Using Credit Cards for Non-Vendors Only

On the e-automate toolbar, click [Vendors] to open the Vendors window.

Click [New] to open the New Vendor window.

Complete the following fields as appropriate:

Name: Name of the vendor.

Number: Alphanumeric code to identify this vendor.
Note: When you enter a value in the Name field, e-automate generates a vendor numbers as follows: If the vendor's name is two or more words in length, the system uses the first letter from the first word and the first letter from the second word in the vendor's name plus two digits that are incremented each time a new vendor number is generated for a vendor for whom the first two letters are the same as an existing vendor's first two letters. For example, e-automate would assign the letters JD to vendor John Doe; if this vendor is the first one to whom e-automate would assign the letters JD, e-automate would assign vendor number JD00. The next vendor with these two letters (e.g., Jane Doe) would be assigned JD01, and so on. If the vendor's name is a single word, the system uses the same process listed above but uses only one letter—the first letter of the first word (e.g., for the first vendor whose one-word name begins with J, the system would assign J00). You can use the system-generated vendor number or assign your own number to identify this vendor.

Complete the following fields as appropriate:

Contact: Billing contact associated with the vendor.

Name: Name of the billing contact person.

Phone: Billing contact’s phone number.

Fax: Billing contact’s fax number.

E-mail: Billing contact’s email address.

Contact: Person to be contacted when purchasing from the vendor.

Name: Name of the contact person.

Phone: Purchasing contact’s phone number.

Fax: Purchasing contact’s fax number.

Email: Purchasing contact’s email address.

Street: Vendor's street address.
Note: This is the address to which you remit payment. You can add lines in this field by pressing Ctrl +Enter on the keyboard.

City: City where the vendor is located.

State: State or province where the vendor is located.

Zip: Postal or zip code of the vendor.

Country: Country where the vendor is located.

Website: Web address of the vendor.

Click the Order From tab to bring it forward.
Note: You use the Order From tab for vendors that have one remit-to address and multiple locations from which you can order merchandise. You select the appropriate order from vendor when creating a purchase order. If you do not have vendors that fit this description, do not complete the information on this tab.

Click [New] to open the New Order From Address window.

Complete the following fields as appropriate:

Order from: Number or identifier of the order from.

Description: Description of the order from.

Attention: Name of the person to be responsible for the handling of your purchase associated with the order from.

Street: Street address of the order from.

City: City where the order from is located.

State: State where the order from is located.

Zip: Postal or zip code of the order from.

Country: Country where the order from is located.

Preferred order from: When checked and you use this vendor on a purchase order, e-automate automatically sets the Order from field to be this order from on the Order/Shipping tab.

Click [OK] to save the information entered in the New Order From Address window to the vendor profile.
Note: You use [Delete] to delete an order from and [Edit] to modify an order from.

Click the Miscellaneous tab to bring it forward.

Complete the following fields as appropriate:

Account number: Account number assigned to your company by the vendor.

Credit limit: Maximum amount of credit extended to you by the vendor.
Note: E-automate monitors your purchases and identifies when you go over the credit limit.

Unlimited: When checked, this box grants you unlimited vendor credit.

Terms: Typical terms extended to you by the vendor. e-automate populates these terms automatically when this vendor is selected. They can be changed on the transaction if necessary.

On Hold Code: When populated, this vendor is on hold with your company for the specified reason.

Ship method: Typical method by which you receive shipments from this vendor.

Fed. Employer ID: Federal Employer Identification number of the vendor.

1099 Required: When checked, specifies that a 1099 form is to be filed for this vendor.
Note: E-automate does not print the 1099 but offers a report in preparation of the 1099.

Order method: Typical method by which you receive orders from this vendor.

PO export module: A tool that allows you to export this vendor’s PO in a format that can be sent to the vendor and then imported.
Note: This functionality is only available for participating vendors and requires setting up a PO export module. For information, see the Setting Miscellaneous Options topic.

GL account: When populated, e-automate pre-populates the account on a vendor invoice with this account.

Department: When populated, e-automate pre-populates the department on a vendor invoice with this department.

Branch: When populated, pre-determines the assigned branch on vendor invoices associated with this vendor. This field is displayed only when branching is enabled.

Click the EFT tab to bring it forward.

To pay this vendor by EFT or ACH transaction, check Pay by EFT.
Note: When checked, e-automate activates the fields on the EFT tab.

