Enter Detail
The Enter Detail option enables you to enter the transaction details for the Invoice Register entry.
From the Creditors ribbon, select [Invoice Register] Enter Detail to open the Invoice Register Selection and Enter Detail windows.
Invoice Register Selection
The selection window enables you to search for the transactions that are ready for detail entry. Using the various fields and options, you should enter search criteria for the transactions you wish to match. Fields of note include:
Period Range - The default search for Year is 'All Years'. When you have entered your selection criteria, click Display, to list the matching transactions in the Enter Detail window.
Invoice User Id. - enables you to search for entries made by a specific User.
Approver User Id. - enables you to search by the User who approved the invoice.
Enter Detail
This window can be opened automatically from the Invoice Register Entry window, pre-populated with the entry header information if the appropriate Entry Option is selected.
If the Process In Order option has been selected on the Invoice Register Options - PL Approval tab then the transactions must be approved to the Enter Detail at this point level you have defined before they can be listed in this window for entering detail.
If the Invoice Register entry for which you wish to enter details is not listed, it may be because the wrong type was selected while entering it. You can change the type of the entry in the Amend Entries window.
Select an invoice to view the details in the footer pane.
Enter Invoice Details
Select the transaction for which you wish to enter details and click the Enter Invoice Details toolbar button to display the Invoice Register header window with fields showing the total values entered.
Tabbing through the header takes you to the normal detail entry window you would use to enter Purchase Ledger transactions.
Enter the transaction details, which can include the Date Received. By default, the Settlement Discount for both Purchase Ledger and Purchase Order is excluded from the calculation of VAT so that VAT can be calculated on the actual amount paid. You can enter as many detail lines as you need but the transaction can only be saved when the total Gross value of the detail lines equals the Gross total entered on the header. If the Nominal Ledger account that will be debited with the cost is flagged as Account for Carbon, then you will be able to enter Carbon details by clicking on the Carbon Emissions drill down.
Click OK to save the details.
Invoice Register Entry Options selected when registering the header information will not be applied when you enter the details. This means that:
When entering details for a Home Currency transaction, the cursor will be placed in the Net value field irrespective of whether or not you set the Enter Gross option when the transaction was first entered. If Net + VAT do not equal Gross (or Net does not equal Gross where Acquisition Tax is applicable), you are prompted and have the choice to continue (e.g. where a supplier has made a mistake) or return and correct any typographical errors.
When entering details for Currency transactions, the cursor will be placed in the Currency Gross field irrespective of whether or not you set the Enter Currency option when the transaction was first entered.
Workflow Forms on Transactions
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:
The transaction Header - the WFF will display on initial tab off, and can also be opened by clicking the Workflow Form button.
Transaction Detail lines - the WFF will display on initial tab off to a new line, and can also be opened by clicking the Workflow Form button.
The transaction Save - the WFF will display when clicking Save.