Purchase Order

PURCHASE ORDER | INVOICE | PAYMENT | ADJUSTMENTS

This menu item will help in managing accounts with various vendors. The system is similar to that of patient ledger cards. If you are familiar with patient ledger cards in this program, then this will be an easy area to learn. Each vendor has its own ledger card; transactions with that vendor will show up under that vendor's ledger card so that each individual account can be tracked more easily. Purchase orders, invoices, payments and adjustments to a vendor are all recorded here.

Selecting this menu item will open up a list of vendor ledgers (see screenshot below). Double-click on a vendor's name in the list to enter into a transaction with that vendor. (For more information about creating and editing the list of vendors, see Vendor List under Administration » AP.)

Scrn: AP Vendor Ledger List

Once you choose a vendor, the ledger for that vendor will appear.

If you wish to modify the ledger, click on the button in the toolbar. Then, you can alter the vendor information at the top of the window or edit any comments entered in the field at the bottom of the window. Also, it is possible to edit the fields in the middle of the window.

In the middle of the window, there are several fields which indicate the balance of the account. Current refers to funds owed in the current month, 30 to 60 refers to any amount owed since thirty to sixty days ago, and so on.

Vendor accounts can be aged in the AP Journal window. To age accounts, choose the menu item MIRROR » Administration » AP to bring up the AP menu. Next, choose AP Journal under the AP menu, then click on the Age Accounts button in the toolbar of the resulting window. This will age all accounts by one month (thirty days).

To enter a new transaction into the ledger, click on the appropriate button.

BUTTON DESCRIPTIONS

ICON FUNCTION

This button will create a new order.
This is the window that appears when placing an order with the current vendor.

If you are creating the order, click New in the toolbar to create a new purchase order. Otherwise, if you are editing the existing order, click Edit .

The date and vendor are automatically filled in for you. The program will prompt for the item number of the first item. Enter it into the first field, Item #. The program will fill in the Description based on the item list entered under Material Log. (For more information about editing items or entering new items, see Material Log.) Next, the program will prompt you for the quantity ordered, followed by the unit per order. For example, if the quantity entered is 4 and the items per unit is 16, then the total number ordered is 4 units times 16 items per unit, or 64 items.

Following this data, there are two check boxes, Received and Backorder. Received, if checked, indicates that the item in question has been received by the office and will automatically enter an invoice into the vendor's ledger. Backorder indicates that the item is not in stock and may not be available to the vendor for awhile.

When finished entering the orders, enter any comments or notes into the field on the bottom of the window. Click Confirm at the top of the window to save your changes.

Note that creating a purchase order doesn't affect the ledger's balance. To record a payment for an order, use an invoice entry.

This button creates a new invoice for the ledger card.
This is the invoice window.

To create a new invoice, click New . To edit the invoice, click Edit . Note that it is not possible to edit an invoice that has been posted.

When beginning data entry, first enter the date of the invoice into the Date field, followed by the invoice number in the Invoice # field.

The merchandise involved in the transaction are listed in the middle field. To enter a new item in the invoice, first enter its item number. Its name will automatically be entered based upon the entries in the materials list. (For more information about the materials list, see Material List.)

Next, the program will prompt you for the quantity ordered, followed by the unit per order. Like the Purchase Order, if the quantity entered is 4 and the items per unit is 16, then the total number ordered is 4 units times 16 items per unit, or 64 items.

Enter the price of each unit into the Price field. The GST and PST fields can be left as zero as they are not required for dental procedures. The total will be calculated based upon the price per unit and the number of units ordered. Continue entering item information until all items involved are accounted for.

Enter any shipping or handling charges into the Shipping field in the bottom of the form. Any comments or notes about this particular transaction can be entered into the field on the bottom left portion of the window.

When data entry for an invoice is complete, there are two options: keeping it as pending or posting the invoice.

Use this button to indicate that this invoice is pending. A pending invoice is an invoice that has not yet been received from the vendor. Such invoices listed in the ledger can be edited.

This button will post an invoice, indicating that it has been received from the vendor. An invoice that has been posted cannot be edited.

This button will record a payment to the vendor.
When entering a payment, the following window will appear.

The Pay to and Date fields are automatically entered.

Under Type, enter the method of payment. Comments or notes can be entered into the field on the bottom left portion of the window.

Input refers to the person that recorded the payment, usually whoever is entering the payment record into the program at the time.