To send a pre-note prior to paying this vendor by EFT, select Pending pre-note.
Note: A pre-note acts as a zero-dollar charge to your account that allows the bank to verify that the EFT file is set up correctly prior to processing payments. Vendors that have pre-notes pending cannot be paid electronically.

Once e-automate has created the pre-note file, e-automate selects the Active as of date option and populates the date with the pre-note creation date plus the wait number of days identified in accounts payable, EFT Options. For more information on using EFT in e-automate, see the Paying Vendors topic.

Complete the following fields as appropriate:

Account type: The type of account used by the vendor for EFT transactions.

Account number: Account number of the account to which EFT payments are to be deposited.

Routing number: The routing number of the financial institution used by this vendor for EFT transactions.
Note: This field has a nine-digit validation to verify the authenticity of the routing number.

Name: Name of the contact person at the vendor to be notified when EFT payments are processed for this vendor. This notification includes an email containing the invoices paid by the EFT file.

Phone: Phone number of contact person associated with this vendor’s EFT transactions.

Email: Email address to which notification is sent when payments are electronically processed in e-automate for this vendor.

BCC: Email address to which a blind carbon copy of payment notification is to be sent.

Click [OK] to save the vendor information.

From the Accounting menu, select Accounts Payable > Accounts Payable Invoices to open the Accounts Payable Invoices window.

Click [New] to open the New window.

In the Type field, use the drop-down menu to select Vendor Invoice. E-automate opens the New Vendor Invoice window.

Complete the following fields as appropriate:

Vendor: Name of the vendor. This should be your credit card vendor.

Description: Brief description of this invoice.

Purchaser: Name of the employee responsible for entering this invoice.

Number: Automatically assigned vendor invoice number.  You may change it.

Vendor invoice: Vendor’s invoice number. Because you will not have a specific invoice number, use the date in an all number format, for example, 12312007.

Invoice date: Date the invoice was created.

Due by: Date the credit card payment is due.

Amount: Amount due on the invoice.
Note: The charges total and the invoice total must match.

To add vendor charges (credit card receipts), do the following:

Click [Add] to open the Add Charge window.

Complete the following fields as appropriate.
Description: Brief description of the credit card charge.
Account: Account to be debited with this charge.
Note: The total charges you allocate to general ledger accounts must equal the amount of the invoice.

Choose ONE of the following to apply to the invoice.

Apply to GL Account

Use the lookup icon to select the Account to be debited with this charge.
Note: The total charges you allocate to general ledger accounts must equal the amount of the invoice.

Use the lookup icon to select the department you want to associate with this invoice or click the drop-down menu to create a new department.

Use the lookup icon to select the branch you want to associate with this invoice or click the drop-down menu to create a new branch.
Note: This field only appears if branching is enabled.

Apply to GL Distribution Code

Use the lookup icon to select the distribution code you want to associate with this invoice or click the drop-down menu to create a new distribution code.

Apply to fixed asset

Use the lookup to select the fixed asset with which you want to associate this charge.
Note: If you have not already created the fixed asset in e-automate you can create the fixed asset by clicking the drop-down menu and selecting, New to open the New Fixed Asset window. For more information on fixed assets, see the Creating a Fixed Asset topic.

Apply to sub lease

Use the lookup to select the sub lease you want to associate with this invoice.
Note: You can filter the results by clicking the drop-down menu and selecting Filter > Unbilled or Terminated with Balance.

In the Customer field, use the lookup to select the customer to which you want to associate costs.

In the Contract field, use the lookup to select the service contract to which you want to associate costs. e-automate displays the contract dates.

To specify the period over which these costs are allocated, check the Coverage Period checkbox and specify the From and To dates.

To distribute costs equally across all the equipment/items on the contract during the specified coverage period, check the Distribute to multiple equipment/items on contract checkbox. Leaving this checkbox unchecked allows you to associate the cost with specific equipment/items on the contract.

Select either the Equipment or Item radio button and complete the following fields as appropriate:
Equipment/Item Number: Use the lookup icon to identify the equipment/item to associate costs.
Customer Invoice: Use the lookup icon to select the invoice to associate costs.
Job Number: Enter the number of the job, if any, associated with this debit memo.
Exclude from terms discount: When checked, this equipment/item is excluded from the total when e-automate calculates a terms discount.

