Enter a Purchase Invoice
If you have received a purchase invoice from a Supplier, that is not the result of a purchase order raised by through the Purchase Order Processing module, you will need to enter it into the system as a purchase invoice.
Before you start:
Review the system options that will help you to enter this transaction, for example:
Are you using Automatic Transaction References? See Purchase Ledger Options - Transactions
Make sure that your VAT Rates are set up correctly.
Make sure that your Currency Codes and Rates are set up correctly.
Make sure that you have set up appropriate Purchase Analysis codes.
If this transaction involves a Costing Project, make sure that the appropriate details have been set up.
To enter a Purchase Invoice
Select Purchase Ledger
Select Invoices from the Purchase Ledger menu to display the transaction Header window.
Like most transactions, the Purchase invoice has a header, detail lines and a set of transaction options that control how it is processed.
The Header window holds information for the whole invoice, such as the Supplier details and the invoice number.
On the Detail window you will enter the details of the purchase, this can be spread across multiple lines of information if you wish.
Each line of detail will be displayed in a grid below the detail entry window along with the totals for the invoice.
Use the toolbar buttons to move between the windows.
If you are not using the Combined Detail and Total window, the detail lines you have entered will be shown on an additional Totals window. See System Options - Transactions.
The Header window
Open the Options icon window from the icon on the toolbar and select the transaction options that are to apply to the invoice. Close the options window.
On the Header, enter the Supplier account code. If you are unsure of the code you can open a list of Suppliers by clicking on the search icon. A double-click on a supplier account in the list will select it for entry on the header.
Terms - If you have agreed special terms with this Supplier for this invoice, change the terms in the Terms window opened with a click on the button. Changes will not update the terms held against the Supplier record, they will just be applied to the invoice you are entering.
On the Terms window, you can flag the invoice as being Disputed. The invoice should still be entered in the ledger but adding this flag will help you to identify the transaction and act as a reminder.
GB VAT/EU State/ Non EU State - The text shown will describe the tax status of the selected Supplier. For EU State suppliers the button will open the EC Info window to enable you to enter details about the goods and their method of delivery including the SSD codes.
£ or other currency symbol - the currency symbol applicable to the Supplier will be displayed. If it is not your Home currency, the current Exchange Rate will be shown in an entry field below the symbol. You can change exchange rate by entering a new rate or selecting an applicable rate from the Currency Rates list window opened by clicking on the search button.
Invoice No. - the invoice number from your supplier must be entered and should unique. Usually this will be the sequential number on the invoice document, but some unique identifying information should be entered.
Internal Reference - this field only be displayed if you have selected the option to use Automatic Transaction References in the Purchase Ledger system options. The next sequential number will be displayed, you can change the number but the entry must be unique.
Date - enter the invoice date.
The invoice will be posted into the current Purchase Ledger Period for the Current Year. If you have Multi Period Posting privileges you will be able to change the period and possibly the year.
You can enter a short Description for the invoice, this information will be printed on the Supplier’s Statement.
When you press the Tab key to move out of the Description field, the Detail entry window will be displayed.
The Detail window
This is where the individual lines of your Invoice are entered, each Invoice can have multiple detail lines.
Analysis - the analysis field will be populated with the default Purchase Analysis code. This determines how this line is to be analysed in both your Purchase and Nominal Ledgers. You can change the code by entering a different code or by selecting one from the code list opened from the search button.
Net Enter the net value of the transaction: excluding the VAT or tax.
VAT or Tax - the Code is displayed will be appropriate for the Analysis Code you have entered. This can be changed, the search button will display a list of valid codes.
The VAT is always calculated on the Home Net value.
Gross - If the transaction option Enter Gross Amounts has been selected, entering the Gross value will automatically calculate the VAT and net values.
Costing - if you are using the costing module, the cursor will move to the first costing entry field. Enter a Project Code and Cost Centre to ensure these costs are assigned to the project.
Enter a description for the transaction detail line in the Detail field.
As you tab from the Detail field, the detail line will be added to the totals grid (below the Detail entry window) and the Detail entry window will be cleared ready for the entry of the next line of the invoice.
When you have entered all the lines of the transaction, click OK to save the invoice. See Transaction Updates.
The Totals window
If you are not using the combined entry window, the detail lines you have entered will be shown on a separate Totals window which will be open below the other windows.
You can switch to view this window at any time by clicking on the Totals icon on the toolbar.
There are no entry fields on this window, it just lists the Detail lines that you have entered for the invoice.
A double click on a line will re-display the line in the Details window.
The option Use combined Detail and Total window is found in System Control Options - Transactions. Untick the option to use separate Header, Details and Totals windows.