Purchases Invoice by rmr15625

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Purchases Invoice document sample

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									                                          Purchases Journal
Contents
     What Entries Appear on the Journal
     The Common Tab
     The Report
     Drill Down
     Reconciling the Purchases Journal

What Entries Appear on the Journal
     The Purchases Journal lists invoices created through the Accounts Payable feature. The report provides
     vendor information, groups invoices by vendor, and lists matters to which costs are allocated. G/L
     account allocations are shown, although only Accrual systems post to the g/l when a payable is created.
     Separate values are given for allocation, invoice, and vendor totals.
     Invoices appear on the Purchases Journal through the New Payable feature and can be modified through
     the Open Payable feature, or under the A/P tab of the Register.
     Changes to entries on the Purchases Journal can be performed through the Register, Matter Manager,
     report drill down, or correct features.
The Common Tab
      Pull-down menu:                 Reports > Accounts Payable > Purchases Journal > Common Tab
     The Common tab contains the most widely used options on any PCLaw report. It is the first tab to appear
     when selecting a report from the pull-down menu or Quick Step.




     Exhibit 1. The Purchases Journal selection window displaying the Common tab
     Vendor:              Select the vendor nickname to view invoices for a single vendor.
     G/L Account:         Select the account to view invoices allocated to that G/L account.
        Invoice Date:          Select one or both of the following to restrict your search:
                               Start Date:              View invoices created on or after that date.
                               End Date:                View invoices created on or before that date.
        Due Date:              Select one or both of the following to restrict your search:
                               Start Date:              View invoices due on or after that date.
                               End Date:                View invoices due on or before that date.
        Include Vendors: Select one of the following:
                               Active:                  View invoices belonging to active vendors only.
                               Inactive:                View invoices belonging to inactive vendors only.
                               Both:                    View invoices belonging to both active and inactive vendors.
        Detailed Report: Check to view a detailed journal.
                               Uncheck to view only the AP Allocations Summary.
        Summary by Resp. Lawyer: Check to include the Summary by Responsible Lawyer section on the journal.
        Show User Name: Check to display the user who added the payable invoice.
        Output:                Check one or more of the following options:
                               Printer:                 Print a hard copy of the report.
                               Screen:                  View the report on the screen.
                               E-mail:                  Attach the report in one of text, rich text, or portable document
                                                        formats.
                               Editor:                  Produce the report in text, rich text, or portable document formats.
        Load Last:             Click to use the settings from the last time the report was created.
        OK:                    Click to create the report.


The Report
        The Purchases Journal lists A/P invoices by vendor, including matter and G/L allocation information and
        their associated amounts.




        Exhibit 2. Excerpt from the Purchases Journal
        Vendor:                Invoices for each vendor is grouped into its own section. Vendor nickname, name,
                               notes, and vendor account number is provided at the top of the section.
        Entered:               Invoice information appears on the first line of the invoice. The invoice date is listed
                               under this column.
        Due:                   Lists the due date for the payable invoice.
        Reference:             Lists the assigned invoice number.
        Explanation:           Displays the explanation from the top portion of the New Payable window.
        Entry #:               Lists the entry number of each invoice.
        Matter #:              If the payable is allocated to a matter, the matter nickname is displayed.



Purchases Journal                                                                                                     Page 2
        Matter Name:           If the payable is allocated to a matter, the client’s last name is displayed.
        G/L Acct               Lists the general ledger accounts where payable expenses are allocated.
                               Accrual accounting systems post to these accounts when the payable is created.
                               Modified Cash and Cash methods post to these accounts only when the payable is
                               paid.
        GST:                   For firms collecting GST: Lists the GST category for both the invoice and any matters
                               where costs are allocated.
        Inv Total:             The Amount column displays each separate allocation, whether it is strictly to a G/L
                               account or to a matter.
        Ven Total:             Sums the total of all invoices for any one vendor. Since the Purchases Journal does not
                               display payments, the Ven Total value is not the outstanding amount for the Vendor.
        The Summary by Responsible Lawyer section separates matter allocations by responsible lawyer into
        billed and non-billed amounts.
        The Purchases Journal includes the following summary sections:
          Summary Title                                        Appears when
          A/P Allocations Summary                              always appears
          Summary by Responsible Lawyer                        user option
        Exhibit 3. Table of the summary sections provided by the Purchases Journal and when they appear.


Drill Down
        PCLaw provides the option to drill down on any report open on the screen to view a value in greater detail
        or view the source of an entry. There are two methods to drill down on an entry:
        •    double click the entry
        •    right click on the entry.
             from the cascade menu, select View Details.
        When drilling down on an entry for the majority of PCLaw reports, a data entry window or a more
        detailed report appears displaying the selected entry:
          Drill down on                                        Opens the following window
          Vendor Information                                   Change Vendor
          Invoice information                                  Register - Select Payable
        Exhibit 4. Table displaying fields where drill down is enabled and the reports or features that are opened




Purchases Journal                                                                                                    Page 3
Reconciling the Purchases Journal
        The chart below lists PCLaw reports that reconcile to the Purchases Journal, and the item on the report that
        can be reconciled. The reports must be run with identical dates and parameters.
          Purchases Journal           Reconciles to                                         Additional comments
          Ven Total                   Payable Listing            Amount > Total             For vendor. For Include Invoices, select
                                                                                            Both.
          A/P Allocations Sum-        Payable Listing            A/P Allocations List-      For G/L Account and total debits.
          mary > Debit                                           ing > Debit
          Summary by                  Allocation Listing         Summary by                 For responsible lawyer and firm.
          Responsible Lawyer                                     Responsible Law-
          > Billed                                               yer > Billed
                                      Payable Listing            Summary by                 For responsible lawyer and firm. For
                                                                 Responsible Law-           Include Invoices, select Both.
                                                                 yer > Billed
          Summary by                  Allocation Listing         Summary by                 For responsible lawyer and firm.
          Responsible Lawyer                                     Responsible Law-
          > Unbilled                                             yer > Unbilled
                                      Payable Listing            Summary by                 For responsible lawyer and firm. For
                                                                 Responsible Law-           Include Invoices, select Both.
                                                                 yer > Unbilled
          Summary by                  Allocation Listing         Summary by                 For responsible lawyer and firm.
          Responsible Lawyer                                     Responsible Law-
          > Total                                                yer > Total
                                      Payable Listing            Summary by                 For responsible lawyer and firm. For
                                                                 Responsible Law-           Include Invoices, select Both.
                                                                 yer > Billed
        Exhibit 5. Table displaying the different reports and their sections that reconcile to the Purchases Journal
        The Purchases Journal does not reconcile to the Allocation Listing for allocations by matter for individual
        matter totals are not available on either report.
        The Purchases Journal does not reconcile to the Allocation Listing for allocations by vendor for the
        Purchases Journal does not give allocation totals for the vendor.
        The Purchases Journal does not reconcile to the Discount Listing for the Discount Listing only lists
        invoices eligible for a discount.
        The Purchases Journal does not reconcile to the Payment Listing for Amount, for the Payment Listing
        includes realized discounts in the amount value.
        The Purchases Journal does not reconcile to the Vendor Listing for the original invoice amount, for the
        Vendor Listing includes discounts.




Purchases Journal                                                                                                                  Page 4

								
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