Entering a Purchase Invoice - Examples
We shall now show how to use the various fields on the Purchase Invoice screen with the help of a few examples.
If you are using Windows or Mac OS X, follow these steps:
- Check the Navigation Centre to make sure you are in the Purchase Ledger module. If you are in a different module, click the [Switch Module] button in the Navigation Centre or use the Ctrl-0 (zero) (Windows) or ⌘-0 (Mac OS X) keyboard shortcut. Double-click 'Purchase Ledger' in the subsequent list.
- To open the Purchase Invoice register, click the [Registers] button in the Navigation Centre and double-click 'Purchase Invoices' in the resulting list. You can also use the Ctrl-1/⌘-1 keyboard shortcut. The 'Purchase Invoices: Browse' window will appear, listing the Purchase Invoices that are already in the system.
- Start entering a new Purchase Invoice by selecting 'New' from the Create menu or using the Ctrl-N/⌘-N keyboard shortcut. The 'Purchase Invoice: New' window opens with the insertion point in the Supplier field. In a single-user system, an internal Purchase Invoice Number will already have been entered in the No. field. In a multi-user system, the No. field will be empty, and a Purchase Invoice Number will be assigned when you save the Invoice for the first time.
If you don't need to open the 'Purchase Invoices: Browse' window, you can go straight to the 'Purchase Invoice: New' window from the Navigation Centre. Open the + drop-down menu in the Button Bar of the Navigation Centre (in the top right-hand corner if you are using Windows, towards the top left if you are using Mac OS X), and select 'Purchase Invoices'.
- The 'Paste Special' feature makes it easy to choose the Supplier. Press Ctrl-Return (Windows) or ⌘-Return (Mac OS X) or simply start typing the Supplier's Name to activate the 'Paste Special' feature. This will bring up the 'Paste Supplier' window. Search among the Suppliers in the normal way, by Number or by Name. Select the relevant Supplier from the list by double-clicking (or by using the cursor keys and pressing Return). Press Return again and Supplier information such as Name, Address and Payment Term will be placed in the appropriate fields in the Purchase Invoice window. Note that in these steps, references to pressing the Return key imply you can press either the Enter key or the Return key on your keyboard.
- The insertion point should now be in the TOTAL field. Enter the total amount payable (inclusive of tax) and press the Return key twice, If the Payment Term includes a settlement discount, the discount amount will be displayed in the Sett. Discount field. The Discount Date field will show the expiry date of the discount (i.e. the date by which you must pay the Invoice to receive the settlement discount).
- Enter the Invoice Date as shown on the Supplier's paper Invoice and press the Return key. The Invoice Date will be copied to the Transaction Date field. In almost all cases, these two dates should be the same otherwise your Creditor Account may differ from your Aged Creditor report. If appropriate, the Discount Date will also be updated.
- The insertion point should now be in the Payment Terms field. A default Payment Term will usually have been brought in when you chose the Supplier in step 4. If there is no default, or the default is not correct for the Invoice you are entering, press Ctrl-Return/⌘-Return to bring up the 'Paste Payment Term' window. Select a Payment Term from the list by double-clicking, and press Return twice.
- The insertion point will now be in the Due Date field. This will have been calculated automatically when you entered the Invoice Date and again if you changed the Payment Term. If it is not correct, change it and press Return again.
- The insertion point will now be in the Supp. Inv. No. field, and enter the number assigned to the Invoice by the Supplier.
- Now you can enter the accounting information i.e. the items or services you have purchased from the Supplier, classified by Account. Click in the A/C field in the first row in the grid area, and enter the Account Number. Again you can use the 'Paste Special' function, this time to gain access to the Chart of Accounts, from where you can choose the Account that you need. Search among the Accounts in the normal way, by Number or by Name. Highlight the relevant Account in the 'Paste Special' list and press Return or choose it by double-clicking. The Account will be brought into the Purchase Invoice row.
- On pressing Return again, the insertion point will move to the Object field, or skip to the Amount field, depending on the options you have selected in the Purchase Invoice Settings setting. Ensure the insertion point is in the Amount field and enter the row amount (excluding VAT).
- Repeat steps 10 and 11 as many times as necessary. If you press the Return key twice after entering an Amount, the insertion point will move to the A/C field in the next row.
- In the last row, move the insertion point to the Amount field and press the Return key while the field is empty. This will cause the Amount to be calculated for you so that the Invoice balances.
- When the Invoice is complete, you can save it by clicking the [Save] button in the Button Bar. In order for you to be able to save the Invoice, the TOTAL must equal one of the following, depending on the VAT Zone:
- Domestic, Inside EU (Post VAT) and Outside EU (Post VAT)
- The sum of the Amounts of the rows plus VAT.
