Entries
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.
This is a single window for entering Transaction Header details and Invoice totals. There is no separate Detail section window.
Contents |
Create IR Entry |
Approver Selection window |
To create an Invoice Register Entry:
Select Entries button to open the Invoice Register Entry window.
Select For Purchase Ledger or For Purchase Order.
You can set the transaction entry options before entering the details.
Select or enter the Supplier Account. The Supplier Terms window can be opened, enabling the invoice to be marked as Disputed or the Settlement Discount Terms to be changed if necessary. 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.
If using Query Types and you have created a reason, when you put a transaction on query a Query Details for Invoice dialog prompts you for the Query Type. The Query Type allows you to group queried transactions for later analysis. The system comes with an preset PIR query type that is enabled when 'Set invoices on query if invoice quantity is greater than delivered quantity' is selected. This system Query Type cannot be edited or deleted, and is automatically applied when relevant (it does not prompt the selection screen to appear).
If a transaction is marked as Disputed when entered, it continues to be offered for all the relevant stages of approval and matching to order. It is updated to the Purchase Ledger batch with the flag set and is therefore not allowed to be paid or allocated in the same way as a transaction which has been entered directly.
The Batch Ref., Description and Order No. fields are optional. If an order number is entered, when the invoice is called up to be matched to order, the Search window for the order selection will default to the order number entered and the order will automatically be loaded. You can view a list of documents available for Invoice Register for the selected Supplier.
Enter the Invoice No. or Credit Note No., and the Date. If you know it, you can also enter the Date Received at this point. The Anticipated Payment Date and Due Date values are calculated from the Supplier's Terms and the invoice entry Date, but can be edited.
Enter the Totals. When the Net value is entered the VAT and Gross values are automatically calculated (but can be edited to match the document you are registering.
If you prefer to Enter Gross Amounts, you will have to make this selection in Invoice Register Entry Options window.
If you are entering a currency invoice an additional field for the currency Gross Value is available. See Clear, below.
If Net + VAT does not equal Gross (or Net does not equal Gross where Acquisition Tax is applicable), you will be warned and have the choice of continuing (for example, where a supplier has made a mistake), or returning to correct the error (e.g. where a typo has occurred).
If you have enabled the Use multiple Purchase Ledger 'Due Dates' feature in Purchase Ledger Options, you can tick the use Multiple Due Dates and then click the drill button to open a dialog where you can set your Deposit, Start dates, and number of Payments.
Click OK to save the details: the Approver Selection window opens (see below).
If you are a User with Bypass Approval, when you save the entry it will be approved immediately, bypassing the approval process. If you are a user without any Bypass Approval then the Approver Selection window is automatically displayed, so that Approvers can be selected. If in System Options, you have set up Specific Approvers for each stage of approval, then only those approvers will be able to approve the invoice at the respective stage.
Select the Approvers and click OK to batch the Invoice Register entry.
If you have selected any options in the Invoice Register Entry Options window then the appropriate window will be automatically opened.
As a special case, when entering invoices which use either Acquisition VAT (Code A) or Reverse Charge VAT (Code V), you should enter the Net or the Gross value and clear the VAT value. This is because VAT is reported but not added to the Net for transactions under these codes. The VAT can be seen (after approval) on the Enter Details window or Match to Order window.
When entering a PL or PO transaction via Invoice Register, on clicking save the Approver Selection list is displayed. If Approval is to be done via FocalPoint, only the first stage of approval is enabled and shows the list of first approvers (not necessarily Stage 1 because there may be a pre-stage rule on stage 1, for example if over £1000 then send to stage 3). The standard Approver Selection window is displayed, but the approvers displayed are the FocalPoint Approvers as determined by the FocalPoint approval rules.
Toolbar
Freeze
Please see the separate Freeze Transactions topic.
Options
Please see the separate Invoice Register Options topic.
Approve Invoice
Please see the separate Approve Invoices topic.
Documents
Please see the separate Documents topic.
Clear
In PIR Entries (for both PO and PL) invoice values should be entered as per the Supplier Invoice. To enable this, the Clear button allows you to clear and adjust any values which have initially been calculated in the Entry window.
For example, if an invoice is subject to Acquisition tax then Net + VAT will not equal Gross.
Where VAT rate/Supplier status are appropriate, invoice detail can be entered or invoice matched to Purchase Order.
If VAT rate/ Supplier status is inappropriate, validation rules will apply which will disallow entry or matching to Purchase Order.
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.
Approver Selection window...
This window lists the Approvers for different Approver Types.
...from Supplier record
The Approver Selection window opened from the Supplier record enables you to set specific Approvers so that only those Approvers are allowed to approve the invoices for that Supplier.
You can select individual Approvers or a collection of Approvers from a specific Approver Group for each Approval Stage.
If you have set different types of Approvers for the same approval stage for your Purchase Ledger invoices and Purchase Orders in Invoice Register Options, then both these types of Approvers will be available to select from the Supplier record.
...from Invoice Register Entry window
When an Invoice Register entry is saved:
Approvers set for a Supplier take priority over the Invoice Register Options by restricting the Approvers offered for selection.
If specific Approvers are selected for a Supplier, the Approver Selection window is opened with the Approvers pre-selected. These Approvers cannot be changed and the foot of the window will contain the text "Approver set by Supplier record".
If an Approver Group is selected for a Supplier, when an Invoice Register entry is saved, only the Approvers from the nominated Group will be offered for selection.
If Approvers are not set on the Supplier record, then the Approvers are offered based on the settings on the Approval tab.
...from Amend Entries window
If you have amended the entry, including changing the type of the entry, then:
Approvals that have taken place are removed
The Approver Selection window will open for you to re-select the Approvers.