Invoice and Credit Notes (Purchase Invoice Register)

When you use the purchase invoice register, you can start by entering the invoice or credit note header details, followed by the detail lines. Once an invoice or credit note is accepted on the register, the application maintains a list of transactions awaiting authorisation and posting. You can carry out authorisation and posting for a specified range of supplier accounts and register transactions. If necessary, you can also unauthorise transactions that have already been authorised provided they have not yet been posted to the ledger.

Invoice and Credit Entries

Box	Description
Reference	A reference for the transaction. This is mandatory. Typically you use this box for the invoice or credit note number.
Date	The transaction date.
Tax Point	The tax point date of the transaction. In some circumstances, a tax point date may be different to the transaction date, but is always the date used to determine in which VAT return period the transaction belongs.
Due Date	The due date of the transaction. This is calculated according to the entry in the Due Date Options box on the Terms form associated with the Supplier form. For invoices, this determines when the transaction is due to be settled.
Currency	A reference that identifies the currency of the transaction. This only applies to foreign currency suppliers. You can select the currency from a list. Currencies are defined using the Exchange Rates form in the System module and the default depends on the entry in the Currency list box on the Options form associated with the Supplier form.
FC Value	For foreign currency transactions, the value of the transaction in the operating currency identified in the Currency box.
Rate	The exchange rate for the currency. This defaults to the exchange rate defined on the System Exchange Rates form. In the case of Euro triangulation, exchange rates are calculated using special rules where more than one Euro zone currency is involved in the transaction.
Trans. Value	The transaction value. For foreign currency transactions, the default entry in this box will be the home currency equivalent of the value entered in the FC Value box.
Supp Ctry	The country code that identifies the source for the goods in the transaction. You cannot amend this directly. The code displayed is the one associated with the account.
Assigned To	The name of the person to which the transaction is assigned. You can select from a list. Valid selections for this are defined using the People Profiles command in the System module.
Authoriser	The name of the person that authorised the invoice using the Purchase Ledger - PIR - Authorise command. This box and the related date are read-only so cannot be changed here. If you do not use the Purchase Invoice Register they are still displayed but will be empty.
VAT Reg No	The VAT registration number of the supplier. This depends on the entry on the VAT form associated with the Supplier form.

Discount

The following are only available if Allow settlement override option is selected on the Purchase Options form.

Box	Description
Settle 1 and 2	The settlement discount days and percentages.

Analysis

Box	Description
Analysis	An analysis code of up to four characters. This code is assigned to transactions posted for the supplier and you can include it on analysis reports.
Supplier Type	A reference that identifies the supplier type for the supplier. You can select the supplier type from a list. Supplier types are defined using the Types command on the Maintenance submenu.
Supply Code	A reference that identifies the default supply code. You can select the supply code from a list. Supply codes are defined using the Supply Codes command on the Maintenance submenu.
Project	A reference that identifies the default project code. The default shown will be the one assigned to the supplier record on the Analysis form associated with the Supplier form. You can select an alternative from a list. Project codes are defined using the Project command on the Maintenance submenu of the Nominal module. This analysis dimension is only available if you have the Advanced Nominal Ledger and you have selected the corresponding option on the Company Profiles form in the System module. The name for this dimension may be different to 'Project'. You can specify the name in the Dimension 1 box in the Advanced Nominal group on the System Preferences form in the System module.
Department	A reference that identifies the default department code. The default shown will be the one assigned to the supplier record on the Analysis form associated with the Supplier form. You can select an alternative from a list. Department codes are defined using the Department command on the Maintenance submenu of the Nominal module. This analysis dimension is only available if you have the Advanced Nominal Ledger and you have selected the corresponding option on the Company Profiles form in the System module. The name for this dimension may be different to 'Department'. You can specify the name in the Dimension 2 box in the Advanced Nominal group on the System Preferences form in the System module.

