Vendors & Accounts Payable Archives

How to Import Bills, Item Receipts, Vendor Credits, Credit Card Charges

Import Item Receipts, Bills, and Vendor Credits

The Total Office Manager import system includes two great import options called “Import Bills/Credits” and “Import Item Receipts”. This system will import all the required information to create a fully completed bill, vendor credit, or item receipt. These transactions will be the same as if they were entered by hand. This import will affect your financials and balances.

Import Warning

It can be dangerous to import financial transactions. Be very careful with who you allow to do this work. Make sure that you are checking the imported data and that you are doing bank and credit card reconciliations monthly (or sooner). Carefully check your import files to make sure the data looks correct. No matter what, you should be backing up your database each night. Be sure to check that this is actually happening. Many of our users think they have database file backups when they do not. You must set up SQL Server to create a backup file.

Data Validation

During the import process, imported data will be validated. The validation will try to make certain that required fields are present, record names are correct (ex: Do referenced departments or customers exist in the database?), and that the formatting is correct. If there are problems with the import file, a series of messages will be displayed. This information will include a description of the issue and a line number, allowing the user to easily fix their data. The user will be required to make sure the data file is completely correct. The import process will not fix incorrect data but it will work to reject it. The validation system may not catch all errors. Please be sure to very carefully check your work.

Item Import

When an invoice item is imported, and it does not already exist, that item will be added on the fly. Once the information is imported, the “Register” will be rebuilt so that all related financial records will be updated. If an item already exists, that item will be updated to the same extent as an Item Import. That means certain fields will be updated an certain fields will be unchanged (such as Item Type).

Audit Trail and Security Label

A record of the import will be added to the audit trail. This will include standard information. The Details field will indicate that the record was added due to an import. The Security Label, at bottom of the form, will include the user name and date that the transaction was imported.

Import Details Saved

Your database will contain details of the import process. This will be important for troubleshooting purposes.

Report

Once the import has completed, a report will be generated. Be sure to print or save this report as a PDF for future reference. That report is not saved and must be closed before you may close the import wizard form.

Default Accounts

If the file is missing item chart of accounts, markup, or tax code, TOM’s default accounts will be used.

Step-By-Step

From the main menu, click File | Company Utilities | Import
You will be required to select an import file. This can be most delimited file types as well as Excel. We recommend that you use our Excel template. It contains all of the import fields that we allow and the correct headers.
You will see a list of possible imports. Select either Bill/Credit or Item Receipt and click next (you can also double-click)
If you are using our import template, most or all of the work has been done for you on this screen. You may need to review the fields contained in your import and match them with the available import fields. Use the Sample Data to see what information is in your import file and match that information with the correct field in TOM. Click Next.
Select an Item Type to use if that information is not available. This will save you from receiving an error message. Do the same thing for the Vendor. We generally recommend that you check the Clip Strings to Length. This will remove extra spaces from the end of all strings. This work is optional. Click Next.
Please click the “I understand . . .” checkbox and Next. We display this warning simply to remind users that importing information can cause issues. We just want you to be careful.
Click the Import button. You will see one last “Are You Sure?” reminder.
If the import has p[problems, you will see an error message. This message typically includes information about the problem including row and column number. You can fix the file and click the Import button again (without going back through the wizard).
A report will open. Please print and or save that report if needed. That report is not saved automatically and will not be available inside Total Office Manager.
There is a Save Log button at the top right of the form. It allows you to save information displayed in the progress box. This is optional.
Click Finish or repeat the process if needed.

Tips

You can save your import settings. There is a Save button at the top of the import wizard form.
You can also open your saved import settings using the Load button at the top import wizard form.

