Paid-Outs and Paid-Ins

Navigation: From the Main Menu select the Sales Entry button. Then press the Paid In/Out button at the bottom.

This is where you track money going in and out of the cash drawer that is not because of sales and returns. Example Paid-Outs might include:

• Taking a $20 bill from the drawer to pay for gas.
• Taking cash to pay for a business lunch.
• Writing a check to a supplier. However, this should only be done if no bill has been, or will be generated for that item.
  

Example Paid-Ins include:

• A vendor might give you a check for a return or a bonus.
• Returning the change from the business lunch to the cash drawer.
  

In this window, you can:

• Create new Paid-Outs and Paid-Ins.
• Review existing Paid-Outs and Paid-Ins.
• Void Paid-Outs and Paid-Ins.
  

First select a Vendor. You may enter the first part of the Vendor’s company name in the yellow box above the Company Name title. To see all Vendors again, press the Clear button at the top of the window.

Once a Vendor is selected, their existing Paid-Outs will appear in the center list-box, as long as the Show Prior Cash Paid-Outs box is checked at the top of the window. Since Paid-Outs and Paid-Ins are dealt with almost identically in this window, only the Paid-Outs will be described.

Creating a Paid-Out – An Overview

• To create a new Paid-Out for the selected Vendor, press the New Paid-Out button.
• If it was paid by a check, click the checkbox and enter the check number used.
• Fill in a Description for this Paid-Out, so it can be identified in the future.
• Then press the New Line button, or press the Enter key.
• Then select an asset or expense account to post the Paid-Out to. For instance, it could be an Inventory Parts asset account, or a Freight expense account. A good practice is to type in the first few letters of the account, and then use the arrow keys to select the account.
• Then press the Tab key and enter an amount to post to the selected account.
• Press the Save Line Changes button (or press the Enter key.)
• Continue to press the New Line button or the Enter key to add lines as needed.
• Finally, verify the Sales Rep, the date and the Paid-Out total, and press the Save Paid-Out button.

Vendor Paid-Outs – Details

• New Paid-Out Button: After selecting a Vendor, press this to create a new Vendor Paid-Out.
• Void Paid-Out Button: If you select a Paid-Out in the middle list-box, you can press this button to void it.
• Clear Button: If you have entered Vendor search information in one of the yellow search boxes, you can press this button to clear the search and view all Vendors again.
• Description: Enter the purpose of the Paid-Out.
• Reference: If not paying by check, you can enter an Invoice or other reference number here.
• Paid by Check? If you check this box, you will need to enter the check number used. If the check number has already been used, you will be warned.
• Rep: Make sure your name is here.
• Date: The date the Paid-Out is to be posted to the General Ledger.
• New Line: Press this button to add a line containing an amount to post and an expense account.
• Delete Line: After selecting a line below, press this button to delete it from the Paid-Out.
• Expense Account: This is an asset or expense account to post the Paid-Out to. For instance, it could be an Inventory Parts asset account, or a Freight expense account. A good practice is to type in the first few letters of the account, and then use the arrow keys to select the account.
• Amount: The amount to be applied to the account specified above.
• Save Line Changes: Press this button (or press the Enter key) to save the new line.
• Cancel New Line: Press this to cancel the new line completely.
• Save Paid-Out: Press this button when all the lines have been entered for the Paid-Out, and after verifying the terms, the dates and the Paid-Out total.
• Cancel: Press this button to abort this new Paid-Out completely, losing all of your changes.