Posting Purchase Invoices that relate to Goods received notes

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Della Scott
5 years ago
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Posting by Order Enter a batch reference

1 How To... Posting Purchase Invoices that relate to Goods received notes Select the Purchase Ledger Icon followed by Invoice Posting by Order Enter a batch reference that relates to this batch. Could be an internal reference, todays date, your initials.

2 You should then enter the Purchase Order Number that relates to the Purchase Invoice you are trying to process. On entering the order number you will be shown a window that requests use Invoice or use batch. Entering batch relates to matching the GRN to the invoice and should be the preferred choice as you are matching Invoices to Good Received notes. Entering by invoice matches the PO to the Invoice not the goods received. You will then be presented with the following screen which displays all lines received on the Purchase Order, with quantities and with values that are the purchase price (from the PO) multiplied by the received quantity/ the unit of issue. Clicking on the value of GRN box will bring in all values that match the goods received notes and will assume that these are on the Invoice. Clicking or entering the line number on the line will accept the line (make the red cross a green tick) and set the invoice quantity equal to the received quantity. You may also amend values (i.e. qty invoiced / value charged etc using this method). Part invoice matching i.e. where the qty invoiced is different than that received will result in the GRN lines being available for matching on the next purchase invoice that comes in.

3 For example if you receive 100 and match the invoice f to 75 this will allow for the matching of a subsequent invoice (or invoice line) of 25. When you accept lines the system will maintain and display a running invoice total box which equates to the goods value of the invoice and if post is selected will use this as the basis for the invoice posting. Unticking the allow further receipt box will assume that the order line is complete and no further deliveries are expected or allowed. (assuming qty recd<> qty ordered) The update stock costs box does precisely that and will update whatever is set against the control codes. Once the invoice total field matches the physical document in your hand then you are ready to post the invoice. Clicking on Post sets the wheels in motion to do this. You will notice from the screenshot below that the Sub total matches that from the previous screen. Other field meanings:- Discount any whole order discount Carriage - any carriage charges for delivery of the goods VAT you should take the value for the Purchase Invoice sometimes rounding differences can occur between systems Internal ref the system will allocate an internal number (if you leave the field blank) that should be written onto the physical purchase invoice. Otherwise the reference is that entered Invoice Date date of the invoice use calendar if preferred

4 Supplier ref -Their invoice number Due date calculated as invoice date plus terms for the suppliers record. This can be over keyed as applicable. Discount % and discount amount as applicable The VAT is calculated based on the values and vat rates held against the purchase order records. To accept click on add otherwise amend and click on add when complete. The proof figure must equal zero before the system will allow you to post the invoice. Notes can be entered (into the notes box) if required. The nominal code will be displayed if you are happy that this is the correct code or (codes) then click on add (same rules as VAT proof should be zero.) Clicking on OK will post the invoice; void will not do any postings. The system will then display the last invoice posted and request next purchase order number.

5 On exiting this program the following audit print will appear.

Credit Card Invoices and Purchase Transfers

Credit Card Invoices and Purchase Transfers There are two different types of transfers, Purchase Transfer and Invoice Transfer. However, the credit card vendor must first be identified as a Credit Card