- Inside EU
- The sum of the Amounts of the rows.
- Outside EU
- The sum of the Amounts of the rows. No VAT is calculated in this case.
If this is not the case, the error message: "Transaction out of balance" will be displayed when you try to save.
- At this point you can make any changes to the Invoice that are needed. When you are sure it is correct, tick the OK box and save it again. The Invoice will be posted to the Purchase Ledger(and, depending on your configuration, to the Nominal Ledger as well). On this occasion, you can save by clicking the [Save] button or by selecting 'New' from the Create menu: use the latter option if you want to continue with another Invoice.
If you are using iOS or Android, follow these steps:
- Check the Navigation Centre to make sure you are in the Purchase Ledger module. If you are in a different module, tap the [Switch Module] button in the Navigation Centre and then tap 'Purchase Ledger' in the subsequent list.
- To open the Purchase Invoice register, tap the [Registers] button in the Navigation Centre and then tap 'Purchase Invoices' in the resulting list. The 'Purchase Invoices: Browse' window will appear, listing the Purchase Invoices that are already in the system.
- Start entering a new Purchase Invoice by selecting 'New' from the + menu. The 'Purchase Invoice: New' window will open. The No. field will be empty, as an internal Purchase Invoice Number will be assigned when you save the Invoice for the first time.
If you don't need to open the 'Purchase Invoices: Browse' window, you can go straight to the 'Purchase Invoice: New' window from the Navigation Centre. Open the + drop-down menu in the top right-hand corner of the Navigation Centre, and select 'Purchase Invoices'.
- The 'Paste Special' feature makes it easy to choose the Supplier. Tap in the Supplier field: a few moments later, the 'Paste Supplier' window will appear automatically. Select the relevant Supplier from the list by tapping. Supplier information such as Name, Address and Payment Term will be placed in the appropriate fields in the Purchase Invoice window.
- Tap in the TOTAL field. Enter the total amount payable (inclusive of tax) and tap in another field. If the Payment Term includes a settlement discount, the discount amount will be displayed in the Sett. Discount field, which you will be able to see in the next step. The Discount Date field will show the expiry date of the discount (i.e. the date by which you must pay the Invoice to receive the settlement discount).
- Tap the 'Details' tab towards the top of the window and enter the Invoice Date as shown on the Supplier's paper Invoice and tap in the Payment Terms field. The Invoice Date will be copied to the Transaction Date field. In almost all cases, these two dates should be the same otherwise your Creditor Account may differ from your Aged Creditor report. If appropriate, the Discount Date will also be updated.
- A default Payment Term will usually have been brought in when you chose the Supplier in step 4. If there is no default, or the default is not correct for the Invoice you are entering, tap in the Payment Terms field: the 'Paste Payment Term' window will open automatically a few moments later. Select a Payment Term from the list by tapping.
- The Due Date will have been calculated automatically when you entered the Invoice Date and again if you changed the Payment Term. If it is not correct, you are free to change it.
- In the Supp. Inv. No. field, enter the number assigned to the Invoice by the Supplier.
- Now you can enter the accounting information i.e. the items or services you have purchased from the Supplier, classified by Account. Tap the 'Items' tab towards the top of the window.
- Tap the + button below the matrix to add a new row.
- Click in the A/C field: after a few moments the 'Paste Account' window will open. Find the Account that you need in the list and choose it by tapping. The Account will be brought into the Purchase Invoice row.
- Tap in the Amount field and enter the row amount (excluding VAT).
- Repeat steps 11-13 as many times as necessary.
- In the last row, move the insertion point to the Amount field and press the Return key on the virtual keyboard while the field is empty. This will cause the Amount to be calculated for you so that the Invoice balances.
- When the Invoice is complete, you can save it by tapping √ in the Button Bar. In order for you to be able to save the Invoice, the TOTAL must equal one of the following, depending on the VAT Zone:
- Domestic, Inside EU (Post VAT) and Outside EU (Post VAT)
- The sum of the Amounts of the rows plus VAT.
- Inside EU
- The sum of the Amounts of the rows.
- Outside EU
- The sum of the Amounts of the rows. No VAT is calculated in this case.
If this is not the case, the error message "Transaction out of balance" will be displayed when you try to save.
- At this point you can make any changes to the Invoice that are needed. When you are sure it is correct, tick the OK box and save it again. The Invoice will be posted to the Purchase Ledger (and, depending on your configuration, to the Nominal Ledger as well). On this occasion, you can save by tapping √ or by selecting 'New' from the + menu: use the latter option if you want to continue with another Invoice.
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The Purchase Invoice register in Standard ERP:
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Introduction to the Purchase Invoice Register