Import File Field Information

Field Name	Data Format	Notes
Header		This is the main area (at the top) of the Bill/Credit form.
Vendor*	Text	Vendor Name (must be an exact match already in Total Office Manager). The import utility allows you to select one Vendor to use in case this field is blank.
Bill/Credit	“Bill” or “Credit”	Used to distinguish between a bill or vendor credit. Do not use negative numbers for a credit. If blank, we assume it is a bill.
Date*	MM/DD/YYYY	The date of the bill. This will be the date the financials are affected.
Due Date	MM/DD/YYYY	This is usually driven by the terms of the sale. Leave it blank to auto calculate against the terms you have set up. If there is no due date and no terms, the due date will be thirty days past the date of the bill. Note: Item Receipts do not have a due date.
Terms	Text	The name of the Terms (must be an exact match to TOM)
Reference #	Text	The Reference field from the Bills form.
Memo	Text	The Memo field from the Bills form.
To Be Printed	“Yes” or “No”	This will check the “To Be Printed” box.
Items Tab		This is the “Items” tab on the Bills/Credit form.
Item Type*	Use Exact Name	You may use the following: Serialized, Inventory, Non-Inventory Part, Other Charge, or Service. This is required if the item will be added. The import utility allows you to select one Item Type to use in case this field is blank. Your entry must exactly match the options we have shown you. Capitalization should also be exact.
Purchased for Job Checkbox	“Yes” or “No”	If the item is purchased for a specific customer. This is an option for Non-Inventory Part, Service, and Other Charge item types. If Yes, you must have a Cost of Goods Sold account for this item.
Item #*	Alphanumeric	Your company’s Item part number. Required if the Items tab is used. If the item does not exist, it will be added.
Item # Alias	Alphanumeric	This number is added to the Item Alias form for that vendor. This is typically the vendor’s part number. You part # might be different.
Warehouse	Text	Warehouse Name (must be an exact match to TOM)
Item Qty*	Numbers	How many of the items are you buying? Serialized items must always be 1.
Unit of Measure	Text	Unit of Measure’s Abbreviation field. Up to ten numbers and or letters. No spaces. Indicates how to measure (multiply out) the item qty. This must be exact.
Item Estimated Cost	#.##	The price you are likely to pay. This can be changed within the item.
Item Cost*	#.##	The price you are paying for the item (Direct Cost).
Item Retail Price	#.##	The price you are selling the item for.
Item Purchase Description	Text	The description of the item used for the buying process (vendor sees it).
Item Sales Description	Text	The description of the item used for the sales process (the customer sees it).
Item Dept Alias	Text	Must match TOM’s Department Alias field exactly.
Item Notes	Text	These are notes that can be attached to the item (found under Menu button).
Transaction Item Notes	Text	These are notes that can be added to each line item (Items tab).
Item Serial Number*	Alphanumeric	Required if a Serialized item is being added. One serial number per line item. No duplicates are allowed.
Item Income Account*	Alphanumeric	This is the COA number from TOM. Required if adding an item of any type. If none is found, the default will be used from Preferences \| Items \| Company Preferences.
Item COGS/Expense Account*	Alphanumeric	This is the COA number from TOM. Required if adding an item of any type. If none is found, the default will be used from Preferences \| Items \| Company Preferences.
Item Asset Account*	Alphanumeric	This is the COA number from TOM. Required if adding an item of any type. If none is found, the default will be used from Preferences \| Items \| Company Preferences.
Item Customer ID	Numeric (auto assigned integer)	This is the “ID” field from the Customer:Job list. This must exactly match an existing record in TOM. You are not using the Customer name. Note: You may need to add the “ID” field to the Customer:Job list to see this number. This is the internal ID number assigned to the customer by the software. From the Custome:Job list, click the Customer:Job menu > Form Preferences > Show Column. Check the “ID” box.
Item Tax Code		The item’s tax code (if any). This must match an existing record in TOM.
Item Markup		The default markup to use. This must match an existing Price Level or Markup Table name in TOM. Tip: Don’t use names such as “50%”. It is better to use a name such as 50 Percent. The import process can have problems with the percent sign.
Item Work Order Number		You must use a valid work order number for an existing work order for the customer selected. If the WO number has been duplicated, a number will be selected randomly.
Expenses Tab		This is the “Expenses” tab on the Bills/Credit form. This is not part of the Item Receipt form.
Expense Account #*		COA Number. Required if the Expense tab is used.
Expense Amount*		The total amount of the expense for this line item.
Expense Memo		This is the line item memo field (Expenses tab) and describes the expense.
Expense Department Alias		The Department’s Alias (must be an exact match to TOM)
Expense Customer ID		The “ID” field from the Customer:job list. This must match an existing record in TOM.
Expense Work Order Number		You must use a valid work order number for an existing work order for the customer selected. If the WO number has been duplicated, a number will be selected randomly.
Dollar or Percent	Text	Enter “Dollar” or “Percent”. If blank, it will assume you mean “Dollar”.
*A Required field. Some of these fields may only be required if other fields are used.

