¶ 1. Overview
The Vendor Invoice interface is used to record vendor bills, allocate expenses or G/L charges, apply taxes, and post the invoice into the firm’s accounting system. It supports detailed line‑item entry, automatic tax calculation, and real‑time balance updates, ensuring accurate financial tracking and vendor management.
This modal is accessed from the Vendor Detail workspace and integrates directly with Vendor Centre, Vendor Credits, and General Transactions.
¶ 2. Vendor Information Header
At the top of the invoice modal, users see key vendor details for verification:
- Vendor Name (e.g., TELUS – Telus Communication)
- Vendor Address
- Invoice Number
- Invoice Date
- Due Date
- Invoice Amount
This ensures users confirm they are entering the invoice for the correct vendor.
¶ 3. Line Item Entry
The line‑item table is where users allocate the invoice amount to the correct G/L or expense accounts.
¶ Columns Include
- C/G – Select whether the line is for a Client or G/L entry
- Client or G/L Code – Choose the appropriate matter or ledger account
- Description – Explanation of the charge (e.g., Telus Security Services)
- Amount – Pre‑tax amount
- GST/HST – Automatically calculated based on vendor tax settings
- PST – Automatically calculated if applicable
- Total – Amount + taxes
- Example from your modal:
- G/L 5165 – Office Expenses
- Amount: 342.86
- GST/HST: 17.14
- PST: 0.00
- Total: 360.00
¶ 4. Tax Calculation
Tax values are automatically applied based on the vendor’s tax configuration in Vendor Detail.
¶ Supported Taxes
- GST/HST
- PST
The system calculates tax amounts per line item and updates totals instantly.
¶ 5. Balance Remaining
Displayed at the bottom of the modal:
- Balance Remaining: 40.00 (example from your screen)
- This value represents: Invoice Amount−Sum of Line Item Totals
Users must allocate the full invoice amount before posting.
¶ 6. Remember My Selected Choices
A checkbox allows users to save their preferred:
- G/L account
- Disbursement code
- Tax selections
- Other frequently used fields
This speeds up data entry for recurring vendor invoices.
¶ 7. Actions & Buttons
¶ Cancel
- Closes the modal without saving.
¶ Save Invoice
- Saves the invoice but does not post it.
¶ Post & Close
Posts the invoice into the accounting system and closes the modal.
Posting creates:
- A vendor payable
- A G/L or expense entry
- Updated vendor balances
- Updated financial reports