The Pay Bills window allows the user to adjust the existing charges for the Vendor against the existing credits in Free Accounting.
Make the following steps to adjust invoices against the payments made:
- Select Vendors / Pay Bills from the Free Accounting Main Menu.
- Set the date for which you want to make adjustments.
- Select a Vendor from the dropdown list.
- Press the Refresh button.
- Select the charge that is to be adjusted. Make changes if necessary.
- Select the payment that is to be adjusted against the selected invoice and change the amount if necessary.
- Press the Pay Selected Bills button, which is activated when the difference between the charges and payments is positive.
The PO adjustment table is divided into two parts: Charges and Credits for Vendors.
Charges for the Vendor Grid:
- Pay - This box is checked when the user selects the charge that is to be adjusted.
- Invoice# - The invoice number in the Free Accounting application.
- PO - The purchase order number in the Free Accounting application.
- Date - The date when the invoice was generated.
- Transaction - The description of the transaction.
- Charges$ - The amount of the charge.
- Adjust$ - The amount that is to be adjusted. By default the "Adjust$" is equal to the "Charge$" if this charge has not been adjusted
yet. The user has a possibility to change the amount in order to specify how much of the charge amount will be adjusted. The amount
should not be less than 0 or more than the Charge$ amount.
- Term - The payment terms assigned in the Vendor records.
- Discount$ - The amount that is to be subtracted from the charge amount.
- Interest$ - The amount that is to be added to the charge amount.
- Adjusted$ - The amount of the charge that has already been adjusted.
Credits for the Vendor Grid:
- Select - This box is checked when the user selects a payment that is to be adjusted in Free Accounting against the selected invoice.
- Date - The date when the payment was made.
- Source Number - The check number.
- Transaction - The description of the Free Accounting transaction.
- Payment$ - The payment amount.
- Adjust Now - The user has a possibility to change the amount in order to specify the amount of the payment that will be
adjusted against the selected invoice. The value should not be less than 0 or more than the Payment$.
- Adjusted$ - The amount of the payment that has already been adjusted.
When the amount of a selected charge is greater than the amount of a selected credit Free Accounting automatically writes a check for the difference.
Details for the check:
- Cash/Bank Account - Select either cash or bank type of account from the drop-down.
- Amount - When the amount of a selected charge is more than the amount of a selected payment the difference is displayed in this field.
- Check Number - The number of a check is automatically assigned by the Free Accounting program. It can be changed if necessary.
- Check is to be printed - Check this check box to enable the printing of a check.
When the grid is refreshed, all the changes disappear.
- To the right of the table there are fields that reflect all the changes made: charges, payments and the difference between them.
- At the bottom of the window there are fields for adding the information needed to write a new check. It is necessary when the amount of a
selected charge is more than the amount of a selected payment.
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