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Entering beginning balances for open vendor invoices

If you entered an amount for your Accounts Payable account in your trial balance, you need to enter the vendor invoices that made up that amount. Entering the invoices here ensures you are able to pay them and keep your financial reports in balance.

When entering beginning balances for open vendor invoices, you enter the amounts for all unpaid or partially paid vendor invoices.

  1. From the Company menu, click Beginning Balances > Open Vendor Invoices.
  2. Multi-company only. Select a company. You can enter invoices only to this company and distribute them to transactions that belong only to this company.
  1. Enter the vendor associated with the unpaid invoice.
  2. For the invoice number, optionally enter the invoice number or ID.
  3. If you specified days-to-pay options when setting up the vendor, enter the invoice date.
  4. Type a brief description of the invoice.
  5. Ajera enters the Date to Pay based on the options you chose when setting up the vendor (Setup > Vendors > General tab). Change it as needed.
  6. If you enter an invoice amount in the Amount field, the total of all the distributions you enter in the table must equal this invoice amount before you can save the invoice. If you do not enter an invoice amount, Ajera calculates it for you as you enter the invoice distributions.

For partially paid invoices, enter only the outstanding amount.

  1. If payment of the invoice is on hold, select the On hold check box.
  2. Click (attachments button) and add attachments, by linking to related files. A linked file must be in a shared location for other people to open it (for example, on a shared network or a website).  

  3. Enter any notes about the invoice, as needed.
  4. You use the table part of the window to enter all the distributions for the invoice. However, you may or may not choose to enter distributions.

Beginning balance vendor invoices do not appear on client invoices. However, when paying vendor invoices, you may want to refer to these distributions to help you decide which invoice amounts you want to pay. If a distribution amount needs to be billed, enter it to beginning balances unbilled WIP.

To enter a distribution, enter the project, phase, and activity. (If you use multi-company, Ajera enters the project for you.)

Note: If the invoice is not associated with a project, such as a lease payment, leave the project, phase, and activity blank.
  1. Not available in ajeraCore or ajeraCore + add-ons

In the Purchase Order and Purchase Order Detail columns, click to select a purchase order and purchase order detail to associate with this vendor.

Note: Only Approved purchase orders are available.
  1. Some activities involve units (such as square feet, lab tests, field tests) to calculate their cost. Do one of the following:
If the activity Do this

Involves units

  • Enter the units.
  • Enter the cost rate (amount per unit).

Ajera automatically uses the default cost rate that you specified when setting up the activity unless you change it here. If you change it, but then decide you want to use the default rate after all, click the Reset button.

Ajera calculates the cost amount. 

Does not involve units

  • Leave the units and cost rate blank.
  • Enter the cost amount.

Any amount not yet entered for the invoice total appears at the bottom of the table as a remaining amount.

Ajera displays the account associated with the distribution and the department, if you are using departments.

  1. If needed, do the following:
To Do this

Delete a row

  1. Right-click the first field on the left of the row, and click Delete.

If you have not yet completed entering the row, a Cancel option appears.

  1. Click Yes to delete the row.

Reset amounts back to the original value

Click the row, and click the Reset button.

If you are currently working in the row, you must tab or click out of the cell to see the new values.

  1. Add these optional columns to the table, as needed:
Column Description

Unit description

The description of units as entered when setting up the activity

On hold

If selected, payment for the transaction is on hold

Non 1099

If selected, indicates that the transaction does not require 1099 reporting


Any notes about the invoice distribution.

  1. Click Save.
  2. Enter any additional distributions for the invoice by repeating Steps 10-13 of these instructions.
  3. Enter any additional invoices by repeating Steps 2-14 of these instructions.
  4. Click Close .
  5. You can now pay the vendor invoices.

See also

About entering beginning balances

Reconciling for open vendor invoices

Changing beginning balances for open vendor invoices

Quick entry in columns



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