Purchase Invoices

Rent Magic provides a seamless transition from Purchase Orders to Purchase Invoices (you are here) to Payments.

Table of contents

• To open Purchase Invoices screen
• Purchase Invoices fields
• To add Ledger Details
• To save/cancel and exit

To open Purchase Invoices screen

• From the Accounting Menu select Purchases.

(Alternatively, from the top menu bar, select Accounting, then Purchases.)



You will now see this default screen:

Step 1: Enter Purchase Invoices fields

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Invoice #	required	The Invoice number.
Building		The building assigned to the Invoice. You can select it from the drop-down box or select None (charge will be associated with the accounting company only and not a building). If the current Accounting Company has a building defaulted to it, that building appears in the Building box. See Company Defaults for more information.
Unit		The individual unit assigned to the Invoice, if applicable. You can select it from the drop-down box, if the building has already been selected.
Vendor ID	required	The vendor from whom the purchase is made. Select it from the drop-down box. To create a new vendor see Vendors.
Date	required	The date of the Invoice. Select it from the drop-down box.
Ship Via		The method of shipment. Select from the drop-down box.
A/P Account	required	The accounts payable account for the Invoice. Select it from the drop-down box.

A typical Invoice entered on Rent Magic:

Step 2: Add Ledger Details

The lower part of the screen contains the Ledger Details with additional fields to enter. See Ledger Details for more information.

NOTES:

• If this Purchase (Invoice) refers to a previously entered Purchase Order for this Vendor select the Apply to Purchase Orders tab. This will display previously entered Purchase Orders for this Vendor in the Ledger Details at the bottom of the screen. Select the one that this Purchase (Invoice) refers to. Note: To edit a Purchase Order number or amount, you must use the Purchase Orders screen; other entries, such as the terms, can be edited here.
• Even if there is an outstanding PO associated with this vendor, but you are entering an unrelated invoice select instead Apply to Invoices.

Step 3: (Optional) More Options

• Terms - You may optionally enter into this Purchase any special terms you may have with the Vendor. If you have selected the Purchase Order that this Purchase (Invoice) refers to, then its terms will appear.

• Discount Date - From the drop-down box select the date.
• Discount Amount - Enter the amount of the discount.
• Date Due - Enter the due date of the invoice.

• Total Invoice: - The dollar total of this invoice is displayed.
• Already paid: - The amount of this invoice already paid is displayed.
• Currently due: - The amount current due is displayed.

Step 4: To save/cancel and exit

There are three buttons on the bottom on the Purchase Invoices screen for exiting:

Save and New	Saves any changes to this Purchase Invoice, and resets the Purchase Invoices screen, for entry of further Purchase Invoices.
Save and Close	Saves any changes to this Purchase Invoice, and closes the Purchase Invoices screen.
Close	Cancels any changes to this Purchase Invoice, and closes the Purchase Invoices screen.

You also have several options, as listed on the top bar: New, Save, Open, Print, Delete. See the Accounting Toolbar for more information.

NOTES:

The following two options should only be used on advice of an Accounting professional and/or your Rent Magic training representative:

Mark as Paid - Checking this box changes the status of the invoice to Paid even though it has not been paid. It removes it from being available in Payments. (Note: When you actually pay an invoice through Payments the system automatically checks off this box so that the invoice is not paid a 2nd time)
Mark as Held - This holds the invoice from being paid, similar to 'Mark As Paid', but under a category of holding off the payment temporarily.

Return to Accounting

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