Notes About the Import

The import file may be in MS Excel, MS Access, or delimited text format. The import file should have headers. We recommend that your headers use the exact same field name as found in the table under the “Field Name” column. When they are the same, the import form will automatically map the file fields to the available fields in the software. If the headers are not identical, you will be given the opportunity to map these headings during the import.
The fields in your import file may be in any order.
We have built an MS Excel template that you may use for importing. It contains all of the headers for each available field. This file is called “Timesheet Import Template.xls”. Bills Import Template Download
If the Vendor Name and Transition Date fields are the same, each line item will be combined into one transaction.
Payment due date, discount payment due date, and the discount amount will be filled in after the transaction is imported and saved. We just need to know the “Terms” of the sale to do this. Terms are set up in the software. The name of your Terms will need to exactly match what is in the import file.
The vendor’s contact information will be derived from the vendor record that has already been saved in the database. This is also the case for customer information, job information, addresses, and any other contact info.
If a job name is present, the Reimbursable field will be checked automatically.
Total Office Manager allows you to duplicate the name of a Price Level and Markup Table. If a duplicate name exists, the import will use the name from the Price Level List. We recommend that you fix any duplicate Price Level and Markup names.
When naming price levels and markups in Total Office Manager, don’t use names such as “50%”. It is better to use a name such as 50 Percent. The import process can have problems with the percent sign.
The imported records will be regular, normal, fully editable transactions (as if they were entered manually).

Resources

Bills Import Template Download

Item Receipt List

Introduction

The Item Receipt List is used to review and manage your item receipts (sometimes called packing lists or packing slips).

Form Access

From the main menu, click Vendors | Receive Items List or
You can also access this form from many other places in the software. Be sure to right-click on various forms and lists.

Usage

Perhaps the easiest way of using the commands available in the Item Receipt List is via the right-click menu.

To enter a new item receipt, right-click anywhere in the list and choose New Item Rcpt from the pop-up menu.
To edit an item receipt, right-click on it and choose Edit Item Rcpt from the pop-up menu.
To delete an item receipt, right-click on it and choose Delete Item Rcpt from the pop-up menu.
To memorize an item receipt, right-click on it and choose Memorize from the pop-up menu. The Add Memorized Transaction form will open, ready to set up reoccurring instances of the original transaction.
To export whatever information is currently displayed in the list, right-click anywhere in the list and choose Export List from the pop-up menu.
To modify which columns are displayed in the list, right-click anywhere in the list and choose Form Preferences > Show Columns from the pop-up menu.

Tips

We recommend that you create a purchase order for all direct expenses (COGS). Your next step is to create an Item Receipt from that PO. Item Receipts are entered when you take possession of the items. Typically you will receive a “packing slip”. This is used to create your Item Receipt.

Entering Bills

Introduction

This topic will cover entering, editing, and deleting bills.

Form Access

From the main menu, click Vendor | Enter Bill for Received Items

Usage

The Enter Bill form is used record a bill from a vendor into Accounts Payable. Total Office Manager can keep track of how much money you owe. This allows you to hang on to your money for as long as possible (at least until the due date of the bill) improving cash flow.

There are two types of bills that can be entered. These include expenses (paper, postage, etc) and items (parts you resell). When you enter a bill, you fill in the Expenses tab or the Items tab — whichever is appropriate for what is being purchased:

Expenses

Expenses are overhead and include anything that you purchase to run your company but don’ t plan to resell. Use expenses to categorize what your money is being spent on. When entering an expense, choose an account from your chart of accounts. Example: If you spend $100 for copier paper, you would assign that bill to an expense account setup for office supplies.

Items

Items include anything that your company purchases or manufacturers and plans to resell in the normal course of business. Example: Motors, pipe fittings, metal, controls, and more. It may also include services provided by a sub-contractor such as a roofing company or crane operator. When entering a bill for items, choose those items from the Item drop-down list.

Important Notes

Please do not confuse setting up an item with adding an item to inventory. See Item Setup for more information.
Do I Use Expense or Item Tab? Expenses are tracked through Expense Accounts. Items are tracked through your Item A single unit in a collection, enumeration, or series.List .
The amount of the Bill will automatically populate the Amount field, once the amount or/amounts has been entered in the expense or item tabs of the Enter Bill Window .

Add Item (receiving an item)

Once an item has been setup, you can add it to inventory. When you add an item, you are telling Total Office Manager that you have acquired a certain number of items and placed them into inventory. Total Office Manager allows you to receive items and enter a bill. You would use this option if you purchased the item from a vendor. Total Office Manager also allows you to adjust the quantity on hand for that item. Item Adjustments do not include adding a bill from a vendor. Use the Inventory Adjustment feature if you “lost” some of these items or, better yet, found some of these items and need to adjust the number that Total Office Manager shows you have on hand.

Note: To enter shipping charges or taxes not associated with any one item, click the Expenses tab. In the detail area, enter each charge and associate it with its correct expense account. A record of similar transactions under one title in the ledger. Example: Sales, rent, utilities, labor, cost, insurance, etc. Basically any item found on an income statement or balance sheet is referred to as an account. These accounts were entered into TOM using your Chart of Accounts.(from your Chart of Accounts )

DO NOT FORGET! You have to go to the Pay Bills window to actually pay the bill.

