to locate the vendor.In Payables, you can complete the vendor invoicing process in multiple ways. You can:
Manually enter vendor invoice information.
Set up a recurring invoice for a defined number of occurrences or time period.
Set up template invoices to reduce future data-entry time.
When you create invoices manually, you can use the Session Reference feature. This user-defined feature lets you batch the entry of multiple invoices into one logical grouping.
The typical method of paying an invoice in Payables is a multi-step process. This process includes the following steps:
Entering/creating an invoice in Vendor Invoice and Adjustment.
Selecting an invoice for payment in Payment Selection.
Printing a check that pays one or more vendor invoices in Print Checks. Or, in Vendor Invoice and Adjustment for manual payments.
Main tab
Select Financials | Payables | Vendor Invoices and Adjustments.
Number displays the unique identifier assigned by the System when the invoice is saved the first time.
In Type, select Invoice.
Select a Status based on the current state of the vendor invoice. The options include the following:
Pending - A vendor invoice that is not completely finished or that will have more details added.
Posted - A vendor invoice that is completed and ready to be posted to the general ledger
Template - The vendor invoice will be used as a guide for other users.
Note: New vendor invoices should stay at a Pending status until they are fully entered and ready to be posted.
Select the Period to which you want these entries to be posted. The default value in Period is the Current Period for General Ledger in Period Closing.
Specify the transaction date in Date.
Type a description of the transaction in Description.
Note: For recurring invoices, you can insert a relative date anchor tag into the description text. Each time the recurring invoice is posted, the system makes a substitution for the anchor tag, derived from the tag used and the date specified in the Date field.
The following tags can be used. To be recognized within a text description, tags must have at least one space on each side.
[CalendarQuarter]
[CalendarQuarter,+/-##]
[CalendarYear]
[MonthName]
[MonthName,+/-##]
[MonthNumber]
[MonthNumber,+/-##]
[RecurrenceNumber]
For example, if you have a recurring invoice that is to be posted once each calendar quarter for the life of the invoice, you could use the [CalendarQuarter] tag. In the Description field, you could enter “Invoice for quarter [CalendarQuarter]”. If the transaction date specified in the Date field for the first invoice is 3/15/2022, then when it is posted, the description would be updated to say, “Invoice for quarter 01 2022”. The second invoice in the series would be generated when the first invoice is posted. The Date field on the second invoice must be changed to a date in the second quarter, maybe 6/15/2022. When it is posted, the description would be updated to say, “Invoice for quarter 02 2022”.
(Optional) Specify user information in Session Reference. This data is not used for processing. The session reference allows for the unique identification of a batch Vendor Invoices.
In Vendor ID, specify the ID of the vendor with whom you want to associate the transaction. Or, click Lookup to locate the vendor.
Note: The Vendor ID that you specify must be set up in Vendor.
The name of the vendor associated with the vendor ID that you specified in step 9 appears in Vendor Name. You can specify a different vendor by clicking Lookup and locating the name. Any time that the vendor name is changed, the vendor ID will update to match.
Terms displays the terms that are associated with the vendor that you specified. If you need to, change the value.
Vendor Class displays the default vendor class as defined in Vendor Class.
In Invoice Number/Adjustment Number, specify the unique identifier for the vendor invoice/adjustment. This field is labeled Adjustment Number when Adjustment is entered into the Type field and Invoice Number when the Type field is set to Invoice.
Specify the total amount to be paid to the vendor in Invoice Amount.
In Invoice Date, specify the date on the vendor invoice. Or, click Calendar 
, and then select the date.
The Invoice Due Date is calculated as the invoice date plus the terms defined for the vendor. If you need to, override the default calculation.
Amount Subject to Discount contains the amount used in the discount calculation.
Discount Due Date is calculated on the discount criteria defined in Terms.
Discount Amount displays the result of the discount calculation.
Currency is display-only and shows the currency assigned to the selected vendor.
