Rapid supplier invoice entry

Find this screen

Open: Suppliers > Supplier List > Rapid Invoice.

Open: Suppliers > Enter Transactions > Rapid Invoice.

Watch a video

Rapid purchase invoices (video)

How to

Enter invoices on the grid

  • Enter each invoice on a separate line. You can enter invoices for different suppliers.
  • If your invoice is being posted to more than one nominal account, enter the amount posted to each nominal account as a separate line. When you post the invoices, any lines for the same supplier, date, due date, reference and 2nd ref are posted as a single transaction.
  • Details about the supplier, nominal account and invoice totals for the selected line are shown at the top of the screen.
  • The defaults taken from the supplier account are entered automatically. You can change these when required.
  • Use the Tab key to move between columns.
  • You can enter information quickly using the keyboard hot keys.

Keyboard hot keys

This screen has been designed to allow you to enter data quickly using the keyboard.

Key Function
F2 / Space bar Change the exchange rate.
F4

Select from drop-down lists.

If a column already contains data, you'll need to delete it first. For example, if you want to change a nominal code, you'll to need to delete the entered code and then press F4.

F6

Copy the cell above.

This is useful if you're entering several invoices with similar details. You can use F6 to copy details from the line above, such as the date, supplier code, narrative, amount, nominal account.
Shift + F6

Copy the cell above and increment by one.

You can only use this for the date and reference fields (that end in a number).

This is useful if you're entering invoices with consecutive dates or consecutive references.

F7 Insert a row.
F8 Delete a row.
F9

Calculate the net value.

This is useful if you only know the gross value of your invoice.

  1. Enter the gross value in the Net column.
  2. Press F9. The Net and VAT values are calculated and entered in the correct columns.
Alt + D Check for duplicates.
Alt + P Posts the invoices entered in the grid.
Alt + C Close the screen and discard everything entered.

Tip: For a reminder of what each F key does, click Show hot keys or press Alt + K.

Enter foreign currency invoices

When you enter an invoice for a foreign currency supplier, an additional exchange rate icon is displayed.

To change the exchange rate, press F2 and enter the new exchange rate.

Invoices entered for the same supplier are grouped together and posted as a single transaction if all of these details are the same: Code, Date, Reference, 2nd Ref and Ex Rate.

Use multiple nominal accounts

If you need to post an single invoice to more than one nominal account:

  • Enter a separate line for each nominal account.
  • Make sure the Net and VAT values only apply to that line.

  • If you want to post these as a single transaction, make sure each line has the same Date, Due date, Reference and 2nd Ref.

    Doing this helps you to match the supplier invoice with the posted transaction on your supplier's account.

Tip:
  • You can see the nominal account name in the Invoice section at the top of the screen.
  • You can see the total Net and VAT for all lines currently entered at the bottom of the grid. This is a good way to check that the total value of the lines matches the total on your supplier's invoice.

You've bought three different items from the same supplier; paper for the printer, A4 envelopes for the office and packing boxes for the warehouse.

You've received an invoice for £104.40 incl. VAT. Each item needs to be posted to a different nominal account: 7500 - Printer supplies, 7502 - Office consumables and 7510 - Miscellaneous costs.

  • You enter a line for each nominal account:

    Code Date Ref Nominal Narrative Net Vat
    ACME 07/04/2017 1058 7500 Printer paper 30.00 6.00
    ACME 07/04/2017 1058 7502 A4 envelopes 12.00 2.40
    ACME 07/04/2017 1058 7510 Packing boxes 45.00 9.00
  • As each line has the same date and reference, they are combined and posted as a single transaction. When you pay the supplier, you can match the physical invoice received with the transaction on the supplier's account.

Use more than one VAT rate

If the invoice you've received from your supplier contains items that use different VAT rates:

  • Enter a new line for each VAT rate.
  • Make sure the Net and VAT values only apply to the VAT rate on the line.

  • If you to post these as a single transaction, make sure each line has the same Date, Due Date, Reference and 2nd Ref.

    Doing this helps you to match the supplier invoice with the posted transaction on your supplier's account.

Check whether this invoice has already been posted

To check that the invoices you've entered haven't already been posted to your supplier accounts, click Check for Duplicates.

A duplicate warning is shown in the far left column if an invoice matches a posted transaction with the same supplier Code, Date, Reference or 2nd Ref..

This helps you to make sure that you're not posting the same invoice more than once. If you check them and find that they're not actually duplicates, then you can still post the invoices as usual.

Tip: To check your posted transactions, use the Supplier Transaction Enquiry workspace (Suppliers > Suppliers Enquiries > Supplier Transaction Enquiry).

Use authorisation

If you have set up authorisation for purchase invoices, you'll see a Requires Authorisation option in the invoice. This is automatically selected, and you can only deselect it if the value is less than the authorisation limit.

To set up authorisation, set Use Authorisation in the Supplier Defaults and Settings. See Set up authorisation for invoices and credit notes.

  • You can't allocate a payment to the invoice until it's authorised.

