. If the line item contains serialized inventory, you will need to either add or select serial numbers for the item(s) (Sage 50 Premium Accounting and higher). Select the line item with the serialized inventory item, then select the Serial No button to enter or select serial numbers. Either the Serial Number Entry or the Serial Number Selection window appears, depending upon whether you entered a positive or negative quantity. Which window will appear? Enter or select the serial numbers you need and click OK when you're finished to return to the Purchases/Receive Inventory window. However, if the purchase invoice has more than one line item that contains serialized inventory, you can select the OK/Next button to save the current entry and move to the next serialized item.
3. The default G/L purchase accounts that display for each line item are based on the vendor's purchase account default or the item ID selected. To change the account ID, type ? in this field, or select the Lookup button. To add a new account, type + or double-click the field, which displays the Maintain Chart of Accounts window.

   Note: If you have the Hide General Ledger Accounts global option activated, Sage 50 will not display G/L Account fields in this window. To modify G/L accounts used for this transaction, you must click Journal.

4. At the bottom left corner of the window, the selected vendor's balance is displayed. You can click the arrow button to the right of the vendor balance to display the current Vendor Ledgers report for this vendor.
5. Continue entering line items until you have completed the purchase invoice.

Select the job and the phase and/or cost code to which this transaction applies. To do so

1. In the Job field, click the folder button to display a drop-down list of available jobs, phases, and cost codes (if the job uses them).
2. Click the folder for the job you want to apply these costs to. This will display the list of phases.
3. Click the folder for the phase you want. This will display the list of cost codes, if there are cost codes associated with the phase you selected.
4. Click the cost code you want to select, if necessary. This will close the list of jobs and select that particular job, phase, and cost code.

If you need to enter retainage withheld from the vendor invoice, select the Withhold Retainage tab. This tab should display line items for each job that has invoiced amounts. Enter the amount of retainage for each job on the appropriate line items, making sure the correct general ledger account is selected in the GL Account field.

1. If you have paid a partial or full payment at the same time you received this invoice, enter the amount in the Amount Paid at Purchase field. The Reference field, Payment Method field, and Cash Account field will appear allowing you to enter payment information.

   The Net Amount Due displays what you currently owe for the purchase.

2. When finished, click Save to record the purchase.