Entering vendor invoices

Click to associate an existing vendor with this invoice.

Multi-company only. Click to select the payer of the invoice.

Optional column

Enter the invoice number or ID. If you enter an invoice number that already exists, Ajera displays a warning message.

Enter the date that the invoice was actually dated, even if that date is before the Don't Allow Entries Prior To date ( > Setup > Company > Preferences).

For example, you may have a Don't Allow Entries Prior To date of January 1. If you receive a vendor invoice on January 10 with a date of December 31, enter December 31 for the invoice date.

If you change the invoice date, Ajera automatically updates the date to pay, based on the options you select in Setup > Vendors > General tab.

Type a brief description of the invoice. When paying by check, this description prints on the check stub.

If you set this vendor up with payment terms ( > Setup > Vendors > General tab), Ajera automatically calculates the date to pay based on the invoice date entered above.

Change it, as needed, by entering the new date.

If you enter an amount for the invoice, Ajera displays the remaining balance as you enter the invoice transactions.

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

The balance on the invoice must balance (equal zero) before you can save the invoice. If you do not enter an amount, Ajera calculates it for you as you enter the invoice details.

Multi-company only.

• If this is an intercompany invoice, select this check box. Ajera requires an intercompany receipt to reconcile the accounts.
• If you print a check to reconcile intercompany accounts, select this check box. This relieves the due-to account that Ajera automatically chooses for you. Ajera does not relieve the due-from account until the recipient company enters an intercompany client receipt.

If you select this check box, you cannot change the Company field.

Select the On hold check box to keep this invoice from being paid.

For example, put an invoice on hold to obtain approval. Once approved, clear the on hold status and pay the invoice.

Select this check box to require PM approval for the vendor invoice.

This check box will be checked automatically if the default thresholds set in Company > Preferences have been met.

This option may be selected by default and you will not be able to deselect it depending on the options selected in Company > Preferences > Purchasing tab.

This option may not be visible if the Project Manager Approval check boxes are not checked in Company > Preferences > Purchasing tab.

Select this check box to require finance approval for the vendor invoice.

This check box will be checked automatically if the default thresholds set in Company > Preferences have been met.

This option may be selected by default and you will not be able to deselect it depending on the options selected in Company > Preferences > Purchasing tab.

This option may not be visible if the Finance Approval check boxes are not checked in Company > Preferences > Purchasing tab.

If the Finance Approval Required check box is selected, use this field to enter or select a finance approver from the list of users who have the Allow Finance Approver option selected for their role.

It is optional to select a finance approver.

This option may not be visible if the Finance Approval check boxes are not checked in Company > Preferences > Purchasing tab.

Ajera automatically populates the accounting date with whatever you enter as the invoice date. Ajera uses the accounting date to determine the accounting period when the vendor invoice appears on financial statements, on client invoices, and project reporting.

You can change the accounting date so that it differs from the invoice date. If you change the invoice date to a date prior to the Don't Allow Entries Prior To date ( > Setup > Company > Preferences), Ajera sets the accounting date to today's date.

For example, you may have a Don't Allow Entries Prior To date of January 1. If you receive a vendor invoice on January 10 with an invoice date of December 31, enter the invoice date as December 31 and the accounting date as January 10.

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).  

Enter any notes about the invoice or the transaction, such as description about a row or line item of the invoice.

If the invoice format is set up to print notes, Ajera prints these notes on the client invoice.

Not available in ajeraCore or ajeraCore + add-ons

In the Purchase Order column, click to select a purchase order associated with this vendor. If you want to select multiple purchase order detail rows, click the Import button.

Not available in ajeraCore or ajeraCore + add-ons

In the Purchase Order Detail column, click to select a purchase order detail associated with this vendor.

In the Project column, click to select the project associated with this invoice.

• Multi-company only If you select a project not associated with the invoice payer, Ajera creates intercompany entries. Be sure to reconcile your intercompany accounts regularly.
• If you do not associate the invoice with a project (such as a lease payment), leave the project, phase, and activity blank.
• When adding a row for a nonproject invoice transaction, enter the cost amount, and then enter the account.

Use the Commitment # to distinguish between consultant and expense resource items entered for the consultant or expense budget.

This field appears only if you added a consultant or an expense resource for the project on the Project Command Center > Manage tab. If you set up the company preferences to require commitment numbers ( > Setup > Company > Preferences > Project tab), you can only select commitment numbers that are entered in the Project Command Center.

Some activities use units (such as square feet or number of blueprints) to calculate cost.

• If the activity uses units, enter the unit and the cost rate. Ajera calculates the transaction cost amount automatically.
• If the activity does not use units, leave the units and cost rates blank. Enter the transaction cost amount.

When using departments ( > Manage > Project Command Center > Project Info > General), Ajera enters the account associated with the activity ( > Setup > General > Activities) and the phase department.

Optional column

Ajera displays the unit description entered when setting up the activity.

If units are used, enter the rate per unit.

Ajera uses the number of units and cost rate to calculate the transaction cost amount automatically.

For nonproject-related invoices, enter the cost amount and then the account.

unavailable in ajeraCore unless you have the Departments add-on - If you select an allocated account, a message confirms that you want to distribute overhead expenses among specified departments.

Optional column

If you want to bill a different number of units from the cost units, enter it here. For example, if you have a 100 cost units but only want to bill 50 units, you would enter 50 billing units.

Optional column

Enter or change the rate used to bill the client, which can be the rate specified on the rate table, if applicable, or the rate specified in > Setup > General > Activities.

Optional column

• If you do not use units and rates, enter the billing amount.
• If you do not enter an amount, Ajera calculates the billing amount automatically.
• Override this automatic amount by entering a new billing amount. Ajera warns you when units multiplied by the rate does not equal the amount.

Multi-company only. Enter the company that incurred the transaction cost.

Enter the account associated with the transaction.

unavailable in ajeraCore unless you have the Departments add-on - For nonproject-related invoices, if you select an allocated account, a message confirms that you want to distribute overhead expenses among specified departments.

unavailable in ajeraCore unless you have the Departments add-on

Enter the department associated with the transaction ( > Manage > Project Command Center > Project Info > General).

Optional column

If you want to put a transaction on hold for payment, select this check box.

Optional column

If you want to exclude a transaction from 1099 reporting, select this check box.

For example, you pay a consultant for services and reimburse the consultant for expenses on the same invoice. Both amounts are charged to a project, but you want to report only the consultant services on the Form 1099.