Click [OK] to complete the charge. If you checked Distribute to multiple equipment/items on contract e-automate displays the Contract Equipment/Item Distribution window. Do the following to distribute to multiple equipment/items:

In the Amount field, verify the amount you want to allocate or change as necessary.

E-automate assumes you want to distribute to all equipment/items on the contract. If you want to change to which equipment/item you associate vendor invoice charges, click [Select Equipment/Item] to open the Select Equipment/Item on Contract window. Place a checkmark beside the equipment/item to which you want to distribute costs. Click [OK] to save your identified equipment/item.

To distribute the amount evenly across all identified equipment/items, select Distribute amount evenly across all selected equipment/items on the contract.

To distribute based on base rates, select Distribute amount to selected equipment based on the contract equipment/item base rates.

Click [OK] to save your settings.
Note: E-automate creates a detail line for each equipment/item to which you are distributing charges. Each line has the calculated allocation amount to the correct equipment/item.

To include remarks, click the Remarks tab and enter them.

When the Summary box and the Charges tab show the same total, click [OK]. E-automate saves the vendor invoice and posts the invoice to accounts payable and the specified accounts.

From the Accounting menu, select Accounts Payable > Pay Vendors to open the Pay Vendors window.
Note: The Checks list is blank unless someone has already created a payment list and not yet printed the checks.

Click [Auto Create] to open the Auto Create Vendor Payment List window.

Complete the following fields as appropriate:

Next check run date: Date to use for the next check run and invoices due collection.
Note: E-automate displays the date you enter here in a Next check run date field on the Pay Vendors window.  If you select a check to edit from the Pay Vendors window, opening the Edit Accounts Payable Check - [Vendor Number - Vendor Name] window, e-automate displays in the Next check run due column of the table on the Invoices tab the amount due on each invoice as of the specified Next check run date to assist you with seeing the amounts due as of a certain date. For more information on how the system uses this date, see the explanations listed below for the additional options on the Auto Create Vendor Payment List window.

Pay before terms discount date: When checked, e-automate takes advantage of any discount offers available for early payment.
Note: e-automate determines invoice eligibility based on terms assigned to each invoice.
Note: e-automate uses the Next check run date and the Pay __ days before term discount date field (from Tools > Options > Accounts Payable) to determine the number of days prior to the term discount date that you want invoices with discount terms to be automatically included on the Pay Vendors list.
Example: You specify a Next check run date of March 4.  You have a Pay __ days before term discount date setting of 3 days. If you check this box, e-automate will include for payment any eligible invoice with a term discount date on or before March 7 (March 4 plus 3 days).

Pay before scheduled due date: When checked, e-automate selects for payment each invoice—or the installment portion of each invoice—that is due for payment.
Note: E-automate uses the Next check run date and the Pay __ days before due date field (from Tools > Options > Accounts Payable) to determine the number of days prior to an unpaid invoice's due date—or the unpaid portion of each invoice installment with a payment schedule due date—to select the invoices to be automatically included on the Pay Vendors list.
Example: You specify a Next check run date of March 4.  You have a Pay __ days before due date setting of 3 days. If you check this box, e-automate will include for payment any eligible invoice with an unpaid installment with a payment schedule due date on or before March 7 (March 4 plus 3 days).
Note: For multiple-installment invoices, e-automate includes in the amount due any unpaid past-due amount and the amount due on the current installment, less any unused pre-payment amount made with previous installments.

Pay vendors that are on hold: When checked, e-automate includes for payment eligible invoices from vendors for whom an On hold code is specified on the Miscellaneous tab in the vendor record.
Note: E-automate does NOT include for payment any invoice for which an On hold code is specified on the Miscellaneous tab of the vendor invoice in Accounts Payable Invoices; those invoices are only eligible for payment when you remove the on hold code from the invoice.

Pay Invoices by branch: When checked, e-automate pays only those vendors associated with the identified branch.
Note: This field only displays if branching is enabled.

Click [OK]. E-automate searches the database and creates a list of vendors and accompanying invoices to pay based on the invoice due dates and the options selected in the Auto Create Vendor Payment List window.

To print the Pay Vendors list, do the following:

Click [Print List] to open the Vendor Payment List window.

Click the printer icon to open the Select Printer window.

Click [OK] to print the Pay Vendors list on the default printer.

Close the Vendor Payment List window to display the Pay Vendors window.