Enter Bill for Received Items

Introduction

This topic will cover entering, editing, and deleting Bills for Items already received.

Usage

Use this form to enter a bill for items that you have already received and entered into Total Office Manager (entered using the Receive Items form) but the Items were not accompanied with a bill. In other words, use this form to enter a bill for items you have already received but had not yet entered a bill.

The bill is put into Accounts Payable The aggregate amount of money owed to vendors for goods, supplies, and services purchased on an open account. Accounts payable balances are used in accrual-based accounting, are generally due in 30 or 60 days, and do not bare interest. Not to be confused with Notes Payable. . You will pay the bill later using the Pay Bills form. This allows Total Office Manager to keep track of how much money you owe. This allows you to hang on to your money for as long as possible improving cash flow.

Example: Your technician purchases a part and is given a ‘packing slip’ or some other paper work, but this paper work is not bill. The bill comes later. You must get this item into inventory before you can sell it. This form allows you to enter the item into inventory so that you can sell it. Once the bill arrives, you can enter that bill into Total Office Manager and pay it later on.

Form Access

From the main menu, click Vendor | Enter Bill for Receive Items.

Select Item Receipt Window

Use this window when a bill for inventory items arrives after you have entered the corresponding item receipts.

When you select an item receipt from this window, Total Office Manager turns the item receipt into a bill.

Later, you can use the Pay Bills window to pay bills when they are due.

If you do not see the item receipt, perhaps you already entered the item receipt as a bill. If so, you can find the bill by searching in the Accounts Payable register.

Please Note: You have to go to the Pay Bills window to actually pay the bill.

Field and Button Definitions

Enter Bill

Vendor – Select from the drop down menu the vendor. Or create a new vendor by clicking the Hand Icon to the right of the vendor field.
Date – The current date will automatically popular the field, or you can enter another date by clicking on the drop down arrow for the calendar (See TIPS below before changing this date).
Due Date – The date the bill is due. This is different than the Date (above).
Amount – Do not enter a dollar amount in this field. It will automatically popular with the correct dollar amount, once all amounts are entered.
Reference # – Enter the Invoice or bill number, or any number you would like to track this bill.
Memo – Enter any general information you might need to track this particular bill.

Expenses Tab

Account – Select from the drop down menu the expense account that is to be affected by the bill.
Amount – Enter the amount of the bill for the particular expense being entered. You may be entering more than one expense item.
Memo – Enter any particular information pertaining to the expense bill you are entering, that you may need to help track this expense bill.
Customer Job – Select from the drop down menu the customer job for this particular expense bill, if applicable. This is used in Job Costing as well as makes the expense available on a sale or invoice as “reimbursable”.

Items Tab

Item Code/Description – Select from the drop down menu the particular item code/description of the line item you are enter.
Qty. – Enter the fiscal number of the line item you are entering the bill for. Example: 3
Warehouse – Enter the warehouse (storage) location you are taking the bill items from.
Cost – Enter the cost of the bill item you are entering. Example: $25.00
Amount – Enter the total amount of the line item Bill you are entering. Example: $75.00
Customer Job – Select from the drop down menu the customer job, if applicable. This is used in Job Costing as well as makes the item available on a sale or invoice as “reimbursable”.
PO / Serial #s – Enter the P.O. or the Serial Number, if applicable.

Button Definitions

Save & Close – Click to save the bill and close the form.
Save & New – Click to save the bill and open a new Enter Bill window.
Clear – Clear the information that has been entered into the bill window.

Step-By-Step

Open the form and sort the list if desired.
To enter a new bill, click the Bill Button (lower left hand corner of the form) and select New Bill.
To edit a bill, click the bill button (lower left hand corner of the form) and select Edit Bill.
To delete a bill, click the bill button (lower left hand corner of the form) and select Delete Bill.

Note: The amount of the bill will automatically populate the Amount field, once the amount or/amounts has been entered in the expense or item tabs of the Enter Bill Window.

Bill History Form

Introduction

The Bill History Form provides the user a view of a specific credit, check, and discount information for review within Total Office Manager. This is a useful way to view payment history associated with a specific bill.

Form Access

From the main menu, click Vendors | Bill List. Then, right click on a specific bill and choose History from the pop-up menu.

Usage of Bill History Form

To view and access the transaction(s) in the Bill History, double-click on the line item. Then, the corresponding payment will appear for review.

Field & Button Definitions of Bill History Form

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Date – Date of the payment.
Number – Check number assigned or a ‘To Print’ status will be reflected.
Type – The transaction type of the payment. May be check, credit card, and/or journal entry.
Discount Date – Date of the discount (if applicable).
Discount Amount- Amount of the discount applied to the bill payment.
Discount Account – The chart of account associated with the discount.
Date Applied – Date the payment was applied to the bill.
Exit – The Exit button is used to close the form.

