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Invoice - Basic

This function allows you to record invoices received from a supplier. When the Accept button is pressed a warning message is shown if the option to specify max days is set in System Settings and if any of the dates (Invoice, Due or Tax) is more than N days ahead of the current date. Yes continues the processing, No returns you to the Basic tab to allow you to change the dates.

Figure: Example Invoice Screen

Invoice Date

The date of the invoice. When the invoice is accepted, the statistics will be recorded against the period corresponding to this date.

Invoice Due Date

This is the date that payment will be due. The system will automatically work out this date for you based on the supplier's payment terms although you can change it if required.

Tax Invoice

Tax invoice date.

Supplier Invoice#

This is the number of the invoice from the supplier. It is simply recorded as a reference. The system will check if this number has already been entered on another invoice in the system. It will warn you if it has but it doesn't prevent you from using the number multiple times.

Original Invoice#

If this invoice was done as part of a return transaction, this will be the original invoice number.

Invoice Total

The total value of the invoice. This will be used as a batch check when all the items have been entered, the total of the items should equal this value. You can't accept an invoice until the Grand Total from the Items tab and this number agree. You can set up an acceptable variance (on the Inventory Options tab of the Locations function). If the difference between the Grand Total and the Invoice Total is within this variance limit, the invoice can be accepted.

By Purchase Order/ By GRN

Select whether the invoice import should be matched by Purchase Order or Goods Receipt Note. Affects the field below.

Purchase Order#/ GRN#

Invoices should be matched to existing purchase orders/goods receipt note. This saves data entry time and also allows the system to track what has been invoiced for our original orders. Enter the PO/GRN number then press the Arrow button. This will import the item details for that PO/GRN and move the PO/GRN number to the right-hand side. You can match an invoice against multiple purchase orders/GRN.

Supplier

The supplier from which the invoice were received. If you match an invoice to a PO/GRN, this will be filled in automatically.

Location

The location which raised the original order for which the invoice was received. If you match an invoice to a PO/GRNr, this will be filled in automatically.

Currency Code

See below.

Exchange Rate

When the invoice is created, the system will default the exchange rate based on the current rate but this can be changed, if required. If the currency code is different to the standard exchange rate for the location, the currency code and the exchange rate will be printed on the invoice (next to the total). The Currency Code and Exchange Rate fields can be secured to prevent unauthorised changes, if required.

Agent

The agent who helped to prepare the original order, if any. If an agent is added then as items are added to the invoice, the system will perform a check. If the item did not come from that agent, a warning message will be displayed. This will not stop the item from being used but simply warns the user that the item may not be correct.

If you import a purchase order which has an agent, that agent will become the agent for this goods receipt.

Authorisation

Authorisation code.

Status

The status of the current invoice. The system will update the status automatically as you create, and prepare the invoice. The status codes are:

New

Indicates an invoice has been created but not yet printed.

Printed

The invoice has been printed.

Accepted

The Accept button has been pressed and the invoice has been finalise. Details cannot be changed.

Created

The user who created the invoice, and the time when the invoice was created. This is set automatically by the system.

Authorised By

The code of the user who authorised the invoice when it was accepted.

Type

The type of invoice which will be INVOICE for a standard invoice. If you are matching against a purchase order claim, the type will be CLAIM. If you are matching against a purchase order return or the total received quantity is negative, the type will be RETURN.

You can use these types when doing searches. They also have an impact on the appearance of the printed invoice.

PO Comments

If the invoice has been matched against purchase orders, this area will contain the comments from those purchase orders. This allows you to immediately see if there is anything you should watch out for when the goods are invoiced, for example possible damaged stock.

Comments

A general comment about the invoice. For example, 'goods looked like they had been knock around a bit'. The comment will not print on a standard invoice but it will print if this is a Return or Claim transaction.

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