Exchange Rate is display-only and is set based on the Date and the entries in the Exchange Rate Tables for the applicable currency. If the actual date does not exist in the applicable exchange rate table, the nearest, prior date from the table is used.
Note: Currency and Exchange Rate are included only if you are using Multicurrency in your Beyond Software system.
Detail area
In the Detail area, click Add Line 
to add the vendor invoice detail. Vendor Invoice and Adjustment Detail appears.
In Type, specify the kind of detail line. The valid options include the following: Miscellaneous, Sales Tax, and Write-Off.
Use Description to include notes about the detail line.
In Quantity, specify the quantity that you want to bill on this particular detail line.
In Unit Cost, type the unit cost of the detail line.
Total Cost displays the calculated total cost (the quantity multiplied by the unit cost). If you type a new total cost, the System recalculates the unit cost.
Expense Acct holds the general ledger account to which the transaction is posted. If you specify a project series account, the Project tab is enabled to let you specify the project to be charged for the expense.
Dept, Ter, and Prd specify the appropriate segment of the account number to which the transaction is posted based on the definition in Chart of Accounts Policies.
Box 1099 is enabled if the vendor is set up as a 1099 vendor in Vendor.
If the Project tab is enabled, complete the following information
Specify the Project ID that represents the project that you want to charge. You can use Lookup to locate the project ID.
Specify the Task that you want to charge.
In Resource ID, specify the resource that you want to associate with the project. You can use Lookup to locate the resource ID.
Resource Name displays the name of the resource associated with the resource ID that you specified. You can specify a different resource by clicking Lookup and locating the name. Any time that the resource name is changed, the resource ID will update to match.
Use Labor Category to associate a labor category with the project.
Click Save to save the detail line. Click New, if you want to create another detail line. When you are finished creating detail lines, close Vendor Invoice and Adjustment Detail to return to the Main tab.
Remit To tab
The Remit To tab displays information about the vendor that you specified in the Main tab.
Type displays the kind of address. Specify a different type, or use Lookup to select a different type.
You can change the values in Phone, Fax, and Email Address.
Recurring tab
Complete the Recurring tab if the invoice is recurring. For more information, see How to Set Up a Recurring Vendor Invoice.
Payment tab
Payment Hold and Payment Hold Reason display default information if a vendor goes on credit hold based on their set up.
Type defines how you will make the payment. Options include the following:
Enter Manual Payment Now – Specify the Payment Method, Date, Payment Description, Bank Account, and Amount. Specify notes in Comment if you want.
Enter Quick Check Now – Select the invoice for payment eliminating the need to go to the Payment Selection screen to process the payment. This allows you to go directly to Print Checks immediately following.
Make Payment Later – Specify notes in Comment if you want. No other action on this tab is required.
Payment Method displays the default from Vendor. You can change the value if Type is Enter Manual Payment Now.
Number is enabled when you select Enter Manual Payment Now in Type and Payment Method is Check. Enter number of the check for this payment.
Date represents the payment date and uses the current date.
Payment Description contains user-defined description of the payment.
Bank Account contains the account from which the payment is deducted.
Amount field is the amount being paid.
The value in Comment appears in the check’s comment area.
Invoice Amount displays the amount actually invoiced from the vendor.
Discount Amount displays the vendor discount if the invoice meets the discount terms criteria.
Net Payment Amount displays the amount for which the check is written.
When you are finished creating the invoice and the payment, select Posted in Status on the Main tab, and then click Save. When the payment’s Type is Enter Quick Check Now or Enter Manual Payment Now, the Print Check button is enabled.
To print the check from this screen, click Print Check, select the checks to be printed, and then print from the main toolbar.
Apply To tab
Use the Apply To tab when the Type is Adjustment. See How to Create and Apply an Adjustment to an Invoice.
Click the Reverse Vendor Invoice button. The system will automatically generate an adjustment that offsets the original invoice. The adjustment will need to have its status set to Posted to update the Vendor and General Ledger accounts.
