Cutting a check for a vendor before you have issued a PO

This document explains the steps for paying a vendor for parts when you have not yet imported the estimate or marked the parts as ordered. 

In summary, the steps are:

1. Post the invoice in total directly to the Folder and check the "Pay it now" checkbox to create the check record
2. Print the check
3. Once you have the estimate, import the estimate
4. From the Purchases Assistant screen, mark the parts as "Ordered" from the vendor you paid. This will create a Purchase Order. Mark the parts as Received. 
5. Edit the paid invoice to attach the Purchase Order lines

Step One: Create the Invoice

From the Operations or Accounting tab, select the A/P invoices button. At the bottom of the screen, click the new button. 

At the top of the screen, locate the vendor and key the Invoice Number, Date and Total Cost. On the right, check the box for "Pay it Now"

At the bottom half of the screen, click the green "+" button to add a new line. Key in the Description and the Folder number in the Folder box. Click Save. 

Step Two: Print the Check

Upon saving, you will be prompted to select a Bank to pay the check from. Make your selection and click the green check mark.

Select the AP Check Batch tab to the right of the AP Invoice tab to open the check print screen

At the top of the screen, select the "Apv" checkbox to approve the check. At the bottom of the screen, enter your password and click the Print button

Step Three: Open the Folder and Import the Estimate

When you have the estimate file completed, import it into Nexsyis. Create the Work Order if you have not done so.

Open the Purchase Assistant screen, your EMS lines will show as white, your Invoice line will show in blue. 

If you opened the Exceptions screen, you would see that you have one pink Cost No Sale exception for the invoice that you posted directly to the Folder, and a number of Sale with No Cost exceptions matching the "un-ordered" estimate lines. The following steps will show you how to resolve these exceptions. 

Step Four: From the Purchases Assistant screen, mark the parts as "Ordered" from the vendor you paid. This will create a Purchase Order. Mark the ordered lines as Received

From the Purchases Assistant screen, select any of the white lines and click the "Order" button

Assign the vendor that you used when creating the Invoice and click Save. Close out of the Send PO screen that opens next. 

Your lines will now show as yellow "Ordered, Not Received". 

Select any of the yellow lines and click the Receive button at the bottom

Select the "Receive All" button and click Save

Your lines will now be "Received, Not Invoiced". Make note of the PO number on the green lines, you will use this in the next step. 

Step Five: Edit the paid invoice to attach the Purchase Order lines

Select the blue Invoiced line and click the "Invoice" button to open the AP Invoice. 

Because the invoice has been paid, it will show at the top as "Locked". You will not be able to edit any of the information at the top, but you can change the distribution lines at the bottom. We will change the distribution lines to assign the PO lines from the estimate. 

First, key the PO number at the top middle of the invoice screen and select the "Received" button. This will load your received lines for that PO. Edit the "Act List" and "Act Cost" as needed (note, the total of the Costs will need to match the invoice total or you will not be able to save). Click the green check button to set the lines. 

Second, remove the placeholder line that you added when creating the original invoice by selecting it and clicking the red "-" icon. 

When the sum of your PO lines matches the Invoice Cost, you will be able to save. 

When you refresh your Purchases Assistant screen, your lines will correctly show as Invoiced. You will also no longer have the "Cost, No Sale" and "Sale with No Cost" exceptions.