Fields in the Settle Returns & Debits window

Fields
Settle Returns & Debits window - Apply to Purchase view

Vendor
This field displays the name of the vendor whose vendor debit you selected in the Purchases Register window. If you wish to view detailed information about the vendor, click the zoom arrow to display the Profile view of the Card Information window.

ID #
When you begin to create a transaction in this window, this field will automatically display the next available ID number, with a PJ prefix, which will become the actual transaction number when it's recorded into the company file.

If you highlight the field, Auto # appears. You can choose to

Delete Auto # and enter a new number for the transaction or

Leave Auto #. The assigned number will appear again when you leave this field.

If you enter a number here, consider leaving the PJ prefix assigned to the number, so it's easy for you to distinguish the transaction as a Purchases Journal transaction.

Debit Amount
Enter the amount of the vendor debit, or accept the default amount, which is the amount that resulted from the transaction that created the vendor debit.

If you decide to change the default amount, you can only decrease it.

Date
This field will automatically display today's date. You can change this is to another date if you wish. Select the space bar if you'd like to enter a date using AccountEdge's Calendar window.

Transaction dates are used to sort your lists of transactions; the oldest transaction date appears first in the Transaction Journal window.

Memo
Using up to 255 characters, enter a description of the transaction. This description will appear on various AccountEdge reports, as well as the Purchases Journal.

Purchase # / Vendor's # column
This column displays either the numbers assigned to each of your purchases with the vendor, or the numbers of each of the invoices that the vendor has given to you. The numbers that appear depend upon whether you've marked the box labeled Show Vendor Invoice Number in Pay Vendors in the Purchases view of the Preferences window.

Note: If you assigned a category to the debit and to the applied bill or order, the categories must match. If they don't or if either has no category, the purchase does not appear in this list. Use the Purchases Register window to find the bill or order to which you will apply the debit. Then assign a category to one of the transactions so they do match.

Status column
This column displays the status of each of the purchases in the list.

OPEN: Purchasing transactions with a positive balance.

CLOSED: Purchasing transactions with a zero balance.

ORDER: A purchase that you expect to occur sometime in the future. Normally, orders aren't actual transactions that affect your financial and inventory numbers; they merely store purchase information until you're ready to use them. You can, however, apply vendor payments to them which will create a transaction in AccountEdge.

If you want to open the Bill view of the Find Transactions window to view more detailed information about a specific purchase, click the zoom arrow next to the purchase's status.

Date column
This column displays the date each of the purchases in the list was recorded.

Amount column
This column displays the current amount due for each of the purchases in the list.

Discount column
Enter early-payment discounts for each of the purchases in this list or accept the default amounts. Default amounts are calculated using the percent entered in the % Discount for Early Payment field and the number of Discount Days which were entered for this vendor in the Buying Details view of the Card Information window.

Enter a discount amount only when you're settling the entire remaining balance of a purchase. If you enter a discount on a partial payment of a purchase's remaining balance, that discount won't be recorded. For example, if you enter a $2 discount on $100 purchase, the total due amount is $98. However, if you apply only $75 to the purchase, the discount won't be calculated; $25 will be the remaining balance of the purchase.

Total Owed column
This column displays the total amount you owe for each purchase in the list. This amount is calculated by subtracting the amount in the Discount column from the amount in the Amount column.

Amount Applied column
Enter the amount of the vendor debit you want to apply to each purchase in the list, or accept the default amounts that appear in this column. The default amount that appears in this column is either the total amount of one purchase's remaining balance or the remainder of the vendor debit amount.

You can distribute the vendor debit amount to more than one purchase.

Total Applied
This field displays the total of all vendor debits in the Amount Applied column plus the amount in the Finance Charge field, if any.

Finance Charge
Enter the amount you wish to apply to your finance charges with this vendor.

When you click Record, the balance of the account you entered in the Expense Account for Late Charges field of the Purchases Linked Accounts window will be increased.

Debit Amount
This field displays the amount of the debit, as it appears in the Debit Amount field at the top of the window.

Out of Balance
This field displays the difference between the debit amount and the Total Applied amount. You cannot record this transaction unless this amount is zero.

Include Closed Purchases
Mark this selection if you want to display closed purchases in the scrolling list.

Exchange Rate
Click this button to the Exchange Rate window. This window displays your current currency and the Transaction Exchange Rate and Current Exchange Rate. This information is view-only.

This button appears only if you marked the I Deal in Multiple Currencies field in the System view of the Preferences window.

Journal button
Click this button to open the Transaction Journal window where you can view a list of your purchases.

Record button
Click this button to record the application of the vendor debit amount in the Purchases view of the Transaction Journal window.

Cancel button
Click this button to remove all the entries you've made and close the window.