Add/Edit Invoices
To add an Invoice in BusinessMaster, first open the Invoice Manager from the Accounting Main Menu via the New Invoice Link. (Or from the New Inv button on the Switchboard)
Select the Packing Slip#
Select the Packing Slip# from the drop down menu at the top left of the Invoice Manager. It will populate the fields with the information from the Packing Slip.
Verify the Information
Tab through the fields and verify that the information is correct.
Add Line or Tax Line
If tax or anything else needs to be added to the Invoice, add the line(s) with the Add Line button or the Add Tax Line button.
Flag the Invoice for Exporting
When ready to export the Invoice to your accounting program, click the To Post button, then when you close the Invoice Manager, you will see a popup asking you if you wish to export or not. If you wish to immediately export, then Click the Yes button.
Here is a screenshot of the New Invoice Manager:
Edit Invoices
To edit an Invoice in BusinessMaster, first open the Invoice Edit Manager from the Accounting Main Menu via the Invoice Edit Link. (Or from the Edit Inv button on the Switchboard). All you need to do from there is click the Find button and type in the Invoice number you are looking for. (If you don't know the Invoice Number, you can click in the Packing Slip, Sales Order#, or PO# fields, or any other field that may have information, click the Find button then and to help you locate the Invoice.) Once you have the Invoice open that you want to edit, just click in the field you need to edit and make your edits.
Here is a screenshot of the Invoice Edit Manager:
When you close out of this form, you will see the following message:
If you wish to export you Invoices to your accounting program, click yes. If you wish to export all invoices at one time later in the day, or didn't create invoices, click no.
Add/Edit GL Accounts
The GLAcctNum Manager is for adding and editing and viewing the GLAcctNums in the system.
Add a GL Account Number
Open the GLAcctNum form from the Accounting Main Menu. To add a new GL Account, click with your mouse cursor inside the first empty field, next to the asterick that marks the new line. Thisbegins a new record entry on the form. Enter the desired GL Account number in the first field. Next press the tab key on your keyboard to place your mouse cursor in the next field and enter the decription of the new GL Account. Press the tab key again to go to the title field and enter a title for the new GL Account Numbe. If you want to add more GL Accounts, then press the tab key again on your keyboard to go to the next new record entry. Close the form when finished. Your changes are automatically saved.
Edit a GL Account Number
Open the GLAcctNum form from the Accounting Main Menu. To edit a GL Account, click with your mouse cursor inside the field you want to edit. Highlight the text inside the field you wish to edit and type in your changes. Press the tab key on your keyboard to go to the next fields, if you want to edit the description field and title field. Close the form when you are done. Your changes are automatically saved.
Note: If you use the QuickBooks Accounting Export, you will also need to map or remap the new or edited GL Accounts in the QuickBooks Link. Mapping GL Accounts in the QuickBooks Link is done in the General Ledger to QB Setup screen that is accessed via the BMS-GL Setup Button on the QuickBooks Link main control panel.
Here is a screenshot of the GLAcct Manager:
Add a New Voucher <Top>
Vouchering in BusinessMaster is a verification step before outputting the Accounts Payable transactions to your accounting program. Each Voucher is referenced to a Receiving Number, and allows the user to verify the Vendors invoice with the data collected. The Voucher takes the Receiving data, and allows the user to verify the Vendors invoice against it.
The Basic Steps to Creating a New Voucher:
Open Voucher Manager
Open the Voucher Manager by clicking on the Accounting Main Menu link, and then click the New Voucher link.
Select or Type in Receiving Number
To begin adding a Voucher, first enter the Receiving#, or select it from the drop down list. The system will add a sequential Voucher number.
Type in the Vendor's Invoice Number and Date
Enter the Vendor's Invoice# and Date. These are required fields that prepare the data for output to an accounting program. Your Voucher will not export successfully without this information.
Verify Information
Verify that the line items from the receiver match the PO and Receiver.
Add Line(s) if Necessary
If necessary, press the Add Line button to add another line to this Voucher for Freight charges, or tax charges, etc… The Add Line button adds a line with the Default Voucher Item Number, as it is selected in the Preferences.
Tax
If you check off the tax checkbox for a line item that is a taxable item, then a suggested tax will be calculated in the Suggest Tax field. This serves to help you determine the total tax amount for the Vendor's Invoice. Once you have an accurate tax total, you want to use the Add Line button to add a tax line to the Voucher. You will have to manually enter the Tax amount on the line. If a different Default Vendor Item number is being used, you will have to select your Tax item from the menu. If you do not have a tax item in the ItemMaster, you will need to create one.
