Explanation: Funds from an advance will remain in the Advance on Purchases account until the advance is used to lower a payment made to the vendor. When the actual invoice is received, it will need to be entered as a Bill- New and applied in Bill-Apply to the correct order/ ledger account. The advance transaction and the actual vendor bill can then both be picked up in Bill-Pay to apply them together. Use the tool tips provided for field-by-field guidance.
New: “New” is always the first required step. Create a new bill for the appropriate vendor. The classification will be “Invoice”.
Apply: On the Vendor tab select Apply under Bill group. Select the appropriate bill from the list on the top. Expand either “Order” or “Non-order” depending on where it is to be applied. Once applied these funds flow from unapplied bills into the ledger account chosen during the apply process.
Pay: Select the appropriate vendor to pay from the list. Select the advance recorded earlier and the invoice just received and Select Process.
New: “New” is always the first required step. Create a new bill for the appropriate vendor. The classification will be “Invoice”.
Apply: On the Vendor tab select Apply under Bill group. Select the appropriate bill from the list on the top. Expand either “Order” or “Non-order” depending on where it is to be applied. Once applied these funds flow from unapplied bills into the ledger account chosen during the apply process.
Pay: Select the appropriate vendor to pay from the list. Select the advance recorded earlier and the invoice just received and Select Process.
Checks: If there is an amount left to pay, the check will reflect the proper amount. If there is an amount, go into Vendor-Bill-Checks option and pay the remaining balance on the invoice.