  • You can't allocate an unauthorised credit note to an invoice.
  • You can't reverse an unauthorised invoice or credit note.
  • Transactions that have not been authorised are assigned an unauthorised query flag (U). You can see this flag on the Supplier Transaction Enquiry.
  • Invoices or credit notes that require authorisation are posted to the default nominal account for Unauthorised Purchases. Make sure that you select a default nominal account for Unauthorised Purchases, otherwise postings will be made to the Suspense Account.
  • When you authorise the transactions, the original postings (to Unauthorised Purchases) are automatically reversed. You can then apply your usual nominal analysis.

Useful info

When are invoice lines grouped into a single transaction?

Sage 200 will group transactions based on the following rules:

  • Base currency invoices must have the same supplier Code, Date, Due Date , Reference and 2nd Ref.
  • Foreign currency invoices must have the same Code, Date, Due Date, Ex Rate, Reference and 2nd Ref.

Transactions are not grouped when:

  • No Reference is entered.
  • They only have the same 2nd Ref.

Using the due date

The Due date is calculated from the Payment Terms set on the supplier account (Payment tab). The Due Date shows you when an invoice is due to be paid according to the terms you have agreed with your supplier. This helps you manage your supplier payments.

You can change the Due date when you enter an invoice.

The Payment Terms are set to 30 days.

If you enter an invoice dated 15 January, the Due Date is calculated as follows for each option:

From Due Date
Calendar Monthly 15 February
From Start of Month 31 January
From End of Month 02 March
From Document Date 14 February
  • Sort the transaction by Due Date in the Supplier Transaction Enquiry workspace.
  • Due Date Report Detailed.
  • Due Date Report Summary.

Using Transaction Analysis

Transaction analysis is a way of sorting and grouping posted transactions in Sage 200.

Each transaction has a Transaction Analysis column where you can enter a code to identify the transaction.

As Transaction Analysis is not a term relevant to most businesses, you can enter a your own label (Heading) for this field in the System Settings.

You can add a transaction analysis code to the following transactions: sales invoice, sales credit note, purchase invoice, purchase credit note, nominal journal, nominal payment and nominal receipt.

  1. Enter the Name of transaction analysis heading you want for this column in the System Settings.
  2. Create your transaction analysis codes. You choose which code to apply to each transaction from a drop-down list.
  3. When you enter a transaction, select the required code.
  4. You can then report on transactions grouped by transaction analysis code.

You have decided to use transaction analysis codes to help measure the success of your marketing campaigns.

You enter Marketing campaign as the heading for the transaction analysis column.

You create codes to reflect your marketing campaigns such as TV advert, Radio advert, Press, Website and so on.

Each time a sales invoice is recorded, the relevant code is selected. At the end of a period you can see the total of the invoices recorded for each code.

Recording VAT on your purchases

The VAT126 report needs to contain the VAT registration number of the supplier and the details of what you've sold and returned.

You can't use the Rapid invoice screen to record these details for the VAT126 report.

To enter an invoice and record the supplier's registration number and details of what you've sold, use the single supplier invoice screen. See Enter single supplier invoices.

Questions

Can I hide columns that I don't need?

Yes.

  1. Click Hide columns at the bottom of the grid.
  2. Select the columns you want to hide.

To show any columns that you've hidden, just click Hide columns again and de-select the columns.

This only applies to individual users, so different users a can hide different columns depending on which invoices they're entering. For example, if you don't use foreign currency, you might want to remove these columns rather then having to tab through them.

Note: You can only hide columns when the grid is empty. To clear the grid, you must either post the invoices already entered, or use F8 to delete each line.

How do I enter settlement discounts?

You can't enter settlement discounts using the Rapid Entry screen, even if default settlement discounts are set on your supplier's account.

To enter invoices with settlement discounts, use the single invoice screen (Suppliers > Supplier List > Invoice). See Enter single supplier invoices.

Why can't I post the invoices?

You can't post invoices if any of the lines contain invalid information, such as a nominal account that doesn't exist, or an invalid date. Invalid information will be highlighted in red.

Why are some columns highlighted in red?

A red highlight means there's a problem that you need to correct before you can post the invoices.

For example, this may be due to:

  • An incorrect supplier code.
  • An incorrect nominal account. This includes the Code, Cost Centre and Dept combination.
  • An invalid date. This includes dates that fall outside of your accounting periods. This is most likely because they are more than five years in the future or for a previous year.

Why is the credit limit highlighted yellow?

A yellow highlight means the supplier's account balance has exceeded the credit limit.

You can still post the invoice, but this just lets you know that you've gone over the limit.

What happens when I

Post the invoices?

All the invoices entered on the grid are posted:

  • Some invoice lines are posted as single transaction (with a single URN) based on the rules above.

  • The nominal account and supplier account are updated immediately, unless the invoice is dated in a future period. In this case, the transaction is posted when the period is opened.

    • The supplier account balance is updated.

    • The transaction is posted to the following nominal accounts:

      Nominal Account Debit Credit
      Purchase Account Net goods value  
      Tax Input VAT amount  
      Creditors Control Account   Gross value

Close the screen?

All lines entered in the grid are deleted.

If you close the screen by mistake, you'll need to re-enter all invoice lines again.

See also

Rapid purchase invoices (video)

Other tasks

Enter single supplier invoices

Record supplier credit notes

Enter supplier refunds and other receipts

Record money paid to suppliers

Authorise purchase invoices and credit notes

Other useful information

Change supplier account status (hide or put on hold)

Correct posted supplier transactions