To indicate all invoices for one or more vendors vendor should not be paid, do the following:

Select the vendor or vendors to be removed using any of the following methods:

To select all vendors, press CTRL+A.

To select a range of consecutive vendors, press and hold SHIFT, click a starting and an ending vendor, and then release the SHIFT key.

To select multiple non-consecutive vendors, press and hold CTRL, click each vendor you want to select, and then release the CTRL key.

To select a single vendor, click the vendor.

Click [Remove] to display a window asking if you are sure you want to remove the vendor (or selected items if you select multiple vendors).

Click [Yes].

To indicate individual invoices for a vendor should not be paid, do the following:

Select the vendor name.

Click [Edit] to open the Edit Accounts Payable Check window.

Select the invoice that should not be paid.

Click [Remove] to open a window asking if you are sure you want to remove the invoice.

Click [Yes].

Repeat steps c through e for each invoice that should not be paid.

Click [OK] to display the Pay Vendors window.

To change the amount to pay to a vendor, do the following:

Select the vendor name.

Click [Edit] to open the Edit Accounts Payable Check window.

Do any of the following:

To add an additional payment to the vendor, do the following:

Enter in the Additional payment field the amount of the additional payment.

Click [Update] to update the Summary region.

To change the amount to pay on a specific invoice, do the following:

Select from the display the invoice for which to adjust the payment amount.

In the Discount field, enter the new amount of the discount or make no change to use the amount displayed.

In the Amount to pay field, enter the new amount to pay on this invoice or make no change to use the amount displayed.

Click [Update] to update the amounts in the invoice display.

To pay the remaining balance on a multiple-installment invoice (not just the amount currently due), do the following:

Select from the display the invoice for which to pay the full amount of the invoice.

Click [Pay in full] to update the invoice display with the payment amount necessary to pay the remaining balance on the invoice.

Click [OK] to return to the Pay Vendors window.

To manually add a check to the pay vendors list, do the following:
Note: Occasionally you may want to manually add a vendor with or without an invoice to the check run. You may do so to pay an invoice early or to prepay for an anticipated invoice or shipment. Adding a payment to the Pay Vendors list without an invoice creates an unapplied payment which you will have to apply to an invoice later.

Click [New] to open the New Accounts Payable Check window.

In the Vendor field, use the lookup to select the vendor to whom the check is being written.

In the Additional payment field, enter the amount to be paid to this vendor.
Note: This is the amount that will become an unapplied AP payment.

In the Invoices field, use the lookup to select an invoice to pay.

Click [Add] to add the invoice to the check.

Repeat steps d and e to add more invoices to pay.

To indicate how much should be paid for each invoice, do the following:

Select the invoice.

To pay the invoice in full, click [Pay in Full]. E-automate updates the Pay field to reflect the amount to pay the selected invoice in full.

To partially pay an invoice, enter the amount to be paid on the invoice in the Amount to pay field and click [Update]. E-automate updates the Pay and Balance fields for the selected invoice.

To record a discount for an invoice, enter the amount of the discount in the Discount field. In the Amount to pay field, enter the remaining amount due on the invoice so there is no balance remaining on the invoice.

After the details of the check are complete, click [OK] to add the check to the Pay Vendors list.

After verifying the appropriate invoices are included, load the checks in the default printer and verify the starting check number.

Click [Print Checks] to open the Print Vendor Checks window.

Complete the following fields as appropriate.
Transaction date: Date on which the checks are to be posted.
Cashbook account: Account from which you want the checks to draw.

To view a test print of the checks, click [Test Print]. E-automate prints a sample of the check so you can verify the fields align appropriately.

Click [OK] to print the checks. E-automate displays the Vendor Checks Printed window.

Do ONE of the following:

If the checks printed correctly, click [Done]. E-automate posts the checks to the general ledger and updates the Accounts Payable module.

If one or more checks did not print correctly, do the following:

Check the box next to the check(s) that did not print correctly.

Click [Done] to open the Next Check Number window.

To roll back to the last starting check number, select the Roll back to last starting check number radio button.

To utilize the next check number, select the Roll forward check number radio button.

To utilize a check number other than the last starting check number or the next check number, select the Enter next check number radio button and type the check number in the Next Check Number field.

Click [OK]. E-automate posts the checks that printed correctly to the general ledger and updates the Accounts Payable module. Checks that did not print correctly are left on the Pay Vendors list and no general ledger postings or accounts payable entries are made. You can then re-print the check(s).