Details

Box	Description
Reference	If you do not have the Purchase Order Processing module but are linked to Stock Control, this can be a valid stock reference, otherwise you can leave this field blank and enter a description only or move straight to the Analysis box. You can select from a list.
Description	The description of the item. You can amend this if required.
Quantity	The quantity of goods associated with the detail line.
Analysis	The supply code for the item. This defaults to the supply code on the stock item, if one was selected, or you can select one from a list.
Advanced Nominal Dimensions	References that identify the dimensions used for the analysis of the current transaction line. If you have the Advanced Nominal Ledger feature activated and you are using either of the two additional analysis dimensions (such as Project and Department), you can override the defaults shown for the current transaction line. If the nominal account associated with the supply code entered in the Analysis box is set up to use one or both additional dimensions, default dimension IDs will appear in these boxes, otherwise they will be unavailable. The defaults will be those associated with the supplier record (as shown when you use the Analysis command on the document header form). If these have not been specified (that is, left blank), then the defaults will be those identified on the nominal account record linked to the supply code. If the corresponding nominal account record indicates that the use of one or both dimensions is mandatory, then you must ensure an appropriate ID has been entered before you save the transaction line. For further information, refer to the topic on advanced nominal dimensions associated with the Nominal module.
Cost Centre	The cost centre to which the detail line is analysed. You can select from a list.
VAT Code	The VAT code associated with the analysis code in the Purchase module. If you are creating an Invoice from a Purchase Order or Delivery Note, when deciding which VAT code is used, the application calculates the total goods value for all items that are marked as subject to Reverse Charge. If the total value is more than the HMRC de minimis level, it uses the first available Purchase Reverse Charge for goods VAT code on each detail line. Items that are not subject to the Reverse Charge are updated with the VAT code on the Supply Code. The VAT Inclusive box on the supplier's record must be cleared to post a transaction using Reverse Charge accounting. If you receive an invoice that must be accounted for using Reverse Charge accounting from a supplier that is marked as VAT inclusive, clear the VAT Inclusive box to post the transaction, then re-select the box afterwards. Reverse Charge for Services To account for a service received from an EC supplier that falls under the Reverse Charge provisions, use a standard rate VAT code which has been set up to update boxes 1, 4, 6 and 7 on the VAT Return. What's Reverse Charge Accounting for services?
Goods	The net goods value of the detail line.
VAT	The VAT value of the detail line.
Total	The cost of goods associated with the detail line.
Remaining	The value of the invoice that remains to be analysed. When this is zero you can save the transaction.
Total	A running total of the goods values for all detail lines.

EC VAT SD Details

This only applies if you use the EC VAT module and where the Goods Value = Supplies option is selected for the corresponding VAT code record on the VAT Processing form in the System module.

Box	Description
Commodity Code	A number that identifies the commodity code for the item on this line of the invoice. You can select from a list. The commodity code is used on the SD to classify types of goods and related services. Commodity codes are maintained using the Commodity Codes command on the Maintenance submenu of the EC VAT module.
Net Mass	The net mass, in kilograms, for this line of the invoice. This value is included on the SD.
Multiply Mass by Qty	For invoices created from purchase orders or deliveries, you can select this option to multiply the quantity of the item by the units entered in the Net Mass box.
Supplementary Units	The supplementary units (second quantity). This applies where a commodity code has an entry in the 2nd Qty. Description box indicating that a second quantity is required (in line with HMRC regulations). Commodity codes are maintained using the Commodity Codes command on the Maintenance submenu of the EC VAT module.
Multiply Supp. Units by Qty	An option that determines whether the supplementary units are multiplied by the quantity of the item included in the detail line. This option is enabled if the commodity code has an entry in the 2nd Qty. Description field in the EC VAT - Maintenance - Commodity Codes command.
Mode of Transport	The mode of transport that is to appear on the SD. The default entered on the EC VAT form associated with the supplier record appears. You can select an alternative from a list. This is optional so if no mode of transport records exist, the box can be left blank. Mode of transport records are maintained using the Transport Modes command on the Maintenance submenu of the EC VAT module.
Nature of Transaction	The two-digit nature of transaction code that is to appear on the SD. The default entered on the EC VAT form associated with the supplier record appears. You can select an alternative from a list. For process items, a nature of transaction code from 40 to 70 appears as the default. Nature of transaction codes are maintained in the EC VAT - Maintenance - Transaction Nature command.
Terms of Delivery	The delivery terms that is to appear on the SD. The default entered on the EC VAT form associated with the supplier record appears. You can select an alternative from a list. Entry in this box is mandatory if the Include Delivery Terms option is selected under the EC Arrivals SD option on the Options tab of the Company Profiles form in the System module. Delivery terms records are maintained using the Delivery Terms command on the Maintenance submenu of the EC VAT module.
Country of Origin	The country of origin of the goods. You can select it from a list.
SD Cost	For items where the VAT code record identified in the VAT Code box has the Pre-Process Item or Post Process Item option selected on the VAT Processing form in the System module, process code, this the cost value of the goods for SD reporting purposes. The value you enter must reflect the actual value of the goods but it will not be credited to the supplier’s account.