Flag Voucher for Exporting
If the voucher does not match the Vendors invoice, you can edit the Voucher and it will correct the Receiver and then you can proceed. (If you wish to delete the Voucher at this time to go and fix the problem, then pressing the Void Voucher button will delete the voucher.) If the Voucher does match the Vendors Invoice, then press the ToPost button to queue this record for exporting to your accounting program as a Bill to be paid.
Add More Vouchers
If you wish to add another voucher after adding the first one, press the Add button and repeat the above steps. When finished adding new vouchers, press the Close button to exit the form. A dialog box will pop up asking you whether you want to output vouchers to your accounting program. Click No if you batch process your Vouchers at the end of the day, or click Yes if you want to output the Voucher to your accounting program immediately.
Edit a Voucher <Top>
Open the Voucher Manager by clicking on the Accounting Main Menu link, and then click the Edit Voucher link. To begin editing a Voucher, you will need to bring up the Voucher you are editing, so first click inside the Voucher# field, then click on the find button and find the Voucher#. You can also search by the Receiving# , the PO#, the Vendors Invoice#, Date, etc.
Here are some basic suggestions for possible edits you might want to make to your Vouchers:
Delete Line Items
f you are going to delete line items that are on the Receiver that corresponds to the Voucher you are editing, it will remove them from the Receiver, but will not correct the Back Order quantity on the Purchase Order.
Delete Voucher
If you want to delete the whole Voucher, and the Receiver, then you want to use the Void Voucher button to delete the Voucher, then you want to go and delete the Receiver, and then correct the Purchase Order.
Edit Quantity Received
If you want to edit the quantity received, then you need to edit it on the Voucher, correct the quantity on BackOrder on the Voucher, and the go and correct the quantity on Back Order on the Purchase Order.
Add Tax
The only way tax for a Vendors Invoice is exported to your accounting program is if you add a tax line using the Add Line button. If you have added a tax line, and you have line items checked off as Taxable using the tax checkboxes on the Voucher screen, then your totals as displayed below will not be correct. What gets exported to your accounting program is the total from the line items. The total at the bottom of the Voucher screen totals the line items and the suggested tax that is determined by the Tax status being checked off. If you want to see the correct total in the Total field, and you have added a tax line, after checking off the Tax checkboxes, then you will need to uncheck the Tax boxes.
Add Freight
If you want to add Freight, you want to use the Add Line Button. You will have to manually enter the Freight amount on the line that is added. If a different Default Vendor Item number is being used other than Freight, you will have to select your Freight item from the menu. If you do not have a Freight item in the ItemMaster, you will need to create one.
When finished editing the voucher, press the Close button to exit the form. If there are Vouchers flagged To Post, then a dialog box will pop up asking you whether you want to output vouchers to your accounting program. Click No if you batch process your Vouchers at the end of the day, or click Yes if you want to output the Voucher(s) to your accounting program immediately.
Here is a screenshot of the Voucher Manager:
Pay a Voucher <Top>
Basic Steps
Open the Voucher Payment Manager by clicking on the Accounting Main Menu and then clicking on the Pay Voucher link.
Click in the Voucher# field and press the find button to retrieve the Voucher you wish to pay.
Verify that the Voucher information is correct. Make any necessary changes.
Enter the Check#, CheckAmt and CheckDate information in the appropriate fields.
Check off the Pay checkbox.
Click the Print Voucher button to complete the process.
Click the Close button when finished paying vouchers.
Edit a Paid Voucher <Top>
Open the Voucher Payment Manager for Editing Paid Vouchers by clicking on the Accounting Main Menu and then clicking on the Edit Paid Voucher link.
Click in the Voucher# field, then click the Find button and enter the Voucher# to find the paid Voucher record you wish to edit.
Make the necessary changes.
Press the Print Voucher button to complete the process.
Press the Close button when finished editing paid vouchers.
Setup Invoice Notes <Top>
Open the Preferences Manager by going to the Utilities Menu, then clicking the Preferences Link.
Click on the first Invoice Notes Tab, labeled Inv Notes 1 2.
Go through each of the 7 notes and edit them. Or you can just edit the ones you are going to use.
When finished, go back to the Gen Info screen and close the Preferences Manager. Your changes are automatically saved.
Here is a screenshot of the Invoice Notes Tab found in the Preferences:
