Entering a Purchase Invoice

If a Supplier is being used on a regular basis, all the relevant details pertaining to that supplier should be already set up under Supplier Maintenance <SM>. For a new or irregular supplier it should be ensured that the Group Type for Tax and Currency have been set up correctly under <SM>.

The method used for entering a Purchase Invoice is as follows:

1. Select a supplier, by either clicking on the ? button, or select supplier and use the [up/down arrow keys] on the keyboard.
2. Add [INS] to enter a new invoice.
3. Enter the following details:
   • Supplier Reference
   • Purchase Invoice Date – which will default to the current date. To select the actual date of the invoice (if it differs), click on Purchase Invoice Date. To change the day, use the [up/down arrow keys] on the keyboard. To change the month, use the [up/down arrow keys + shift key].
   • Despatch Date and Payment Due Date – default to the same date as the Purchase Invoice Date. Unless they have been set up differently for a specific user.
   • Tax Invoice No. This must be entered.
   • Type. For a non stock item, select GL (General Ledger) by clicking in the box and clicking on the down arrow key.

     (The invoice can be formatted further by selecting the Comment option on another line, and typing in any relevant headings).

   • Code. Type in the relevant General Ledger code. To locate an unknown General Ledger code use the [up/down arrow keys + shift key] to locate.
   • Amount. Enter the net amount exclusive of GST
   • Note. Enter if necessary. If more space is required use the [F4 + shift key].
   • Discount. If required, click on the up/down arrow button at the bottom right of your screen. This will enable a discount percentage or amount to be entered.

As previously stated, if the supplier is set up correctly within <SM>, the usual Tax Code (GST), and Currency ($NZ) will automatically appear.

4. Process, using the following options

• Process by completing immediately. The invoice will be completed and cannot be edited. The automatic journal will be completed (using the figures in the above screenshot as an example).

Debit GST 26.75

Debit Purchases 219.00

Debit Freight 5.00

Debit Stock on Hand 219.00

Credit Accounts Payable 240.75

Credit Discount Received 10.00

Credit Closing Stock 219.00

• Hold and do not complete immediately. No journals will be completed and the invoice is able to be edited.
• Delete