Enter single supplier invoices

How to

Record an invoice

Open: Purchase Ledger > Enter Transactions > Invoice.

1. Choose or enter the supplier account using the Code, Short name or Postcode.

2. Enter the following:

   Invoice date	Defaults to today's date
   Reference	The invoice number.
   Second Reference	An additional reference number if required
   	Checks whether you've already entered an invoice with the same date and reference number.
   Goods Value	The net invoice amount.
   Nominal Analysis - Code	The nominal account for the goods value.

The remaining fields display the defaults set on the supplier account. You can change these defaults when required.

Due date	This is calculated from the payment terms set on the supplier account.
Discount percent and Discount value	Displays the settlement discount set on the supplier account.
VAT analysis	Displays the default VAT rate set on the supplier account.
Nominal Analysis	Displays the default nominal account set on the supplier account.

Record a foreign currency invoice

When you select a foreign currency supplier account, an additional exchange rate box is displayed.

• You always enter the goods value in the currency specified on the supplier's account.
• The exchange rate shown is the rate is set in the Currencies and Exchange Rates option in Accounting System Manager.

• To change the exchange rate, click .

  Note: You can only change the exchange rate if it's set to be amendable.

• If the supplier uses a Single Exchange Rate, the exchange rate set when entering the invoice is used to calculate the base currency amount. If the supplier uses a Period Exchange Rate, the relevant period exchange rate is used.
• If the invoice requires authorisation, the exchange rate set when the invoice was entered is used and not the exchange rate set when the invoice is authorised.

Check whether you've already entered this invoice

Click . This checks to make sure that you haven't already entered an invoice for the same date and reference number. If you have, a warning message is displayed.

If you're happy this invoice isn't a duplicate, then you can post it as usual.

Attach files and scanned documents

You can attach files and scanned documents when you enter a purchase invoice or credit note, enter a nominal journal entry, view sales and purchase invoices, confirm goods received, or produce a VAT Return.

1. To add an attachment or scanned image:

   • When you create a purchase invoice or credit note, select Save and Attach.
   • When you enter a nominal journal entry, select Post and Attach.
   • When you produce a VAT return, you'll be prompted to add attachments to the return.
   • When you confirm goods received, select the Attach Documents check box. You can add file attachments when you click Save to confirm receipt.
2. To attach a file:

   • Select Attach File, then browse to the file that you want to attach and click Open.

     Tip: If you can't see the file, change the filter to show All Files. By default, the attachments filter only shows these file types: pdf, jpg, png, gif, txt, xls(x), doc(x), msg.

   • Drag-and-drop a file into the Attachments list. For example, you can drag-and-drop multiple files from Windows Explorer, or single files from an Outlook email.
   • Once the file has been added, you can enter a comment or reference in the Description column.

3. To scan a document and attach it as an image, click Scan Using Device.

   • Select Start Scan to see a preview of the scan, and click OK to add it as an attachment.
   • If the scanned image doesn't look right, you can select Rescan to scan the document again.

For more information, see Scan and attach documents.

---

Useful Info

Using Authorisation

If you've chosen to Use Authorisation in the Purchase Ledger settings, an additional Requires Authorisation box is displayed and automatically selected. If the invoice value is less than the authorisation limit, you can clear this.

When the invoice is saved the net value is posted to the Unauthorised purchases nominal account.

You can't allocate a payment to the invoice until it's authorised, using the Enter transactions > Authorisation option.

About settlement discounts

What happen when

Save the invoice

• The supplier's account is increased by the value of the invoice (including VAT).
• The purchase account(s) in the Nominal Ledger are debited with the goods value according to the nominal analysis.
• The VAT input account(s) are debited with VAT value.
• The creditors control account is credited with the gross value.

Save an invoice to a project

• If a project has been specified for the invoice, the amount specified for the project is posted to the nominal account associated with the project item, according to the project analysis.

If WIP is in use and enabled for the project, cost postings are made to the WIP account. Any uplift is also posted to the WIP code. The WIP value will show the full value of the cost including uplift. If WIP is not in use or not enabled for the project, the postings will go to the default nominal Expense code on the project item.

See how the WIP account is derived
• If Use Specified is selected on the cost item linked to the project item in the posting, the WIP account is the WIP code with the specified cost centre and department.
• If not, then if Split postings between cost centres for balance sheet accounts is selected on the company's System Settings | Operational tab in Accounting System Manager, the WIP account is the project item WIP code and the cost centre and department from the parent project.
• If Split postings is not selected, the WIP account comes from the project item WIP account and the cost centre and department are blank.