Note: You may need to expand the columns and use the scroll bar to reference each column in detail.

Bill List

Introduction

The Bill List is used for research and management of bills entered into Total Office Manager.

Form Access

From the main menu, click Vendor | Bill List

Usage

Perhaps the easiest way of using the commands available in the Bill List is via the right click menu.

To enter a new bill, right-click anywhere in the list and choose New Bill from the pop-up menu.
To edit a bill, right-click on it and choose Edit Bill from the pop-up menu.
To delete a bill, right-click on it and choose Delete Bill from the pop-up menu.
- Note that depending on the situation, bills cannot always be deleted this easily.
- For example, imagine that a check used to pay a bill has reached your bank, appears on your bank statement, and has been reconciled in Total Office Manager. In this case, that bill cannot be deleted because too much related financial activity has taken place. The only way to delete a bill in this example would be to first delete the latest activity (the reconciliation) then keep deleting “up the chain” until the bill is allowed to be deleted. Then deleted transactions can then be re-entered.
To void a bill, right-click on it and choose Void Bill from the pop-up menu.
To adjust discounts and credits, right-click on a bill and choose Adjust Discounts/Credits from the pop-up menu.
- The Adjust Bill Discounts and Credits form will appear. Any previously applied discounts and credits on the bill will be listed. Those discounts and credits may be un-applied by clearing the Apply checkbox.
To open the history of a bill, right-click on it and choose History from the pop-up menu. The Bill History form for that particular bill will open. This form displays credit, check, and discount information for review.
To memorize a bill, right-click on it and choose Memorize from the pop-up menu. The Add Memorized Transaction form will open, ready to setup reoccurring instances of the original transaction.
To export whatever information is currently displayed in the list, right-click anywhere in the list and choose Export List from the pop-up menu.
To modify which columns are displayed in the list, right-click anywhere in the list and choose Form Preferences > Show Columns from the pop-up menu.

Pay Bills

Introduction

This topic explains the use of the Pay Bills function. You will learn how to pay bills that have been already been entered into Total Office Manager.

Usage

This window lists your unpaid bills as of any date you enter. This includes bills for expenses like office supplies (entered using the Enter Bill form) or for inventory items (entered in the Receive Items and Enter Bill).

When you purchase something and don’t pay for it until later, you enter a bill for the purchase in Total Office Manager. Total Office Manager keeps track of these bills. Bills are associated with your accounts payable so that you always know how much money is owed to your vendors.

At any time, you can run reports to analyze unpaid bills for information such as which vendors you owe the most money to.

From the Pay Bills window, you can pay with a check, a credit card, cash , or debit card.

Please Note: If you paid for something immediately at the time the expense was purchased and you used a check, use the write checks form. Example: You went to an office supply store and purchased paper or a part.

Applying a Credit, Refund, or Discount

If you receive credit from a vendor, you can enter the credit amount in the Enter Bills window.

A discount is a lowered bill amount that a vendor offers if you pay a bill early (payment terms 2% 10 days net 30).

Note: If you’ve entered a bill, use the Pay Bills window to pay the bill. Do not write a check to pay the bill. Total Office Manager writes the check for you when you use the Pay Bills window.

Form Access

From the main Total Office Manager menu, click Vendor | Pay Bills

Field Definitions

Filter By	The filter allows you to view only certain bills to pay. Select how you want to filter the list by.
From	This refers to the starting value (like first date).
To	This refers to the ending value (like last date).
Apply Filter	Click to apply the filter criteria.
Remove Filter	Click to remove the filter criteria and show all.
Sorting	You may also sort the columns manually or use a pre-defined sorting method. Select manual sorting if you wish to sort a specific column. Note: You may only sort one column at a time.
Select Bills to be Paid	Select Due on or before (the 1^st radio button) if you want to enter a date or select a date from the drop down menu.
Show All Bills	Select Show All Bills (the 2^nd radio button) if you want to see all the outstanding bills that have been entered.
Pay	Check this box if you would like to pay a particular bill.
Date Due	Enter the due date of the bill.
Vendor	Enter the name of the vendor the bills for.
Ref No.	Enter the reference number of the bill you are paying.
Disc Date	Enter the date for the cash discount reference. Example: 2% 10 days, net 30. Enter 10 days from the invoice date.
Amt Due	Amount due after vendor discount, if applicable.
Disc Used	Enter the discount that was used.
Credits Used	Enter any credit memos that might be outstanding for the vendor.
Amt To Pay	Enter the exact amount due on the bill, after discounts and credits, if applicable.