Follow the steps in the Creating a Vendor Invoice topic until you reach the Recurring tab.
Select the Recurring check box.
Specify the number of times the invoice should be generated in Frequency. The following frequencies are available:
Annual – A new invoice will be automatically created one year from the date specified on the Main tab, for the life of the recurring invoice.
End of Month – A new invoice will be automatically created at the end of the month during the life of the recurring invoice.
End of Period – A new invoice will be automatically created at the end of the period when the period is closed for the life of the recurring invoice.
End of Quarter – A new invoice will be automatically created at the end of the quarter for the life of the recurring invoice.
Every X Days – A new invoice will be automatically created based on the number of days that you specify in Days. Days is enabled for this selection.
First of Month – A new invoice will be automatically created the first day of the month during the life of the recurring invoice.
First of Period – A new invoice will be automatically created the first day of the period during the life of the recurring invoice.
First of Quarter – A new invoice will be automatically created the first day of the quarter during the life of the recurring invoice.
X Day of the Month – A new invoice will be automatically created on the day of the month you enter in Days. Days is enabled for this selection.
Note: If you selected Every X Days in Frequency, specify the number of days between occurrences in Days. If you selected X Day of the Month in Frequency, specify the day of the month the recurrence should occur in Days.
Day(s) is enabled and should be populated when X Day of the Month or Every X Days is selected in Frequency.
Specify the date of the first recurrence of the invoice in Start Date.
Specify the date of the last recurrence of the invoice in End Date.
Specify the number of times the invoice should recur in Times when the End Date is not specified.
Last Updated is automatically updated when a change is made to a recurring invoice.
Click History to view the invoices that exist for this recurring invoice. Document History appears, displaying the number of times the recurring invoice was posted, the period in which each entry was posted, the date of each entry, the date each entry was last updated, the number (recurring counter) in the series of recurring entries, and the total of each entry. History becomes enabled when the current invoice is a recurring invoice.
Continue with the steps for the Payment tab in the Creating a Vendor Invoice section.
Select Financials | Payables | Vendor Invoices and Adjustments.
Number displays the unique identifier assigned by the System when the adjustment is saved the first time.
In Type, select Adjustment.
Go to step 3 in the Creating a Vendor Invoice section and continue until you reach the Payment tab information.
Payment tab
The Payment tab is not applicable for adjustments.
Apply To tab
Use the Apply To tab when the Type is Adjustment.
On the Main tab, verify that the Status is Posted.
On the Apply To tab, click Add Line in the Invoices area. Apply To Detail appears.
Set Status to Pending while you specify the payment application information. After the detail is entered and correct, select Posted.
In Document Number, click Lookup to retrieve a list of invoice documents for this vendor to which you can apply the adjustment.
Invoice Number displays the invoice number.
Invoice Amount displays the amount of the invoice that you selected.
Invoice Balance displays the open balance of the invoice that you selected.
In Amount To Apply, specify the amount of the adjustment that you want to apply against this particular Document Number.
Application Date displays the date that you want to reflect the application of the adjustment. The default date is the current date. If you want, change the date.
Adjustment Amount displays the amount of the adjustment.
Applied Amount displays the amount of the posted adjustment applied to documents.
After you reviewed the payment application, change Status to Posted, and then click Save.
Close Apply to Detail to return to Vendor Invoice and Adjustment. Click Save.
A: Ensure the project account is defined in the billing rate table, with a rate greater than 0.00, for the project entered in the invoice/adjustment by following these steps:
Select Projects | Projects and then in the toolbar, click Find.
Select the project entered on the invoice/adjustment.
Click on the Billing Information tab.
Note the value in Billing Rate and click the Lookup icon to open Billing Rate. The Billing Rates table will open.
Ensure the project account is set up in the billing rate table with a Rate greater than zero. If it is not set up, add it now and save.