Skilled Nursing Facilities

Entering Invoices/Credit Memos at the Facility Level

You can enter an Invoice/Credit Memo at the facility level.

  2. Click New to open the Invoice Entry screen. 

  3. To enter a credit memo, select Credit Memo.

  4. Enter either the Vendor Code or the Vendor Name using one of the following methods:

    • Type part or all of the vendor code or vendor name and tab. The system populate the fields if there is a direct match or opens the Vendor Search window allowing you to select from a listing of vendors matching the information entered into the code or name.

    • Use the magnifying glass icon lookup.gif to the right of the vendor code or vendor name to search in the Vendor Search window and select the correct vendor.

  5. The vendor address and remit to address, if different from vendor address, also appear on the right. If the address information is incorrect, change it in vendor setup.

  6. Type the invoice number or credit memo number in the Invoice Number/Credit Memo field.

  7. In the Invoice Date/Credit Memo date field, specify the date. To enter the current date (today's date), type "t" in the date field. Based on the invoice/credit date you enter, the Fiscal Period and Year fields are automatically filled to show the fiscal period and fiscal year of the invoice. If required, you can change the fiscal period and year.

  8. Enter the amount of the invoice or credit memo in the Invoice Amount/Credit Memo Amount field. Do not enter a negative sign in front of the credit memo amount.

  9. If required, in the Invoice Description field, enter details that relate to the invoice or credit memo. This description appears on the stub of the printed check.

    Based on the vendor you select, Payment Terms defaults to the payment terms assigned to the vendor during vendor setup. These payment terms drive the values in Due Date, Discount Date, Discount %, and Discount Amount in relation to the invoice date. If the vendor is not assigned payment terms, payment terms defaults to "No terms in vendor setup". When No terms in vendor setup is selected as the payment terms, enter the Due Date. You can also enter a discount date, discount % or discount amount.

    Out of Balance Amount is automatically calculated by the system. It is the amount that is still left to be distributed to a G/L Account.

  10. In the Account Distribution section, enter the G/L Account number in the G/L Account field. To search and select an account code, click the magnifying glass icon lookup.gif to the left of the G/L Account field and search for an account code. Based on the account code you select, the Account Description field is automatically populated. If default distribution accounts or amounts are defined in vendor setup for the vendor you selected, they appear here.

  11. Enter the distribution amount in the Amount field.

  12. Type an appropriate description for the distribution line in the Line Description field. This description appears in the Description field of the General Ledger report.

  13. If you need multiple G/L Account distributions, press Tab, Enter or click the add link to add lines.

  14. To enter multiple invoices for the same vendor, click the toggle located to the left of Vendor Code to enable "Remember". The toggle button is green when available.

  • A quick way to select a vendor is to type the first few letters of the vendor's name in the Vendor Name field and press the Tab key. The Vendor Name and Vendor Code fields are automatically populated based on the letters entered. In case a vendor is not on the list, click the Add New Vendor link in the Vendor Search pop-up to add the vendor to the list.

  • If the default terms are incorrect, you can select different terms from the list. If the terms you require are not in the list, you set them up in Setup > Accounts Payable Setup > Payment Terms.

  • You can also search the G/L Account numbers by description. After you specify the description, the system shows all the details which meet the search criteria as well as the corresponding G/L account numbers.

  • You can enable the "Remember" functionality for the Vendor Code, Date and the Invoice Description field if you want the system to use the same details until the "Remember" toggle is clicked again.

  • The difference between entering an invoice versus a credit memo is the Entry type field where you define the type of transaction you are entering. Notice that the background color of the fields change to a pale yellow when entering credit memos.

  • If you enter an invoice/credit memo date that falls in a closed fiscal period and year, you are prompted to enter an fiscal period and year. Alternatively, you can change the invoice/credit memo date to an open fiscal period and year.