Finally, enter the amount under Payment. If the amount entered is greater than the debit of the vendor's ledger card (i.e. the office is paying more than it owes), then the program will display an alert stating that there is now a credit existing with that vendor.

Note that payment entries cannot be edited. To correct a mistake, enter an adjustment into the ledger.

This button will enter an adjustment into the vendor's ledger.
When entering adjustments, you are faced with this window:

[adjustment]

To enter a new adjustment, click on the New button in the toolbar.

This is the Mirror Gateway button. It will send a purchase order to the vendor directly by electronic mail.

This is the Connect FTP button. It allows connection to a [????].

This is the PO Directory button. It will create a directory to which all entered purchased orders will be saved. The saved files will be tab-delimited text files which contain the same information as in the invoices.

[Luke, there is another...]

ICON	FUNCTION
	This button will create a new order. This is the window that appears when placing an order with the current vendor. If you are creating the order, click in the toolbar to create a new purchase order. Otherwise, if you are editing the existing order, click . The date and vendor are automatically filled in for you. The program will prompt for the item number of the first item. Enter it into the first field, Item #. The program will fill in the Description based on the item list entered under Material Log. (For more information about editing items or entering new items, see Material Log.) Next, the program will prompt you for the quantity ordered, followed by the unit per order. For example, if the quantity entered is 4 and the items per unit is 16, then the total number ordered is 4 units times 16 items per unit, or 64 items. Following this data, there are two check boxes, Received and Backorder. Received, if checked, indicates that the item in question has been received by the office and will automatically enter an invoice into the vendor's ledger. Backorder indicates that the item is not in stock and may not be available to the vendor for awhile. When finished entering the orders, enter any comments or notes into the field on the bottom of the window. Click at the top of the window to save your changes. Note that creating a purchase order doesn't affect the ledger's balance. To record a payment for an order, use an invoice entry.
	This button creates a new invoice for the ledger card. This is the invoice window. To create a new invoice, click . To edit the invoice, click . Note that it is not possible to edit an invoice that has been posted. When beginning data entry, first enter the date of the invoice into the Date field, followed by the invoice number in the Invoice # field. The merchandise involved in the transaction are listed in the middle field. To enter a new item in the invoice, first enter its item number. Its name will automatically be entered based upon the entries in the materials list. (For more information about the materials list, see Material List.) Next, the program will prompt you for the quantity ordered, followed by the unit per order. Like the Purchase Order, if the quantity entered is 4 and the items per unit is 16, then the total number ordered is 4 units times 16 items per unit, or 64 items. Enter the price of each unit into the Price field. The GST and PST fields can be left as zero as they are not required for dental procedures. The total will be calculated based upon the price per unit and the number of units ordered. Continue entering item information until all items involved are accounted for. Enter any shipping or handling charges into the Shipping field in the bottom of the form. Any comments or notes about this particular transaction can be entered into the field on the bottom left portion of the window. When data entry for an invoice is complete, there are two options: keeping it as pending or posting the invoice. Use this button to indicate that this invoice is pending. A pending invoice is an invoice that has not yet been received from the vendor. Such invoices listed in the ledger can be edited. This button will post an invoice, indicating that it has been received from the vendor. An invoice that has been posted cannot be edited.
	This button will record a payment to the vendor. When entering a payment, the following window will appear. The Pay to and Date fields are automatically entered. Under Type, enter the method of payment. Comments or notes can be entered into the field on the bottom left portion of the window. Input refers to the person that recorded the payment, usually whoever is entering the payment record into the program at the time. Finally, enter the amount under Payment. If the amount entered is greater than the debit of the vendor's ledger card (i.e. the office is paying more than it owes), then the program will display an alert stating that there is now a credit existing with that vendor. Note that payment entries cannot be edited. To correct a mistake, enter an adjustment into the ledger.
	This button will enter an adjustment into the vendor's ledger. When entering adjustments, you are faced with this window: [adjustment] To enter a new adjustment, click on the button in the toolbar.
	This is the Mirror Gateway button. It will send a purchase order to the vendor directly by electronic mail.
	This is the Connect FTP button. It allows connection to a [????].
	This is the PO Directory button. It will create a directory to which all entered purchased orders will be saved. The saved files will be tab-delimited text files which contain the same information as in the invoices.
	[Luke, there is another...]