Posting Invoices by Summary

To post an invoice by summary, click the

The post to AP summary window.

Complete these steps:

  1. Select the supplier from the dropdown list. If the supplier does not appear in the list, return to the toolbar and select the Suppliers tool to enter the appropriate supplier.
  2. Enter the date of the invoice. The current date will be entered by default.
    • To change the date, select the dropdown list to reveal the calendar. Select the appropriate calendar date.
    • To change months on the calendar, select the arrow on the top right or left side of the calendar displayed.
  3. Enter the supplier’s Invoice number. This field is required and may be used to track parts back to a specific invoice.
  4. If the shop issued a purchase order to the supplier, enter that information in the Your Purchase Order Number field.
  5. Enter additional information about the transaction in the Other Information field. This field is limited to seven characters.
  6. Select the Payment Type from the dropdown list:
    • Selecting Petty Cash, Check, or one of the credit card types as the payment method marks the transaction or invoice as paid.
      • For invoice by detail, you must enter the check number if you select Check.
      • For invoice by summary, you do not need to enter the check number if you select Check.
    • To print the check to the supplier immediately, click the Print Check button. If the check is not printed at this time, it can be printed later.

      NOTE: If you use the Accounting Interface module and prefer to print checks out of QuickBooks, you should select invoice by summary and leave the check number blank. This ensures that the checks are marked "To Print" when imported into QuickBooks.

    • To have a check marked as printed without physically printing a check, print it to the screen.
    • When printing checks out of R.O. Writer, use the QuickBooks voucher forms.
    • To leave the invoice open, select Charge as the method of payment. All invoices that are shown as charged may be selected for payment later.
  7. The total of the invoice should be entered in the Amount field.
    • If cores are included on this invoice, enter the total core amount. The Default Core Account should already be selected.
    • If the shop issued a purchase order to the supplier, enter that information under Your Purchase Order Number.
  8. Select the account in the dropdown list the transaction will be applied to. If the general expense account you want does not appear in the list, click the General Accts toolbar button > Expense Accounts to add the appropriate account.

To cancel the posting of the invoice, click the Cancel button.

To post this transaction and post another invoice by summary, click the Next button.

To post the transaction and exit, click the Post button.

To print an invoice, click the Print Invoice button.

Splitting Into Different Cost Accounts

It is possible to split the amount of an invoice into different cost accounts; however, the amounts must be calculated manually and applied as separate transactions or post the invoice in detail. The supplier’s invoice number may be entered on each transaction.

To pay these transactions by a single check, select charge as the method of payment for all of the transactions. Then, pay the invoice using the Pay Invoice tool.

Accounting Interface with QuickBooks

If you use the to import sales data to QuickBooks, when parts are purchased that is sold on a repair order, the Accounts Payable invoice needs to be coded to the inventory account, which already exists under standard accounts. If you do not, inventory in QuickBooks goes to a negative number because when you sell the parts, we reduce inventory in QuickBooks by the total cost of those parts and increase parts costs (cost of goods sold) account.