If the system option Use combined Detail and Total window is unticked, the transaction entry will have three separate windows: Header, Detail, and Totals.

The detail window for an Invoice/Credit note transaction is reached when you tab from the last field on the transaction header window, or by a click on the Detail icon on the header window.

Each Invoice/Credit Note transaction can have multiple detail lines. Enter the details and values for the first detail line of the transaction. Tabbing from the last field on the detail entry window will copy the details of the line into the totals grid and display an empty detail entry window ready for the entry of the next detail line.

Depending on whether the Working Periods feature is enabled and on your Security Profile permissions, it may be possible for you to continue to post financial changes, for month end procedures, even after the posting period has been advanced; in this situation the Period becomes a drop-down and you can select the appropriate period.

Note: If you are not using the Advanced Nominal Ledger system to create your own Chart of Accounts, you are prompted to select the Analysis Code that will be used to post the transaction to the correct Nominal account.

The analysis field will contain the default analysis code.

If you are using the Advanced Nominal Ledger to create your own chart of accounts using segmented or cost centre coding then you are prompted to select the categories that identify the Nominal account that is to be updated. Categories are set according to the category defaults. Some categories may be fixed (the fields are greyed out) and you cannot change. You can optionally set default categories (the category is displayed in the category field) and you must make a selection where the input field is blank. Selection is made by clicking the search icon, which will display a list window from which you can select the category code you wish to use. The Nominal Update details for the selected analysis code will be displayed on the tab card to the right of the entry field.

Enter the Net value of the transaction. Tabbing from this field will automatically calculate the VAT and the Gross values. The VAT calculation will be based on the VAT code displayed.

The VAT Rate on the transaction detail will be subject to Rules of Precedence. There is a general System Default, e.g. VAT Rate 1 @ 20%, but the VAT Rate used can depend upon the VAT status of the selected Supplier/Customer and/or Currency/Country settings. It is possible to manually enter a rate or select from the lookup list. The codes listed are dependent on the VAT status of the selected Customer or Supplier.

The VAT Value is the total calculated by the VAT Rate percentage, e.g. Net = 100.00, VAT Rate 1 @ 20%, VAT = 20.00, Gross = 120.00. However, if the VAT Rate used is Partially-Recoverable, or Non-Recoverable Rate, the Non-Recoverable VAT values will be calculated and displayed on the Nominal Update Tab.

Note that the NL Dr VAT Journal does not have a Nominal Update tab; only a VAT Recovery tab. Suggestions above will need to be adapted for this transaction.

Also see the Partial Exemption VAT overview and VAT Rate record topics

If a VAT Rate that is flagged as Partially Recoverable is selected and there is no effective Recovery Rate for the transaction date then you are cautioned that you have selected a VAT Rate that is flagged for partial recovery and no valid recovery rate has been specified, and the VAT is calculated as if the VAT Rate were Fully Recoverable. It is your responsibility to ensure that VAT Recovery Rates have been correctly entered.

The gross value will be calculated by the entry of the Net value unless the transaction option Enter Gross amount is turned on. If this is the case, entering a Gross value will automatically calculate the VAT and Net amounts.

If you are using the currency module and a foreign currency account has been selected, the currency symbol will appear alongside the Gross field. Entry of either the Net Home value or the Gross Currency value will result in the other value being calculated using the currency rate entered on the Header window.

If the Costing module is installed, two additional fields are available. Enter the Project code in the first field. The list button can be used to open a popup list of Projects from which the code can be selected. Enter the Cost Centre code in the second field. Once the Project code has been entered and the cursor is in the Cost Centre code field, the list button can be used to open a list of Cost Centre codes for the selected Project. Once a Project code has been entered, you will not be permitted to leave the Cost Centre code empty. Tabbing from the empty field will also open the list of Cost Centre codes. The entry of a Project Code and Cost Centre code may be obligatory if the Compulsory Costing option has been set in either a Sales or Purchase Analysis record or in a Nominal Account record.

Enter the transaction detail in this field. Tab from the Detail field to complete the detail line and open a new detail window for the entry of the next detail line. This field can contain up to about 256 characters, and will print on formatted output, such as Delivery Notes, Invoices etc. On Transaction Reports, when Analysis Detail is selected, the Detail lines will be printed as well as the Header information, and if Notes are also selected, then the contents of this Detail field will also be printed. On Transaction drill downs, this will be displayed for the selected Detail line, in the window below the Detail lines.

Any WFF associated with the transaction will automatically display as a popup window for initial entry. Existing WFF can then be edited by clicking on the Workflow Form button. If no WFF is associated with the transaction, the window will not display.

WFF can be attached to: