HOW DO I...?
WORKING WITH VENDOR LEDGERS

ENTER A PURCHASE ORDER INTO A VENDOR'S LEDGER CARD

1 First, choose Purchase Order from the Dental Materials menu.

2 Double-click the ledger card in which to enter the transaction. This will bring up the Vendor Ledgercard window.

3 In this window, click on the A/P Purchase Order button in the toolbar. This will bring up the Supply Purchase Order window.

4 From here, click on the New button to create a new purchase order.

5 The date will be automatically appear in the order. Type in the item number, description, quantity and unit per quantity into the field in the middle.

6 Continue entering items until the order is complete.

7 Click Confirm to save your changes.

 

ENTER AN INVOICE INTO A VENDOR'S LEDGER CARD

1 First, choose Purchase Order from the Dental Materials menu.

2 Double-click the ledger card in which to enter the transaction. This will bring up the Vendor Ledgercard window.

3 In this window, click on the A/P Invoice button in the toolbar. This will bring up the A/P Invoice window.

4 From here, click on the New button to create a new invoice entry.

5 Enter the date and number of the invoice in the top section, then press tab to move down to the items area.

6 Enter the item number. The description will be automatically filled out based on the Materials List.

Next, enter the quantity and unit into the following fields.

Then, enter the price per item. Continue entering new items until all items received have been recorded.

7 Any notes about the transaction can be entered into the field on the bottom left.

8 Any additional shipping and handling charges should be entered into the Shipping field.

9 To post the invoice, click on the Post button. Otherwise, to enter the invoice as pending, click on the Pending button.

 

ENTER A PAYMENT INTO A VENDOR'S LEDGER CARD

1 First, choose Purchase Order from the Dental Materials menu.

2 Double-click the ledger card in which to enter the transaction. This will bring up the Vendor Ledgercard window.

3 In this window, click on the A/P Payment button in the toolbar. This will bring up the A/P Payment window.

4 From here, click on the New button to create a new payment. The Pay to and Date fields are automatically entered.

5 Under Type, enter the method of payment.

6 Comments or notes can be entered into the field on the bottom left portion of the window.

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

8 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.

9 Click on the Post button in the toolbar of this window to enter the payment.

 

ENTER AN ADJUSTMENT INTO A VENDOR'S LEDGER CARD

1 First, choose Purchase Order from the Dental Materials menu.

2 Double-click the ledger card in which to enter the transaction. This will bring up the Vendor Ledgercard window.

3 In this window, click on the A/P Adjustment button in the toolbar. This will bring up the A/P Adjustment window.

4 From here, click on the New button to create a new adjustment.

5 [NF]

 

VIEW A LIST OF VENDOR LEDGER CARDS

1 Choose Administration » AP to bring up the AP menu.

2 From the AP menu, select AP Journal List. This will bring up the AP Vendor Ledger List window. This window lists all vendors and the amount on their ledger cards.

OR

1 Choose Administration » AP to bring up the AP menu.

2 From the AP menu, select AP Journal. This will bring up the Accounts Payable window. This window lists all vendors and the amount on their ledger cards, and allows access to some other functions as well.

 

CREATE A NEW VENDOR OR VENDOR LEDGER CARD

Ledger cards are created automatically when a new vendor is entered into the database.

1 To create a new vendor, select Administration » AP to bring up the AP menu.

2 Select Vendor List from this menu. This will create a list of vendors, which will correspond to the list of vendor ledger cards.

3 Double-click in the list to bring up the Vendor entry window.

4 Click on the New button in the toolbar of this window.

5 Enter all information about the vendor into the window.

6 When done, click on Confirm. This will automatically create a ledger card for the vendor as well.

 

EDIT VENDOR INFORMATION

1 Choose Administration » AP to bring up the AP menu.

2 Select Vendor List from the AP menu. This will bring up the Vendors window, which lists all vendors.

3 Double-click on the vendor you wish to edit. This will bring up the vendor information editor window.

4 Click Edit in this window's toolbar.

5 Enter the information.

6 Click Confirm to save your changes.

 

DELETE A VENDOR

1 Choose Administration » AP to bring up the AP menu.

2 Select Vendor List from the AP menu. This will bring up the Vendors window, which lists all vendors.

3 Double-click on the vendor you wish to delete. This will bring up the vendor information editor window.

4 Click Delete in this window's toolbar.

 

AGE VENDOR LEDGERS

1 Choose Administration » AP to bring up the AP menu.

2 From the AP menu, select AP Journal. This will bring up the Accounts Payable window.

3 In the toolbar of this window, click on the Age Accounts button. This will begin aging all vendor accounts by a period of thirty days.

 

VIEW A LIST OF VENDOR INVOICES

1 Choose Administration » AP to bring up the AP menu.

2 Select Invoices from the Reports sub-menu.

3 In the resulting dialog box, enter the dates to restrict the list to.

4 Click OK and the list of vendor invoices will appear in a window named, AP Invoices from date x to date y.

 

VIEW A LIST OF ITEMS PURCHASED

1 Choose Administration » AP to bring up the AP menu.

2 Select Items from the Reports sub-menu.

3 In the resulting dialog box, enter the dates to restrict the list to.

4 Click OK and the list of vendor invoices will appear in a window named, AP Items from date x to date y.

 

ENTER A CHEQUE MANUALLY

While payroll cheques are entered in another part of the program (see Administration » Staff » Employees), you can enter other cheques manually. Note that the procedure differs in step 4 if you are entering a recurring cheque.

1 From the Administration menu, select Disbursements. This should bring up the Disbursements menu in the menu bar.

2 From the Disbursements menu, select Cheque Entry. This will bring up the GL Cheques window.

3 Click New in the toolbar of this window.

4 If the cheque is a recurring cheque, activate the Recurring box in the bottom right portion of the cheque entry window.

5 Enter all the information into the appropriate fields.

6 Click on the Post Cheque button to enter the cheque.

 


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