Discount and Credit Information for a Highlighted Bill

Vendor	Auto Populate	Terms	Auto Populate	No. Of Credits	Auto Populate
Bill Ref. #	Auto Populate	Suggested Disc.	Auto Populate	Total Available	Auto Populate

Button Definitions

Go To Bill	Click this button to go to the actual bill.
Set Discount	Click this button to enter a cash discount.
Set Credits	Click this button to apply credits to the bill.

Payment Definitions Payments

Payment Account	Select an account from the drop down menu or create a new account by clicking on the hand icon located to the right of the Payment Account field.
Payment Method	Select from the drop down menu the method for which you are going to use to pay the bill.
Payment Date	Enter the date you paid the bill.
To be Printed	Select this radio button if you are using checks on your system.
Assign Check Number	Select this radio button if you are using a company checkbook and you hand write the checks.

Button Definitions

Pay & Close	Click this button to save and close.
Pay & New	Click this button to Save and move to a new Pay Bill window.
Cancel	Disregard the information that has been entered and close.

Step-By-Step

Open the form as instructed above (see Form Access).
Check the bill you would like to review.
Click the Pay and Close button to pay one bill or click the Pay and New button to pay the bill and prepare to pay another.

Tips

You can select a Pay Bills and right click for common tasks.

Entering Credits – Vendor Credit List

Introduction

A vendor credit is money owed to you from a vendor for overpayment of a previous bill, return of items, or any other reason. This topic will cover entering, editing, and deleting vendor credits.

Usage

Use this form if you receive credit from a vendor.

Enter the expense accounts, customers, or jobs to which you want to assign the credit.

Note: You DO NOT need to enter a negative sign (Example: –15.00). Total Office Manager’s vendor credit knows this is a credit and takes care of the debit and credit part of the transaction for you.

To make expense or item changes, click Edit Vendor Credit. In the Enter Vendor Credit window, make your changes, and click Save & Close.

Form Access

From the main menu, click Vendor | New Credit

Note: The amount of the vendor credit will automatically populate the Amount field, once the amount (or amounts) has been entered in the expense or item tabs of the Vendor Credit List Window.

Field and Button Definitions

Vendor Credit

Vendor	Select the correct vendor from the drop down menu. Or create a new Vendor by clicking the hand icon to the right of the vendor field.
Date	The current date will automatically popular the field, or you can enter another date by clicking on the drop down arrow for the calendar.
Amount	Do not enter a dollar amount in this field. It will automatically popular with the correct dollar amount once all amounts are entered.
Reference #	Enter the credit memo number, or any number you would like to track this credit.
Memo	Enter any general information you might need to track this particular vendor credit.

Expenses Tab

Account	Select from the drop down menu the expense account that is to be affected by the bill.
Amount	Enter the amount of the bill for the particular expense being entered. You may be entering more than one expense item.
Memo	Enter any particular information pertaining to the expense bill you are entering, that you may need to help track this expense bill.
Customer Job	Select from the drop down menu the customer job for this particular expense bill, if applicable.
Department	Select the department (if any) that this expense is related to. If you need to, you can split the check up using as many line items as needed. This allows you to have departmentalized financial statements.
Marketing	Select the correct marketing type (if any) that this expense relates to. This is how Total Office Manager matches marketing types with expenses. This information appears on certain reports and allows you to see which marketing types perform best by comparing its expense with related sales.

Items Tab

Item Code/ Description	Select the particular item code/description of the line item you are entering. from the drop down menu.
Qty.	Enter the fiscal number of the line item you are entering the credit for. Example: 3
Warehouse	Enter the warehouse (storage) location you are taking the credit items from.
Cost	Enter the cost of the credit item you are entering. Example: $25.00
Amount	Enter the total amount of the line item credit you are entering. Example: $75.00
Customer Job	Select from the drop down menu the Customer job, if applicable.
PO / Serial #s	Enter the P.O. or the serial number, if applicable.
Department	Select the department (if any) that this expense is related to. If you need to, you can split the check up using as many line items as needed. This allows you to have departmentalized financial statements.

Button Definitions

Save & Close

Click to save the vendor credit and close the form.

Save & New

Click to save the vendor credit and open a new Vendor Credit window.

Clear

Clear the information that has been entered into the Vendor Credit window.

Step-By-Step

Open the form and sort the list if desired.
To enter a new vendor credit, click the Credit button (lower left hand corner of the form) and select New Vendor Credit.
To edit a vendor credit, click the Credit button (lower left hand corner of the form) and select Edit Vendor Credit.
To delete a vendor credit, click the Credit button (lower left hand corner of the form) and select Delete Vendor Credit.

