You must have one of the add-on modules like entrée.GL (General Ledger) or entrée.QB (QuickBooks), the Linked Accounting compatible software used with entrée, to get access to the Post to Accounts Payable dialog.

 

Purchase Order

This read-only field displays the purchase order number of the PO being received.

 

PO Type

This read-only field will display the word MASTER for normal purchase orders and SUPPL. for supplemental purchase orders.

 

Vendor

This read-only field displays the vendor number associated with the purchase order.

 

Invoice Number

Enter the vendor's invoice number in this field. The invoice number must be unique for the given vendor and may not be left blank.

 

Invoice Date

Enter the billing date of the vendor's invoice in this field. This field will default to the current system date and may not be left blank.

 

Transaction Date

Enter the date the purchase order is being posted to AP in this field. This field will default to the current system date and may not be left blank.

 

Reference

A reference of the transaction may optionally be entered in this field. Typically the check number used to pay the vendor's invoice would be entered.

 

Invoice Amount

Enter the total amount of the vendor's invoice in this field. This field will default to the total received amount of the purchase order.

 

GL Expense Acct

Enter the general ledger expense account the transaction should be posted to in this field. If the expense account is not known click the Search button to open the GL Account search screen. This field will default to the GL Control Account that is associated with the vendor and may not be left blank.

 

GL Control Acct

Enter the general ledger control account the transaction should be posted to in this field. If the expense account is not known click the Search button to open the GL Account search screen. This field may not be left blank.

 

•For master purchase orders, this field will default to the default GL account that is associated with the vendor.

 

•For supplemental purchase orders, this field will default to the default GL account that is associated with the vendor of the supplemental purchase order. If the vendor of the supplemental purchase order does not have a default account defined, the default account associated with the vendor of the master purchase order will be used.

 

How Posting to entrée.QB Works

 

▪After receiving a vendor's purchase order in entrée and all quantities, weights and costs are approved, you will be prompted to close the purchase order and create a payable entry in QuickBooks.  

▪This payable entry will include the invoice number from the vendor, invoice date, dollar value of received inventory, payment due date, reference information and the vendor defined GL liability account / control accounts.  

▪You can then apply distributions to one or more GL asset or expense accounts, the total of which will offset the amount that was posted to the control account.

▪By default the total dollar value of the received purchase order is posted as a distribution to the vendors default expense account.

▪This allows you to precisely and properly post to your GL based upon what was purchased and how it should be applied to each of your defined GL accounts.