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.
- From the Company
menu, click Beginning Balances > Open Vendor Invoices.
- 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.
- Enter the vendor associated
with the unpaid invoice.
- For the invoice number,
optionally enter the invoice number or ID.
- If you specified days-to-pay
options when setting up the vendor,
enter the invoice date.
- Type a brief description
of the invoice.
- Ajera enters the Date to
Pay based on the options you chose when setting
up the vendor (Setup > Vendors > General tab). Change it as
- 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
- If payment of the invoice
is on hold, select the On hold
(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).
- Enter any notes about the invoice, as needed.
- 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.)
||If the invoice is not associated with a project, such as a lease
payment, leave the project, phase, and activity blank.
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.
||Only Approved purchase orders are available.
- Some activities involve units (such as square feet, lab tests, field tests) to calculate their cost.
Do one of the following:
- Enter the units.
- Enter the cost rate (amount
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
Does not involve units
- Leave the units and cost
the cost amount.
Any amount not yet entered
for the invoice total appears at the bottom of the table as a remaining
Ajera displays the account
associated with the distribution and the department, if you are using
- If needed, do the following:
Delete a row
the first field on the left of the row, and click Delete.
If you have not yet completed entering the row, a Cancel
Yes to delete the row.
Reset amounts back to the original value
Click the row, and click the Reset
are currently working in the row, you must tab or click out of the cell
to see the new values.
these optional columns to the table, as needed:
The description of units as entered when setting up the activity
If selected, payment for the transaction is on hold
If selected, indicates that the transaction does not require 1099 reporting
Any notes about the invoice distribution.
- Click Save.
- Enter any additional distributions
for the invoice by repeating Steps 10-13 of these instructions.
- Enter any additional invoices
by repeating Steps 2-14 of these instructions.
- Click Close .
- You can now pay
the vendor invoices.
About entering beginning
Reconciling for open vendor invoices
Changing beginning balances
for open vendor invoices
Quick entry in columns