Tips

You can delete multiple vendor credits. To highlight multiple Vendor Credits, press and hold your CTRL key and click each vendor credit. You may also select a range of vendor credits by highlighting the first Vendor Credit in that range, pressing and holding your left Shift Key, and clicking the last vendor credit in that range.
You can select a vendor credit and right click for common task.

Direct Deposit Setup – Vendor

Introduction

Use this form to enter checking and banking information for the purpose of direct deposit payments to vendors.

IMPORTANT: Direct Deposit is something that you must sign-up for with your bank. You must then setup direct deposit in Total Office Manager.

Form Access

This form is accessed from within a Vendor record, by clicking Menu | Direct Deposit

Note: When this form is open, no other forms can be opened. You must deal with this form and close it to do anything else.

Field Definitions

Enable Direct Deposit For This Vendor (check box)	Check this box if the vendor wished to participate in the direct deposit program. We recommend that you get this desire in writing.
Account Type	Select the type of bank account you are using. Your choices are Checking and Savings.
Account #	Enter the bank account number of the account you will be sending money to.
Federal Tax ID	This number is assigned to you by the federal government of the USA. It may be found in the Company Information form. This number is VERY important and must be entered precisely.
Payee Name	Enter the Pay To name. This is usually the same name you would use if you were writing a check.
Routing #	The routing number of the bank account. Found on the bottom of the check. This number is VERY important and must be entered precisely.
Bank	Enter the name of your bank. This entry does not have to be precise.
Branch	Optional. Enter a description of the branch.
Address	Optional. Enter an address of the bank.
City/State/Zip	Optional. Enter the city, state, and zip code.
Button Definitions
Save	Click this button to save your changes and close the form.
Cancel	Click this button to close this form without saving any unsaved changes.
Revised \ By	Read only (you can not type into this field). For security and auditing purposes, Total Office Manager records the name of the user as well as the date and time this form was last changed.

Step-By-Step

The first step is to create vendor checks. The rest of this topic assumes you have done this.
Open the form as noted above.
Using the Bank selection box, select the bank account type that you wish for the money to go to. Note: The account the money draws from is selected in the Direct Deposit Company Setup form.
In the Payee Name field, enter the name of the vendor you are paying.
In the Bank field, enter a name for the bank. Any name you decide will be fine.
In the Branch field, optionally enter a very short description of the bank branch.
In the Address, City, State, and Zip Codes fields, optionally enter your banks contact information.
Click the Save button when you are ready to save your work..
Click the Cancel button to close the form without saving any unsaved changes made.

Receive Items and Enter Bill Form

Introduction

This topic will cover the Receive Items and Enter Bill Form for entering, editing, and deleting bills in Total Office Manager. If you need to receive and item but you don’t have a bill, use the Item – Receive Items Without a Bill form.

Usage

Entering a bill here puts the bill in accounts payable. You will pay the bill later, when it is due using the Pay Bills form. This allows Total Office Manager to keep track of how much money you owe. This allows you to hang on to your money for as long as possible, improving cash flow. This is the exact same form as Enter Bill, except when opened; the Items tab has the focus .

Use this form if the items arrive with a bill, you can enter your receipt of the items and the bill in a single step.

You may be prompted about receiving against a purchase order for this vendor. If there are one or more purchase orders select the one that pertains to the particular bill you are entering.

Use Expense or Item Tab?

Note: Expenses are those you track through Expense Accounts. Items are those you track through your item list .

When you enter bills, you need to use expenses to categorize what your money is being spent on. Think of expenses as money that leaves the company.

Example: If you pay $100 per month for copier paper, you would assign that bill to an expense account set up for office supplies.

You need to set up items to count the services or products that your business buys.

Think of items as anything that your company buys, sells, or resells in the course of business, such as products, shipping and handling changes, discounts, and sales tax (if applicable).

Example: If your business buys a service, the vendor may charge for that service item by the hour. If your business buys products or parts, you can track each item you pay for.

When you enter a bill, you fill in the expense or item tabs as appropriate to correspond to what you’re buying.

Note: To enter shipping charges or taxes not associated with any one item, click the Expenses tab. In the detail area, enter each charge and associate it with its correct expense account.

DO NOT FORGET! You have to go to the pay bills window to actually paid the bill, when the bill is due for payment.

Receiving and Paying For Items at the Same Time

If you pay for items as soon as you receive them, you can skip the Accounts Payable process. Instead, use one of the following methods.

