This program enables you to enter details of Purchase Invoices. The individual items invoiced
are matched with their purchase orders to make sure they have been both ordered and received.
If necessary items can be booked in, and default prices can be adjusted in line with the invoiced
prices.
Where stock has been previously issued to jobs while still uninvoiced, the booking in of an invoice
can also update the job costs and consumables usage records.
Optionally this program can create CSV file records for export to an accounts package.
Supplier: select the supplier from the drop-down list.
Invoice reference: the invoice number which should be unique for this supplier.
Date: what is the date on the top of the Invoice?
Total including tax: the finalk total on this invoice including delivery and all tax .
Delivery excluding tax: this is the (often unexpected) charge which the supplier makes for
delivery. If more than one carriage charge is itemized in a single invoice, then they should be
totalled and entered as one figure.
Delivery Tax code: what is the tax code associated with this delivery?
When you have completed the header, click "Show purchase orders" and you should see
something like the following:
The initial list will comprise all un-invoiced purchase orders for the chosen supplier. In the search
box at the top of the bottom pane, enter all or part of the description of the item being invoiced,
and you will be given a list of matching items from which to make your choice. Choosing an item
by clicking it will give a screen similar to:
How many: how many items are currently being invoiced. If you have not booked them in yet,
the system will ask you if you want to do so now. If they haven't yet been received then you may
not process this invoice until they have been received.
At a price of: how much are you being charged per unit for this item on this invoice?
Total price excluding tax: how much does this invoice line come to in all? This is the previous
two figures multiplied together.
Tax: select the tax rate and the system will compute the tax amount. If necessary you can
override this if your supplier has made a mistake.
On pressing OK you will be invited to choose another purchase order line, and so on until you
have accounted for the full value of the invoice, whereupon you can press 'Save' on the parent
screen.
If at that time there is insufficient value accrued to match the full value of the invoice, you will be
given the opportunity to enter a credit note to account for the shortfall. Without such a credit note
you would not be able to proceed further in these circumstances. You will see something like:
and if you click on 'raise credit note' you should see for example:
Credit note reference: what is the reference number of this Credit note?
Date: what is the date at the top of the Credit note?
Total value excluding tax: What is the value of this credit note (excluding tax)?
Tax: what is the tax code (and value) associated with the tax part of this credit note?
Reason: what is the reason for this credit note?
