Detailed Purchases Invoice

Overview

To access Purchase Invoices simply select Accounts » Purchases » Invoice/Credit Notes and the following screen will appear.

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To add a new Purchase Invoice, simply press the Add Invoice Button and the following screen will appear.

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Add the following details:

Supplier: Enter in the Supplier Code or press the magnifying glass to search for the Supplier; if they do not already exist they can also be setup from here.

To create new supplier, click the New button within the Supplier look up.

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Supplier window opens up here to quickly add supplier details without having to leave the Purchase Invoice page.

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Add the following details:

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Save the supplier. On save, the Supplier look up within invoice automatically populates the Supplier code you have keyed now.

Invoice Number: Key in the Purchase Invoice Number. 

Ref No: Enter in any other reference number you may require, this could be a Supplier Sales Order Number or any other external reference.

Quote/S.O. Number: If you are using the Purchase Order in the system simply enter in the appropriate number or press the magnifying glass to search for the entry. The Orders raised against the selected Supplier appears within the look up.  For example, if you have raised a quote for the selected customer ‘Black Boot’, the look up will display all open quotes and orders raised for ‘Black Boot’. Select the appropriate record. 

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The quote/ order number appears within the cell and all the detail provided within the quotes/ order along with the product lines appears within the invoice product lines, however, you can modify these  product details or add new details 

Invoice Date: Enter in the Date of the Invoice.

Due Date: The Due Date refers to when Payment is Due and will be automatically generated based on the Customers Credit Terms setup on Customer page. This can also be overwritten.

Account Manager: The Account Manager will default to the one setup on the Customer but this can be overwritten.

Invoice Address: The Invoice Address is copied in from the Customer Address/Quote / Order and can be overwritten.

Delivery Address: The Delivery Address is copied in from the Customer Address/Quote / Order and can be overwritten.

Credit Control Information: Once the Customer has been selected the system displays some basic credit control information including the Customer Balance and Overdue Balance.

Payment Terms: The Payment Terms are copied from the Financial Settings or the Customer Settings (if entered) and can be overwritten.

Product: Enter in the Product Code or press the magnifying glass to search for the Product; if it does not already exist it can also be setup from here.

To create New Product Code from Invoice page, select the magnifying glass, click on the New Button from Product look up.

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Product window opens up here to quickly add Product details without having to leave the Invoice page click on New.

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Add the following details:

Product Category

This will be how you categorize your product e.g. Laptop will be under Electronics. Click on the magnifying glass to select the category. Click on the new button within the category look up window, to define a new category.

Code

Enter a unique code to identify the product. This code will be used when entering in the details of an Invoice.

Description

Enter the Description of the Product; this description appears on the Invoice and can be changed while creating the Invoice.

Sales Price

This is where you set the price of the product you are selling, as with the description this can be overwritten when creating the Invoice.

Sales Nominal Code

From the drop-down select the appropriate Nominal Code from the Chart of Accounts. This should be in the Sales range “001” to “109”.

Sales VAT Rate

From the drop-down select the appropriate VAT Rate for the product. If the VAT Rate on a product varies, choose the most common rate as this can be over written while adding the Invoice by using the Advance button.

Purchase Price

Enter the Price which you are charged for the product. If you have not purchased the product leave this field as blank.

Purchase Nominal Code

From the drop-down select the appropriate Purchase Nominal Code for the product. If you have not purchased the product leave this field as blank.

Purchase VAT Rate

From the drop-down select the appropriate VAT Rate for the product. If you have not purchased the product leave the field as blank.

Description: The Description of the Product is displayed but can be overwritten; this can be useful if you have a general Service/Other Product Code where you can enter the details on the fly.

Quantity: Enter the Quantity of the Product being Invoiced.

Price: The Price of the Product is Defaulted in but this can be overwritten.

Discount %: Enter in any Discount being given. This field is only enabled if Discount Method (in Financial Settings) is set to “Calculate Net Amount from Discount %”. If the Discount Method is set to “Calculate Discount % from Net Amount” then this field is read only and is automatically calculated from the Net Amount.

VAT%: The VAT % is displayed based on the Rate setup on the Product Code. This can only be changed by using the Advanced button.

Nominal Code: The Net Amount is automatically calculated using the Price less Discount multiplied by the Quantity. If the Discount Method (in Financial Settings) is set to “Calculate Discount % from Net Amount” then this amount can be changed and the Discount % is then affected.

Add: The Invoice is initially created with 5 lines, if you need more simply press the Add button to create new blank lines.

Delete: If you want to delete an invoice line, simply highlight the line and press the delete button.

Advanced: Use the Advanced button if you wish to change the Nominal Code or the VAT Rate. You can add further details in description. Invoice other information (defined in Settings tab >> under Business Settings column) fields appear on clicking Advanced Button

Notes: Enter in any notes you may wish to make on the invoice, these can be optionally be displayed on the invoice (see Invoice Template).

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