To pay for items with a check, go to the Banking menu and select Write Checks.
To pay for items with a credit card, go to the Banking menu and select Enter Credit Card Charges.
To pay for items with cash, go to the Banking menu and select Write Checks. Choose your petty cash account from the drop-down list in the Bank Account field.

- In each situation, when you enter the vendor name, answer Yes at the message about receiving against an open purchase order for this vendor. Select the purchase order and click OK.

- On the items tab of the Write Checks or Enter Credit Card Charges window, adjust the quantity received if necessary.

Form Access

From the main menu, click Vendor | Receive Items and Enter Bill.

Field Definitions

Vendor	Select from the drop down menu the Vendor. Or create a new vendor by clicking the hand icon to the right of the Vendor field.
Date	The current date will automatically popular the field, or you can enter another date by clicking on the drop down arrow for the calendar.
Amount	Do not enter a dollar amount in this field. It will automatically popular with the correct dollar amount once all amounts are entered.
Reference #	Enter the Invoice / bill number, or any number you would like to track this bill.
Memo	Enter any general information you might need to track this particular bill.

Field Definitions

Expenses Tab

Receive Items and Enter Bill – Expense Tab

Account	Select from the drop down menu the expense account that is to be affected by the bill.
Amount	Enter the amount of the bill for the particular expense being entered. You may be entering more than one expense item.
Memo	Enter any particular information pertaining to the expense bill you are entering, that you may need to help track this expense bill.
Cust:Job/Vendor	Select from the drop down menu the customer job for this particular expense bill, if applicable.
Department	Select the department (if any) that this expense is related to. If you need to, you can split the check up using as many line items as needed. This allows you to have departmentalized financial statements.
Marketing	Select the correct marketing type (if any) that this expense relates to. This is how Total Office Manager matches marketing types with expenses. This information appears on certain reports and allows you to see which marketing types perform best by comparing its expense with related sales.

Items Tab

Item Code/ Description	Select from the drop down menu the particular item code/description of the line item you are enter.
Qty.	Enter the fiscal number of the line item you are entering the bill for. Example: 3
Warehouse	Enter the warehouse (storage) location you are taking the bill items from.
Cost	Enter the cost of the Bill item you are entering. Example: $25.00
Amount	Enter the total amount of the line item Bill you are entering. Example: $75.00
Customer Job	Select from the drop down menu the Customer/Job, if applicable.
PO / Serial #s	Enter the P.O. or the Serial Number, if applicable.
Department	Select the department (if any) that this expense is related to. If you need to, you can split the check up using as many line items as needed. This allows you to have departmentalized financial statements.

Button Definitions

Save & Close	Click to save the bill and close the form.
Save & New	Click to save the bill and open a new Enter Bill window.
Clear	Clear the information that has been entered into the bill window.

Step-By-Step

Open the form and Sort the list if desired.
To enter a new bill, click the Bill button (lower left hand corner of the form) and select New Bill.
To edit a bill, click the Bill button (lower left hand corner of the form) and select Edit Bill.
To delete a bill, click the Bill button (lower left hand corner of the form) and select Delete Bill.

Tips

You can delete multiple bills. To highlight multiple vendor bills, pressing and holding your CTRL key and click each bill. You may also select a range of bills by highlighting the first bill in that range, pressing and holding your left Shift Key, and clicking the last bill in that range.
You can select a bill and right click for common task.

Vendors & Accounts Payable

Import Item Receipts, Bills, and Vendor Credits

Import Warning

Data Validation

Item Import

Audit Trail and Security Label

Import Details Saved

Report

Default Accounts

Step-By-Step

Tips

Import File Field Information

Notes About the Import

Related Content

Resources

Introduction

Form Access

Usage

Tips

Related Content

Introduction

Form Access

Usage

Expenses

Items

Important Notes

Add Item (receiving an item)

Related Content

Introduction

Usage

Form Access

Select Item Receipt Window

Field and Button Definitions

Enter Bill

Expenses Tab

Items Tab

Button Definitions

Step-By-Step

Introduction

Form Access

Usage of Bill History Form

Field & Button Definitions of Bill History Form

Related Content

Introduction

Form Access

Usage

Related Content

Introduction

Usage

Form Access

Field Definitions

Discount and Credit Information for a Highlighted Bill

Button Definitions

Payment Definitions Payments

Button Definitions

Step-By-Step

Tips

Related Content

Introduction

Usage

Form Access

Field and Button Definitions

Vendor Credit

Expenses Tab

Items Tab

Button Definitions

Step-By-Step

Tips

Related Content

Introduction

Form Access

Field Definitions

Button Definitions

Step-By-Step

Introduction

Usage

Use Expense or Item Tab?

Receiving and Paying For Items at the Same Time

Form Access

Field Definitions